C09.0 N4523A24R1301 Questions and Answers Document.pdf

RFP N4523A24R1301 Questions and Answers

Question 1: On the attachment E (excel spreadsheet), just wanted to clarify that the "unit of issue" you are looking for is "Room Nights" and not "Unit"? You had the word "Unit" in there, but that would only yield a price per day for a set number of units. As an example, in the screenshot below for year 2 I left the unit of issue as "unit" and if I put in $X the total cost is for 300 units for one day only - $X. But for year 1, I changed the unit of issue to "room nights" and that yields a total price based on room nights. Is the pricing structure (totals) like in year 1 what you had in mind?

Answer 1: See amended RFP. Attachment E has been removed and is no longer a required submission.

Question 2: Are third-party travel management companies permitted to respond to this request?

Answer 2: Please see section 21. Special requirements, part H – 3.1 DELIVERY ORDER PLACEMENT PROCEDURES – COMPETITION (3): “Solicited IDIQ holders are strongly encouraged, but not required, to provide offers on competitively awarded delivery orders.

Offerors must clearly delineate which work is to be accomplished by the prime contractor and any subcontractors.”

Please also refer to the FAR clause checked in the solicitation clause 52.212-5; 52.203-6 Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) (41 U.S.C. 4704and 10 U.S.C. 4655).

Question 3: Is it permissible to submit more than one hotel/apartment complex to support this group?

Answer 3: Hotels are not acceptable but the Vendor may provide multiple locations for apartments, the following sentence is added to the Performance Work Statement (PWS) in section 3. Scope: “The Contractor may provide units at multiple locations to meet the total requested units.”

Question 4: Will a tax-exempt form be provided?

Answer 4: In accordance with FAR 52.212-4(k), the contract price includes all applicable Federal, State, and local taxes and duties. Henceforth, tax exemption forms will not be provided.

Question 5: Please clarify “units” within the PWS.

Answer 5: The following sentence is added to the PWS in section 3. Scope: “The term “units” in this PWS refers to long-term lodging rooms that meet the requirements in section 5. Lodging Room Conditions in this PWS.”

Question 6: Are you specifically looking for apartment units?

Sub-question 6: If so, can larger units be acceptable for multiple guests or are you only requiring 1-bedroom units?

Answer 6: Per section 5A. General Lodging Description/Specifications for Furnished Apartments; “Minimum of one-bedroom and one-bathroom, with separate living room and kitchen area per room requested. Only one occupant will be assigned per provided unit, regardless of unit size. Units provided must be apartments. Hotel rooms are not considered acceptable lodging accommodations under this contract.”

Question 7: Can mail pick up at front desk be acceptable?

Answer 7: Per section 5F(1) in the PWS; “Mailboxes (one per unit) available and with U.S.

Postal service available daily, while unit is occupied.”

Question 8: Will there be a rotation of guests or one guest per unit for a whole year?

Answer 8: The following sentences have been added to the PWS section 3. Scope: “Throughout the period of performance of executed task orders, the Government may rotate occupants within units if needed. Upon rotation of occupants, turn cleans in accordance with section G(1) of this PWS will be required.”

Question 9: Is there an estimate of the required number of parking spaces?

Answer 9: The following sentence is added to the PWS in section 5F(2) “The Contractor is required to provide one parking space per unit at all long-term lodging locations.”

Question 10: Are we able to submit more than one proposal for housing options?

Answer 10: Only one proposal response to RFP N4523A24R1301 may be submitted per entity.

Question 11: Is this a new contract? If not new, who was the past incumbent, and what is the contract number?

Answer 11: This is a new requirement.

Question 12: Do you have a target date or date range for the final award decision?

Answer 12: Per section 11 of the RFP, award(s) will ideally be decided prior to the Period of Performance (PoP) start date of 05/29/2024.

Question 13: We are located in Canada and have provided similar services - will our bid be accepted even though we are a Canadian company? We are registered in Sam.gov. We just don't have a federal ID.

Answer 13: No restrictions are in place to prevent Canadian companies from being awarded service contracts by the US Government, please access the SAM.gov help desk for assistance with registering as a foreign entity to be eligible for DOD contract awards. The following has been added to part 13 of the RFP N4523A24R1301; “To be eligible for award, registration with the System for Award Management (SAM) must be current at the time of submitting proposals.

This requirement is not waived. To register or apply please visit the SAM website at http://www.sam.gov. If you are not registered, you may request an application at (866) 606-8220 between the hours of 6 am – 8 pm (Eastern Time). All offerors are responsible for ensuring that they have met all eligibility requirements, including a complete and active SAM registration.

