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SOLICITATION 36C10X23Q0275 0001

GENERAL QUESTIONS

After reviewing the requirements, we are concerned that to meet the requirements, there will not be a sufficient number of hotels to meet the number of rooms along with meeting space and meals. We request you consider including additional hotels, including those expressly included by the terms of the Solicitation, to ensure that sufficient hotels are available to meet the requirements at a reasonable price for the government.

Answer: The lodging, meals and conference rooms/classrooms are to be located within the specified zip-codes.

We respectfully request that the government consider placing Women-Owned Small Businesses in the same tier as 8(a) and HUBZone Small Businesses. FAR 19.203(a) states that There is no order of precedence among the 8(a) Program (subpart 19.8), HUBZone Program (subpart 19.13), Service-Disabled Veteran-Owned Small Business (SDVOSB) Procurement Program (subpart 19.14), or the Women-Owned Small Business (WOSB) Program (subpart 19.15). While we understand why the VA prioritizes SDVOSB and VOSB businesses, there is no rational basis to place WOSBs at a tier below 8(a) and HUBZone businesses. We therefore respectfully request that you place WOSB in the same tier as 8(a) and HUBZone businesses.

Answer: A separate WOSB tier was established in accordance with the contracting order of priority identified in VAAR 819.7005. No changes will be made to the tiers identified in the solicitation.

Under the Technical Volume, the Solicitation requests no more than 3 recent examples of similar work. Please confirm that similar work means federal contracts.

Answer: Similar work can be federal, non-federal, or commercial customers.

The Solicitation explains that the government intends to evaluate options when evaluating price. The Solicitation does not contain option years but does include FAR 52.217-8. Can you please identify how the government intends to evaluate that option for pricing?
Answer: An extension may be performed as described by 52.217-8 Option to Extend Services, within the limits and at the rates specified in the 12 month contract.
While the Solicitation requires offerors to provide experience examples, the evaluation criteria do not explain how the agency intends to evaluate that experience. It states only that experience will be evaluated under feasibility of approach. Can you please clarify how the government intends to evaluate experience of offerors?

Answer: Comparative evaluations will be conducted in accordance with the solicitation and experience will be evaluated within feasibility of approach, compared to other offerors.

Who is responsible for assigning which classes lodge, eat, and/or meet at each hotel? The hotels, the Management Company, or the government?

Answer: The awardee (management company) will manage the process in conjunction with the Contracting Officer s Representative (COR). The government will submit the required requests in accordance with the statement of work. It is the intent to, as much as practicable, to have all the student lodging, meals, conference room\classrooms in close proximity (or on-site) for convenience and to reduce transportation costs and commuting times.

What is the maximum number of hotels we can use for this bid?

Answer: As many as needed, to sufficiently provide the requested services.

Does pricing need to stay below per diem for lodging and meals?

Answer: Quoted prices are the sole responsibility of the quoter.

Do all bidders have to include in their proposal the full hotel name and address?

Answer: Yes, this information shall be identified on the submitted letter of commitment

Do all bidders need to list the total number of rooms they are bidding and dates the rooms are available at each hotel? If so, is this required for meeting space & meals as well?

Answer: The quantity of items identified in the solicitation are provided for estimating purposes. Exact dates and quantities will be provided as identified in the statement of work. Quoters are expected to explain in their quote submission (technical volume) how they intend on providing the estimated quantities of services.
Can a bidder switch a hotel in their proposal after submission? Are all bidders required to submit the hotel name, address, meeting space and meals in their first proposal with complete pricing?

Answer: The quoters are expected to provide letters of commitments identifying all service providers for evaluation with the initial quote submission. No deviation shall be made by the contractor without the written consent of the Contracting Officer. Yes, all bidders are required to submit the hotel name, address, meeting space and meals in their initial quote submission, with complete pricing.

Will the VA agree to amend this solicitation and add (4) additional "option" years? Our SDVOSB hotel partners recommend that VA add option years to reduce costs and allow the hotels to provide their best rate and terms to the government long-term. Adding option years does not obligate VA, and it will benefit VA and the SDVOSB in succeeding years. It also allows an option of "exclusivity" to allocate hotel and conference space to the VA and SDVOSB in a highly competitive market. Will VA please add an amendment to include (4) option years?

Answer: No additional option periods will be added at this time.

Is it the VA's objective to award this tiered set-aside requirement to an SDVOSB?

Answer: The VA will utilize tiered evaluation and award procedures for the tiers identified in the solicitation.

Will this requirement be a Firm Fixed Price contract award?

Answer: This contract will be Firm-Fixed Price for each item specified in the line-item schedule. The estimated quantities may vary after award.

