Questions from Potential Quoters v3_21Q2443.docx

Questions from Potential Quoters, W9124M21Q2443

(1) Will all of the guests be eating at the same time or will they filter in and out during the 3 hour window?

They will filter in and out during the 3 hour window.

(2) As a hotel we have (2) shuttles that hold 11 people, we can run them as often as needed for transportation of 139 people however, is this what you are looking for or do you need larger capacity vehicles that will hold 24 or more people?

CHANGE: Vehicle size doesn’t matter as long as no more than half-capacity is utilized for COVID-19 mitigation and the schedule of movements is met (139 people transported in each wave of movements in the schedule in PWS Part 5).

(3) On the bus schedule, there are two waves of transport to and from the hotel. How many guests are expected to be transported in each wave? We will be contracting 55 passenger buses and in order to maintain social distancing, would need to know exact headcounts. For example, if the first Wave would be 70 guests leaving over the course of 90 minutes, we place 25 on the 6:00AM bus, 25 at 6:30, 20 on the 7:00AM and any remaining guests on the 7:30. The same pattern would happen with the remaining waves. Or do we need all 70 arriving at the same exact time in which case there would be three buses of 25 on the road at the same time?

See updates in PWS 5.5.2, 5.5.3.

(4) Are microwaves required in each guest room or will designated areas for microwave stations within the hotel suffice?

Microwaves in common areas will suffice.

(5) Is lodging at multiple locations acceptable?

CHANGE: Only if the two locations are immediately next to each other, e.g. share a parking lot or only a parking lot separates them.

(6) Is this requirement based on single occupancy or double occupancy rooms?

Single occupancy only

(7) Housekeeping: Is the client open to having the rooms refreshed once a week versus 2/3 times a week? Due to COVID the property has ceased its daily housekeeping services to once a week.

Twice a week or per hotel COVID-19 guidance

(8) If a hotel can only offer 200 rooms all of the way through, and cannot offer the full 417 rooms on Friday night, would they be eliminated? Could you consider overflow for that one night?

See answer to (5) above.

(9) Would there be a guarantee of a number of room nights, and that the block would not be canceled prior to the base period, or optional period (if activated) ends?

This will be a firm-fixed-price contract for the number of rooms indicated in the list of line items. The US Government has the right to terminate or partially terminate for convenience any line items, in accordance with FAR 12.403(d) and FAR clause 52.212-4(l), which discuss the contractor’s rights in that event.

(10) PWS: Under section 1.3.1:

What does “not separately priced Conference Room Access for Meeting space” mean? How often would this be required and for how many people?

PWS section 1.3.1 has been removed; they are not required.

(11) PWS 1.3.1: What does “Not separately Priced shuttle service for Unofficial Guest travel” mean? Where is the shuttle service to be provided going to, and for how many people?

PWS section 1.3.1 has been removed; they are not required.

(12) What taxes are the guests exempt from?

They should be exempt from federal tax and should be able to fill out a tax exemption form upon checking in, if need be. The reimbursement of any other types of tax for which the guests are not exempt should be accounted for in your firm-fixed-price quote for the lodging line items.