Q and A for HR and DS.docx

Solicitation RFP SAQMMA11R0096

For the effort entitled "Long/Short Term Lodging Accommodations for DOS Personnel Assigned to Training at Foreign Service Institute (FSI) and the Bureau of Diplomatic Security Training Center

June 9, 2011

QUESTIONS/ANSWERS

Question 1:

Will two awards be made for each group

Answer:

One award will be made for each group (HR and DS) totaling two awards

Question 2:

Should the cost of housekeeping be included in the daily quoted rate?

Answer:

Yes

Question 3:

Should the cost of shuttle transportation be included in the daily quoted rate?

Answer:

Yes

Question 4:

In section C6.4 please clarify public transportation. Does that include bus and subway?

Answer:

Section C6.4 is captioned Courtesy Shuttle………………

Traveler may choose to take public transportation at their own discretion.

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Question 5:

Are we required to provide shuttle service to ALL the students for DSTC? C.7.8

Answer:

Yes

Question 6

Is there a required length of stay for the guest to have a kitchen in the room? C.4.1

Answer:

No, for HR all guests should have a kitchen regardless of the length of stay. Yes, for DS for extended stays of 5 days or more

Question 7:

Past Performance Questionnaire --- Can we have Ms. Francesca Trivisani (DoS) complete one since we were the selected hotel from 2007?

Answer:

Yes

Question 8:

If a class is not billed to the DSTC contract, we do not honor the rate and we can charge the full per diem, correct? C.8.3

Answer:

Any person staying under the contract(s) should get the same rate they do not have to be part of a DSTC class but will be authorized to stay by DS or HR.

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Question 9:

Do we have opportunity to re-bid before deadline is up? L.15

Answer:

Receipt of initial proposals are now due June 23, 2011. The Government reserves the right to hold discussion and request for a final revision offer proposal.

Question 10:

Who is the issuing office for this solicitation?

Answer:

Office of Acquisition Management, Room 200, 1701 North Fort Myer Drive, Arlington, Va., 22209

Question 11:

Will you provide us with the list of classes included in 5,000 or so roomnight for Group B?

Answer:

For HR they do not provide a list of classes since people are constantly coming and going. DS will provide a sample list of classes in an amendment to the RFP but list subject to change

Question 12:

Is there a required percentage discount for the option years?

Forty-five (45%) below the current average per diem rate for the Washington DC/VA areas.

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Question 13:

Create a webpage for students. How can we ensure only the students books on the site? C.3.3

Answer:

All requested reservations will be approved by HR or DS so that any requests for reservation on the web-site will be tentative until approved by them

Question 14:

Reference Section L…item L.8 “Only the individual shown in block 10 of the Standard Form 33, “Solicitation, Offer and Award” or the Contracting Officer, may be contacted with regarding this solicitation.” Question…no SF 33 was included with the solicitation. Will the government provide an SF 33 for Offeror signature to include in the proposal submission?

Answer:

A/LM will issue the SF-33 with the answers to the questions after the pre-proposal conference.

Question 15:

For HR-Group A: Is the Department of State planning on awarding ONLY ONE award for the Human Resources-Group A (182,000 Room nights) lodging business?

Section B-3 and Section M-3

Recommended Solution: DoS should award two contracts for the HR-Group A business

Only one award will be issued for HR Group A.

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Question 16:

For DS-Group B: Is the Department of State planning on awarding ONLY ONE award for the Diplomatic Security-Group B (25,000 Roomnights) lodging business?

Section B-3 and Section M-3

Recommended Solution: DoS should award two contracts for DS-Group B

Answer:

Only one award will be issued for DS Group B.

Question 17:

For DS-Group B: Can you provide the typical training schedule for the DS personnel to Dunn Loring? For example: typical class size, how many nights per month at Dunn Loring training site, do classes overlap, etc.

No Section to Reference

Recommended Solution: Sample class information/schedule will allow vendors to more accurately bid on this particular business

Answer:

Tentative class schedules sent out o/a April of each year, and schedules subject to change.

Question 18:

For Both: According to our math when calculating the “average” annual per diem ($191.96), the maximum per diem to be used for this contract is $105.58/day (45% below average per diem). Can you confirm that $105.58 is the maximum amount to be charged for lodging under this contract?

Section B.5

Recommended Answer: Confirm Average Rate or Provide Accurate Rate if the above not accurate

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To calculate the “average” annual per diem rate you add the GSA published lodging rate for each day of the year and divide by 365 or 366 in a leap year. For 2011 it is as follows: (Oct. 2010 and Sept 2011 at $211 X 61 days =) $12, 871 + (Nov. 2010 through Feb. 2011 at $181 X 120 days =) $21,720 + (March 2011 through June 2011 t $211 X 122 days = ) $25,742 + (July and Aug. 2011 at 157 X 62 days =) $9,734 = $70067 divided by 365 = $191.926438 rounded off to $192.