If an SDVOSB meets all technical requirements but has a higher price than a lower tier, will the SDVOSB still be awarded the contract, or will other tiered offerors still be considered?

Answer: Each tier will be evaluated based on the solicitation requirements. Award will be made within any given tier if there is a acceptable quote at a fair and reasonable price.

Will the VA disqualify "non-SDVOSB 3rd parties," for any of the following acts: interfering with a government procurement set aside for SDVOSB, communicating false information to the hotels regarding set-aside requirements and submission due dates, spreading misinformation regarding this procurement to sabotage an extremely well credentialed SDVOSB, and influencing to act adversely to the SDVOSB set-aside?

Answer: Any allegations of improper business ethics or conduct may be brought to the attention of the VA Office of Inspector General located at https://www.va.gov/oig

If an SDVOSB is "obligated" to uphold the SBA's 50% requirement, does VA acknowledge that price cannot be an evaluation factor, and the price to VA will exceed the per diem rate?

Answer: This contract is for Reservation Management Services as identified in NAICS 561599. The lodging rooms, classroom/conference rooms and meals are considered other direct costs and do not count toward the 50% requirement.

Will VA take into account the SBA's pricing guideline requirements when considering whether a rate is "fair and reasonable" to the VA?

Answer: Quotes will be evaluated in accordance with FAR 13.106-2

Will the VA provide a tax-exempt certificate to the SDVOSB, and will these tax-exempt certificates transfer to the respective hotels from the VA via the SDVOSB?

Answer: The obtaining of tax-exempt certificates (if applicable) are the responsibility of the quoter/awardee. All taxes and fees (if applicable) shall be included in the unit prices.
Can you please clarify whether 52.219-14, Limitations on Subcontracting (OCT 2022) (15 U.S.C. 657s) applies to this contract?

Answer: Yes FAR 52-212-5 Mar 2020 (20) is applicable and required by the end of the contract period.
VAAR 852-219-75 VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction is hereby added and only applicable to the SDVOSB and VOSB Tiers.

If COVID becomes prevalent again will the VA allow for price increase for cost associated with the additional requirements associated with COVID?

Answer: Any modification to unit prices shall need to be justified and submitted to the Contracting Officer for consideration. Price changes will be approved by the Contracting Officer and incorporated into the awarded contract.

Will there be changes to class sizes if there are COVID restrictions?

Answer: It is unknown at this time, however specific instructions will be provided based on health guidelines. Class sizes can be affected if social distancing becomes a requirement by the government and healthcare professionals.

If a pandemic scenario arises, how far in advance will the contractor be notified of class size changes or requirements?

Answer: As soon as practicable.

Will every student have access to a government vehicle or private vehicle?

Answer: LETC provides enough government vehicles for each student to have a seat. 15 passenger vans are our preferred method of mass transit. Students also have the option of traveling to the training hotels in their home station government vehicles or their own private vehicles.

Will some LETC students have both a government vehicle and a private vehicle?

Answer: Some students will travel to the hotel in their private vehicle. LETC will provide vehicles for the students to get to the training and meal locations.

Will VA LETC students be providing a personal or government credit card for incidentals?

Answer: No. If there is an issue the lodging facilities must contact the contract awardee. The awardee will inform the Contracting Officer Representative (COR) who will make arrangements with the student s home station or student themselves to resolve the financial issue.
Is the project manager and alternate required to be on-site, or can the project manager and alternate be remote positions that make on-site appearances?

Answer: Location of contractor personnel is at the discretion of the awardee.

Is the Contractor responsible for any student transportation between venues at any point during the contract period? If yes, please detail all requirements.Â

Answer: Transportation requirements are not identified in the PWS. LETC will handle the transportation of the students or the students themselves will operate their own vehicles.
LODGING

In looking at class 2408 VA POST  5/27/24-7/19/24, for 75 students -- does the entire class need to stay at the same hotel?  Does the entire class need to stay at the same hotel for the entire duration of their stay? Can a class check out and move to another hotel on a weekend when the hotel is full?

Answer: The provided tentative class schedule is an estimate. It is the intent to, as much as practicable, to have all the student lodging, meals, conference room\classrooms in close proximity (or on-site) for convenience and to reduce transportation costs and commuting times. Student being required to relocate to another location on weekends is a financial hardship on the home stations. They will be required to pay the students overtime on the weekend to facilitate their move. This is not desirable for LETC.

If a student checks out early without notice, can the remainder of his/her stay be charged? Or can one night be charged?

