Questions and Answers - 130th Lodging and Meals.pdf

NATIONAL GUARD BUREAU

UNITED STATES PROPERTY AND FISCAL

OFFICE FOR ILLINOIS 1301 N.

MACARTHUR BLVD. SPRINGFIELD, IL

62702-2317

Questions/Answers ILARNG 130th Prepared Meals and Lodging

W91SMC25QA001

12/18/2024

Question 1: “Can you clarify if the EXACT MENU ITEMS as described must be used? With the remoteness of the locations, it may be hard to find vendors for such a SPECIFIC menu.”

Answer 1: The exact menu items can be decided at the discretion of the vendor. However, the menu should use a combination of the approved recipes from the Installation 29-day meal plan. The menu provides well balanced meal examples and have been approved by the State Surgeon and The Adjutant General. The menu decided on by the vendor shall include the same number and type of items.

For example: the Dinner listed on Day 1 can have all the items listed, but the Swedish meatballs can be substituted for Braised Pork Chop listed on Day 2 Dinner. Another example is taking the Oven Baked Chicken from Day 4, Asparagus from Day 15, and Mashed Potatoes from Day 3 to create a menu.

Any deviated item from the menu will need to be approved by the FPMO to ensure contents meet DoD nutrition.

12/19/2024

Question 2: Are there any additional certifications or registrations (besides WOSB) required to qualify for this solicitation?

Answer 2: In order to qualify for the solicitation, registration in SAM.gov is required and shall be registered as a WOSB in SAM.gov.

Question 3: Can a joint venture with another small business qualify under the WOSB set-aside?

Answer 3: According to the FAR Part 19.1503 (d) A joint venture may be considered an EDWOSB concern or WOSB concern eligible under the WOSB Program if the EDWOSB or WOSB participant is certified in SAM (see section 19.1505(d) for set-aside procedures) and the joint venture meets the requirements of 13 CFR 127.506.

Question 4: As a business certified as both MBE and WBE by the State of Illinois, do these certifications count toward eligibility for this solicitation, or is separate federal WOSB certification required?

Answer 4: No, the eligibility requirement for this solicitation is that the business shall be registered in the SAM and be designated as a certified WOSB concern in SAM.

Question 5: Would it be acceptable for multiple armory locations to be lodged at one hotel, or must each armory location be assigned to a separate lodging facility?

Answer 5: There is no requirement that each armory location shall be assigned to separate lodging facilities. According to the Statement of work, Part 4, line 2. Hotels shall be within 15 miles of the armory. If there is a lodging facility that is within 15 miles of multiple armories, that is acceptable.

Question 6: If a lodging facility can only accommodate half of the required double rooms and the rest in single rooms, will that be acceptable?

https://www.ecfr.gov/current/title-13/section-127.506

OFFICE FOR ILLINOIS 1301 N.

Answer 6: No, the requirement for double rooms is specified per the Statement of Work, Section 3.

Question 7: Do you require specific check-in and check-out times for the lodging?

Answer 7: We do not require any special check-in/out times. The hotels normal check-in/out times will suffice.

Question 8: Will a hotel’s complimentary breakfast meet the requirements for breakfast, or are additional arrangements necessary?

Answer 8: According to the Statement of Work, Section 6, line 4 and 12; Breakfast shall be provided at the hotel and continental breakfasts are acceptable as long as they follow the 29-meal plan.

Question 9: Should lunch and dinner be delivered to each armory location, or can these meals be held at the lodging facilities instead?

Answer 9: According to the statement of work, section 6, lines 3-6; both lunch and bagged dinner will be dropped off at the armories between 11:30 AM – 12:30 PM.

Question 10: Are there specific dietary restrictions (e.g., vegetarian, halal, gluten-free) that we need to account for in the meal plan?

Answer 10: There is typically a handful of vegetarian meals needed at each unit but the Soldiers are changing everyday and we will be getting new soldiers by then. We typically talk with the catering business prior to arrival about those individual numbers at each unit. Roughly 5 per location.

Question 11: How will the government verify compliance with the 29-day meal plan?

Answer 11: If the meals provided per the SOW do not meet the 29-day meal plan, there will be no payment, and the contract will be terminated for cause.

Question 12: Are there any pre-award site visits planned to verify armory locations and lodging requirements?

Answer 12: No, the Armory locations and addresses are provided in the SOW. Lodging locations will be confirmed for technical acceptability.

Question 13: If hotels within the specified 15-mile radius are unavailable, would accommodations slightly outside this range be acceptable?

Answer 13: If needed, submit question with specific locations.

Question 14: What is the expected timeline for invoice processing and payment upon submission?

Answer 14: Once the invoice is accepted by the ILARNG, they process the payment on the same day.

But payment terms within the award will determine the payout date.

Question 15: Are there specific templates or formats required for invoice submissions?

Answer 15: Invoicing shall be done through WAWF, IAW SOW clause 252.232-7006.

OFFICE FOR ILLINOIS 1301 N.

Question 16: What are the primary evaluation factors for awarding this contract (e.g., cost, technical approach, past performance)?

Answer 16: Per the Instruction to Offerors, Section B, line 1. 1. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. Lowest Price Technically Acceptable shall be used to evaluate technically acceptable offers in accordance with the “best value” definition outlined in FAR 2.101.

Question 17: Are past performance evaluations mandatory or considered advantageous during the evaluation process?

Answer 17: No

Question 18: If unforeseen circumstances, such as weather or availability issues, arise, what is the procedure for requesting contract modifications?

Answer 18: This will be a Firm Fixed Price contract. The contractor assumes the risk.

Question 19: Are vendors responsible for coordinating directly with each armory regarding meal drop-off logistics?

Answer 19: Yes, the POC’s will be provided after award.

Question 20: Is there an opportunity to inspect the government-provided refrigeration units at the armories prior to the contract start?

Answer 20: No, the requirement is to provide the meal. The Government accepts the meal.

Question 21: Is there a preference for sourcing local hotels and caterers near the armories?

Answer 21: No, lodging must be within 15 miles.

Question 22: How will performance reviews and compliance inspections be conducted throughout the contract period?

Answer 22: There will be no performance reviews or compliance inspections. However, it will be monitored for compliance.

Question 23: Is there an incumbent contractor currently providing these services? If so, is their past performance or pricing available for review?

Answer 23: No

Lawrence Romang Contracting Officer

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