Question 19:

For Both: Are all apartments, inclusive of studios; one bedrooms; two bedrooms; and three bedrooms all expected to be the same price?

Section B

Recommended Solution: Establish fair pricing per room type vs. one flat rate; flat rate only benefits incumbent on this business and is not reasonable or fair

Answer:

Yes, we expect one price

Question 20:

For Both: The SOW clearly calls for “A” and “A+” properties for this requirement. By typical industry standards, the The Oakwood Falls Church apartment community is considered a “C” property. In the DoS opinion, is the Oakwood Falls Church considered an “A” or A+” community?

Section C.4.1

Recommended Answer/Solution: DoS needs to clarify if the Oakwood Falls Church is considered an “A” in DoS standards or if the DoS standards fall in line with traditional industry standards. Vendors need to know how DoS intends on evaluating properties since this is a clearly subjective task.

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In accordance with the solicitation, “A” and “A+” are industry standards for apartments acceptable for this RFP. Contractors must meet the A or A+ industry standards identified in the solicitation

Question 21:

For Both: Will A+ and A properties be evaluated equally or will A+ be rated higher during the evaluation process?

Section C.4.1

Recommended Answer: simple Yes or No if A+ properties will be rated higher than A properties.

Answer:

Under a best value contract differences in proposed properties will be considered within the bid as long as they at least meet the A level in accordance with C.4 and 5. This is a “best value” requirement and the government may select the proposal that offers the greatest value to the government in terms of performance and other factors.

Question 22:

For HR Group-A: The SOW for the HR business states the contractor is “expected to fill a daily average of up to 700 apartments per room night” and then in the next paragraph “base year is anticipated at estimated 600 corporate style units per night”. Can you clarify 600 vs. 700?

Section C.3.7 and Section C.3.6

Recommended Answer: Simply clarify 600 vs. 700

The 600 apartments have been the highest number utilized by the contract so far and its provided for your planning purposes as a realistic number you can expect within the first year assuming the usage does not decline. 700 is provided as a realistic target for growth if we are successful in attracting more participants.

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Question 23:

For Both: In Section C.4.2.4, DOS states “All properties must be FEMA certified or have proven up-to-date documentation of a Life/Safety Inspection”. Can you please describe a Life/Safety Inspection and give a sample copy of one?

Section C.4.2.4

Recommended Solution: Follow industry standard and use FEMA guidelines and requirements as the sole certification and standard. See amendment 1.

Answer:

Agreed, we will change language in the RFP to take out reference to a Life/Safety inspection and use the FEMA guidelines as the sole certification and standards.

Question 24:

For Both: Are Life/Safety Inspections a self-certification program or are they conducted by an agency?

Section C.4.2.4

Recommended Solution: Remove this inspection since it is unfamiliar and has not been used in similar lodging contracts; follow industry standards and use FEMA guidelines only

Answer:

See response to question 23

Question 25:

For Both: Over the past several years, most government agencies and the Department of Defense have established “Threat Protection Guidelines” to maximize the safety of their travelers, especially to the Washington DC Metropolitan Area.

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These guidelines typically allow no more than 50 apartments at one community or a maximum of 24% of one community’s total apartment inventory (only 24 of every 100 apartments can be occupied by one agency’s travelers).

Recommended Solution: Implement DoS Threat Protection Guidelines in compliance with the DOD and other government agencies in an effort to maximize traveler safety and minimize damage if a hotel/lodging facility housing DoS personnel is the target of a terrorist act. Our recommendation is to not allow more than 50 apartments at one apartment community.

Answer:

The Department of State has a similar policy overseas but has not established such a policy in the US.

Question 26:

What is the typical schedule for DS training? Do they have any break in their stays?

Answer:

Classes range from 1 day to 4 months. Yes, some have breaks in their stays.

Question 27:

Are you expecting a hotel solution as part of the bid (see page 3, paragraph)?

Answer:

No hotel solution is sought

Question 28:

Are the minimum numbers guaranteed to be paid for if not consumed (see page 9, last paragraph)?

Yes

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Question 29:

Housing demand – you reference 700 apartments, 600 apartments and 182,500 room nights which equates to 498 apartments, what has been the average for the last 3 years and which number are we looking to meet (see Page 13 4th paragraph and last paragraph, Page 14 first line)?

Answer:

See answer to question 22.

Question 30:

What markets do you see is having the same price for studios, 1, 2 and 3 bedroom apartments? Based on information from CHPA the Corporate Housing Providers Association, the average rental rates in 2010 for D.C. start at $127 - $189 per night, how can you ask for rates that are lower than the average rates in a market (see Page 10 last paragraph, page 13 last paragraph for room size allocation)?

