Groton Lodging_Rev2

REVISION 2: ADDED QUESTIONS 39-53 TO THE FAQ SECTION.

REVISION 1: UPDATED SF1449 DOCUMENT TO ADJUST NIGHT/ROOMNIGHT TOTALS TO ALIGN WITH THE POP. THE POP DID NOT CHANGE, NOR DID THE TOTAL NUMBER OF UNITS. QUESTIONS 37 & 38 WERE ALSO ADDED TO THE FAQ.

This requirement is for contract lodging in Groton, CT. Please review the attached solicitation N3904025R1003 and its attachments.

A complete Proposal Package should include, at a minimum:

• Completed N3904025R1003 SF1449
• Completed Proposed Property Log

Please be advised per Clause L-215-H007 SUBMISSION OF QUESTIONS BY OFFERORS—ALTERNATE I (NAVSEA) (NOV 2021) The deadline for receipt of questions is 3/21/25 @ 1700 EST.  Although every effort will be made, the Government makes no guarantee that questions received after the date above will be answered. 

Please disclose any and all subcontracting information (cage code, approx % of work to be done, etc.) for verification of compliance with Clause 52.219-14 Limitations on Subcontracting.

FAQs:

1. Will 2-bedroom and 3-bedroom units meet the requirements? Or is the government only looking for 1-bedroom units?
   1. Units can have as many bedrooms as the vendor would like, however, that does not mitigate the requirement of SOW paragraph 3.4.14 “Unit occupancy shall not exceed more than one (1) PNS employee per unit.”
2. Regarding the lodging blocks: Has the Agency solidified these numbers and they are set as written or are there expected adjustments in the desired number of rooms?
   1. The number of rooms and POP durations are actual need and there is no anticipation that it will change.
3. Regarding lodging of the PNS employees: Do you anticipate a situation in which an occupant(s) in the first lodging block would be slated to be extended? 
   1. PNS Employees will be places in lodging blocks that correspond with their TDY dates. There should not be any extensions.
4. Regarding the living area/bedroom: Would the agency accept units that have a separate door on the bedroom but not a fully enclosed walls that hit the ceiling in the bedroom area?
   1. The bedroom does not need to be a fully enclosed space. Per paragraph 3.4.1.2 of the SOW, “Living area shall include a separate bedroom with a door and/or loft for privacy.”
5. Parking: Are there any parking requirements that the Agency is seeking per PNS employee?
   1. Per paragraph 3.11.1 of the SOW, “Properties shall have free, safe and secure, adequately lit on-site parking in sufficient quantities to accommodate the occupant and adequate overflow parking.”
6. We would like to inquire whether shared-unit lodging may be an acceptable alternative should we be unable to identify the full quantity of single-occupancy units required?
   1. Per paragraph 3.4.14 of the SOW, “Unit occupancy shall not exceed more than one (1) PNS employee per unit.” However, vendors can submit any exceptions they have with alternatives to be evaluated should the full requirement be unable to be fulfilled per the specifications as written, exceptions will be evaluated at that time.
7. What are your attachment size limitations for receiving emails?
   1. Email size attachment limits for Outlook range from 10MB to 20MB, however, Microsoft says that you will get a message alerting that the attachment is too large too send. If there is uncertainty, please reach out prior to the deadline to get a confirmation of receipt.
8. Can you confirm payment terms?
   1. Payment terms are up to the vendor. Default is Net 30.
9. Is there a notice to vacate?
   1. Per Paragraph 3.1 of the SOW, “PNS Employee Occupant(s) shall not be required to change unit(s) during the course of their stay unless a physical problem with the occupied unit(s) arises with the property that requires the unit(s) to be vacant so it may be repaired.” Should a situation arise where a PNS Employee would need to vacate for other reasons, the contractor should discuss options with the COR and an evaluation of the situation will happen.
10. What is the length of lease term for each apartment?
    1. Length of lease is up to the vendor and determined by the POPs in each CLIN. Please be advised that the contract will contain Clause 52.217-8 and the contract could be extended up to 6 months with a 30 day notice at the current rate at time of extension.
11. Does DOD comply with lease terms?
    1. The Government is entering into an agreement with the Vendor and any agreement between the vendor and the property would be considered a subcontracting agreement with the vendor and their responsibility. Please include your terms within the proposal.
12. Will per diem be used for each guest in the apartment if size is larger than a one bedroom?
    1. Per paragraph 3.4.14 of the SOW, “Unit occupancy shall not exceed more than one (1) PNS employee per unit.”
13. Will more than one supplier be awarded the contract?
    1. It is the intention of the Government to award one contract to a vendor who can comply with all the specifications of the requirement. If the specifications are unable to be fulfilled by one vendor, alternatives will be evaluated. The Government reserves the right to make/not make an award that is most advantageous and in the best interest of the Government.
14. If market conditions demand it, will budgets be raised?
    1. The vendor is to propose one, all inclusive rate for each CLIN. The award will be a FFP contract and, thus, rates will not be altered after award.
