FTLV Lodging Vendor QA.pdf

W91QF4-23-Q-0004 Fort Leavenworth Lodging BPA Vendor Q&A

1. Do you intend to issue multiple/more than one BPA Award? Yes.

2. Are furnished apartments acceptable lodging units? No.

3. Is this a new requirement? No

4. Under Terms and Conditions – “The prices to the government shall be as low as, or lower than those charged the supplier’s most favored customer for comparable quantities under similar terms and conditions in addition to any discounts for prompt payment.”

o Define favored customer – is that all customers both “Transient Guests” and “Group/Training”? Solicitation amended to clarify this statement. “The prices to the government shall be as low as, or lower than the prevailing lodging per diem rate for Fort Leavenworth (ZIP code 66027) posted by the General Services Administration (GSA).”

o What are the courses, quantities, and dates of this BPA? The ordering period of the BPA is 08 March 2023 through 07 March 2028. The quantity of courses, number of attendees requiring lodging, and the length of stay varies. The POP (Period of Performance) for BPA Calls is determined by the course schedules. It usually begins two days before and ends two days after the course dates. Courses can run from 1-6 weeks and are scheduled throughout the year.

o Does “similar” mean close to the same? Individual vs Group? Transportation included vs Transportation not included? (see Solicitation Amendment above)

5. Does the base rate have to be a pre-determined rate for listed periods of performance, or can the base rate be a percentage of the year’s per diem as posted by the General Services Administration (GSA)? The base room rates shall be expressed in dollars per person per day, not to exceed the prevailing lodging per diem rate for Fort Leavenworth (ZIP code 66027) posted by the General Services Administration (GSA). Daily transportation and hot breakfast may be priced separately if not already provided as a standard service for the hotel’s commercial customers.

6. What are the billing terms and timing commitments? Invoices shall be submitted for the group via WAWF after the end of the group stay, or no more than monthly if the course exceeds one month in length.

7. Will the bid be automated and submitted through a “Bid” website or link? FAR 52.212-1 Instructions to Offerors has been amended to state that quotes shall be submitted via email.

8. How is the bid award weighted? What is the key decision determinant? Offerors must demonstrate through a brief technical proposal their understanding of and ability to meet the requirements of the PWS. Key determinant between technically acceptable offerors is price.

9. Is there a section in the bid that allows reference to the “Veteran Owned” business?

No.

10. Is there a minimum or maximum number of guest rooms to be committed? No.

11. How many students are in the group? Class sizes vary depending on which class it is, anywhere from 16-96 students per class.

12. How many room nights are expected due to the reduction to in person learning for the CES Courses? Number of room nights will depend on final course registration and the length of the course.

13. Are students permitted to share the same suite/unit with another student provided they have their own separate/private bed and bathroom? Each student has a separate room.

14. What is the actual number of male and female students? This varies. We have no way to know.

15. What is the class schedule? Currently there are 33 courses this year but this may be adjusted from year to year.

16. What is the anticipated lodging schedule? Courses run throughout the year and dates vary.

17. How often will the students rotate out of their assigned room/unit? We have no way to know this.

18. Is this a new requirement? If not, then how many rooms and room nights were utilized under the previous contract? This is not a new requirement. Room nights have varied from year to year and due to COVID. The BPA spans a period of five years. If classes fill to capacity, an average of approximately 50,000+ room nights per fiscal year may be needed.

19. How does the scheduling of the hotels included in the BPA work? Reservations are managed centrally by the Fort Leavenworth Lodging Cell and are distributed as evenly as possible between BPA awardees over the course of each year.

20. How many rooms are needed? Are they for groups or individual stays? The number of rooms needed are based on class size. Rooms are blocked based on specific class, individual rooms are reserved by name for individual students.

21. Are their needs every day for rooms? Rooms will be needed for the entire length of the course.

22. How many nights do they stay? Depending on the course, anywhere from 5 nights to 40.

23. Are their arrivals weekly? Every Sunday and Friday - Most students arrive the Sunday prior to class start and leave on Friday after class. Overseas travelers arrive on Saturday before class and leave Saturday after class ends.

