QA1.pdf

1. Are third-party travel management companies allowed to respond to this solicitation?

Yes, but the quote shall include the proposed hotel locations, as well availability should the guests/KO have issues with the lodging accommodations.

2. Out of the 95 rooms is there an estimate of how many double and single occupancy rooms are needed?

We would prefer single occupancy for all rooms

3. Will parking spaces be needed? Will guests self-pay if parking is not complimentary? Or will this be added to the lodging rate costs?

No parking spaces are needed

4. Is complimentary breakfast required?

No, complimentary breakfast is not required

5. Is there a maximum amount of hotels that we can utilize for this group? If multiple hotels are used, do they need to be near each other?

The max number of hotels is three (3) with at least two (2) of the three (3) being near each other.

6. Are you looking for the lodging venues to be within a certain mileage distance, for example, from a specific street address?

Hotels should be within the city limits of Helena, MT.

7. Is there a certain mile radius the Hotel should be located within or miles within a specific city limit?

See question 6

8. The SOW states “lodging rooms from August 5-19, 2023, for a maximum of 95 rooms for up to 14 days,” does this indicate some rooms are needed for less than 14 days? If so, how many?

The need is for 90 rooms from 5-19 August, with an additional 5 rooms needed 11-19 August.

9. Is this a request for 95 single or double occupancy rooms?

See question 2

10. The SOW states” Rooms needed on August 5 and August 9 will be for contingency lodging to account for variable travel plans” which means what exactly? Is there truly a need for 95 rooms or less than that number? It is difficult to provide a quote for the number of rooms needed and dates of occupancy if not clearly described in the SOW.

Can you please state how many rooms are needed for the exact dates?

The need is for 90 rooms from 5-19 August, with an additional 5 rooms needed 11-19 August. The August 5 and 9 was a typo and will be corrected with an amended SOW.

11. The SOW states “Per section 42.14.304 of the Montana Department of Revenue regulations, the Federal Government is tax exempt. County and City governments are normally not authorized to charge the Federal Government any type of tax” however, Hotels require tax exemption certificates to waive taxes. Will you provide a tax exemption certificate to the awarded vendor?

All quotes from third party vendors shall include all taxes and surcharges in their per night/day/person rates or overall price. Any tax or fee not included in their quote will not be paid/invoiced for after award. It does not exclude 3rd party contractors from quoting on contracts. They just have to provide an invoice that does not show any tax being charged to the government.