Foreign entities who wish to do business with the US Government for Department of Defense (DOD) awards must have an NATO Commercial and Government Entity (NCAGE) code. The Contracting Officer will verify the Entity’s CAGE code prior to award.”

Question 14: If our bid will be accepted, will providing a hotel that has all amenities but a dryer and laundry machine in the unit be acceptable? Dryers and laundry are on a different floor in the hotels, but none are in the units.

Answer 14: Hotel rooms will not be accepted. Per section 5A(8) of the PWS, a washer and dryer is required in unit.

Question 15: "Under Item 7. The contract line-item numbers..." Question- What does the Quantity of 24,300 under ELIN A0001 & the Quantity of 36,200 under ELIN A0001 represent?

Answer 15: The instances of ELINs have been removed from the solicitation and all attachments and CLINs have been added instead. The quantity of 24,300 under CLIN 0001 represents room nights for 100 rooms from 8/1/2024-3/31/2025, and 36,200 room nights for 200 rooms from 9/1/2024-2/28/2025, per C08.0 Attachment B First Task Order RFP 04022024, section 7.

Question 16: "PWS Item 3. Scope" Question- Do you know how many Contractors are anticipated to be in the "pool" of the IDIQ contract?

Answer 16: IAW section A. General in clause 52.212-2 Evaluation—Commercial Products and Commercial Services Addendum in the RFP N4523A24R1310, “The Government intends to award up to a maximum of five (5) competitive IDIQ contracts for the accomplishment of Long- Term Lodging services.”.

Question 17: Based on my review of the documents provided:

- In the form “C08.0+Attachment+A-+Performance+Work+Statement.pdf,” it is outlined that the contractor must provide a varying number of units within specific timeframes based on the task order issued.

- Furthermore, the period of performance for the overall contract is stated as May 29, 2024, through May 30, 2029.

However, in the form “C08.0+Attachment+B-+First+Task+Order+RFP+04022024,” specific requirements state that the contractor must supply 100 rooms from August 1, 2024, to March 31, 2025, and an additional 200 rooms from September 1, 2024, to February 28, 2025. The breakdown of contract line-item numbers (CLINs) A001 and A002 further specifies room night quantities for each period.

I kindly request your assistance in clarifying the exact quantity and date requirements to ensure that our quote aligns closely with your needs.

Answer 17: Upon award of the IDIQ, the first lease of units will be under the first task order, outlined in the Attachment B First Task Order RFP IAW part 14 of the RFP N4523A24R1301:

“All offeror’s who are deemed technically acceptable will then be evaluated based on their response to the starting task order RFP (Attachment B). The Lowest Price Technically Acceptable responses to the seed starting task order RFP will be the final awardees. The offeror with the Lowest Price Technically Acceptable response to the task order RFP will subsequently be awarded with the first task order.”

Question 18: Assuming all other factors are equal, i.e. technical and past performance, will the award be based on lowest price for Ordering Period 1 (8/2024-3/31/2025 & 9/1/2024-2/28/2025), or will the award be based on lowest price for all years + option to extend period?

Answer 18: Per 52.212-2 Evaluation- Commercial Products and Commercial Services (Nov 2021), section (c) Basis of Evaluation in the RFP N4523A24R1301: “The Government will evaluate price based on the total price of Attachment B, First Task Order RFP. Offerors will first be evaluated on part (a) Technical factors. After evaluation of technical factors, the Task Order RFP will be evaluated to determine the final awardee(s).”

Question 19: Can the Contractor bill the guest’s Government travel card for verified damages in addition to any personal expenses?

Answer 19: Personal expenses are to be paid with the employee’s personal credit card, but damages expenses are to be billed under the employee’s government travel card per the following edit to the PWS section 2: “Personal expenses in guest rooms, such as room service, and damages will be paid for by the guest with their personal Credit Card and shall not be billed under the resulting contract. Damages will be billed to the employees Government Travel Credit Card

(GTCC).”

Question 20: Is there an estimate for how many turnovers there may be in each unit, or how long average tenancy might be, so we can in-turn estimate maid service for turnovers?

Answer 20: The following is added to the PWS section 5(G)(2): “The Government cannot anticipate the amount of employee rotations throughout units under an any individual task order and henceforth cannot anticipate the amount of turn cleans to be expected under any individual task order”

Question 21: Can there be a change to the language of #5 of the PWS from 12 hours to 48 business hours? 12 hours is very difficult. If a guest has a water heating issue after 6:30 pm, a rep and/or after-hours maintenance can be sent but sometimes the only solution may be to replace a water heater altogether, and after hours maintenance cannot do that between 6:30pm and 6:30

am. They’ll likely do it the very next business day, once they have full access to the community and a second staff to help. Or if there is a Wi-Fi issue where the only permanent solution is to send out a tech from the ISP, though a temporary solution is to provide an internet hotspot right away, if a service call is made at 6:30 pm a 12-hour window to deliver a hotspot may not always be practical.

