Pre-Bid_RFI_BPA_Lodging_Log_08-27-2019.pdf

Date: RFI No.

RFP Reference (Sect/Para/Page) QUESTION GOVERNMENT RESPONSE

8/22/2019 1 1.1 a and b Do you have any specific weekends in mind?

In accordance with guidance from the 138th FW Operational Security Officer we are not posting the exact dates with the solicitation.If an agreement is reached with your hotel more detail will be provided with dates to assist with planning.

Drill (UTA) weekends will be the weekends of heaviest usage. However, as members make up missed UTAs lodging may be used any day of the month. In addition some units may have a UTA weekend different from the other units on base.

This RFQ is merely to set up an agreement for future BPA calls to be made off of. This allows the hotels to know the terms, conditions and other factors for each call made and it allows the OKANG to know the pricing for budgetary purposes. Each weekend prior to issuing the BPA call we will coordinate with the hotels to ensure we do not request more lodging than what is available. We plan on using multiple hotels each weekend and understand that external local events can impact room availability. There may be weekends a hotel is used heavily and other weekends where it is not if at all. This is just to have an agreement in place.

8/22/2019 2 1.1 a and b What days in the weekend are you needing? Friday and Saturday, or Sundays as well.

The weekends we use the BPA could fall on any day of the month including weekdays. See Response 1 for more detail.

Pre-Bid RFI Log for Lodging BPA

8/22/2019 3 1.1 When would the first weekend of lodging be needed?

We plan on the agreements starting 01 October 2019.

Once an agreement is in place we may place orders any day after that point.

8/22/2019 4 If there are parking costs do they need to be included with the room quote?

If there are any parking costs they must be included with the room rate.

8/22/2019 5 Will you entertain quotes from 3rd party vendors or do you prefer to have BPAs set up directly with the hotels?

We will entertain 3rd party quotes. All quotes whether from the hotel or a 3rd party must meet the requirements and specifications set forth by the hotel.

8/27/2019 6 Was the previous contract awarded to a travel agent or directly to the hotel? Was the contract awarded to a small business?

Previous agreements have been directly with the hotels.

Previous agreements and this agreement have been set aside for small businesses.

8/27/2019 7 On the 2 weekends that need 350 nights, are there times in the past that the total number of hotel rooms has exceeded 220 on a single night?

It varies on how many rooms will be required each weekend. We plan on setting up multiple agreements to allow for room scarcity and increased demand on the part of OKANG. We will work with hotels to ensure capacity prior to issuing calls.

8/27/2019 8

Do the training weekends tend to occur towards the beginning of the month, mostly the first weekend of the month. Do you have a pattern that is pretty consistent?

These weekends can occur at any time during the month.

8/27/2019 9 4 a, b and d

We are familiar with Wide Area Workflow for Electronic Funds Transfer. However, it has been most common for us to receive payment through a Government Purchase Card. What has been your most common practice?

We will use Wide Area Worfklow for the agreements.

We will not use Government Purchase Card.

8/27/2019 10

I am not as familiar with the SCA Wage Requirement. I looked for lodging or hotel in any of the categories. Do these wage requirements apply to the hotels you have worked with in the past? Which job titles should I reference for Housekeeper, Front Desk Agent, etc.?

While lodging or hotel may not be a specific category you can find occupations that hotels may use such as Maid or Houseman located in General Services and Support Occupations, there are also sections for food preparation and service if those occupations are utilized as part of the agreement, Front Desk Agent may be listed as Receptionist or other similiar job.

These wage requirements have applied to our hotels in the past and all other services valued at over $2,500

8/27/2019 11 Breakfast is not automatically included for all hotel reservations. Is breakfast included with the rate? Breakfast is not required to be included with room rates.

8/27/2019 12 Can you send me details you might know about the general pattern of the weekends?

The amounts are an approximate amount needed each drill weekend. See question 1 for more detail.

The nights would be divided among the hotels.

8/27/2019 13 Can you provide a sample breakdown of roomings for a UTA weekend?

As a reference point listed below is a breakdown of the rooming use for a typical month:

Hotel A:

73 total room nights 13 Single rooms (11 are for 2 nights / 2 are for 1 night) 27 Double rooms (22 are for 2 night / 5 are for 1 night)

Hotel B:

38 total room nights 14 Single rooms (12 are for 2 nights / 2 are for 1 night) 7 Double rooms (5 are for 2 nights / 2 are for 1 night)

Hotel C:

31 total room nights 5 singe rooms (4 are for 2 nights / 1 is for 1 night) 12 Double rooms (10 are for 2 nights / 2 are for 1 night)

8/27/2019 14

How does your 138th FW go about determining how many hotel rooms you can secure at a hotel that has been awarded a Blanket Purchase Agreement?

We will provide a lodging reservation request with the total amount of single & double rooms needed for the month; if they have availability for the requested amount, we would send a sign in roster listing each member.

8/27/2019 15 1.1b How many rooms per night will be needed when there is training

This number will vary for each weekend. Please see the answer to question 1 for more detail. There is an approximation listed in paragraph 1.1b in the Statement of Work.

8/27/2019 16 1.1b How many guests will be staying per night

This number will vary for each weekend. Please see the answer to question 1 for more detail. There is an approximation listed in paragraph 1.1b in the Statement of Work.

8/27/2019 17 3.2a(3) Will the guests share the room (Double Occupancy)

As mentioned in paragraph 3.2a(3) of the Statement of Work. Double occupancy rooms shall lodge no more than two people with both occupants sharing a bathroom.

Double occupancy rooms shall contain two standard sized beds (King, Queen, or Double) so that each of the two members occupying the room will have their own separate bed. Rollaway beds and pullout sofas cannot be considered as a separate bed for purposes of double occupancy rooms. The Contractor shall not assign more than one person per bed unless specifically authorized.

8/27/2019 18 Will the weekend mean Fri-Sat-Sun or Sat-Sun just 2 nights?

Please see the answer to question 1 as this could mean any day of the week and in some cased could even mean Fri, Sat and Sun.

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