B08_Attachment - 0005 Questions and Answers - W912CN25QME05.pdf

Attachment - 0005 Questions and Answers for W912CN-25-Q-ME05

Question: Can you confirm the payment terms for this contract? Will payments be on a Net 30 basis, or are there different terms we should be aware of?

Answer: Yes, Net 30.

Questions: How will additional fees like resort fees or parking fees be handled? Will guests be responsible for paying these fees, or do they need to be included in the room rate?

Fees not covered by the BPA: Parking, Resort, Porterage, Meals, and other miscellaneous or non-approved costs. Are parking and resort fees expected to be waived by the hotels or are travelers responsible to pay those themselves?

Answer: Additional fees not incidental to the room accommodation will be treated as a separate charge ie; Parking, Resort Fee, Valet, Porterage, Meals and Miscellaneous.

However, offerors can include the separate charges inclusive of the room rate if they chose to do so.

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

If not brand new, could you please provide the current / previous contract number?

Is this a new solicitation, or is it a continuation of an existing contract? If this is a continuation, who is the current awardee, and what is the award number?

Is there an incumbent for the requirement or is this a new requirement?

Answer: This is not a new BPA. This is a follow-on to the following BPAs:

W912CN-20-A-0004 - TEG HOTELS, LLC.

W912CN-20-A-0005 – GC WAIKIKI HOTEL OPCO LLC.

W912CN-20-A-0006 - PARLIAMENT LLC.

W912CN-20-A-0007 – BRIAN HALL

W912CN-20-A-0008 – REST EASY LLC

W912CN-20-A-0010 – ALM MANAGEMENT SERVICES LLC

Question: Are third-party travel management companies allowed to respond to this solicitation?

Answer: Yes

Question: Are hotels allowed to retain guests' credit card information for incidentals, or is this prohibited under the terms of the contract?

Answer: Yes

Question: How many awardees does the government intend to contract with for this solicitation?

Answer: We anticipate to issue 6 or more Blanket Purchase Agreements.

Question: Regarding the pricing sheet provided, is it intended to reflect rates for one year, with the possibility of adjustments in subsequent years? Or does the pricing sheet need to reflect fixed rates for the entire 5-year term of the BPA?

Answer: The price list serves as a pre-negotiated pricing structure for anticipated purchases under the BPA. It simplifies ordering and payment processes, provides transparency, and promotes fair and reasonable pricing. Each BPA Call for lodging will be competed amongst BPA holders and the offerors have the flexibility to provide more competitive rates.

Question: Do I read correctly that call orders will not be issued against the pricing provided in the pricing sheets? If a specific pricing is provided on the pricing sheet, a new offer will/can be made for each call.

Answer: This is a Blanket Purchase Agreement (BPA). The BPA itself is not a binding contract. Once an interested party is awarded a BPA, BPA Calls issued against that agreement is what will constitute a legally binding contract.

Question: If there are multiple awardees, how will the government determine which contractor is contacted first? Will it be based on a tier system, with contractors offering the lowest rates placed higher in the tier?

Answer: We are expecting multiple awardees for this solicitation. Each call order will be solicited upon receipt of a new lodging requirement. The government will compete each BPA Call via a solicitation. The BPA Call offeror that provides the best value rate to the USG will get the BPA Call award.

Question: Do we need to submit a quote for all three locations to be considered for this contract?

Answer: Offerors will annotate if they are offering price lists for ALL three (3) locations Oahu, Maui, Big Island or if offering only one (1) or two (2) locations.

Question: Should the vendor fill out one pricing sheet for each year?

Answer: No, just fill out one pricing sheet.

Question: Is there a maximum number of hotels that a third-party company can submit for this solicitation?

Answer: No

Question: Since rates may fluctuate during certain months, will we be allowed to charge different rates for specific dates? Are blackout dates allowed under the terms of the contract?

Answer: Offerors can offer different rates for each BPA Call. The government will compete each BPA Call via a solicitation. The BPA Call offeror that provides the best value rate to the USG will get the BPA Call award.

Question: How far in advance will we be notified about the number of rooms needed? Is there a set time frame for receiving this information?

Answer: To the maximum extent practicable the USG will solicit the BPA Call 30 days out.

However, due to the budget constraints provided by the ongoing Continuing Resolution (CR), expect to receive BPA Call requests with short suspense dates like 5 days or less.

Question: Is there an estimate on the number of parking spaces needed?

Answer: More than likely 50% of the guests will have rental cars. We acknowledge that some hotels have limited parking, and that parking fee is a separate charge. We leave it up to the offeror to make parking inclusive of the room rate or not based on availability.

Question: Is there a past estimate available for the number of rooms needed on a monthly or yearly basis?

Answer: Monthly estimate for rooms is between 5-50 rooms combination of doubles/singles.

Question: Approximately how many hotel guest rooms are needed on this BPA? Do the rooms typically stay over certain nights each month? Each week?

Answer: see answer above

Question: For how many room nights do you expect most call orders to be for? Are those in general for longer term or short-term lodging?

Question: Please send me the calendar of the dates that are needed.

Answer: The number of room nights for most BPA calls can vary significantly depending on specific requirements. However, the vast majority of orders are for short-term lodging (two weeks or less).

Question: Is there an estimate for the typical length of stay for guests under this agreement? Are most stays weekend-based, or do guests typically stay for multiple days?

Answer: Most will be weekend based, but some will fall through the week depending on military requirements. See answer above.

Question: What is the anticipated number of room nights expected per year for each of the locations?

Answer: see answer above

Question: If a third party submits pricing sheets for specific hotels, are the third parties obligated to only offer those hotels during subsequent RFQs/calls or are the third parties permitted to partner with different hotels for each RFQ posted?

Answer: Yes, third parties are permitted to partner with different hotels for each RFQ posted, as long as their Unique Entity Identifier (UEI) and Cage Code remain consistent.

Question: Will all call orders be paid through the contract, or are some call orders expected to be paid directly by travelers using their individual purchase cards?

Answer: All call orders will be paid through the contract using a unit Government Purchase Card (GPC). Travelers paving with individual cards will not be a part of the BPA Call. Be advised that travelers may have individual Government Travel Credit Cards (GTCC). If they are paying with GTCC then that traveler will not be covered under the BPA Call.

Questions:

*What's the total number of officers

* How many officers to a room

* What's the check in and check out date

* What was the previous award amount *How many officers will have rooms to themselves *How many officers will share rooms

Answer: The details are yet to be determined. As this is a Blanket Purchase Agreement (BPA) rather than an individual award, these specifics will depend on the requirements of the individual call orders issued under the BPA.