B08_Attachment 0004 Amendment 0002 QUESTIONS AND ANSWERS.pdf

QUESTIONS AND ANSWERS 27 February, 2025

Question: It states that "single personnel shall be lodged one (1) to each hotel guestroom." However, there is also a request for 23 double rooms, which, as I understand, are intended to accommodate two people. Could you please clarify if the intention is to have two single beds in these double rooms, each meeting the specified size requirements, or if it's another setup?

Answer: Double rooms should include two (2) beds with high quality mattresses at least 100 centimeters wide and 200 centimeters long, to accommodate two people.

Questions: You said in sam.gov 3/5-3/14 which is 9 nights but on your lodging roster you state 8 nights. Please advise if checkout should be 3/13/25.

I had questions regarding this contract. I wanted to verify the total of nights and dates for the rooms.

It says 193 nights but the dates say 05-14 March 2025. Could you verify if this is correct?

The solicitation states the period of performance is March 5-14, 2025, but the room roster lists March 5-13, 2025. Should we plan for checkout on March 13 or March 14?

Can you please confirm the total number of room days? The Combined Synopsis states the dates of occupancy are check-in March 5, 2025 through check-out on March 14, 2025. The number of occupancy days is 9, when multiplied by 23 double rooms it equates to 207 and 1 single room for 9 days adds an additional 9 days to the total which calculates to 216 total room days, yet the Combined Synopsis lists 193 total room days. Please explain.

When I multiple 24 rooms per night x 9 nights, I get 216 room nights total. However, below it states

193. Please clarify.

You said in sam.gov 3/5-3/14 which is 9 nights but on your lodging roster you state 8 nights. Please advise if checkout should be 3/13/25.

Answer: With the exception of one guest, all guests will check in on 05 March 2025 and check out on 13 March 2025.

23 rooms x 8 nights = 184 nights.

1 room x 9 nights = 9 nights.

193 Total Room Nights.

Question: Although the spreadsheet reflects lodger’s names and dates of occupancy, there is a line item for one occupant who would be assigned to a double room for 9 days yet the other person sharing the room is listed for 8 days, which is correct? Please view the screenshot from Amendment 003 below, you will see the dates and number of nights for Soldier Taupau, Faamai have a different check-in /out date as well as 9 days of occupancy but not the Soldier to be assigned to the same double room. Please explain.

Answer: Guest Ayala will check in on 05 March 2025 and check out on 13 March 2025 for a total of 8 nights.

Guest Taupau will check in on 06 March 2025 and check out on 14 March 2025 for a total of 8 nights.

This particular double room shared by guest Ayala and guest Taupau will be needed from 05 March 2025 through 14 March 2025 for a total of 9 nights.

Questions: Will you provide the awarded vendor with a Hotel Tax Exemption Certificate?

bids shall be inclusive of all taxes and fees or the group is tax exempted and the related documents will be provided after award?

Both amendment documents did not answer the questions regarding the awarded vendor receiving a Tax Exemption Certificate.

Answer: No, the following are allowable taxes for hotel accommodations on Oahu:

10.25% State Transient Accommodations Tax

4.712% General Excise Tax

3% Oahu Transient Accommodations Tax

=Total state tax: 17.962%

Question: The pricing chart includes a space for tax but the rooming list does not. Based on Hawaiian state law, the U.S. government is typically not exempt from the Transient Accommodations Tax (TAT) or General Excise Tax (GET). Should we include applicable taxes in our pricing?

Answer: Please include separate, applicable taxes on your quote or pricing chart / (CLIN) Structure below.

CLIN

Description Qty. Unit of

Issue Unit Price

Tax Total Unit Price

0001 Lodging Accommodations:

Twenty three (23) double rooms and one

(1) single room for one hundred ninety three (193) total nights of lodging from 05

– 14 March, 2025.

193 Nights

Questions: My understanding is that in Hawaii, the US Government is not exempt from paying certain occupancy taxes charged by the hotels. Is the per diem rate of $202 for Honolulu a base rate, not including the taxes required or does the total rate (base rate + taxes) need to be at or under the per diem rate of $202?

The per diem threshold of $202.00 does not include the tax rate of 17.962% for the Honolulu, HI area.

Answer: The per diem rate is the current Honolulu base rate excluding taxes.

Question: Is parking required?

Answer: Guests will arrive in their own rental cars, but parking fees will be paid by the individual guests and not covered by the contract.

Question: Same question for the Daily Parking Fees as most of the Waikiki hotels charge a daily parking fee. If parking fees are not waived, do these fees need to be included into the $202 per diem rate or is there a separate per diem for parking fees?

Answer: Parking fees will not be included in the per diem. There will not a separate per diem for parking fees. Parking fees, resort fees, porterage, meals, etc. are not covered by the contract and will be paid by the individual guests.

Question: We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

Answer: This is a brand new, one time contract for accommodations in March 2025.

Question: Would a hotel that holds a AAA Four Diamond Award but has an online rating of approximately 3.5 to 4 stars, depending on the platform (TripAdvisor, Expedia, etc.), meet the minimum rating requirement? Or does the rating need to be strictly 4 stars or higher on a specific online platform?

Answer: The hotel needs to have at least a 4 star rating on any of the online published platforms.