24. Or Monthly? Same as above.

25. Is there a set pattern? There is no pattern. Classes are distributed as equally as possible among hotels.

26. What is the average group size? Groups sizes vary depending on the course but can range from 16, 32, 64, or 96 students per class.

27. Are the sleeping rooms single or double occupancy? Single occupancy

28. Do you have the dates for the whole year set in advance? Yes, but may be adjusted as needed to meet Government requirements.

29. Are there any requirements for a complimentary “hot breakfast” or could the hotel offer a special program for course attendees that might deviate from the Hotel Brand Standard? The hotel may offer a special program for course attendees that might deviate from the Hotel Brand Standard.

30. Complimentary Internet o Are there minimum levels of services required? Commercial grade high speed Internet shall be included o Is the internet service for courses or pleasure? Students shall have unlimited use of internet service.

31. Changing of the sheets is required – is that required by the Hotel Brand or as required by the students? Solicitation PWS Amended to clarify. Bed linens must be clean and will be changed per hotel policy or upon occupant request.

32. Are only hotels that meet the bid requirements considered as this would limit hotels that are specifically built for “Extended Stays”? The PWS requires kitchenettes in each individual room.

33. If rooms are not needed due to enrollment numbers, when will the school let the hotels know? Solicitation PWS Amended to clarify, see PWS Section 4.

34. Can the hotels set their own cut off dates to get information the school has any sooner, so we have a better chance of reselling the rooms that are no longer needed? No. See above.

35. Can late fees be assessed for failure to adhere to agreed-upon payment terms? No.

Correctly submitted invoices not paid within 30 days of approval by the government do accrue interest.

36. Can hotels under the same ownership share the same physical lot quote as one hotel in addition to submitting individually? Offeror may do one or the other, but not both. Do not submit a quote from both the individual hotels and from the parent company.

37. Can the schools communicate in a timely manner if class will be dismissed early so we can inform the transportation company? 1-2 days notice is usually provided in advance of early class dismissals. An individual instructor may rarely dismiss class early, but we don’t have prior notice of those occasions.

38. Can the transportation companies leave earlier than the 15 minutes wait time, or can someone let the driver know when all students have been picked up? Because of the way it is currently done, very few students use the afternoon transportation, making it more costly and wasteful. We have no way to know which students need transportation and which do not, therefore transportation companies should adhere to the 15 minute wait time.

39. Is it possible for the school to provide us a list of students that will be transporting themselves, prior to arrival, so that the transportation company can properly schedule and so we aren’t paying for a 25-35 passenger bus when only a few are riding? No. Students are not authorized rental cars, so the government is unable to provide a list of students who have arranged for alternate transportation.

40. Transportation o To and From the Airport

1. How far in advance with the hotel know of individual travel needs? Transportation should be based on the worst case scenario that all students staying might need transportation.

2. Is travel secured to have guests arrive and depart at similar times? No. Students arrive from all over the world. There is no way for the Government to know or coordinate when they arrive/depart.

3. Can an Uber-type service be utilized if it meets the BPA requirements? No.

o Local Transportation

1. Is there an expected mileage radius that is deemed local? Students should have access to local grocery stores and/or department stores that carry groceries

2. Is local transportation expected to be 24 hours 7 days a week or can be set on availability between certain times? Hotels may publish scheduled shuttle times so that students are aware when transportation is offered: example - to Wal-mart Tues & Thurs at 6:00 pm, pickup time at Wal-mart 7:00 pm.

o Army Post Transportation

1. Is there a transportation per-diem students must stay within? No. Students are not authorized reimbursement of transportation costs beyond that from their home duty station to MCI Airport.

2. Due to the size of some courses, transportation vehicles may be limited to a number of passengers. Is a scheduled signup sheet allowed? It is up to the hotel to ensure that all students are provided transportation to and from the school each day.

W91QF4-23-Q-0004 Fort Leavenworth Lodging BPA Vendor Q&A