I.B.01. W912LD25Q0001-0001_Q&A_12NOV2024.pdf

W912LD25Q0001 – Questions & Answers as of 11/12/2024

1. Is there a current awardee for this contract or is it a new requirement? If there is a current awardee, what is the solicitation number?

a. This is a follow on to BPA W912LD19A0004, with the Hampton Inn. This BPA is expired.

2. If payment is made by Government Purchase Card (GPC) instead of through WAWF, will a designated staff member handle the payment for the entire group with a single GPC transaction at checkout? Or will individual guests be responsible for paying for their own room at checkout using their own GTC?

a. A single GPC will cover the costs of all the rooms for all the rooms reserved for that particular period; individual GTCs will not be used under this BPA.

3. Is there an estimate of how many parking spaces are needed?

a. It is expected the number of rooms provided/reserved for a particular drill event will equate to the number of parking spots needed.

4. Is complimentary breakfast requested?

a. No, complimentary breakfast is not required.

5. Could you provide a rough schedule or estimated dates for when lodging will be requested?

a. Per SOW section 2.8, The Government shall furnish a rooming list to the Contractor at least seven (7) days prior to arrival or the number of days otherwise agreed to by the vendor. The list shall confirm the number of rooms, the type of rooms required (double occupancy vs single occupancy), and a list of names for the rooms required.

6. Will a tax-exempt form be provided?

a. A tax-exempt form is available upon request.

7. Are third-party travel management companies allowed to respond to this solicitation? Or are you looking for quotes directly from hotels?

a. The Government is looking to establish agreements directly with the hotels. The Combined Synopsis/Solicitation document is updated to reflect this.

8. Does the hotel have to have a specific rating such as AAA, or a 3 star rating?

a. The hotel must meet the standards established in the SOW Section 6.0., DoD

Lodging Adequacy Standards, which are available at the link provided in the SOW.

9. Are there specific addresses or facilities within East Greenwich, Warwick, Providence, or

Middletown that should be prioritized for lodging accommodations?

a. No.

10. Is there a preferred proximity to specific training or operational sites in each city, or is meeting the general 50-mile radius / 30-minute drive requirement sufficient?

a. There is no preference, as it is likely multiple hotels around the state of Rhode Island will be utilized for each drill weekend, as soldiers train at various locations throughout the state each drill. The hotels located within the proximity of the established drilling site will be rotated. Hotels located in the state of Rhode Island will be considered for the BPA given the range in drill locations.

11. The Statement of Work mentions a full-time security officer or the hotel manager acting as the primary point of contact for security. Is there flexibility on this requirement? If the hotel manager is not available during the evening or overnight, will this be an issue for meeting the security requirements?

a. The hotels must meet the DoD Lodging Adequacy Standards. Per The DoD Lodging Adequacy Standards, “DoD Lodging located off-installation requires 24/7 security/crisis management plan which may include security patrol or surveillance cameras. Complies with Section 889 of 2019 NDAA.”

12. Could you please clarify the preferred pricing format for this BPA? Additionally, are the rates required to be locked in for the entire period of performance (12/01/2024 – 2/28/2027), or would it be acceptable to update the rates on a yearly basis?

a. The pricing shall be in accordance with or less than the Per Diem rates established for the date and location of the reservation. As noted in the solicitation attachment, the rates are available on the below website. This website will be updated annually with the rates for the year.

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=RI&city=&zip=

13. I received the BPA, I am filling it out, but it looks like the National Guard wants one rate for the entire year, is this correct? I just want to make sure I also understand there are no dates in place yet, correct?

a. The Government is not seeking quoted rates, as the BPA is pre-priced in accordance with the GSA Per Diem rates for the State of Rhode Island. These dates are updated annually and posted at the aforementioned website in Question 12. Hotels interested in participating in the BPA will be able to provide rooms at or below the established per diem rate for the applicable date and location.

14. It looks like we would know about 7 days out if the National Guard needs rooms so it would be based on availability, correct?

a. Yes, per SOW section 2.8, The Government shall furnish a rooming list to the Contractor at least seven (7) days prior to arrival or the number of days otherwise agreed to by the vendor. The list shall confirm the number of rooms, the type of rooms required (double occupancy vs single occupancy), and a list of names for the rooms required.

15. How many soldiers are we looking at for a day/month/year?

a. This will vary considerably. As stated in answers to questions above, it is likely multiple hotels around the state of Rhode Island will be utilized for each drill weekend, as soldiers train at various locations throughout the state each drill. No single hotel will be expected to host all soldiers requiring lodging on a drill weekend.

We will rotate the hotels each drill, making reservations with the hotels who are next in rotation and who have availability. If availability is limited, we will seek the lodging that isn’t able to be accommodated from another hotel, as needed.

16. Do you have any historical records of reservations required by location for the prior solicitation? This would assist with determining the total number of properties required to deliver the quality of service for the members.

a. No, we do not have hard data to provide at this time, however given the intent to utilize multiple hotels each drill this should not pose any problems. Hotel locations https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=RI&city=&zip= https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=RI&city=&zip= used in the past have included Warwick, Pawtucket, Coventry, Middletown, and North Kingstown. Locations for this BPA are not limited to those locations.

17. Do you have a list of projected drill dates for the remainder of FY25?

a. We do not have a comprehensive list of drill dates at this time. Typically, there is a drill held one weekend a month. A general estimate would be a 2-night stay on a Friday and Saturday night for one weekend a month. There is usually no drill held in July, and a longer drill (3 nights) held a couple times a year. The schedule is subject to change, however, this is a rough estimate of what to expect.