W50S92-24-Q-9002 QA dtd 12Mar24.pdf

Solicitation Number W50S92-24-Q-9002

Questions & Answers

8 March 2024

Revised 12 March 2024

Q1: How many rooms will be needed each month?

A1: On page 12 of the Performance Work Statement, Technical Exhibit 3 identifies a monthly estimated quantity. This quantity reflects the total number of rooms, both single and double occupancy.

Q2: How many occupants will need double and how many will need single rooms?

A2: A majority of the rooms are double occupancy. Certain ranks and career fields are provided single occupancy rooms.

Q3: If one hotel does not accommodate all members for training, can this be split between multiple hotels to accommodate each person?

A3: See Paragraph 3, item d on page 1 on the solicitation. “Price List: The contractor shall complete the attached Price List with no less than three hotels per location. While more are encouraged, less will not be accepted.” This is why we are requiring proposals to have 3 or more hotels. So that the vendor has a pool of hotels to make sure that they can accommodate the number of rooms we need. Central Pennsylvania during the summer months is challenging to find enough hotels to accommodate the requirements in the Harrisburg/Hershey area. The more hotels available to utilize, allows for all members to be housed.

Q4: Is there an incumbent and if so what was the last award amount?

A4: The current contract is a BPA, Blanket Purchase Agreement. These are not individually funded and do not have an amount associated with them.

Q5: Will payment for reservations need to be made by the contractor and then reimbursed?

A5: Yes, contractor will pay the hotel directly, then WAWF will be used to pay the contractor.

Q6: What are the dates for lodging requirements? The hotel is requesting this. The sooner they have dates, they can begin forecasting for the BPA hotel room buyout?

A6: The drill schedule is sent out to the awardee, at time of contract award. The PWS identifies the estimated number of rooms needed per month, for planning purposes.

Q7: Section 5.2 of the "Lodging Services PWS.pdf" document states that the hotels shall be from an approved list. Would you be able to provide that list?

A7: There is no list of approved hotels. The hotels that you propose to use, must be deemed acceptable, by the requirements listed in the PWS.

Q8: Will a tax-exempt form be provided?

A8: No

Q9: Is complimentary breakfast required?

A9: No

Q10: Is there an estimate of how many parking spaces are needed?

A10: Use the estimates that were given in PWS for number of rooms.

Q11: When invoicing through WAWF, are we required to submit a guest sign-in sheet? If so, will the client provide a sign-in sheet template, or will the vendor utilize one of their own?

A11: Providing the front desk with a sign-in sheet for members is a best practice. Depending upon the hotel there are sometimes disconnects between the sales office and the front desk, a sign-in sheet can help alleviate that. The sign in sheet does not need to be submitted, per the PWS; but is discussed between the contractor and services to help alleviate no-shows.