Questions and Answers.pdf

Questions and Answers

Q1. Attachment 4 lists November and December dates in 2025 and January–September dates in 2027, with no October 2027 entries. The PWS specifies November 2026–October 2027. Will a corrected pricing schedule be issued? Please also confirm whether January and July intentionally require only six room-nights each.

A1. Attachment 4 should have been November and December 2026. No rooms being asked for in October 2027. Yes, no drill in January and July and only asking for 6 rooms to cover Make-up drills.

Q2. May a small-business lodging coordinator submit as the prime contractor using identified partner hotels and offer partial room availability?

A2. Yes, just needs to fall in line with small business provisions and clauses.

Q3. How should an offeror arrange the required 179th CW inspections for a hotel that has not been inspected within the past 365 days?

A3. Base Services will contact the hotel person listed on the bid to set up inspection.

Tentatively for October 22, 2026 once we have all the bids for this contract.

Q4. May the contractor invoice through WAWF after each completed drill stay? Please confirm the invoice frequency and when the completed WAWF routing instructions will be provided.

A4. Yes, an invoice after drill weekend is acceptable but weekly invoices for weeknights are not. Monthly invoicing is encouraged. WAWF instructions will come with signed contract.

Q5. The November and December dates are labeled 2025 (e.g., 11/05/2025 through 12/30/2025), but the Period of Performance is November 2026 through October 2027.

These appear to be 2026 dates.

A5. November and December should be 2026.

Q6. Does the requirement for two on-site parking spaces per reserved room refer to the hotel's overall parking capacity, or must spaces be specifically allocated to each Government room?

A6. There should be enough parking spaces for our members on site with the possibility of having 2 cars per room. The biggest part of this is, our members should not be parking at other places and walking to the hotel because there are no parking spaces at the hotel.

They don’t have to be specifically allocated for the government but when placing your bid, keep in mind of your busy weekend and parking for our members when offering available rooms.

Q7. We also noticed FAR 52.219-14 is not listed in the solicitation. Could you confirm whether any limitation on subcontracting applies to a small-business prime arranging the lodging through hotel partners?

A7. 52.219-14 does not apply to this requirement.

Q8. Is a prime contractor that does not own or operate a hotel eligible to submit a quotation under this solicitation, provided it demonstrates binding agreements with compliant hotel properties?

A8. Yes, just needs to fall in line with small business clauses.

Q9.If so, what documentation must accompany the quotation (e.g., signed hotel agreements, letters of commitment)?

A9. Yes if you have them but not required.

Q10.Is the prime contractor expected to pay the hotels directly and invoice the government?

A10. Yes.

Q11. Can I use more than one hotel to cover the drill weekends?

A11. Yes. Any hotel you provide that does not pass inspections shall not be utilized.

Q12.And how much notice do you need for a cancellation without a penalty?

A12. If the Contractor needs to cancel any portion of performance under this contract, the Contractor shall provide written notice to the Contracting Officer and, upon request, shall furnish a suitable room or meeting space at no cost to the Government to facilitate discussion of the cancellation and any required transition actions.

Q13. Since multiple awards are permitted, may a single quoter offer rooms at more than one hotel (each within 25 driving miles) to cover the full nightly requirement, with each hotel listed separately on Attachment 4?

A13. Yes. Any hotel you provide that does not pass inspections shall not be utilized.

Q14. Room Quantities: The PWS estimates approximately 155 rooms per monthly drill period, while Attachment 4 indicates varying nightly requirements of approximately 25–65 rooms. Could you confirm whether the 155-room estimate represents the total room-nights per drill period rather than rooms required simultaneously?

A14. This total is for all three nights, Thursday through Sunday with Thursday being the lighter night. See the breakdown of when rooms are being requested. The other 6 rooms for the month are for our members to make-up drills and if possible be used on different dates during that month.

Q15. Hotel Inspections: For hotels that have not undergone the required Government inspections within the past 365 days, will inspections be coordinated by the Government before award?

A15. Yes, we will setup a day, tentatively October 22, 2026, after all bids are returned and we will setup the inspection with the contact on the bid.

Q16. Should the nightly room rates entered in Attachment 4 be inclusive of all applicable taxes and mandatory fees, or should these be identified separately?

A16. Yes room rates should include all applicable taxes and mandatory fees.

Q17. Are the room quantities listed in Attachment 4 guaranteed minimum reservations, or are they estimates subject to adjustment based on actual personnel requirements?

A17. These are the requested amount of rooms needed and can change month to month but will not go over the amount request and will follow the contracts cancellation policy to have less rooms than what is on the contract and if not done then the government will be responsible for what is on the contract for that month.

Q18. In the event of a guest no-show or a cancellation outside the agreed cancellation window, would the Government be responsible for the applicable room charges under the accepted cancellation policy?

A18. Yes, if the government did not follow the agreed upon cancellation procedures.

Q19. Could you confirm whether offerors may submit quotations for selected drill dates or partial room allocations without affecting their technical acceptability?

A19. Yes, offerors may submit quotations for the amount of rooms they are able to fulfill.

Q20. The PWS specifies two permanent beds per room. Would single-king rooms be acceptable for individual occupants, or must all proposed rooms contain two separate beds?

A20. All rooms must be double bed rooms as we pair members together and have to have two separate beds for them.

Q21. Section 1.4.1.1 of the Performance Work Statement states that telework is not authorized. Does this require the prime contractor's designated contract manager to be physically present at the hotel or installation, or may administrative contract management be performed remotely when participating hotels maintain appropriate on-site personnel?

A21. Telework is authorized. PWS will be revised.

Q22. May the contractor submit an invoice through WAWF after each completed drill/lodging period, or should invoices be submitted on a monthly basis?

A22. Yes, an invoice after drill weekend is acceptable but weekly invoices for weeknights are not. Monthly invoicing is encouraged.

Q23. Additionally, should each invoice reflect the actual accepted room-nights used during that billing period?

A23. Yes which should be reflected on the invoice you upload into WAWF.