Lodging BPA Questions and Answers.pdf

Questions and Answers Posted 01/03/2022

Solicitation has been extended to 01/13/2022. ALL information must be submitted to Melissa.Santoro2.civ@army.mil by 11:00am on 13JAN2022.

QUESTIONS #1

What do I need to submit?

Answer #1 The information worksheet on sam.gov and the capabilities statement per the solicitation.

It states QUOTE PREPARATION INSTRUCTIONS:

To ensure timely and equitable evaluation of capability statements, offerors shall adhere to the following instructions in preparing their capability statements. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offeror being ineligible for award. Offerors shall clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

CAPABILITY STATMENT SIZE: (see SOW) The following must be included in the capabilities statement:

Ability to meet ALL criteria of the SOW and lodging requirements.

Proof the hotel is rated 3.5/5 or higher on google reviews Information about the quality of hotel and location.

Confirmation that Location(s) is/are within a 10 mile driving radius of the locations in the SOW How are room/hotel complaints handled and within how many hours will issues be rectified.

Cancellation policy Evaluation worksheet attachment (One worksheet submitted per hotel) o Exact name and address of the hotel o Minimum and maximum per night for double occupancy.

o Minimum response time required to increase room quantity and decrease room quantity (see tables on the worksheet) o Parking available, if so provide the cost per vehicle

Question #2 Is this request for annual UTA drills?

Answer #2 Not only drills, this is a request to fulfil future lodging needs of the NY ARNG. As it states

“NOTICE TO OFFERORS:

Please note that a BPA is not a contract. A BPA is a streamlined method for acquiring products or services on an as-needed basis from qualified sources that are readily available and thus eliminate the need for repetitive costly reprocurements. Establishment of a BPA does not guarantee calls will be made. There is no minimum guaranteed quantity. The Government does not intend to pay for any information provided under this notice. The Government is not obligated to notify respondents of the results of this notice. The Government may request a site visit with any offeror to establish acceptability. Awarded BPA holders undergo annual visits to ensure standards are met.

Each BPA will have up to a five (5) year ordering period with a ceiling of up to $900,000.00, the BPA will expire after 5 years or the $900,000 ceiling is reached. BPA calls will have a purchase limit of $249,999.99 per call. The ceiling of each agreement can be increased or decreased at any time by the Contracting Officer (KO) via a bilateral modification to meet current and future requirements. Such instances can include pandemics, natural disasters, and any other reason the Government determines the need for increased or decreased lodging accommodations are needed.

Funding is not assigned to the BPA. The Government will only be obligated to the extent of calls placed against an awarded BPA. BPA calls will be competed among BPA awardees with lodging facilities in the desired area by requesting quotes. The Government will rotate vendors under their discretion and vendor availability. The call will then be placed based on the quote that is most advantageous to the Government. The individual room rates shall not exceed the maximum allowable General Services Administration (GSA) Federal Travel Regulation (FTR) per diem rates for lodging, which can be found at https://www.gsa.gov/travel/plan-book/pre-diem-rates .”

Questions #3

Is the Lodging request for the first or last weekend of each month?

Answer #3

This requirement is for National Guard lodging which includes drills and training, units may have different schedules throughout NYS.

Question #4

If so, will the lodging request be as usual, Thursday – Sunday with variations such as, 1,2,3 day(s) and 4 days possibly requested by Personnel?

Answer #4 This requirement is for National Guard lodging which includes drills and training, units may have different schedules throughout NYS.

Question #5

Please provide the Form 1449 in a format that can be “filled-in” Answer #5

As it states this a combined synopsis there is no 1449 to be filled in, please review the solicitation for the requirements and question #1.

Question #6

Will a Rooming List be provided for each call order?

Answer #6

Yes.

Question #7

How many guest rooms are needed per night please?

Answer #7

We don’t know. That’s why we asked for the min and max to utilize each BPA as we best see fit.

Theoretically we could have up to 10k soldiers drilling in weekend, some might need lodging and some might not which is why we are setting up BPA’s.

Question #8

Does one particular area (city) require more rooms than others?

Answer #8

We do not have that information. It will depend on training schedules and locations, and possible future missions.

Question #9

Is this new requirement.

Answer #9

As stated in the solicitation the NY National Guard has purchased lodging via Government purchase and contracting. The BPA is a new requirement.

Question #10

Do you have any history?

Answer #10

There is no BPA history for lodging. As stated in the solicitation the NY National Guard has purchased lodging via Government purchase and contracting.

Question #11

Are looking for hotels within 10 miles of each of the 48 addresses listed? How many rooms have you used in the past near each address? The hotels will be asking for this in order to offer you their best pricing. Which hotels have you used in the past?

Answer #11 We do not have that information, which is why this is an unpriced BPA and pricing would be requested at the time of the call, which is when we would request availability as well. There are 48 different locations, we do not have the data to list every hotel, most of these purchases were on GPC through the units and once the BPA is up and running this will not be allowed.