Lodging 1JUN-15JUN Ft Meade, MD

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding a solicitation for lodging services.

• CLIN Changes: There are no anticipated changes to the CLINs.
• Incumbent: There is no incumbent contractor.
• Eligible Bidders: Third-party companies providing hotel lodging are eligible to bid.
• Tax Exemption: A Tax Exemption Certificate can be provided if needed.
• Award Timeline: The contract award is anticipated within 2 weeks of the solicitation end, though no set deadline is provided.
• Hotel Location: Lodging is required within a 15-mile radius of the specified location.
• Billing: All room and tax charges will be billed to a master account. Individuals will not be responsible for their own charges, and no taxes are to be included as this is a Federal Acquisition.
• Commissionable Rate: A commissionable rate is not required or permitted.
• Hotel Class: Hotels must be no less than 3 stars.
• Exterior Doors: Motels with exterior doors are acceptable.

This Q&A document clarifies several aspects of the solicitation, including eligibility, billing, and performance requirements. It may impact how vendors prepare their proposals. If it is determined that all personnel cannot be accommodated in the same hotel, the solicitation will be amended.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding a solicitation, clarifying requirements and eligibility.

• CLIN Dates: There are no anticipated changes to the check-in or check-out dates for the CLINs.
• Incumbent: There is no incumbent contractor for this requirement.
• Eligibility: Third-party companies that provide hotel lodging services are eligible to bid on this contract.
• Tax Exemption: A letter can be provided if a Tax Exemption Certificate is needed by the awarded vendor.
• Award Timeline: While there is no set deadline, the contract award is anticipated within two weeks of the solicitation's end.
• Hotel Occupancy: All individuals must be in the same hotel. If this is not feasible based on solicitation responses, the solicitation will be amended.
• Proximity: The government is looking for lodging within a 15-mile radius of the specified location.

These clarifications do not appear to alter major requirements or submission deadlines, but they confirm eligibility for third-party providers and specify a 15-mile radius for lodging.

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

To provide lodging accommodations for members of the National Guard and Reserve components during official military duties, including drill weekends, annual training, temporary duty (TDY), or mobilization support.

• Provide safe, clean, secure lodging within reasonable proximity to Fort Meade, MD.

• Lodging facilities must be located within a 20-minute commute of Fort Meade, MD.

• Contract period: June 1-15, 2026 (14 nights), specifically for Annual Training.

• Rooms: 19x Double occupancy rooms, each including:

  • Private bathroom
  • Heating and air conditioning
  • Clean bedding and towels
  • Functional lighting
  • Desk or table
  • Complimentary breakfast
  • Internet access (if available)
  • Television (if available)
  • Must meet commercial hotel or motel standards.

• Check-In/Check-Out: Flexible check-in/out to accommodate military travel schedules (Check-In: June 1, 2026; Check-Out: June 15, 2026).

• Housekeeping: Clean rooms prior to arrival, fresh linen between guests, trash removal, sanitized bathrooms. Must meet hotel industry sanitation standards.

• Safety and Security: Operational smoke detectors, fire extinguishers, proper exterior lighting, secure room locks, compliance with local fire codes, municipal, and state regulations.

• Reservation and Billing: Accept government rooming lists, maintain reservation records, provide itemized invoices (including Soldier name, room rate, dates of stay, total cost). Government tax exemption, block room reservations, late arrivals, pet restrictions (service animals), and ADA accessible rooms are special requirements.

• Parking: Available spaces for 3ea 15 PAX Vans.

• Room Cleanliness: No visible dirt or odors (Acceptable Level: 95%)

• Room Availability: Rooms ready at check-in time (Acceptable Level: 100%)

• Billing Accuracy: Correct invoices (Acceptable Level: 100%)

• Maintenance Response: Issues addressed promptly (Acceptable Level: 95%)

• Provide adequate staff, maintain professional customer service, coordinate with the Government Point of Contact, and ensure compliance with federal, state, and local regulations.

• Provide rooming lists in advance, notify contractor of schedule changes, and verify services prior to payment.

• Primary (Contract): SSG Amanda Luengas, Office: 914-944-6577, Email: amanda.m.luengas.mil@army.mil

Solicitation / RFP / RFQ

This solicitation is for lodging services for annual training at Fort Meade, MD. The government requires 19 rooms per night for 14 nights, totaling 266 room nights.

• Lodging for 19 rooms per night.

• Duration: June 1, 2026 to June 15, 2026.

• Total of 266 room nights.

• Contract Type: Firm Fixed Price.

• Period of Performance: June 1, 2026 to June 15, 2026.

• NAICS Code: 721110 (Hotels and Motels).

• Size Standard: USD 40,000,000.00.

• Solicitation Issue Date: March 25, 2026.

• Offer Due Date: April 10, 2026, 08:00 AM.

• This acquisition is a Small Business set-aside.

• The solicitation incorporates FAR clauses by reference, including those related to System for Award Management, Terms and Conditions for Commercial Products and Services, Small Business Set-Aside, Child Labor, Equal Opportunity, Combating Trafficking in Persons, Privacy Training, and others.

• DFARS clauses are also incorporated by reference, including those related to former DoD officials, whistleblower rights, safeguarding covered defense information, and prohibitions on certain telecommunications equipment and services.

• The document also includes detailed information on Item Unique Identification and Valuation, and Wide Area WorkFlow (WAWF) payment instructions.