Questions and Answers.docx

RFQ W50S6W25Q0009

DCANG Lodging Blank Purchase Agreement Questions and Answers

1) Are third-party travel management companies permitted to respond to this requirement?

Yes, third-party travel management companies are permitted to respond to this Request for Quote (RFQ), provided they meet all specified requirements. This is a 100% Total Small Business Set Aside. The North American Industry Classification System (NAICS) code for this requirement is 721110 – Hotels (except Casino Hotels) and Motels, with a small business size standard of $40 million. The Federal Product/Service Code (PSC) is V231.

2) Does the lodging facility need to meet a minimum AAA Diamond rating or similar quality standard?

Hotel shall be minimum of two crown/diamond, mid-scale quality hotel (equivalent to AAA 2-diamond). See the updated PWS Paragraph 5.1.

3) Is the government looking to award this request to one source or multiple awardees?

As outlined in the RFQ, this requirement seeks to establish approximately three BPAs.

4) Is this a new requirement or a follow-on to an existing contract? If a recompete, who is the incumbent contractor, and what is the current award number?

This is a recompete. Prior award information can be found on SAM.gov or FPDS.gov under the following contract numbers:

W50S6W-20-A-0001 W50S6W-20-A-0002 W50S6W-20-A-0003 W50S6W-20-A-0004 W50S6W-20-A-0006 W50S6W-20-A-0007 W50S6W-22-A-0002

5) Is complimentary breakfast required?

No.

6) Given that most hotels are only willing to commit to rates one to two years in advance, would it be acceptable to leave the remaining option years on the pricing sheet blank or marked to be determined, or do all CLINS need to be filled out, including extended option CLINS?

Please see the updated RFQ and Pricing Sheet. Only the base period will be evaluated. The base period price shall remain fixed for a period of no less than twelve (12) months. Price changes resulting in an increase to the agreed upon price plan require written approval of the Contracting Officer. The Contractor shall submit requests for price adjustment in writing with an explanation for the change. The Contracting Officer will review the request and make a determination if the change is fair and reasonable. If determined fair and reasonable, a modification to the BPA will be issued to incorporate the new price list.

7) How many parking spaces are needed?

The hotel must provide sufficient parking spaces to accommodate all guests.

8) If there is no free parking, will the rate need to include it?

Room rates will be based on a per room basis to include applicable taxes and other fees including parking. It is your advantage to offer hotels that provide free parking as award consideration will be given to the three lowest-priced, technically capable offerors.

9) Will the signing sheet for guests be provided, or will the contractor need to create one for the hotel?

Sign in sheet (roster) will be provided by the Government.

10) Is there an estimate of the number of single vs. double rooms needed out of the 65 and 10 rooms?

This information is not available.

11) The Period of Performance is 30 September 2025 – 29 September 2030, but the due date is Oct 23, 2025, and the pricing sheet shows 21 Nov 2025 – 20 Nov 2026 estimated. Can you clarify the actual start date?

The BPA will begin on the date of award and will have a base period of performance of 12 months and four (4) 12-month ordering periods.

12) Are we allowed to use pull-out sofas if double and single rooms are not available?

No.

13) Does access to the rooms need to be from the interior of the hotel or can it also be from the exterior?

Hotel rooms shall only be accessible from inside the establishment (no motel-style/outdoor access permitted). See the updated PWS Paragraph 5.1.

14) May you please provide an average headcount per hotel and/or total personnel for the weekend UTA?

Over these “RSD weekends”, approximately 65 rooms will be required in the Joint- Base Andrews area and 10 rooms will be required for the DC Armory areas. Required nights of lodging for eligible personnel may occasionally increase or decrease significantly, depending on mission requirements. See T&C Paragraph 1.1.

15) Do you have an idea of double/single occupancy split?

This information is not available.

16) Can you please provide which week of the month the majority UTA will be held per year, i.e. 1st 2nd 3rd or 4th week?

See attached FY26 RDS Schedule (Atch 7). Dates are subject to change.

17) Will you provide a tax except form?

Tax exempt from will be provided to the BPA awardees.

18) We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

See Question #4

19) Estimated Monthly Room Volume

See Question #14

20) Could you please provide an approximate number of rooms needed per month or per event?

See Questions #14

21) Full Address Details for Performance Locations

DC Armory: 2001 East Capitol St. SE, Washington, DC 20003 Joint Base Andrews: 1832 Robert M Bond Dr. Joint Base Andrews, MD 20762

22) Are hotels offering valet parking acceptable, or should we only consider properties with self-parking or off-street parking options?

The hotel must have parking spaces. See PWS 5.1.5 for additional information. Also, see Question #8.

23) Can you give us any indication/schedule of the rooms and dates needed?

See attached FY26 RDS Schedule (Atch 7). Dates are subject to change.

24) Is there any prior contract or hotel you have worked with that you can share?

See Question #4

25) FAR 52.222-53 should apply. Per 29 CFR Part 4 Subpart C § 4.123 (2)(i)(C), this should be exempt from SCA. These employees spend less than 20% of their time servicing these contracts and the item is sold to commercial customers more than government and wages are paid the same across the board.

29 CFR Part 4 Subpart C § 4.123 (2)(i)(C) excludes ongoing contracts for lodging on an as needed or continuing basis. Further, 29 CFR Part 4 Subpart C § 4.123 (2)(ii) and FAR 22.1003-4(d)(2), exemption applies only when all criteria are met.

26) Will you consider putting a star or diamond rating minimum requirement?

Hotel shall be minimum of two crown/diamond, mid-scale quality hotel (equivalent to AAA 2-diamond). See the updated PWS Paragraph 5.1.

27) The T and C's and other documents reference WAWF for invoicing, confirming payments won't be made with a GPC.

Payments will be made through WAWF.

28) There is concern about committing to rates over a five-year period. Could you please clarify whether rate adjustments will be permitted during the BPA term, and if so, under what conditions or schedule?

See Question #6.

29) Can you provide the up to date/actual Period of Performance for this BPA?

See Question #11.

30) Is there a tax exempt form required or available for this BPA?

See Question #17.

31) The document indicates that weekend requirements will be communicated quarterly. What is the contingency plan if the hotel is unable to meet the group’s needs during the specified timeframe?

To allow flexibility and ensure availability of options, this RFQ seeks to establish approximately three BPAs. Each BPA holder will be required to provide 2-3 hotel options near Joint Base Andrews and 1 hotel option near the DC Armory. This will result in an estimated 9-12 hotels in total across all BPAs. If a BPA holder is unable to consistently meet the government's requirements, the government reserves the right to consider terminating the BPA.

32) Additionally, the Register of Wage Determinations under the Service Contract Act outlines minimum standards for wages, paid sick leave, holidays, and vacation time. Are these requirements mandatory for submitting a bid?

Yes. Service contracts over $2,500 shall contain mandatory provisions regarding minimum wages and fringe benefits, safe and sanitary working conditions, notification to employees of the minimum allowable compensation, and equivalent Federal employee classifications and wage rates. No contractor or subcontractor holding a service contract for any dollar amount shall pay any of its employees working on the contract less than the minimum wage specified in section 6(a)(1) of the Fair Labor Standards Act ( 29 U.S.C. 206).

33) Is the $1,539,039.53 budget per BPA or is it the budget for the total of the three BPA's.

The ceiling for each BPA is $1,539,039.53.

34) Can you please confirm if you want all lodging rooms within 15 miles of both locations or within 15 miles of the DC Armory and within 15 miles of Joint Base Andrews.

DC Armory: 15-mile radius of the DC Armory Joint Base Andrews: 15-mile radius of Joint Base Andrews