Recommend a 25% off of per diem similar to other government organizations with similar needs and volume requirements

Answer:

The USG provides the same per diem for any size family yet the needs vary depending on family size. The successful contractor will have to take this into considerations by providing the proper apartment size to accommodate the family’s needs at the same daily rate.

Question 31:

Seasonal fluctuations – what is your definition of slight? Can you quantify the decrease in number of units (Page 14, second paragraph)?

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The monthly average usage has fluctuated from about 468.1 in Dec. to 587.7 in July. As you must know, in order to have 588 occupied units you must have more units available to account for gaps and make ready of apartments in between guests.

Monthly averages for the past 12 months, of occupied units per night on average for that month are:

Jan. – 525.6, Feb. 551.4, March – 578.4, April – 608522.5, May – 570, June – 580, July – 587.7, Aug. – 570, Sept. – 580.3, Oct. – 561.4, Nov. – 547.3, Dec. 468.1. These number presently include DS requirements which are being separated from the HR requirements for this RFP.

Question 32:

Quality – how would you rate your current provider A+ or A (Page 14 third paragraph)? Based on our industry standards, one would suggest that a majority of your current inventory is in a C+ building and rates are according to the quality of location. By changing the minimum to a A/A+ our industry would recommend a new pricing structure (as noted in question 5) to meet the Minimum Mandatory Requirements as listed on Page 14

Answer:

This is a new requirement and all offerors must meet the requirement identified in this RFP.

Question 33:

Front desk staffing – most locations are staffed by the concierge however in your definition of A+ you have front desk staffed + concierge, what is acceptable (see page 15)?

24/7 should be supplied by all respondents as it is customary to our business. Do not require the Concierge to be onsite 24/7.

A Concierge or front desk staffer 24/7 is equally acceptable.

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Question 34:

Cable TV – you list premium channels under A+ however you note that is it not paid for by the State Department, is this a requirement to provide when it is funded by the employee (see page 15)?

Since this is not funded by the State Department it should not be listed as a mandatory minimum requirement.

Answer:

Participants in the program sometimes stay for a year of even longer and need to have all the comforts of home. Premium channels at the participants expense is something they look for and this program must offer.

Question 35:

What is a Life/Safety Inspection and who completes these – is it a self certified inspection (See page 16, last paragraph)?

Remove this self-certification and adhere to industry FEMA standards

Answer:

See response to question 23.

Question 36:

For the HR Group and your current provider – do you have self-closing guest room doors? Page 17, Second Paragraph - item H.

This is standard for hotels and does not apply to apartments.

Self Closing guest room doors are a requirement for all apartments within this RFP.

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If you have extra linens in the apartment do you need emergency exchanges if extra sets are available to the employee? Page 15 and Page 22. Acceptable if additional linens are in the apartment

Answer:

Yes

Question 38:

Is transportation a separate line item covered under a separate contract? Is this managed by the housing provider? Can you provide or have an average spend per month? Page 24 - 26, Starting with Last Paragraph on page 24

No, the cost of transportation is to be provided by the successful bidder. There will be no additional cost to the DOS for transportations and it must be included in the room night cost

Question 39:

Under an IDC I am curious how you track the 100% capture rate with your current provider? Is your current contract an IDC? Page 32, First Line of Matrix

Answer:

Not in the Matrix. This information is not available to the offerors from the current contract..

Question 40:

Can you provide a sample of the “Truth Teller” report referred to in the bid? General

The questions are just as they are stated: “Would you use this program again? Would you recommend this program to your friends?”

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Question 41:

Can you provide a copy of the current transition plan that is in place? Page 35, Last Paragraph

Answer:

This plan is not available for distribution.

Question 42

A single source contract does not always represent the best product/solutions for the government, would you entertain expanding the HR awardees to 2 companies where one company would act as the program manager to ensure that best product/solution for the State Department is achieved? Page 3, first paragraph:

2 Awardees for HR Contract and 1 for DS Contract. The prime will act as the Program Manager and will be responsible for a Bid Model to ensure that the State Department receives the best product at the best price all the time. Additionally this would minimize any risk for one company therefore ensures the right fit all the time.

Answer:

No. It is anticipated that no single company will be able to provide all the requirements so the successful contractor will have to work with other companies to obtain all of the required inventory. Subcontracting is authorized under this requirement.

Question 43:

Are they booking with Gov’t credit card? General

Answer:

No, the USG pays the bills for the rooms directly so no credit card charge are needed with this exception of the charges that must be paid directly by each participant, i.e. pet fees, long distance phone calls, etc. The successful bidder will decide what kind of payment they will accept for these individual charges.

Question 44:

What if all rooms are 100% non-smoking? Extra fee for smoking room. Page 18, First Paragraph. Acceptable to have 100% non smoking rooms.