15. Does the Government intend to use an LPTA award model?
    1. See Solicitation Details
16. Does the Government intend for this to be a Firm Fixed Price Award?
    1. See Solicitation Details
17. Does the Government intend to consider expanding the radius?
    1. Not at this time.
18. Does the Government intend to preference and/or ask for units that are larger than a 1BR/1BA units?
    1. The Government does not have a preference for 1BR/1BA or more units; as long as the unit meets the minimum specifications outlined in the SOW it will be deemed acceptable.
19. Does the Government intend for each unit to be occupied by only one person?
    1. Per paragraph 3.4.14 of the SOW, “Unit occupancy shall not exceed more than one (1) PNS employee per unit.”
20. If the Government intends for each unit to be occupied by one PNS employee and that PNS employee chooses to bring a spouse or any family member(s) to stay in the lodging unit with them and DOES NOT inform the COR or the contractor of the extra occupants, for an amount of time such that the terms of the “single occupancy” lease are broken.  Will the US Navy support additional charges to amend any supplier lease terms from single to multiple occupants?
    1. It is not the responsibility of the Government to inform the Vendor if PNS employees intend to have an additional occupant reside in the unit. The Government is not prohibiting PNS employees from bringing spouses/children/family. The offeror should propose one, all-inclusive rate for each CLIN. If, throughout the contract, the contractor feels they are owed monies, they may submit a Request for Equitable Adjustment or Claim with the applicable supporting documentation.
21. Further, if the PNS employee chooses to bring a spouse or any family member(s) to stay in the lodging unit with them and DOES inform the COR, will the COR inform the contractor in advance to ensure the contractors lease agreements can be amended to reflect multiple occupancy?
    1. Communication cadences between the COR and the contractor can be established after award.
22. Will ancillary charges to be charged to employee GOV CC be considered when determining overall price for any awards or subsequent delivery orders? E.g. Pet Fees, Extra parking spaces, Extra sets of Keys, Lost keys, Extra occupants.
    1. The contractor is to provide one, all-inclusive rate, which should include all items and terms specified in the SOW. Anything outside of the SOW will not be covered by the Government and the employees Government Travel Card should not be charged without their knowledge. Any additional charges and fees should be discussed and covered by the employee.
23. Does the Government want the ancillary fee schedule included in an RFP response?
    1. See answer to previous question.
24. Is there any scenario where a traveler CC will be charged for any charge?
    1. The Government Travel Card can be charged at the discretion of the PNS Employee; they have been trained in acceptable expenses to be charged to the GTCC. At no time should this card be used as a catch all to cover expenses the contractor feels they are owed; should this circumstance occur, the contractor must submit an REA or Claim with the applicable supporting documentation.
25. Does the Government intend to “cycle travelers” or “re-purpose” the lodging units?
    1. Yes, occupants may be recycled as needed by the government.  The units will not be re-purposed.
26. Does the Government intend for the frequency of “Turn Cleans” to be “low”?
    1. The government will make every attempt to limit occupancy turn-overs and Turn Cleans.  However, the government cannot anticipate the amount of employee rotations.
27. If so, can the Government please describe that with a number estimate based on data collected on past performance of similar long stay - high volume contracts?   (E.g. recent San Diego Projects for PNSY and PSNS)
    1. Contracting does not have the data to support the average number of Turn Cleans.
28. Does the Government intend for “Turn Clean” fees to be inclusive with rate?
    1. The contractor is to provide one, all-inclusive rate, which should include all items and terms specified in the SOW.
29. If units are to be reused (cycled), how many days in advance will the contractor be given to schedule and complete the Turnover clean?
    1. Communication cadences between the COR and the contractor can be established after award.
30. If a turn clean fee is incurred due to an employee wanting to move to another lodging unit for their own convenience and not mission related, but the originally assigned unit has met all requirements; can that turn clean fee be charged to anyone? 
    1. PNS employees are not authorized to move without permission. Only the COR/BEACH/KO can authorize a move.  The government can authorize a move at no additional cost to the government (see prior responses about one all-inclusive rate to be proposed) based on the needs of the government, however, the Government intends to reduce moves to the maximum extent practicable.
31. Will Background checks need to be waived?
    1. All government employees have had a significant background check in order to be federal employees.  Basic contact information will be provided by Contracting.  PNS employees are encourage not to provide PII.  If it is necessary to contact the occupant, this can be done by the COR or the BEACH.
32. Regarding site inspections, how many days in advance of arrival will the Government do the inspections?
