Attachment 2 - QUESTIONS AND ANSWERS_W9124L26QA007_ITDLM BPA.pdf

DEPARTMENT OF THE ARMY

U.S. ARMY MISSION AND INSTALLATION CONTRACTING COMMAND

MICC – FORT SILL

1803 MACOMB ROAD

FORT SILL, OK 73503-4433

March 5, 2026

MICC- FORT SILL

SUBJECT: Contractor Questions and Government Answers – Session 1 Establish a Blanket Purchase Agreement to Support Fort Sill Overflow Off-Post Lodging/Hotel

For all quote preparation instructions, please see Addendum to 52.212-1, Instructions to Offerors.

Commercial Products and Commercial Services.

1. QUESTION: Does the same flat rate have to exist for the life of the BPA or can it be changed up to the per diem after each year of service?

ANSWER: Reference DFARS 252.243-7002, Requests for Equitable Adjustment. A request for equitable adjustment may be submitted as per diem price rates fluctuate.

2. QUESTION: Can we provide more than one hotel in case of larger overflow?

ANSWER: More than one hotel may be provided.

3. QUESTION: How many vendors will be selected for this BPA?

ANSWER: See Paragraph 1.10 of Attachment 1 - ITDLM Statement of Work and EVALUATION AND AWARD of Addendum to 52.212-2 – Evaluation – Commercial Products and Commercial Services in the Solicitation. The Government will award a multiple award requirements contract to the three offerors who present the best value to the Government, in terms of distance from Fort Sill, Oklahoma, pricing, availability of rooms, and amenities provided by the location.

4. QUESTION: How will refundable incidentals be handled? Can the hotel charge this to the guest upon check in?

ANSWER: Please see Section 1.2 of Attachment 1 – ITDLM Statement of Work. Amenities for the hotel are noted below in Paragraph 1.5.2. Incidentals not mentioned in amenities may be available for an extra charge and shall be noted as such.

See 1.5 of Attachment 1 – ITDLM Statement of Work - Contractor shall provide a list of incidental items available and any applicable charge with submitted quote.

5. QUESTION: Please explain where to sign and where I have to submit my offer.

ANSWER:

QUOTE PREPARATION INSTRUCTIONS

A. Quote Submittal

1. An electronic quote shall be submitted prior to the closing date and time identified in block 8 of the SF 1449 to the email addresses listed below.

2. Quotes shall be submitted as an Adobe PDF attachment to the Contract Specialist and Contracting Officer via email.

Contract Specialist: Sommer Roach, sommer.p.roach.civ@army.mil Contracting Officer: Brandi O'Daniel, brandi.l.odaniel.civ@army.mil

NOTE: Please include "Quote Submission" and the Solicitation Number, W9124L-26- Q-A007, in the subject-line of your email. Example Subject Reference: "Quote Submission W9124L-26- Q-A007 ITDLM Hotel BPA."

B. Quote Preparation Instructions

1. Quotes shall consist of RFQ Documents/Price and a Capabilities Statement to include hotel amenities, per diem lodging rate, and miles from Fort Sill, OK. Offerors shall submit an original RFQ document signed in block 28 of the SF 1449 by the date and time stated in block 8 of the SF 1449.

2. Quote Format: The electronic quotes shall be submitted through the provided emails as an Adobe Acrobat PDF attachment(s) and open in portrait orientation position without having to be rotated to the right-side up position. The size of the attachment(s) should be less than 25 megabytes in order to be accepted though the Army email server. The PDF attachment (s) can either be manually or digitally signed.

3. SF 1449 Offer: Blocks 17a, 30a, 30b, and 30c. The offeror shall provide the name, address, email address, Unique Entity Identifier (UEI) code, title, and telephone number of the company /division point of contact regarding decisions made with respect to your quote and who can obligate your company contractually. The offeror is cautioned that block 30a shall contain an original signature on the form.

PROVISIONS/AMENDMENTS/REPS AND CERTS

Offeror shall ensure that all provisions/clauses have been filled in as applicable and submitted with the RFQ. Offeror shall sign and acknowledge all Amendments to the Solicitation.

6. QUESTION: What blocks do I fill on the SF-1449?

ANSWER: See Question 5.

mailto:brandi.l.odaniel.civ@army.mil

7. QUESTION: Can you explain Blocks 12, 17a, and 23 of the SF-1449?

ANSWER: Block 12 (DISCOUNT TERMS) – Not required. Disregard this block.

Block 17a (CONTRACTOR/OFFEROR) - The offeror shall provide the name, address, email address, Unique Entity Identifier (UEI) code, title, and telephone number of the company/division point of contact regarding decisions made with respect to your quote and who can obligate your company contractually. The CAGE code can be provided in the Code section. Block 23 (UNIT PRICE) – Not required.

You may insert your rate in this block, however, your rate should be exclusively stated within your provided quote document.

8. QUESTION: I personally request that you please let me know how to submit offer in Sam.gov site.

ANSWER: See Question 5.

9. QUESTION: What amount of lead time will you give the contractor from the time you call to initiate hotel bookings to the time you need the rooms?

ANSWER: This BPA is to provide off-post lodging when Government lodging facilities are not available to soldiers; therefore, there is not a dedicated lead time available due to the nature of this requirement.

See Attachment 1 – ITDLM Statement of Work, paragraph 3.1.3. A list of Soldiers who may be occupying the hotel rooms will be furnished to the contractor. Listed names a subject to last-minute changes. The Government will first fill student housing on Fort Sill before moving Soldiers off the installation. Upon notification from the IHG Army Hotel GC of off-post requirements, the ordering official shall contact the off-post hotel(s) to make reservations.

10. QUESTION: In SOW 1.5.1, “10 room nights at each hotel shall be set aside at the prevailing per diem rate” — does “10 room nights” mean (a) 10 total room-nights, (b) 10 room-nights per month, or (c) 10 rooms per night reserved for ITDLM use?

ANSWER: See revised paragraph 1.5.1 of Attachment 1 – ITSLM Statement of Work.

The contractor will make a courtesy allotment of up to ten (10) rooms available for government use each night, if available. These rooms will be offered at the current per diem rate for the Lawton-Fort Sill area.

11. QUESTION: Is the stated $110/per night rate intended to be the room rate excluding lodging taxes, or an all-inclusive nightly amount? If taxes are handled separately, should they appear as separate line items on the folio/invoice?

ANSWER: The Government is exempt from sales tax.

12. QUESTION: Invoicing Schedule: The RFQ references monthly invoicing, while the SOW references a 19th-18th billing period and invoicing near $25,000 consolidated occupancy. Which invoicing schedule should contractors follow during performance?

ANSWER: See Attachment 1 paragraph 1.10 for revisions. Order billing amounts will be reconciled at the end of each lodging stay to adjust estimated dollar amounts with the actual usage of rooms requested at each location for the Order period.

13. QUESTION: Ordering method: Please confirm the permitted channels for call outs (email/fax/other) and whether any oral communications are authorized, given the RFQ language limiting oral/in-person calls.

ANSWER: See Solicitation Continuation of Description, paragraph 8. Orders will be placed against this BPA via email, fax, paper, or oral communications. The statement, “Oral and in-person calls are not permitted” has been removed from paragraph 3 in the Solicitation Continuation of Description.

Brandi O’Daniel Contracting Officer MICC Fort Sill