Answer: Only occupied lodging can be charged to the contemplated contract. Early check-out notices will be provided by the Contracting Officer s Representative to minimize payment of unoccupied lodging.

How often do students stay over a weekend from one course to another course? Â How many days in advance will these reservations be made?

Answer: A preliminary class roster will normally be provided in accordance with the PWS section 5.0. Any required weekends overstays between courses will be identified in the class roster.

If lodging for a course is cancelled within 24 hours of check-in, only one night can be charged?

Answer: Yes in accordance with section 5.0 of the PWS.

Should hotels check-in students that are not on the last roster received or will the students have to be turned away and LETC leadership call to confirm the student is in the class?

Answer: Yes, only individuals identified on class rosters attending official government training are authorized for payment under this contract. Any deviation from the class roster shall be coordinated and approved by the COR.

Will there be any additional students or instructors requiring lodging that are not included on the class rosters?

Answer: Only individuals identified on class rosters attending official government training are authorized for payment under this contract. Any deviation from the class roster shall be coordinated and approved by the COR.

Will the students be allowed to have a guest stay in their room with them? If so, will the guest be able to eat the free breakfast or any other meals?

Answer: All complimentary breakfast items customarily provided to other guests shall be included. Any additional fees or expenses for additional room occupants are the responsibility of the student.

How many times per day will you cancel or add lodging reservations?

Answer: A preliminary class roster will normally be provided to the Contractor 30 days and 14 days before the start of each training session. Reservation changes will be minimized as much as possible.

Can we walk your guests to another hotel if the contracted hotel is full?

Answer: The awardee will be responsible for making reservations in accordance with the PWS. Students are responsible for reporting to designated lodging facilities.

Will there be emergency situations including weekends and late nights where up to 75 additional rooms will be needed for the same evening or the following evening? How often has this occurred in the past 12 months? How many rooms did you need each time during the past year when you needed rooms on short notice?

Answer: Any required emergency or urgent hotel reservations are to be provided in accordance with PWS para. 5(f).

North Little Rock is ranked the 10th least safe city in the United States, according to MSN. What type of security is required? Are security guards required? If so, do they need to be from an offsite security company? If so, what are the hours required?

Answer: Security requirements are identified in PWS para. 9.0. Quoters are responsible for identifying any security measures that are available at each lodging location for the safety and security of all patrons.

Are security cameras required at all entrances, exits, front desk parking areas, and each floor?

Answer: Security requirements are identified in PWS para. 9.0. Quoters are responsible for identifying any security measures that are available at each lodging location for the safety and security of all patrons.

Will the VA measure distance as the crow flies or by driving distance?

Answer: Any reference to miles in the PWS is considered driving miles.

Please clarify the meaning of Emergency/Urgent lodging in paragraph 5.0(f). Do we need to prepare a pre-determined quote for emergency lodging? Or do we only need COR's permission to lodge a student for an emergency when accommodation is above the daily rate?

Answer: Yes, a nightly rate for contract line item 0007 lodging reservations made within 72 hours of check in must be priced and submitted with the initial quote.

To provide greater flexibility during higher occupancy periods, can VA agree to keep the selected zip codes "as is," and remove the "3-mile" proximity stipulation to each hotel within the selected zip codes?

Answer: It is the intent to, as much as practicable, to have all the student lodging, meals, conference room\classrooms in close proximity (or on-site) for convenience and to reduce transportation costs and commuting times. The 3-mile driving radius for hotels is removed during higher occupancy periods (when hotel occupancy rate is above 75%), but lodging must remain in the specified zip codes. Meal locations are not included in this limitation.

Can the VA confirm that there are only 12 hotels with 3-Diamond AAA ratings in the specified zip codes and the hotel rates and ADR for those hotels currently exceed government per diem?

Answer: A 3-diamond AAA rating is the minimum quality standard, and it is the responsibility of each offeror to identify, locate and propose the resources necessary to provide the requested services.

What company is VA using to handle the shuttle service and transportation to and from each hotel and conference space, or are students driving individually or in groups to the VA LETC?

Answer: Transportation services are not included in this contract. LETC will provide vehicles for the students to use during training.

Will the LETC group be open to working with a hotel with blackout dates due to preexisting bookings?

Answer: Reservation Management services are the sole responsibility of the awardee. Any deviation from the approved reservations shall be coordinated and approved by the COR.

MEALS

Please provide a detailed list of the items that would need to be included for the hot breakfast each day. What hours do you need breakfast each day?

Answer: Breakfast hours and items normally provided to all lodging patrons during regular breakfast hours is acceptable. Breakfast shall be included in the nightly lodging rate.

