W50S8R26Q0003 QUESTION AND ANSWER.pdf

W50S8R26Q0003 QUESTION AND ANSWER

The following questions/answers were asked/answered when this requirement was previously solicited under W50S8R26Q0001. While the previous solicitation was cancelled to allow for changes to the requirement, the information contained below remains valid.

Q1: Is there any requirement for parking to be included in the rate?

A1: Initial documents did not specify this. Parking costs, if any, need to be included in the rate.

Q2: Is there any required rating from either AAA or TripAdvisor/Google?

A2: There is not a required rating.

Q3: Can you please provide more guidance on whether more than one hotel can be used for this requirement?

A3: More than one can be used. As stated in the instructions to offerors, “The offeror shall submit the hotel name and address for any/all hotels to be used to fulfill the requirements of this RFQ and PWS.”

Q4: There are two sets of dates which occur over race weekends at Mid-Ohio Sports Car Course. June 4, 5 and 6; and July 30, 31 and August 1. I wanted to verify these are the correct dates.

A1: Dates are correct

Q5: Also, if these are the correct dates is the 179th Cyberspace Wing and 200th RED HORSE Det 1 Squadron, Mansfield Ohio Air National Guard permitted to pay over per diem on select high demand dates?

A2: Yes

Q6: To confirm when you are requesting double rooms, you are requesting rooms with two beds. Can a hotel offer rooms with 2 Queen beds.

A6: When we are asking for double rooms, we are asking for a standard room with two beds, it cannot be a standard bed with a pull-out bed or a roll away bed, must be normal beds at any size.*This has been added to the PWS*

Q7: In the evaluation factor section, Factor 3 is availability. I did not understand the line: "In the event of multiple awards, the Government will evaluate the reservation availability based on dates/rooms not previously awarded."

A7: The solicitation states that we reserve the right to make multiple awards. In the event we make multiple awards, we would have to look at the rooms not filled by the first awardee and see if other offerors can fill those dates. For example, we cannot evaluate the grand total of reservations available that is submitted on attachment 4. See Q&A #9 below.

Q8: Each month after the main block of rooms there is a request for one room for 3 nights. In late June there is a request for one room for 2 nights. Should July 1 be added as a third night or is it just 2 nights.

A8: No change is necessary.

Q9: Will this requirement result in a single award or multiple awards, and how will rooms be allocated among awardees if multiple awards are made?

A9: This determination will be made during/after evaluating offers. In no event shall a contract be issued for less than $2,500. Award will be made IAW Evaluation criteria. Quotes may be compared against other quotes received in determining the quote which represents the best value to the government. If the offeror that is determined to provide the best value can fulfill all dates requested, no additional award will be made. If the best value offeror cannot fulfill the government’s entire request, the government reserves the right to make multiple awards to other offerors to maximize the fulfillment of rooms requested. A second award may be made based on the remaining offerors and a second best value determination will be made using the unfulfilled dates from the overall best value offeror.

See examples below:

Example 1: Best value offeror can only fulfill 700 of the 1,148 rooms requested. The Government will then utilize the remaining unfulfilled 448 rooms/dates and evaluate availability using the submitted “Attachment 4 Lodging Pricing and Availability” document.

Best value determination will be made based on the stated evaluation criteria and a second award may be made. This process shall continue, if necessary, to maximize fulfillment of the Government’s requirement.

Example 2: Best value offeror can fill 1,140 rooms of the 1,148 rooms requested. This leaves 8 rooms unfulfilled and would likely result in a second award under $2,500. The Government may elect to not issue a second award.

Q10: What is the Government’s billing policy for “no-show” rooms listed on the sign-in roster?

A10: This would be handled under the cancellation policy offered by the awardee. If a room was cancelled in accordance with the cancellation policy, the government would not be liable as it would not qualify as a “no-show”. In the instance of a legitimate no-show, where the government did not cancel a reservation within the policy timelines, the awardee(s) would be able to invoice/be paid for the rooms. Please ensure to review paragraph 5.4.4. of the PWS.

Q11: Should breakfast or any meal service be included in the offered lodging rate?

A11: This is not a requirement in the PWS. We are seeking lodging only.

Q12: Does the Government anticipate needing meeting or briefing rooms during drill weekends, and should those costs be included?

A12: No, this is not a requirement in the PWS. We are seeking lodging only.

Q13: Are there specific requirements for parking spaces or bus staging for military vehicles?

A13: There is not a requirement in the PWS for bus staging for military vehicles. Parking costs, if any, need to be included in the rate. *Parking requirements have been added to the

PWS*