Answer 21: The language in the PWS will not change for any instances besides disruption in Wi- Fi services. The following sentence is added to the PWS section 5(I)(5): “In the event of disruption in Wi-Fi/internet services, the Contractor will have 24 hours to restore Wi-Fi/internet services.”

Question 22: We would love to assist with housing but would like more information on the number of rooms per night peak that we might expect.

Answer 22: The maximum amount of rooms allowable at any time under a single delivery order is 300 IAW section H – 3.3 DELIVERY ORDER PROCESS, number 8 of the RFP N4523A24R1301; “Upon the execution of a task order the Contractor will be given 45 days to procure the units requested within the range of 50-100 units, and 60 days to procure requested units ranging from 101-300.”

Question 23: "Under Item CLIN 0001. "100 rooms must be

Question - Do the 100 rooms have to be 1-bedroom units or would 2 bedroom apartment units with two bedrooms/ 2 bathroom suffice? For example, if I provide 50 - two bedroom apartments for a total of 100 rooms will that be meeting the task order requirement, with the assumption that two Government Guests will be sharing the same unit, but two separate bedrooms? Or the task order is requesting 100 - separate 1-bedroom apartments for each Government Guest?

Answer 23: The following sentence is added to the PWS section 5(A)(1): “Minimum of one-bedroom and one-bathroom, with separate living room and kitchen area per room requested. Only one occupant will be assigned per provided unit.”

Question 24: If the Government intends for each unit to be occupied by one PSNS & IMF employee and that PSNS/IMF employee chooses to bring a spouse or any family member(s) to stay in the lodging unit with them and DOES NOT inform the COR or the contractor of the extra occupants, for an amount of time such that the terms of the “single occupancy” lease are broken.

Will the US Navy support the contractor charging the employee GOV CC for additional occupants that may be required in order to change the occupancy terms of a lease from single to multiple occupants?

Answer 24: The following has been added to the PWS section 3: “Units will be single occupancy, meaning that only one (1) PSNS employee is assigned to a unit. Leases will be between the Government and the Vendor only. Leases will be single occupancy. If a PSNS employee wishes to have a spouse, family member, child, etc., reside in the unit it is up to the Vendor’s discretion whether that guest is permitted to reside in the unit. If the Vendor decides to prohibit PSNS employees from allowing an additional occupant in a unit, the Vendor must notify the Government on a task order basis if any occupancy restrictions will be in place. The Government will then in turn notify the employees of any occupancy restrictions. Additionally, it is not the responsibility of the Government to inform the Vendor if PSNS employees intend to have an additional occupant reside in the unit.”

Per section 2 of the PWS, the contractor shall not bill anything to the employee’s government travel card other than damages expenses: “Personal expenses in guest rooms, such as room service, and damages will be paid for by the guest with their personal Credit Card and shall not be billed under the resulting contract. Damages will be billed to the employees Government Travel Credit Card (GTCC).”

Question 25: Will ancillary charges to be charged to employee GOV CC be considered when determining overall price for any awards - IDIQ or subsequent delivery orders? E.g. Pet Fees, Extra parking spaces, Extra sets of Keys, Lost keys, Extra occupants

Answer 25: The following is added to the PWS section 2: “No ancillary charges considered personal expenses will be factored into the overall price of award or task orders. Personal expenses are solely the responsibility of the occupant.”

Question 26: Does the Government intend to establish a maximum frequency of re-using units per task order so that contractors can appropriately factor this into pricing? E.g. each unit can be reused twice during the PoP of the task order.

Answer 26: The following is added to the PWS section 5(G)(2): “The Government has the right to re-use units as many times as necessary throughout the duration of executed task orders.”

Question 27: If the Government intends for the frequency “Turn Cleans” to be “low”; can the Government please describe that with a number based on past performance? E.g. Based on past performance the Government anticipates that each unit will have to be turn cleaned 2 times during each task order PoP.

Answer 27: Per PWS section 5(G)(2): “The Government has the right to re-use units as many times as necessary throughout the duration of executed task orders. The Government cannot anticipate the amount of employee rotations throughout units under an any individual task order and henceforth cannot anticipate the amount of turn cleans to be expected under any individual task order.”

Question 28: What is the allowable credit card fee for any charges that are incurred on GOV CC’s?

