Inactive Duty Training Lodging & Feeding

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Meals and Lodging requirements for the 222nd CACSQ opportunity.

• Exhibit 2 (Menu Requirements): The reference to Exhibit 2 in the SOW is from an old template and has been removed. Menu requirements are not specified in this document.
• Government-Furnished Facilities/Equipment: No government-furnished equipment will be available at Rome, NY, or Fort Belvoir, VA, for lunch meals. All meals must be provided off-installation.
• Meal Quantities: The stated meal quantities (14 per day in Rome, 24 per day at Fort Belvoir) are typical numbers with an expected fluctuation of plus or minus one or two meals per IDT day.
• Lodging Requirements: Minimum rooms required per location per drill weekend are: Rome, NY (13 per IDT night), Fort Belvoir, VA (3 per IDT night), Niagara Falls, NY (40 per IDT night), and Syracuse, NY (28 per IDT night). All rooms are expected to be doubled occupancy.
• Subcontracting Lodging: The contractor is permitted to use subcontracted hotel properties. The expectation is a single BPA awarded to one SBA-Certified Woman-Owned Small Business (WOSB) who will manage lodging and feeding needs with third-party facilities.
• Pricing Structure: The BPA will have a Firm Fixed Price (FFP) line item for each lodging location and time of year's nightly room rate, and similarly for feeding. Room and meal rates cannot exceed GSA Per Diem rates for the locality and time of year.
• Single Contractor for Meals & Lodging: A single award BPA is expected for one WOSB firm to manage all lodging reservations and feeding needs.

These clarifications do not appear to alter any stated requirements, due dates, or submission rules, but provide essential details for bidders to understand the scope and operational parameters of the Meals and Lodging requirements.

Statement of Work (SOW)

To procure lunch meals for the 222nd Command & Control Squadron.

• Provide freshly made lunch meals, prepared no more than one hour in advance of serving, adhering to the 2013 Food Code.

• Required quantities: 14 lunch meals per drill weekend day in Rome, NY, and 24 lunch meals per drill weekend day in Fort Belvoir, VA.

• Delivery locations: 222nd CACS, 525 Brooke Avenue, Rome, NY 13441 and 222nd CACS, 7900 Telegraph Road, Fort Belvoir VA 22315.

• Contractor shall supply all food from FDA, USDA, or Health Department inspected sources.

• Food preparation must ensure optimum freshness, flavor, color, texture, and nutritional value.

• Contractor must provide proof of NY State Health Department inspection within the last 365 days, with no major discrepancies according to the 2013 FDA Food Code.

• Service includes setting up serving lines, managing serving containers, and serving food.

• Meals must comply with USDA Dietary Guidelines for Americans and Air Force Instruction (AFI) 40-104.

• Contractor must comply with AFI 48-116 Food Safety Program and the 2013 FDA Food Code for sanitation.

• Meals must be freshly made and not exceed holding temperatures/times as per the 2013 Food Code.

• Food quality must be pleasing, palatable, and handled according to FDA Food Code.

• Contractor must maintain a Quality Control Program and a Quality Assurance Program.

• Period of Performance: 9 April 2026 – 31 March 2028.

• Locations: Rome, NY and Fort Belvoir, VA.

• Contractor must provide a contract manager on-site with full authority.

• Contractor personnel must adhere to specific conduct and attire standards.

• Contractor must obtain necessary base access and identification passes for all personnel and vehicles.

• Contractor is responsible for safeguarding government property.

• Contractor must furnish all items and services not explicitly government-furnished.

• Contractor personnel working in dining facilities may purchase meals at established prices for on-site consumption.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide hotel lodging facilities for members of the 107th Attack Wing during Inactive Duty Training (IDT), Regularly Scheduled Drills (RSD), and Active Duty for Training (AT) at multiple locations within the United States.

• Provide lodging facilities within a 10-mile commute to specified locations: Niagara Falls ARS, NY; Syracuse, NY; Rome, NY; and Fort Belvoir, VA.

• Specific dates for lodging are provided for each location between April 2026 and March 2028.

• Contractor must provide all necessary personnel, supervision, property, items, and services for contract lodging.

• Tasks include providing clean and sanitary rooms, quality customer service, and managing reservations.

• Rooms must be equipped with essential amenities including air conditioning, heating, private baths, televisions, dressers, alarm clocks, and necessary linens.

• Daily maid service is required, with bed linens changed weekly or upon guest checkout.

• Non-smoking rooms are mandatory.

• Comply with state and local sanitation laws/regulations (100% of the time).

• Satisfy lodging manager and guests regarding timeliness and courtesy (90% of monthly periods).

• Ensure minimum room availability with 14 days prior notice (100% of the time).

• Provide housekeeping service 7 days a week.

• Change bed linens between guests (at least once a week for long-term guests).

• Provide custodial service in all common-use areas.

• Period of Performance: April 9, 2026 – March 31, 2028.

• Places of Performance: Niagara Falls ARS, NY; Syracuse, NY; Rome, NY; and Fort Belvoir, VA.

• Reservations must be made through the 107th Services Office/Lodging Office Management.

• Front desk must be staffed 7:00 AM to 10:00 PM EST, 7 days a week.

• Unaccompanied male and female guests will not share sleeping rooms or bathrooms.

• Adequate, secure, and lighted parking facilities are required.

• Military members must present identification and provide a credit card at check-in for personal charges.

• Express check-out is not authorized for military members.

• A full-time contract manager and alternates must be designated.

• Contractor personnel must be trained on safety, security, and emergency procedures within the first 4 days of work.

• Vendor personnel must not use alcohol or illegal drugs while on duty.