A2 Sources Source Q and A.docx

Sources Sought Questions and Answers W50S8H-27-Q-0001 Q1. Is the Government considering per-location lots or multiple BPAs, rather than a single award for all four areas? That would allow more small businesses to compete.

A1. The intent of the Government is award one single award BPA to support all lodging and feeding support in all four areas. A single-award contractor can then have multiple lodging and feeding vendors “on call” or in “their portfolio” in order to support the Government’s needs.

Q2. Can you share the approximate number of room-nights per year at each location, and how they are distributed across drill weekends?

A2. The drill weekend schedule and needed rooms and meals have been added to Paragraph 1.4 of the Statement of Work.

Q3. How should feeding be structured? Does the contractor purchase lunches up to the GSA per diem rate, or coordinate them?

A3. Please review the below for feeding guidelines.

Lunch meals will contain the following at a minimum:

a. 2 meat options

b. 2 starch options

c. 2 vegetable options

d. Salad bar items (garden salad, dressings, fruits, toppings for meal as needed)

e. Beverages

f. Assorted desserts

Contractor must provide the following condiments:

a. Mayonnaise

b. Mustard

c. Ketchup

d. Hot sauce

e. Other applicable condiments dependent on menu items (example: tartar sauce when serving fish)

f. Dressings for salads with low calorie options.

g. Bread appropriate to meal (ie.: garlic bread, corn bread, dinner rolls, Biscuits)

Lunch meals may be needed as a bagged/boxed lunch option. If needed, contractor will be notified by the COR at least 3 days prior to the date required. These lunches will include:

a. Sandwich or wrap assorted meat choices with vegetarian option

b. Condiments on the side

c. Beverage

d. Fruit or vegetable snack

e. Potato chip or pretzel snack bag

f. Cookie or dessert

The following will be served for breakfast unless a la carte menu is being utilized:

a. Scrambled Eggs

b. Bacon

c. Sausage links

d. Home fries or hash browns

e. Biscuit

f. Pancake or French toast

g. Assorted fresh fruit

h. Yogurt

i. Cereal

j. Beverages a mix of the following at a minimum to include:

1. Soda

2. Fruit Juice

3. Milk – Fat Free, 2%,

4. Coffee and tea with sugar, creamer, sugar substitute.

5. Water

Dinner will be a la carte when offered not to exceed $18.00 per meal per day. Service members may pay any additional meal costs out-of-pocket should they wish to order a higher priced meal.

Contractor shall inform the COR, at a minimum of three days before the meal of the menu for the meal periods.

The contractor must provide oversight of the meal; replenishing items on line when needed.

Contractor will provide cups, utensils, napkins, plates, serving utensils and all other utensils and plates needed to serve the meal to customers.

All uneaten foods will remain on government property at the end of each day.

The contractor must provide serving equipment to maintain hot food items temperatures. The contractor must also provide ice to hold cold items at proper temperature.

All food must maintain proper holding temperatures: 140 degrees + for hot foods and 40 degrees or below for cold foods. Any foods out of temperature range will be immediately removed by contractor and brought to temperature.

Q4. Does the Government require the contractor to supply a reservation platform, or may a partner hotel's own system be used?

A4. The Government requires a one stop solution for its service members to input their reservation information and for those reservations to then be reviewed and approved by the Force Support Sustainment Flight (Services). The contractor can provide a scannable QR code, a Smart App or a website that is accessible for all service members to input their lodging and feeding reservations into. Services will then need to be able to review and approve those reservations in order to ensure Government funding is continually available and in place in order to avoid any Anti-Deficiency Act (ADA) violations. The quoted solution must be the same each time a service member needs to submit for lodging or feeding; IE -> Services cannot be required to submit a different QR code to our service members each time.

Q5. When do you expect the follow-on solicitation to be released, and what is the planned start date?

A5. We expect to release the solicitation by the middle of November with the planned effective dates of the BPA to be 1 January 2027 through 31 December 2032. The earliest contractor support will be needed is for the 8-10 January 2027 drill weekend requiring lodging only for the Niagara Falls, NY location. Please reference the added Paragraph 1.4 for the table breakouts of the needed lodging and feeding numbers at all four locations.

Q6. Is the Government willing to work with a 3rd party “go-between” coordinating lodging and feeding reservations with vendors at each location or is the prime contractor required to be a hotel facility?

A6. Though not required, the expectation is a 3rd party vendor would coordinate all lodging and feeding reservations with hotel facilities and restaurants / food caterers for each location. While the prime contractor can be a hotel facility, it is not required.

Q7. Section I.1.3 describes Niagara Falls lodging for approximately 70 service members, while the other locations specify approximately 35, 15, and 5 rooms. Should Niagara Falls be planned as approximately 35 two-bed rooms for 70 members, subject to single-room exceptions, or is a different room quantity intended?

A7. The number of rooms now listed for Niagara Falls, NY, for instance, is approximately 70 double rooms supporting approximately 140 service members. All of the other locations should also have double beds.

Q8. Please provide what limitations exist on meal rates at each location.

A8. The Government will not pay more than the GSA Per Diem Rate for both lodging and feeding at all locations. The individual nightly room rates, as well as all three meal rates are published at the link below. It is expected that the BPA will be modified each Fiscal Year in order to keep in step with the continually changing costs of lodging and feeding and to incorporate any updated rates into the agreement.

https://www.gsa.gov/travel/per-diem-rates