Answer 28: The following is added to the PWS section 2: “The allowable credit card fee for any charges incurred on Government Credit Cards is a maximum of 4% per charge per the Joint Travel Regulations (JTR).”

Question 29: If units are to be reused (cycled), how many days in advance will the contractor be given to schedule and complete the Turnover clean?

Answer 29: The following is added to the PWS section 5(G)(1): “The Government will provide a minimum of 48 hours’ notice for turn clean services.”

Question 30: Does the Government intend to place employees geographically based on carpooling efforts?

Answer 30: The following is added to the PWS section 3: “The Government will not place employees geographically based on carpooling efforts.”

Question 31: If a turn clean is incurred due to an employee wanting to move to another lodging unit for their own convenience and not mission related, but the originally assigned unit has met all requirements; can that turn clean be charged to that employee?

Answer 31: The following is added to the PWS Section 5(G)(2): “In the event an occupant requests relocation to a different unit, in support of the mission or otherwise, the employee is not to be held responsible for turn-clean charges associated with the resulting relocation.”

Question 32: Will the Firm Fixed Price Award status ensure that any vacant periods of units contracted will be paid for? E.g. cycling between guests or if guest departs early?

Answer 32: The following is added to the PWS section 3: “Units leased by the Government under individual task orders will be paid for at the agreed upon rates, regardless of occupancy status.”

Question 33: Will the Firm Fixed Price Award status alleviate the need to waive any prepayment to guarantee or hold unit(s)?

Answer 33: The following is added to the PWS section 3: “The Government will not provide any pre-payment for units. Funding for individual task orders will always be authorized and approved before the execution of task orders.”

Question 34: Will the Firm Fixed Price Award status alleviate the need to waive any fees for canceled orders before check‐in if the government’s mission is changed/canceled or if funding is not authorized at the time of service?

Answer 34: Per section 9 of the RFP N4523A24R1301; “In accordance with FAR Clause 52.216- 22, Indefinite Quantity, the guaranteed minimum for this IDIQ is $1,000.00.

In conjunction with the base contract award, the government will meet the minimum guarantee by either awarding:

a) A single initial delivery order ,which will qualify as an appropriate amount of consideration for contract performance; or b) A placeholder task order of $1,000 to be de-obligated once an official task order has been awarded. The Government makes no representation as to the number of task orders or actual amount of work to be ordered. The contractor is not guaranteed work in excess of the minimum guarantee specified herein. The minimum guarantee is applicable for the contract term. Maximum IDIQ dollar amounts, and quantity are listed in CLIN 0001.”

Question 35: Because no background checks are allowed, will the Government allow the contractor to collect full occupant info at a minimum (name, cell, email, home address, copy of

DL)?

Answer 35: The following is added to the PWS section 2: “The Vendor is permitted to collect resident information at the time of check in.”

Question 36: San Diego requires owners to have a STRO (short term residential occupancy) license for renting units for less than one month. Does the Government intend to re-use the units for lengths of stay that are less than 30 nights?

Answer 36: The following is added to the PWS section 3: “Leases will exceed 30 days although the Government may place an employee within a leased unit for less than 30 days.”

Question 37: Will the answers provided by the US Navy and posted in the “Questions and Answers” document be sufficient to support any vendor contract change requests as the contract matures and new or previously unidentified situations arise?

Answer 37: Any answers provided in this “Questions and Answers” document are to assist in forming the contract or clarifying the requirement. Once the contract is established the terms and conditions of the contract are the final ruling authority, not the Q&A document.

Question 38: Does the Government require a separate proposal for the "First Task Order"? Or does the Government expect the first task order proposal and IDIQ proposal to be combined in one proposal?

Answer 38: Required submission documents must not be combined in one document but must all be submitted together, please refer clause 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services Addendum part (1) in the RFP N4523A24R1301; “The Offeror’s price proposal shall be separate from the technical proposal (Factor 1: Experience and Factor 2: Past Performance). The Contractor shall complete Attachment B “First Task Order

RFP”

Question 39: Can the offeror assume the past performance of the subcontractor?

Answer 39: Subcontractor performance is the responsibility of the prime contractor, not the Government.

Question 40: Can the offeror provide alternative documentation on past performance relevance if the work was performed under a different EIN or Cage Code? If so, what documentation would you accept?

Answer 40: Per 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services Addendum, part (a): Factor 1 – Experience: “The Offeror shall show that “experience projects” were performed under CAGE Code or EIN NUMBER as the proposal or provide an explanation of how the experience is relevant to the offeror’s ability to perform the requirements of this contract.”

