FAQ_DNSS NSSR Lodging.docx

1. Can the requirement be met using multiple hotels under one offer, or must all guestrooms be accommodated within a single property?

All guest rooms must be within the same property.

1. Are there any specific cancellation, attrition, or room reduction terms that the Government expects contractors to include in their quotations?

Yes. According to the Performance Work Statement (PWS), the Government reserves the right to increase or decrease the quantity of rooms by no more than 15 percent at any time, and will only pay for the rooms actually used. Vendors should account for this flexibility in their quotations.

1. Will the Government provide tax-exempt documentation, if applicable, for this requirement, or should hotels include all applicable taxes in their pricing?

All applicable taxes must be included in pricing.

1. Are there any minimum insurance or liability requirements that offerors or proposed hotels must meet beyond the clauses included in the solicitation?

The solicitation documents do not specify any minimum insurance or liability requirements beyond the standard Federal Acquisition Regulation (FAR) clauses incorporated by reference.

1. Will you be looking to use the same hotel each year, or the hotel that provides the lowest room rate each year?

The Government's intent is to award a single contract for the base year (Academic Year 27) and two one-year options (AY28 and AY29), contingent upon the exercise of those options. The award decision will be based on an evaluation of technical capability, past performance, and total price for the entire period of performance, rather than the lowest single-year rate.

1. Are the room counts shown guaranteed, or should they be considered estimated for pricing purposes beyond the stated 15% adjustment?

The provided room counts should be considered estimates. The PWS explicitly states that "Quantities are estimates only" and notes that the Government will only pay for rooms actually used.

1. Will the Government guarantee a minimum pickup?

No. The documents do not indicate a guaranteed minimum pickup. The PWS affirms that the Government will only pay for rooms actually used.

1. Paragraph 5.1(d) states that rooms shall be as contiguous as possible and located within the same hotel. If a single property cannot accommodate the full room block, would the Government consider a proposal utilizing two nearby properties under the same management, provided all operational requirements (Operations Center, baggage handling, registration, transportation coordination, and security) are fully met?

All guest rooms must be within the same property.

1. Is the Operations Center expected to be complimentary, or should it be separately priced?

The Operation Center should be included in the final overall price, however it can be shown separately within an itemized breakdown of all costs.

1. Should the baggage room be priced separately?

The Baggage Room should be included in the final overall price, however it can be shown separately within an itemized breakdown of all costs.

1. Is bus parking expected to be included in the room rate?

Any additional parking costs should be included in the final overall price, however they can be shown separately within an itemized breakdown of all costs.

1. Is the suite intended for single occupancy only?

The solicitation documents do not explicitly specify whether the suite is intended for single or double occupancy. The room quantity table in the PWS lists a "Suite" requirement without defining an occupancy limit.

1. Should it be priced separately from standard rooms?

The cost of the suite should be included in the final overall price, however it can be shown separately within an itemized breakdown of all costs.

1. Will lodging be billed via master account, centrally billed government travel card, or individual traveler payment?

All applicable invoices should be sent via Wide Area Workflow (WAWF) network. Please see included WAWF clause for instructions on submitting an invoice.

1. Will there be any future requirement for breakfast, receptions, or catering, or is this strictly lodging?

This solicitation is strictly for lodging for the DNSS NSSR WDC educational trip. Any requirements for additional events will be solicited separately.

1. Can room substitutions occur after the 30-day rooming list is submitted?

Yes. The PWS states that the USAWC will provide a rooming list 30 days prior to the arrival of the main party, and that "such list will be updated as necessary." This indicates that room substitutions may occur after the initial submission.

1. The solicitation includes a base year and two option years. Should offerors provide a single fixed rate applicable to all contract years, or may pricing be proposed separately for each contract year?

We are aware that pricing may fluctuate from one year to the next, therefore pricing may be different for each option year; however, pricing for all years must be included in the quote.

1. If the Government exercises an option year and the contractor's originally proposed hotel is no longer available or operational, would the Government permit performance at a different hotel location, provided the alternate property fully complies with all requirements of the Performance Work Statement, including location, room quantities, and operational support requirements?

The solicitation documents do not directly address this scenario. The award is based on the specific proposed property meeting all requirements at the time of award. Any change to the place of performance post-award would require a formal contract modification and is subject to the Contracting Officer's discretion.