South Texas VA hotel/motel lodging and transportation- Amendment Questions and Answers

The purpose of this amendment is to provide the answers submitted by various vendors.

1. On average, how many rooms have been utilized per month in the past?  ESTIMATED-from 3 – 7 per day, per month.

2. What is the typical length of stay for guests?  There's no official number of days. It all depends on the necessities.

3. While we can provide transportation, we do not have an accessible van. Will this impact the viability of our offer?

     Please refer to the Statement of Work (SOW) in the solicitation

4. Can transportation operate on a set schedule, or is it required to be available on demand? Yes.  Please refer to the SOW

5. Is a full breakfast required, or would a continental breakfast suffice? Please refer to the SOW

6. We understand the agreement term is five years. Is there a provision allowing either party to   terminate the agreement within that period?

Only the Government can decide if the Contract can be terminated. It can either be by default or by convenience. Please refer to FAR Clause 52.249-2 and FAR 52.249-8.

7. Our accommodations do not include full kitchens. Will this affect our eligibility?

Please refer to the Statement of Work in the solicitation.

8. The Statement of Work references 3,660 room nights and 1,220 for administration. Are these separate allocations, and are they managed differently?

 No. “administration” is part of our organization’s name in the Statement of Work.  We are the “Health Administration Service” (HAS) of the South Texas Veterans Health Care System, San Antonio, TX.

9. Are we expected to hold the daily room block until 7 PM and then release un-booked rooms automatically, or will we be contacted with release the remaining rooms in block?

 Please refer to the Statement of Work in the solicitation.  Rooms may be released at 7:00 PM

10. Does Solicitation 36C257Q0402 require all rooms to be lodged at a single location in each city, or can multiple hotels be used in a location?  No.  All rooms do not have to be at the same hotel.

11. How many units need to be ADA accessible?  I assume all of them, just double checking. 1 in Houston and 2 in SATX should be handicap rooms

12. Does the contract need to have all 10 units up and running by 25 May 2025?  Yes

13. Could you define the amenities needed in the kitchen? I just want to make sure.

        The amenities are listed in the SOW under the SCOPE:

• Extended Hotel Rooms must have a kitchenette, and the following mandatory items in a kitchenette: refrigerator/freezer (as full-size as possible), microwave, countertop, sink, stovetop/stove (or additional hotplate if stove is unavailable), basic cooking utensils, cupboard space, silverware, pots/pans, plates/mugs/glassware, table,

• Extended Hotel Rooms can have the minor conveniences available such as: dishwasher, toaster.

• Suites/Rooms must be equipped with full kitchen to include cook-top stoves, plates, bowls, cups, pots and pans, utensils, coffee maker (with filters if required), microwave ovens or toaster ovens, and a full refrigerator with ice trays.

14.  Does Solicitation 36C257Q0402 require all rooms to be lodged at a single location in each city, or can multiple hotels be used in a location? No.  All rooms do not have to be at the same hotel.

15.   If a full-size refrigerator is not available, would a mini-fridge be acceptable? Please refer to the Statement of Work in the solicitation.

16. If the hotel rooms do not have a stove, would a stovetop unit be sufficient? Please refer to the Statement of Work in the solicitation.

17. Is a dishwasher a required amenity for the room? Please refer to the Statement of Work in the solicitation.

18. Is 7:00 PM the earliest possible time for rooms to be released? Please refer to the Statement of Work in the solicitation.

19. Annual Representations and Certifications

“On the solicitation cover letter, it references completing annual representations and certificates electronically via ‘www.acquitition.com.’ Can you please confirm this is intended to reference SAM.gov, and that fulfilling our annual representations and certifications on SAM.gov satisfies this requirement?” Yes, annual certification is required. Vendor needs to be active by the time the Quotation is submitted.

20. 50% Payment Requirement (Limitations on Subcontracting)

“As the prime contractor (a certified SDVOSB) subcontracting certain tasks to non-SDVOSB entities, please clarify: Does the 50% subcontract payment limitation apply individually per subcontractor/vendor or does it apply cumulatively to the entire contract?” The SDVOSB  firm needs to comply with the requirement IAW VAAR 852.219-75  VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

21. Invoicing Frequency

“Could you confirm whether invoicing should be submitted individually per guest in real-time or consolidated and submitted monthly?” Please refer to the Statement of Work provided in the solicitation.

22. Insurance Requirements

“Regarding insurance compliance outlined in the solicitation, must the prime contractor hold all required insurance coverage, or can insurance held independently by subcontractors fulfill this requirement?” Please refer to the Statement of Work provided in the solicitation.

23. Transportation for Shopping Requirement

“Please clarify if the transportation requirement for shopping applies to all veteran guests at both San Antonio and Houston locations or exclusively to guests lodged in extended-stay units with kitchenettes.” Please refer to the Statement of Work provided in the solicitation.

24. Pricing Structure Clarification

“Should our pricing proposal combine lodging and transportation services into a single quoted rate per room, or would you prefer separate line items for lodging and transportation?” See schedule of Prices and SOW

25.     Payments on Invoices - Net 30

“Are payments on invoices expected to be Net 30” Please refer to the Statement of Work provided in the solicitation.

26. Does the contract need to have all 10 units up and running by 25 May 2025? Yes- Please refer to SOW.