Question 41: The more I have read everything, it actually looks like your Attachment E is just stating your requirements of your PWS and is not asking vendors to complete and send back. Is that right? It looks like it is supposed to be filled out, but in the Seed RFP, it only mentions Attachment E twice (line 2 and 9) and there it is only stating that those are your requirements.

Answer 41: The mention of Attachment E in the Seed RFP was a typo. The error has been corrected to the correct attachment of Attachment A.

Question 42: Since Task orders can be competitive each year and price will be determined for each task order are we still providing a price for all 5 years?

Answer 42: Price proposal is only required for the first task order RFP (Attachment B), refer to RFP N4523A24R1301 52.212-1 Instructions to Offerors part (b) Price: “Price will be evaluated based on the first task order RFP only. This task order RFP will be the first delivery order to be executed under the IDIQ. Offerees will submit their response to the task order RFP in accordance with section 21 of this IDIQ RFP.”

Question 43: Upon reviewing the documentation, we noticed that the Standard Form 1449 was not included as an attachment. We wanted to confirm whether this form is required for our submission. While reviewing the comments on the synopsis/solicitation, we couldn't find specific instructions regarding the inclusion of the Standard Form 1449. Therefore, we are reaching out to you to confirm whether it is necessary for our submission.

Answer 43: The Standard Form 1449 is not necessary for submission.

Question 44: When will we receive our payments?

Answer 44: Vendors may bill monthly under each awarded task order in accordance with the instructions in the Wide Area Work Flow (WAWF) clause 252.232-7006 in RFP N4523A24R1301. Invoices submitted via WAWF are estimated to be paid within 30 days.

Question 45: Will you be renting the properties on a yearly basis or as needed? In other words, will you exclusively rent them or on an availability basis?

Answer 45: Per section 3 of the PWS; “The Government cannot predict lengths, dates, and volumes of task orders to be executed under this IDIQ. Task orders will be competed and awarded on a need basis.”

Question 46: Are we required to provide maid service besides move-out and move-in cleanings?

Answer 46: The following is added to the PWS section 5(G)(1): “No maid services will be required outside of turn cleans.”

Question 47: Is there an electricity usage cap? If so, how much?

Answer 47: The following is added to the PWS section 5(A)(9): “There will be no electricity usage cap for units leased under this contract.”

Question 48: Please confirm the number of locations (max) these apartments can be divided into

Answer 48: The following is added to the PWS section 3: “The Contractor may provide units at multiple locations to meet the total requested units. There is no maximum to the amount of locations that the Vendor may choose to provide the requested units.”

Question 49: Please confirm the per diem for these apartments is based on the GSA San Diego per diem, or if there is any other budgetary restrictions or requirements

Answer 49: Per diem rates are based on GSA San Diego rates.

Question 50: Period of Performance is May 29, 2024, through May 30, 2029 (attachment 1), this is the beginning and end of contract dates, correct? Because on attachment 2, it shows POP on 8/1/2024-3/31/2025.

Answer 50: Yes, the Indefinite Delivery Indefinite Quantity (IDIQ) PoP is 5/29/2024-5/30/2029.

The dates given on attachment B are for the PoP for the first task order per part 14 of the RFP N4523A24R1301; “All offeror’s who are deemed technically acceptable will then be evaluated based on their response to the starting task order RFP (Attachment B). The Lowest Price Technically Acceptable responses to the seed starting task order RFP will be the final awardees.

The offeror with the Lowest Price Technically Acceptable response to the task order RFP will sub sequentially be awarded with the first task order.”

Question 51: Is one supplier providing all 300 rooms or will this be won amongst multiple suppliers?

Answer 51: It is preferred that task orders are only awarded to one supplier, but per RFP N4523A24R1301 section H – 3.3 DELIVERY ORDER PROCESS, part 6(a): “Priority awarding will be to the Contractor who submits the Lowest Priced proposal that fulfills all criteria of the RFP. If circumstances arise in which no acceptable proposals are received in terms of unit quantity, then IAW FAR 52.212-1(h) the Government reserves the right to award task orders to multiple contractors under this multiple award IDIQ to complete the quantity and requirement of one task order.”

Question 52: Is the notification ladder provided at the end of the statement of work a cancellation policy (i.e. 45-day penalty for the first 100 units)?

Answer 52: These notifications are the amount of days the Government has to notify Vendors in advance of unit requirements as stated in section 3 of the PWS: “Upon the execution of a task order the Contractor will be given 45 days to procure the units requested within the range of 50- 100 units, and 60 days to procure requested units ranging from 101-300”. The notification ladder at the end of the PWS has been removed for conciseness.