Can the students go through the buffet line more than once? Is the hotel responsible for monitoring this?

Answer: Yes, if it is a buffet that is customarily offered to all patrons with unlimited access.

Are students allowed to take to-go food from lunch and dinner?

Answer: If the meal has been officially requested by the VA, then the student is free to take meals to go.

The SOW states that meals need to be delivered to quarantined individuals. Can we charge a delivery fee?

Answer: All fees are to be included in the unit price for each meal.

The SOW also states that the hotel will be notified of the meals needing to be delivered to quarantined students 24 hours in advance. Will the student be able to get meals on their own for the 1st 24 hours of quarantine?

Answer: The awardee is not responsible for meal delivery within the first 24hrs of quarantine notification.

If a hotel providing meeting space is not able to feed the class, how does the class get to a hotel that can provide the meals? Or, does a hotel have to provide meals if it is hosting a course in its meeting space?

Answer: The students will be provided vehicles to get to the training spaces as well as the meal locations.

Do the students go back to the hotel they are staying at for lunch and dinner? Will the students eat Lunch and/or Dinner at the hotel they are staying in?

Answer: The students are free to eat lunch or dinner as they choose. If meals are required, the VA will submit the required meal requests identifying the required quantity of meals and location.

Please confirm that you want all the items below to be served every day for every lunch and every dinner. Â Â Do you want a buffet?

Each lunch and evening meal shall include:
A choice of at least three hot entrees- including poultry, beef or pork, fish or shellfish, or sandwich
A choice of soup and salad with crackers and dressing
A choice of potatoes or pasta with accompanying sauces and gravies
A choice of at least three vegetables
A choice of bread with butter or margarine
A choice of at least two desserts and fresh fruit
A choice of beverages, including water, tea, coffee, or soft drink. Alcoholic beverages shall not be provided.

Answer: Yes, see PWS para. 7.2.1

If meals for a course are canceled at the last minute (even the day of), the hotel cannot bill for any canceled meals, correct?

Answer: The VA will not pay for meals that are cancelled with at least a 4 hour notification from the COR.

Are there times when LETC will need up to 100 meals for lunch and dinner with less than 48 hours notice? Why does this occur? How often has this happened in the past 12 months?

Answer: Yes, when LETC on-site dining facility experiences a situation where they cannot provide meals to the students.

How often are changes to the number of meals made the day the meals are served?

Answer: It will be a limited number of meals that are not taken by the students.This would happen if LETC terminated a training assignment for any reason.

Can students use their food per diem outside of our meal facilities?

Answer: Students are free to use personal per-diem (if applicable) as they choose.

Is breakfast a daily requirement for each hotel to provide?

Answer: Yes, see PWS para. 5.3 (l)

Can lunch and dinner be served in a "to-go" manner?

Answer: Yes, however a seating area needs to be provided for students to eat meals.

Is there an area that needs to be reserved for LETC students to eat?

Answer: No, A seating area needs to be provided for students, but not specifically reserved or designated for LETC students.

Can meals be served at a different location from the prime and secondary hotels?

Answer: Yes, it is the intent that meals are located at the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.

If meals can be served at a different location from the prime and secondary hotels, is the 3-mile radius still applicable?

Answer: Yes, it is the intent that meals are located at the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.

MEETING SPACE

Will you need meeting space for eight to ten weeks straight, Monday through Friday for some classes?

Answer: Yes, the VA POST (8 weeks) and DAF CPA (10 weeks) courses.

What times do the courses take place?

Answer: The class times vary from course to course. The majority of LETC courses start at 8 am and run until 5 pm. For the VA POST course, it starts at 6 am and runs until 6 pm. There are also courses that start at 3 pm and run until 12 am.

Would the meeting rooms need to be booked for a full day each day of class?

Answer: Yes, it is expected the VA will pay a daily rate for contract line item 0002 when requested by the COR.

If the meeting space needs to be available at 1 pm the day before, is this day allowed to be charged?

Answer: Yes

On days where the class doesn t meet, can the meeting space be used for other purposes or does the space need to be reserved for a course on the weekends as well?

Answer: Meeting space requirements will be requested by the COR as needed. LETC will breakdown our training materials in hotel meeting locations so the hotel can host a weekend event for other businesses. The room(s) would need to be ready for LETC use by 6 am the following Monday.

If a course s meeting space is canceled the day the space is needed, only one day of meeting space can be charged, correct? How often does this occur?

Answer: Only one day shall be charged. Cancellations will be minimized as much as practicable.

How often do you need to store classroom equipment? What equipment is being stored in this storage area?