    1. Inspections are expected to take place between 4/6/2025-4/18/2025. Properties should be made aware that this will be happening as the Government Inspection Team will arrive at each location and ask to see an actual room (other than a show/model room) representative of their smallest 1-Bedroom unit meeting the size standards in the SOW. Should inspections be refused, the property will be deemed unacceptable.
33. Will inspections be carried out by the Government in collaboration with suppliers or done anonymously?
    1. The Government will be doing independent inspections with applicable stakeholders.
34. Will smart TVs with streaming capability or service be a sufficient replacement for Cable service?
    1. No, paragraph 3.9.1.3 of the SOW specifies cable requirements.
35. Does the stay pattern from block to block reflect actual departures and arrivals?
    1. No.
36. If not, does the government intend for usage to overlap?
    1. See updated CLIN structure.
37. Are these no. of rooms required each night?
    1. Yes. The CLIN structure identifies the amount of rooms required for each lodging block for the specified POP.
38. Secondly, due to high volume, it will be a challenge to provide 1 property. Can we give multiple properties (say 4- 5).
    1. The vendor can propose as many properties as needed to fulfill the requirement; each property will need to undergo an inspection to ensure it meets the SOW specifications to be approved for use.
39. Does the Government plan to pay for unoccupied units?
    • The Government is contracting the specified number of units for the specified POPs in the solicitation. The Government will have access and full use of these rooms for the contracted POP dates. These will be paid for regardless of occupancy status, as long as these units remain available to the Government.
40. Is the Government prohibiting PNS employees from bringing pets?
    • The Government is not prohibiting PNS employees from bringing pets.
41. Is the Government requiring any proof of fire and extended coverage insurance?
    • No.
42. Is there an anticipated date for award notice?
    • Award is anticipated to be made in June 2025
43. Requirements are for monthly housekeeping services (3.10.1.1) but 3.10.1.3. and 3.10.1.4. require weekly linen service and weekly clean towel replacement... Can we clarify if these requirements remain valid or if they should take place monthly?
    • The requirements in the SOW are accurate.
44. Will hotels be considered on this opportunity?
    • Units/properties that meet the requirements of the SOW will be deemed acceptable.
45. Does the government want us to submit the unit number for each apartment, or is just the primary address for the apartment complex needed?
    • Vendors do not need to propose specific units, just proposed properties and room size (ie: 1 bedroom, 2 bedrooms, etc.) Properties will be inspected for compliance with the SOW and the winning vendor will have an approved property list to choose properties from to fulfill the contract required rooms.
46. Could you please advise how far in advance of the contract start date the award is typically made?
    • The Government intends to give the winning vendor a minimum of 30 days from award date to POP start to allow enough time to secure rooms.
47. Would a studio apartment be considered acceptable if it meets all specifications outlined in the SOW?
    • Units/properties that meet the requirements of the SOW will be deemed acceptable.
48. Will the government accept accommodations in a hotel suite that includes a full, separate bedroom if it meets all SOW requirements?
    • Units/properties that meet the requirements of the SOW will be deemed acceptable.
49. Are pets permitted under this contract? If so, could you clarify who would be responsible for any associated pet deposits and monthly pet fees?
    • The Government is not prohibiting PNS Employees from bringing pets; pet fees/deposits are the sole responsibility of the occupant, not the Government.
50. Referring to section 3.4.13: "Twenty-four (24) hour check-in shall be available if requested by the government a minimum of one (1) day in advance." Would the use of a lockbox be acceptable for check-ins occurring after the leasing office has closed?
    • That should be sufficient; details regarding communications and contract management will be established by the COR assigned to the contract.
51. If additional inventory becomes available beyond what was submitted with the original bid, would the contractor have the opportunity to submit new inventory upon issuance of a task order?
    • All proposal information must be provided by the date and in the manner requested in the solicitation. Additional/new information will not be considered unless the solicitation is amended and reposted.
52. If a property requires additional documentation to support the employee’s clearance, would contracting be able to provide this type of documentation?
    • The Contracting Officer can provide a letter attesting to the Employee’s background check/government clearance.
53. If sufficient inventory is not available, would the government consider allowing employees to share accommodations in two- or three-bedroom units?
    • It is the intention of the Government to uphold the SOW requirements regarding single occupancy. Should sufficient inventory not be available, the Government will evaluate options and determine the next best course of action.