Question 53: Will the government provide a list of employee names, phone numbers, and email addresses, thereby allowing the contractor to collect employee government travel card information prior to the guest checking in?

Answer 53: Yes, the following sentence is added to the PWS section 2: “The Contracting Officer’s Representative (COR) will provide a list of employee information to the Contractor prior to employee check-in.”

Question 54: Will the government provide the check-in sheet? Whose responsibility is it to distribute and collect from guests?

Answer 54: The following is added to the PWS section 2: “It is the Contractor’s responsibility to provide, distribute and collect check-in sheets from employees at check-in.”

Question 55: What is the projected volume for arrivals - ALL arriving on same date or will arrivals be in blocks? (Different dates?)

Answer 55: The following is added to the PWS section 3: “Upon execution of a task order, the Contractor must have the requested number of units available and up to standards with the requirements in this PWS by the stated Period of Performance (PoP) start date of the task order.

The Government cannot anticipate the specific date’s employees will move in after the PoP start of executed task orders nor the volume employees moving in at any time.”

Question 56: Is there a limit for how much can be billed to the travel card for damages, assuming damages are severe?

Answer 56: The following is added to section 2 of the PWS: “The maximum amount billable to an employee’s Government travel card for damages incurred is $2,000.00. Prior to any billing of Government travel cards for damages incurred, the Vendor must provide photo documentation of the damage as well as any invoices/estimates for the damage incurred.”

Question 57: Will the government except a hotel room that has a full and separate bedroom?

Answer 57: The following is added to the PWS section 5(A)(1) “Hotel rooms are not considered acceptable lodging accommodations under this contract.”

Question 58: Please provide a specific list of cleaning supplies that are to be provided at move-in?

Answer 58: The following is added to the PWS section 5(C)(4): “List of required basic cleaning supplies:

Glass cleaning solution Oven cleaning solution Shower cleaning solution Toilet cleaning solution Floor cleaning solution Wood floor cleaning solution (only if unit contains wood flooring) Toilet cleaning brush Kitchen sponge Dish soap Dish washer detergent (only if unit contains dishwasher) One roll of paper towels”

Question 59: Each unit comes with one parking spot. Are guests responsible to pay for any additional parking spots needed during their stay?

Answer 59: The Contractor is only required to provide one parking spot per unit, any additional parking is not the responsibility of the Contractor per section 5(F)(2) of the PWS: “Adequate, safe parking (at no additional cost) at the facility. The Contractor is required to provide one parking space per unit at all long-term lodging locations.”

Question 60: How often are employees scheduled to rotate - i.e., every 2 weeks, monthly, quarterly, etc.?

Answer 60: The following is added to the PWS section 3: “The Government cannot predict the amount or schedule of employee rotations under any task order.”

Question 61: Will employees be bringing pets? Will pet fees be the responsibility of the employee?

Answer 62: The following is added to the PWS section 3: “Lodging accommodations provided under this contract are not required to allow pets. However, the Vendor must notify the Government at award of IDIQ, and on a task order basis, which units will allow pets and which units will not. All fees and costs associated with pets are the sole responsibility of the employee.”

Question 63: Speaking to "COR shall receive a list of units no less than 14 days prior to initial check-in date" - will the government provide details of employees with pets at this time, as this will make a difference in which community they would be assigned to?

Answer 63: The following is added to the PWS section 3: “If units are provided that allow pets and employees choose to bring pets, the Contracting Officers Representative (COR) will provide the Contractor with a list of employees who will be bringing pets.”

Question 64: Is the contractor held to the original pricing when submitting to an issued task order?

Answer 64: Task Orders are firm fixed price legally binding documents, whatever the agreed upon price is at execution of task order is what price will be upheld throughout the duration of the task order.

Question 65: As a NIST 800-171 compliant contractor, how does the government intend on verifying and overseeing NIST compliance for all contractors?

Answer 65: Offerors must be compliant with the DFARS clause 252.204-7008 included in the

RFP N4523A24R1301.

Question 66: It is our understanding that subcontractor names (suppliers) are to be included in our original proposal due on May 3rd. Upon receipt of a task order, is the prime contractor allowed to utilize subcontractors other than those submitted on original proposal?

Answer 66: Subcontractor names are not required to be included in the proposal.

Question 67: If additional inventory, other than what was submitted on the original bid proposal becomes available, can the contractor submit new inventory upon issuance of a task order?

Answer 67: The following sentence is added to section 3 of the PWS: “Vendors may provide varying inventories of units over the life of the IDIQ provided that all units are in accordance with this PWS.”

