Amendment 1: added Q&A at the bottom.
Requirement Title: Sailor Lodging
Solicitation Number: N3904025R0009
Response Deadline: 10/28/2024 @ 8:00 PM EST
POC: Alyssa Cress, (207) 994-0740, Alyssa.a.cress.civ@us.navy.mil
GENERAL INFORMATION:
1. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued Paper copies of this solicitation will not be available.
2. This solicitation documents and incorporates provisions and clauses in effect through FAC 2024-07 and DFARS Change Notice 20241010. It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at these addresses:
https://www.acquisition.gov/browse/index/far and http://www.acq.osd.mil/dpap/dars/change_notices.html
3. This solicitation is being issues as a(n): Request For Proposal (RFP)
4. The Navy intends to award a firm, fixed price contract to the small business most capable of providing the full requirement of forty-eight (48) double-occupancy rooms per night for a total of ninety-one (91) nights totaling 4,368 room nights in the area of Portsmouth Naval Shipyard, Kittery, ME to accommodate ninety-six (96) sailors while docked at PNSY.
5. North American Industry Classification System Code (NAICS): 721110
6. Product Service Code (PSC): V231
7. The size standard is: $40.0 (Size standards in millions of dollars)
8. Attachments
1. Wage Determination
2. QASP
REQUIREMENT INFORMATION:
The Portsmouth Naval Shipyard requests responses from sources capable of providing the following:
- Forty-eight (48) double-occupancy rooms (in accordance with the SOW)
- Period of Performance: 11/1/2024 – 2/28/2025
- Place of Performance: Kittery, ME 03904
METHOD OF PROPOSAL SUBMISSION:
Quotes shall be emailed. All responsible sources may submit a quote which shall be considered by the agency.
System for Award Management (SAM): Vendors must be registered in the SAM database to be considered for award. Registration is free and can be completed on-line at http://www.sam.gov/.
All quotes shall include this form filled out in its entirety, any pricing breakdown that explains the quote, and any technical information needed for technical evaluation.
Questions and Answers:
1) Is there a current awardee for this contract or is it a new requirement? If there is a current awardee, what is the solicitation number? This is a new requirement.
2) Since the period of performance spans several months, how often are we allowed to invoice for payment? Can we submit invoices bi-weekly or monthly through WAWF, or is there a preference for using the Government Commercial Purchase Card (GCPC)? Invoicing frequency is up to the vendor; ideally we like to aim for monthly. WAWF preferred.
3) Is there an estimate of how many parking spaces are needed? Per the SOW, the sailors are to be afforded all accommodations as the general public. This means that however many parking spots would be allotted to the general public should be available to the sailors.
4) Will a tax-exempt form be provided? Per the SOW, the contract is sales tax exempt. A sales tax can be furnished to the awardee of the contract, however, the rate proposed by the contractor should be all inclusive of any costs.
5) Are third-party travel management companies allowed to respond to this solicitation? Or are you looking for quotes directly from hotels? The Government is looking to contract to one entity for these rooms; the contractor may subcontract as needed as long as they adhere to any subcontracting requirements and understand the Government will hold the prime contractor responsible for all requirements in the SOW.
6) Does the hotel have to have a specific rating such as AAA, or a 3 star rating? No specific rating is required; the only specifications the government is evaluating are the ones required by the SOW.
7) Will a rooming list be required to verify that guests are staying at the hotel for the entire period of performance? If so, how frequently should this list be submitted? A rooming list is not necessary; the government is contracting for the amount of rooms and nights outlined in the contract despite the status of occupancy.
8) In the event of early cancellation or room vacancy before the period of performance ends, how should billing adjustments be handled? The requirement is being solicited as is and will be contracted as such; in the event of a change, a path forward will be discussed with the awardee when/if the occurrence comes up.
9) If the property needs to be changed due to a physical problem (as outlined in the SOW), is there a process for communicating and handling room reassignments to government personnel? Communication cadences will be set up with the winning vendor after award. Proposed properties will be inspected IAW the SOW and passed/failed. Should issues arise with proposed properties after award, the awardee will be contacted and it will be expected they adjudicate the issue within a reasonable timeframe.
10) Will the period of performance or requirements change if there is a partial government shutdown or unforeseen government activity that impacts the stay dates? There should not be any changes in POP; the contract should not be affected by a shutdown. If an unforeseen event happens that should affect the contract, the awardee will be contacted and solution be proposed that considers both the government and the contractor.
11) The Statement of Work (SOW) requires double occupancy units from November 2024 – January 2025 will you allow the use of more than one lodging facility to meet the large number of double units? The offeror can propose as many facilities as they would like. The preference is for the sailors to be grouped together to the maximum extent practical.
12) The location within 10 miles of 1 Walker Street, Kittery, ME is an area that has a large number of compliant hotels whose daily rates exceed the per diem rate during the months of November – February 2025, will you accept rates above per diem? The offeror is expected to propose an all inclusive rate for lodging to the Government; the Government will evaluate the proposal utilizing the evaluation criteria and an award will be made based on the best value to the Government.
13) Can the mile radius of 10 mile be extended to assist in locating hotels that can accommodate 48 double occupancy units? No.
14) The requested minimum living area size is 90 square feet per person, does this mean the required room size for two occupants would be 180 square feet excluding bathrooms, balconies, and closets? Yes.
15) The government per diem for Portsmouth, NH, is listed at $169/day. Could you confirm if this amount includes both lodging and meals or if the lodging-only cap is $125/day specifically for our offer? Published Per Diem rates can be found on GSA.gov
16) Regarding the request for a laundromat on the premises, would it be acceptable for staff to provide free laundry services, or is the expectation for sailors to have access to do their own laundry? Per the SOW, a laundromat needs to be on the premises.
