Question and Answer List.docx

W50S78-25-Q-CF01, Lodging Services Questions and Answers

1. Approximately how many single and/or double occupancy guest rooms will be needed and on which nights please? Certain days of the month?

Single/Double Rooms and Number of Nights will be determined at the call level.

2. Do you an estimated number of room nights for this requirements? Is this requirement for monthly drills?

Single/Double Rooms and Number of Nights will be determined at the call level.

3. We would like to confirm whether third-party vendors are eligible to submit proposals.

Yes, third party vendors are eligible to submit a proposal.

4. Additionally, could you please provide the mileage distance from the following locations? This information will help us identify the most suitable hotel accommodations:

· Joint Base San Antonio – Lackland, San Antonio, TX

· Camp Mabry, Austin, TX

· Fort Bliss, El Paso, TX Within a 15-mile radius of the following: JBSA-Lackland (San Antonio, TX), Camp Mabry (Austin, TX), and Ft. Bliss (El Paso, TX).

5. Lastly, could you inform us of the estimated number of rooms required per month?

Single/Double Rooms and Number of Nights will be determined at the call level.

6. Is there a mileage radius you'd like to stay within for lodging near Lackland, Austin, or El Paso?

Within a 15-mile radius of the following: JBSA-Lackland (San Antonio, TX), Camp Mabry (Austin, TX), and Ft. Bliss (El Paso, TX).

7. Will you provide an estimated number of rooms, and about how frequent rooms would be needed from year to year?

Single/Double Rooms and Number of Nights will be determined at the call level.

8. Does the hotel selected need to be within a 15 mile radius distance of all three locations? Do you only require one hotel? Or do you need one hotel for each of the 3 locations (potentially three separate hotels)?

One hotel per location (potentially three separate hotels).

9. Each hotel within 15 miles of one of the locations, not within 15 miles of all 3, right?

Correct, within 15 miles of each separate location.

10. We are not considered a small business would we still be able to bid?

Yes, this is a full and open competition solicitation.

11. Do we need to contract a third party to place the bid for us?

No.

12. There is a pricing sheet attached to it do we need to meet those requirement?

Yes.

13. What would you need from me directly at this time so we can bid if not using a 3rd party?

Contractors who want to be considered for a BPA shall submit a capability statement showing their aptitude/capability to meet all requirements defined in Attachment One (1) – Performance Work Statement (PWS). The capability statement shall include the following:

1. Contractors Name (Doing Business as (DBA) Name).

2. Physical Address.

3. Point of Contact to include name, phone number, and email address.

4. Verification of SAM Registration and/or UEI/ Cage Numbers.

5. Small Business Identification and Size.

6. Capability statement showing how the Contractor can meet all requirements of this solicitation including: ability to block off rooms for reservation within the approved GSA Per Diem Rates that are Tax Exempt; Compliance with Attachment One (1) – PWS, Attachment Two (2) – Terms and Conditions, and Attachment Three (3) - AFMAN 34-135.

14. Are third-party travel management companies permitted to respond to this requirement, or do you prefer quotes to be obtained directly from hotels?

Yes, third party travel management companies can respond

15. Can you confirm the start date for this BPA?

The start date of this program is anticipated for 1 November 2025. A revised PWS is being uploaded to SAM.gov.

16. Are participating hotels required to be FEMA-certified and listed on the FEMA Hotel and Motel Fire Safety list?

Not required per AFMAN 34-135.

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

Not required per AFMAN 34-135.

18. Will there be a tiered list or ranking of approved hotels to determine priority order for lodging requests, If you are a third party reservation management, you will be provided a ranking of preferred hotels. This will not apply if the BPA is established directly with a hotel.

19. or will reservations be distributed evenly across participating vendors?

When a call needs to be established, a RFQ will go out to all participating vendors to provide fair opportunity across all vendors.

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

New Requirement

21. Are historical data or estimates available regarding lodging volume—such as average number of guests per month, length of stay, and frequency of travel?

Historical Estimates: San Antonio 200 nights per month; Austin 50 nights per month; El Paso 20 nights per month

22. Is lodging generally required during weekdays only, or does demand also include weekends and holidays?

The intent is Friday check in, Sunday check out with a portion of dates falling outside these days

23. Is there a preferred lead time for lodging requests (e.g., 24 hours, 72 hours), and are emergency same-day bookings expected to be part of the requirement?

Ideally within 24 hours from booking request. This is not intended to be used as same day, emergency lodging services.

24. Are the third party contractors allowed to submit offers for the BPA opportunity, Third party contractors are accepted as long as taxes are not passed along to the Government.

25. Place of performance states that “The contractor shall provide lodging for personnel at a facility that has been inspected and approved for use by the Contracting Officer Representative.”

Hotels will need to be vetted to meet the DAF requirements for lodging. But the 3 areas are San Antonio, El Paso, and Austin.

26. What is the geographical restriction in radius miles or driving miles, The radius should be within the 15 mile radius of the following: JBSA-Lackland (San Antonio), Camp Mabry (Austin), Ft. Bliss (El Paso).

27. Would there be a need for an extended stay hotel with kitchenette for longer term drills, 3-15 days lodging requirements?

This would be acceptable.

28. How would we know which weekend you will be holding training at Camp Mabry each month?

At the Call Level we will send out a schedule.

29. How much notice do we get on the dates needed?

We intend to give at least 7 days notice.

30. Will reservations be blocked/booked as a group with a determined number of rooms needed?

Yes, this is our intent.

31. Do we get a rooming list of who will be attending each drill weekend?

Yes, this is our intent.

32. Will room and tax be routed to a master account, to be paid with one credit card?

Room with Tax Exemption will be routed to a master account.

33. Are you looking for a flat rate for the year? Or are you looking for a percentage off the applicable government per diem rate for the specific dates?

A flat rate will be negotiated at the Call Level.

34. What does Call Level mean?

The Blank Purchase Agreement is the base contract with all the terms and conditions. The Call Level is the order we’ll place with you against the Blanket Purchase Agreement when funding is established. The Call is what will specify how many nights are authorized for a certain period of time.

35. When would we know your specific dates? We are more than happy to work with a 7-day notice for the rooming list for reservations. But how far in advance can we find out which weekends you need?

When the BPA is issued, it will have the schedule for the year and we will update you with any changes as we receive them.

36. Room qualities needed or if unknown currently, the historical room quantities used for similar events in the past?

Historical Estimates: San Antonio 200 nights per month; Austin 50 nights per month; El Paso 20 nights per month

37. Specific weekends or date ranges requiring lodging?

At the Call Level, we will send out a schedule.

38. There is a date needs to be filled very top left corner of the document “Room Request Date". Is that the form submission date when we send out our bids?

The Room Request Date will be filled in at the Call Level.

39. Also there is a section Room Details. What type of room information is government seeking for?

Basic room details to include amenities.