Question 68: Regarding Attachment A Point H- Security Requirements, can you confirm that an acceptable property requires at least 1 of the following: physical security (like a security guard), cameras, or is a gated community. Or does the property need to have all 3 features?

Answer 68: The following is added to the PWS section 5(H)(1): “The property shall at a minimum include one or more of the following: on site physical security, cameras, and /or a gated community. Underground parking requiring key fob access will be considered an equivalent to a gated community, provided that the elevator/building entry requires fob access as well..”

Question 69: Will we receive occupant information at the same time we are notified either 45 days or 60 days for the ‘Room Requirement notification ladder’? [Section I (6)]. If not, when will we receive occupant information ahead of guest arrival?

Answer 69: Please see section 2 of the PWS; “The Contracting Officer’s Representative (COR) will provide a list of employee information to the Contractor prior to employee check-in.... The Vendor is permitted to collect resident information at the time of check in.”

Question 70: Would the move-in date for some or all of the task order ever be shifted after receiving the notice of 45/60 days? [Section I (6)] If the move in date is shifted after the 45/60-day mark, can you confirm the Navy would be responsible for those vacancy dates created by the arrival date change?

Answer 70: Please see section 3 of the PWS; “Units leased by the Government under individual task orders will be paid for at the agreed upon rates, regardless of occupancy status.”

Question 71: Will there be any turnover cleans required during this task order? If unknown, can we provide a separate CLIN for housekeeping?

Answer 71: Yes, turnover cleans will be required for every task order under this IDIQ. A separate CLIN cannot be added for turn-cleans.

Question 72: If we are able to provide apartments larger than just 1 bedroom, 1 bathroom unit

(ex. 2 bedroom/ 2 bathroom or 3 bedroom/ 3 bathroom)? If so, how would you like the cost difference for the larger units denoted in the pricing spreadsheet?

Answer 72: Yes, please submit a pricing sheet denoting unit sizes and respective prices. The layout/organization of the pricing sheet provided is left to the Vendor’s discretion. The following is added to section 14 of Attachment B – First Task Order RFP: “C. Detailed pricing schedule showing unit sizes and corresponding prices.”

Question 73: Line Item #7 Solicitation on Combined Synopsis and Solicitation document:

Can you clarify what you mean by “documentation, such as a previous invoice, quote on company letterhead, contract or similar to substantiate proposed pricing.” Can you provide an example of what you’re looking for?

Answer 73: Examples are included within the quoted sentence stated in the sentence:

“documentation, such as a previous invoice, quote on company letterhead, contract or similar to substantiate proposed pricing.”

Question 74:

Part A: Who may we call upon to fill out our past performance questionnaire? From the 'Combined Synopsis and Solicitation' document: "Offerors lacking relevant past performance history will not be evaluated favorably or unfavorably in past performance and will receive NEUTRAL rating."

While we have not held a large contract with the government, our past experience is extremely relevant, and as I said we have exclusively offered lodging services to DoD on an individual basis. Therefore, I do not think that "neutral" is the appropriate rating for us. May we offer remarks and forms from several individual DoD customers, or from their travel coordinators since we don't have a single Contracting Officer with whom we have worked?

Part B: Same question for the "Long Term Lodging Project Experience Data Sheet". Should we fill it out based on our relevant experience, even though we haven't held a single long term lodging contract?

Answer 74: Offerors must comply with the instructions given in the Instructions to Offerors clause 52.212-1 in the RFP N4523A24R1301. As stated in the Instructions to Offerors; “The Offeror shall submit a minimum of two (2) and a maximum of five (5) long-term lodging projects, no more than three (3) pages per project, that demonstrate the offeror’s ability to provide a range of 50 to 300 apartments/rooms meeting the performance work statement requirements under item 5: General Lodging Description/Specifications for Furnished Apartments. For each project, the contractor shall complete Attachment C, “Project Experience Data Sheet” to summarize each past project being submitted for review.”

Question 75: We understand that being awarded the contract is not a guarantee of payment.

However, is the 45 day or 60-day delivery order notice a guarantee of the units to be ordered and invoiced for?

Answer 75: Task Orders are legally binding documents once fully executed. IAW clause 52.212- 4 Changes, any changes to task orders, besides administrative changes, must be agreed upon by the Vendor and the Contracting Officer in a bilateral modification with the exception of Termination for the Government’s convenience and Termination for cause as outlined respectively in FAR 52.212-4(l) and 52.212-4(m).

Question 76: 'Combined Synopsis and Solicitation' document, Page 20 of 24:

"(4): A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary. "

What constitutes 'sufficient detail?' May we simply state that each unit meets all of the requirements on the Performance Work Statement?

