Clarifications W911SF26QA0001.pdf
PDF 65 KB Posted
- Attached to
- Atlanta Hotels Holiday Block Leave FY26
- Solicitation number
- PANMCC25P0000023841
About this file
This document is a Clarification for Solicitation W911SF-26-Q-A001, detailing hotel room requirements for Trainee Soldiers in the Atlanta area during two separate blocks: 17-19 December 2025 and 3-5 January 2026. The solicitation requires double rooms at a hotel within 1-2 miles of Atlanta International Airport, with a 24-hour airport shuttle service. The room requirements vary by date: 4 rooms on 17 December, expanding to 30 rooms on 18-19 December for the first block, and 30 rooms on 3 January, reducing to 25 rooms on 4 January and 2 rooms on 5 January for the second block.
Key provisions include: the contractor is responsible for securing and holding rooms, with payments processed through the Wide Area Workflow (WAWF) system; no specific hotel class is required; companies must be registered in Sam.gov with NAICS code 721110; and changes to room quantities must be notified within 24 hours. An additional Contract Line Item Number (CLIN) will be generated for potential incidental fees, and it is preferred that all service members be lodged in a single hotel or sister property within the specified area.
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Clarification W911SF-26-Q-A001
Period of Performance: 17–19 December 2025 and 3–5 January 2026
Are the rooms for the specific day only or do you need to hold on to the 4 rooms from 17 - 19?
For Block 1, CLINs 0001-0003: The check-in on 17 December is 4 rooms. On 18 December an additional 26 rooms are required. Check out for all 30 rooms will occur on 20 December 2025.
For Block 2, CLINs 0004-0006: The check-in for 30 rooms on 03 January, 5 rooms will check out on 04 January, 23 rooms will check out on 05 January, and the remaining 2 rooms will check out on 06 January.
No King rooms required
CLIN STRUCTURE:
CLIN 0001, Hotel Double rooms 17 December 2025 / QTY: 4 Each Unit Price $________
CLIN 0002, Hotel Double rooms 18 December 2025 / QTY: 30 Each Unit Price $________
CLIN 0003, Hotel Double rooms 19 December 2025 / QTY: 30 Each Unit Price $________
CLIN 0004, Hotel Double rooms 03 January 2026 / QTY: 30 Each Unit Price $________
CLIN 0005, Hotel Double rooms 04 January 2026 / QTY: 25 Each Unit Price $________
CLIN 0006, Hotel Double rooms 05 January 2026 / QTY: 2 Each Unit Price $________
Total Price $________________
What is the policy for short notice changes to the room quantities or dates after award, specifically for cancellation (reduction) or increase in rooms? Is there a specified time cut-off for changes without penalties?
The Contracting Officer will set up an additional CLIN subject for any changes such as any additional rooms or charges necessary. Regarding whether there should be any reductions in rooms- names will be identified for the assigned rooms, should any changes happen-notification be given within a 24-hour period.
What are the acceptable check-in and check-out times for the Trainee Soldiers, and will the hotel be required to accommodate any late check-out requests at no additional charge?
Check-in will be arranged with POC after award. If possible, to attain early check in and late check out at no additional charge in past acquisition this has been a standing request.
What is the protocol and liability for any incidental charges or damages incurred by the Trainee Soldiers? Will the Contracting Officer require a specific agreement to waive incidental fees, or will the Government take responsibility?
An additional CLIN will be generated to adhere to an incidental fee that could potentially take place and should be discussed with KO after the award.
We would like to know how the reservation process will work once the contract is awarded.
Specifically, will the government provide a card to pay upfront for the rooms, or is the contractor responsible for securing and holding the rooms with our own payment method?
Contractor is responsible for securing and holding rooms. Payments will all be processed in
WAWF.
Does the Government prefer or require that all service members be lodged in a single hotel property?
It is preferred that all bookings are at one hotel/ sister property within the area specified.
Please see PWS and map attachments for area in which they are needed.
Could you please confirm whether proposals can be submitted by third-party organizations?
Requirement is that the company must be registered and active in Sam.gov, NAICS code 721110 to submit solicitation.
Is there a hotel class required for this group? 3 AAA Diamond certified? 3-star or higher?
NO class required
The PWS states the hotel must be within 1-2 miles of the Atlanta International Airport, yet the solicitation provides a Gateway Center Map attachment which lists 5 Hotels. Are the 5 listed Hotels the only ones authorized for this solicitation?
Any hotels located in the authorized area and meet the needs of PWS are authorized
The PWS also states the Hotel must have a shuttle service that provides transportation 24 hours a day. Is that requirement for shuttle service to the airport only or other locations?
Airport is the only location
Will the payment be made by Purchase Card or via WAWF system?
WAWF System
Can the rooms be all single rooms or must they be double?
All rooms must be double rooms.
File details come from the government source that posted it. Updated .