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All rooms shall be non-smoking. However, location where smoking is allowed must be available at designated areas within the apartment compound.

Question 45:

Who runs the guest feedback groups quarterly? Page 28. Electronic Delivery or Self Reporting should be acceptable.

Answer:

The feedback meetings are set up by the contractor in conjunction with the COR. The contractor provides the room, invites the guests, provides refreshments, takes notes, introduces there key players, may provide some responses to questions, provide suggestions and helps to host. The COR runs the actual meeting.

Question 46:

How many contractors are you considering?

Answer:

The government anticipates two awards.

Question 47:

Are you open to electronic reporting in lieu of print outs? Page 28. Electronic Delivery or Self Reporting should be acceptable.

Yes, electronic reporting will usually be best. The government will evaluate all solutions and suggestions that meet the solicitation requirements.

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Question 48:

Are faxing invoices a hard requirement – are they open to electronic billing? Page 28. Electronic Billing should be acceptable

Answer:

Electronic invoices is preferred. See Section G – Contract Administration Data, sub-paragraph G.3 for Department of State Invoice Instructions

Question 49:

What Notice to Vacate (NTV) terms are they seeking? General question.

Answer:

For HR - The majority of participants will provide notice to vacate weeks or even months in advance. Some participants will not be able to provide such notice until a few days or even the day before they vacate. These “last minute” notices will be due to circumstances beyond our control.

For example, civil unrest in the country they are due to depart to, failing an exam necessitating additional training, the host government not providing a visa, an injury sustained while training. In all circumstances notice to vacate will be provided with as much lead time as possible. The contractor will extend or curtail stays as required and approved by the COR and not charge any additional fees beyond those days actually occupied by the participants of the program.

For DS – The DSTC coordinator will provide notice to vacate a month in advance of a course cancellation. On an individual student basis, should the student leave early, notice will be one day. In all circumstances notice to vacate will be provided with as much lead time s possible.

The contractor will extend or curtail stays as required and approved by the COR and not charge any additional fees beyond those days actually occupied by the participants of the program.

Question 50:

Are subcontracting goals required for this contract, or is this a State Department Goal? Page 46 Last Paragraph.

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The Department of State Subcontracting Goals.

Question 51:

How many units were occupied during the highest occupancy period and how many during the lowest occupancy period in 2010? General Question.

Answer:

From 450-6080

Question 52:

What is the average length of stay? General Question.

Answer:

127 room nights for HR. 75 – 100 room nights for DS

Question 53:

What is considered short term? General question.

Answer:

Two (2) weeks or less for HR

Question 54:

What is considered long term? General Question.

Over 2 weeks

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Question 55:

Why isn't the State Department considering a Threat Protection guideline similar to other government organizations to protect their employees and international relations? General Question. Change the RFP to reflect language of no more that 24% of a building can be utilized for State Department (HR/DS) employees at any given time.

Answer:

See answer to question 25.

Question 56:

When do you anticipate awarding the contract?

Answer:

Late June/Early July, 2011

Question 57:

Can you work with room blocks instead of web-based reservations? page 12, C.3.3

Answer:

No room blocks for HR. DS will require room blocks and web-based reservations.

Question 58:

Do students need to be in an apartment-like accommodations even if they stay less than 7 nights? page 14, C.3.8

Answer:

Yes

Question 59:

Can you require the students to give at least 7 days advance notice for each reservation? C.3.3

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Yes for HR and DS. In most cases the contractor will have much more than a week’s notice for any reservation. In some limited cases however, notice will be shorter than a week. These cases may include but are not limited to injuries or illnesses to personnel, civil unrest, and emergency departures from post.

Question 60:

Explain pricing for the option years - page 3, B.5

Answer:

Offerors shall provide pricing for the base year including all option years at proposal due date to be eligible for award. Pricing for option years will be at least 45% below the average lodging per diem rate as published by GSA.

Question 61:

How accurate are your numbers on Unit Size Allocation and how did you come up with the breakdown on room type? page 13, C.3.6 and C.3.7

Answer:

The numbers come from the approved usage for the last year of the current contract.

Question 62:

Who has the right to determine lodging unit size requirement for student/employee?

Answer:

The COR will determine what size unit a family is authorized. This is done by verifying the number of family members authorized to travel and confirming that they will in fact accompany the employee to the Washington, D.C. area for training.

Question 63:

Does the DOS have a sample invoice to share: What is the DS expectation for information outlined on the invoice.

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The DOS will provide sample invoice(s), and instructions how to prepare proper invoice for HR and DS respectively after award. A kick-off meeting(s) will be planned.

Question 64:

Section L states the number of proposals to be submitted is “….seven (4)…” Is the number seven or 4 proposals to be submitted?

Four (4). See amended RFP for correction.