Answer 76: “Sufficient detail” is left to vendor discretion. Vendor should provide whatever they consider to be sufficient detail. Vendor should provide anything that they believe will demonstrate their ability to comply with the PWS and all contract requirements. It is the Government’s discretion to determine whether the details provided are sufficient to meet PWS and solicitation requirements. Proposals that are lacking in detail may be at greater risk of being found technically unacceptable if the Government cannot determine that the proposal meets solicitation requirements.

Question 77: 'Combined Synopsis and Solicitation' document, Page 20 of 24:

"(5) Terms of any express warranty;" What does this mean?

Answer 77: This has been removed from the RFP.

Question 78: 'Combined Synopsis and Solicitation' document, Page 20 of 24:

"(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration." Is this form to be included with our proposal, or only in the event of a delivery order notice?

Answer 78: This form will be required with your proposal. As stated in section 20, of the RFP N4523A24R1301; “Offerors must provide the following information with their quote: 1. An official proposal with the RFP number, Company Name and Address, and CAGE Code on the offer 2. Complete and submit all required attachments. 3. Include statement specifying the extent of agreement with all terms, conditions and provisions included in the RFP. Proposals that take exception to the terms and conditions of the RFP may be excluded from consideration.”

Question 79: EXEMPTION FROM APPLICATION OF THE SERVICE CONTRACT LABOR

STANDARDS TO CONTRACTS FOR CERTAIN SERVICES-CERTIFICATION (MAY 2014):

We only meet some of the provisions in paragraph A, and some are not applicable. Can you confirm, this does not disqualify us from being awarded the contract, correct? If I'm understanding correctly, I believe we must simply include it in our proposal addendums.

Answer 79: The exemption clause 52.222-53 is not included in this RFP and therefore this question is not applicable.

Question 80: We are almost through the final steps of entity registration on SAM.gov but the website function for registering in the Dynamic Small Business Search has been down for several days. May I submit my entity registration on SAM.gov and then return at a later date to register as a woman-owned small business? From the entity registration page:

REQUIRED: Firms applying for ... or self-certifying as WOSB or EDWOSB for the WOSB Federal Contracting Program must complete the SBA Supplemental Pages to register or update their SBA Profile.

Answer 80: Please access the SAM.gov help desk for registration questions.

Question 81: We noticed you require up to 300 rooms, and we would like to clarify if this is needed annually or for the entire five-year contract duration?

Answer 81: Room requirements will vary across task orders per section 3 of the PWS; “Upon the execution of a task order the Contractor will be given 45 days to procure the units requested within the range of 50-100 units, and 60 days to procure requested units ranging from 101-300”.

Per section 3 of the PWS; “The Contractor will be expected to provide varying quantities of units, for task orders made against the prospective IDIQ contract.”

Question 82: Some apartments require a background check of all occupants; will the US Government provide the necessary documents to authorize this or does the Government provide a waiver for employees?

Answer 82: The following is added to the PWS section 3: “Vendors are not permitted to perform background checks on employees.”

Question 83: Is there a termination clause in the contract, detailing the notice period for lease termination without cause by the Government or is each task order binding for the periods listed?

Answer 83: Please see 52.212-4(l) and 52.212-4(m) for termination clauses.

Question 84: There are 2 task orders listed for August and September 2024, will you accept proposals that offer less than the total number of lodging days listed?

Answer 84: The first task order RFP (attachment B) is one singular task order. Offerors must be able to provide the total number of lodging days requested in the RFP to be considered for award.

Question 85: Will the Government provide documentation that addresses the military “out” clause for occupants?

Answer 85: No. The units will continue to be leased and paid for throughout the agreed upon PoP of task orders regardless of whether employees move in or out units. Per section 3 of the PWS: “Units leased by the Government under individual task orders will be paid for at the agreed upon rates, regardless of occupancy status.”

Question 86: Will the supplier be assigning the actual apartments?

Answer 86: The following is added to the PWS section 3: “The COR will be responsible for assigning employees to units.”

Question 87: Can the supplier move apartment assignments, if unoccupied, while maintaining the contracted number of rooms?

Answer 87: The following is added to the PWS section 3: “Upon execution of a task order, Vendor may move unit assignments only if the unit is unoccupied at the time of re-assignment.

The new unit must be inspected and accepted by the COR to ensure it meets the requirements of this PWS prior to re-assignment.”

Question 88: Will suppliers be required to provide proof of leases in support of their proposed inventory, prior to award?

Answer 88: No, per combined synopsis/solicitation N4523A24R1301 provision 52.212-1 Instructions to Offerors, in the RFP N4523A24R1301 states, “As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.”