Answer: Secure/lockable storage area is required for each conference/classroom request to store computer equipment, storage boxes of training equipment and cases of masks, hand sanitizer and other items. Lockable conference/classrooms would be sufficient.

CONFERENCE ROOM SPACE

Will the VA expect complimentary water and coffee in the conference room?

Answer: No, this is not required by the PWS.

Can different conference rooms be used for the same class if they both meet the requirements?

Answer: Yes, however this must be coordinated and approved by the COR.

Would it be sufficient to store classroom equipment by locking it up in the conference room?

Answer: Yes.

What equipment needs to be stored?

Answer: Computer equipment and storage boxes of training equipment. Cases of masks, hand sanitizer and other items.

Is the plan to store the equipment overnight?

Answer: Yes.

How big do monitors need to be?

Answer: Large enough for a room of 75-80 students to be able to read the power point slides. Currently LETC is using 75-inch TV s in our classrooms.

Will equipment be stored whenever it's not in use or only on days when classes are held consecutively?

Answer: On days when the rooms are in use consecutively.

Will the VA approve conference space located outside hotels but still within the specified zip codes in North Little Rock?

Answer: Yes, however it is the intent that all conference space for classes are located within the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.

Will conference room space be utilized daily, and for what purposes, hours, and durations will the space need to be available?

Answer: Conference/Classroom will be required in accordance with PWS para. 6.0, 6.1 and 6.2.

Will the VA allow the SDVOSB to select multiple locations for conference space because of availability and blackout dates within North Little Rock?

Answer: Yes, however it is the intent that all conference space for classes are located within the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.
Does conference space for classes need to be at the prime hotel?

Answer: No, however it is the intent that all conference space for classes are located within the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.
Can conference space for classes be located separate from the prime and secondary hotels?

Answer: Yes, however it is the intent that all conference space for classes are located within the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.

To provide greater room selection and the ability to accommodate the solicitation as written will VA expand the radius to include all the zip codes within W. Little Rock?

Answer: The required zip codes for facilities are identified in the PWS para. 3.

Will VA expand performance to 30 miles from LETC?

Answer: The required zip codes for facilities are identified in the PWS para. 3.

To ensure the health and safety of all LETC students, if the mile radius is increased, will VA exclude zip codes 72202 and 72206, as these zip codes have extremely high crime statistics?

Answer: The required zip codes for facilities are identified in PWS para 3.

Will the VA be open to using an off-site restaurant to perform the lunch and dinner meal requirements?

Answer: Yes, however it is the intent that all locations for meals are located at the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.

If the VA approves using an off-site restaurant for the lunch and dinner requirements, what is the approved distance from the restaurant to the hotels lodging the LETC students?

Answer: It is the intent that all locations for meals are located at the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.

Will the VA allow conference space in west little rock?
Answer: It is the intent that all conference rooms/classroom space will be located within the lodging location as much as practicable to minimize transportation and commuting requirements for the students. Required locations shall be located within the specified zip codes.

Would VA LETC consider using 2-star hotels with 3.7 Google ratings or higher?

Answer: PWS para. 5.2 Room Quality is revised as follows:

From: All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by American Automobile Association (AAA) or better.
To: All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by American Automobile Association (AAA) or better; or rated 3 stars or above on Google. LETC shall reserve the right to refuse a hotel based on personal experience with the hotel or the area. An example would be the hotels located within 5 driving miles of LETC. These hotels are constantly being raided by the Police for drugs and prostitution.

Would VA LETC consider using 3-star hotels with 3.7 Google ratings or higher?

Answer: PWS para. 5.2 Room Quality is revised as follows:

From: All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by American Automobile Association (AAA) or better.
To: All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by American Automobile Association (AAA) or better; or rated 3 stars or above on Google. LETC reserves the right to refuse a hotel based on personal experience with the hotel or the area. An example would be the hotels located within 5 driving miles of LETC. These hotels are constantly being raided by the Police for drugs and prostitution.

Would VA LETC consider using hotels that are only AAA Approved 3.7 Google ratings or higher?

Answer: PWS para. 5.2 Room Quality is revised as follows:

From: All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by American Automobile Association (AAA) or better.

To: All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by American Automobile Association (AAA) or better; or rated 3 stars or above on Google. LETC reserves the right to refuse a hotel based on personal experience with the hotel or the area. An example would be the hotels located within 5 driving miles of LETC. These hotels are constantly being raided by the Police for drugs and prostitution.

Can hotels with exterior corridors be used?

Answer: Yes.

Can a warehouse or industrial space with all requirements be used for the conference space?

Answer: Conference/classrooms shall be located at one or more of the lodging facilities as identified in the PWS.

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