X--Seasonal Housing for Billings and Miles City MT

Questions & Answers / Clarifications

This document provides answers to vendor questions (RFIs) regarding the solicitation for lodging services, clarifying scope and requirements. It also announces a change in scope and an extension of the solicitation close date.

• Room Needs: Specific room quantities and occupancy requirements are detailed for Billing, MT (20 rooms: 18 double, 2 single) and Miles City, MT (6 rooms: 4 double, 2 single).

• Tax-Exempt Certificate: The contracting office will provide a tax-exempt certificate during the solicitation process.

• Hotel Class: Hotels must meet all requirements of the Statement of Work; no specific star or diamond rating is mandated.

• "Eastern Montana/Dakotas District Housing Rules and Regulations" Attachment: This reference in the SOW should be disregarded.

• Pricing: Pricing should be provided as a "unit price" (per room), not "per person, per month." The agency pays the lodging rate per room, not per individual.

• GSA Rate: The agency will pay up to the extended lodging rate per room, not necessarily the GSA rate per person.

• Award Decision: A target date for award is potentially one week after solicitation closing, but could be longer.

• Scope Change: Clarification of room needs represents a change in scope.

• Solicitation Close Date Extended: The close date has been extended to March 20, 2026, to accommodate the changes and clarifications.

Amendment / Modification

This amendment (0002) to solicitation 140L3626Q0003 makes the following changes:

• Extends the due date for submission of quotes to March 20, 2026.

• Provides answers to RFIs, referencing an attachment titled "Answers to RFIs 3-5-26".

• Updates the Contracting Officer's email address to christopher_brailer@ios.doi.gov.

• Submission deadline for quotes.

• Clarifications provided via RFI responses.

• Contact information for the Contracting Officer.

• The deadline for submitting quotes has been extended.

• Bidders should review the attached RFI answers for updated information and clarifications that may affect their proposals.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding a solicitation, clarifying requirements for lodging.

• Hotel Class: No specific star or diamond rating is required; hotels must meet all SOW requirements.
• Corridor Type: Exterior doors are acceptable.
• Multiple Hotels: Submitting more than one hotel is permissible, with fewer separate locations being preferred.
• In-Room Safes: Not required; the front desk can hold valuables.
• Contract Type: This is a new contract.
• Award Timeline: Award decision is expected within 1 month of solicitation closure.
• Lodging Turnover: No unit turnovers are anticipated for house/apartment lodging; assume same occupants for the full period.
• POP Start Date: Flexibility exists for the start date; an April 26, 2026 date can be accommodated, with seasonal starts on May 3, 2026.
• Bed/Bathroom Configuration: Interpretation B is accepted, where two beds can be in a private bedroom/suite area with a dedicated full bathroom within a larger apartment/house, separate from other occupants' sleeping areas.
• Bedroom Sharing: Two separate beds in a single bedroom are allowable, with occupants separated by gender. No more than four occupants per full bathroom is the general rule.
• Unit Location: Multiple units within the 25-mile radius are acceptable, even if not in a single complex.

These clarifications refine requirements related to lodging facilities, configurations, and administrative details, which may impact how bidders prepare their proposals and select potential properties.

Amendment / Modification

• The due date for submission of quotes has been extended to March 13th.

• Responses to RFIs are provided in an attachment titled "Answers to RFIs 3-3-26".

• The Period of Performance has been updated to April 18, 2026, to October 17, 2026.

• Solicitation Number: 140L3626Q0003

• Effective Date: February 4, 2026

• The deadline for quote submission has been extended.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, specifically for temporary housing in Billings and Miles City, Montana. It is a Request for Quote (RFQ) using FAR Part 12 and FAR Part 13 procedures. The acquisition is being conducted as a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside.

• The primary requirement is for temporary housing facilities.

• Specific details regarding the scope of work, deliverables, and performance standards are expected to be found in the attached Statement of Work (SOW) documents for Billings and Miles City.

• The contract will be a firm-fixed-priced, single award.

• The North American Industry Classification System (NAICS) code is 531110 (Lessors of Residential Buildings and Dwellings) with a small business size standard of $34M.

• The period of performance is from April 18, 2026, to October 17, 2026.

• Questions Due: February 27, 2026, 1400 MST.

• Quotes Due: March 6, 2026, 1400 MST.

• Quotes must be submitted via email to the Contracting Officer; mailed or faxed quotes will not be accepted.

• Evaluation will be based on PRICE and Suitability of proposed lodging.

• The Government intends to award to the responsible offeror whose quote is most advantageous, using a best-value tradeoff process.

• Quotes must be valid for a minimum of 60 days.

• This acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside.

• All offerors must be actively registered in the System for Award Management (SAM) and ensure their Annual Representations and Certifications are updated and current.

• The solicitation document, SOW, incorporated provisions, and clauses are attached.

• Federal Acquisition Circular (FAC) 2025-06, effective 10/1/2025, is in effect.

• Electronic invoicing and payment will be processed through the Invoice Processing Platform (IPP).

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

To provide temporary housing for seasonal employees of the Bureau of Land Management (BLM) in Miles City, MT, due to a lack of available and affordable local housing. This housing is critical for meeting BLM mission requirements related to public service and asset protection, particularly for wildland fire response.

• Location: Within 25 miles of the Eastern Montana/Dakotas District Office at 111 Garryowen, Miles City, MT 59301.

• Capacity: Provide 4 double occupancy rooms (totaling 8 beds).

• Specific Unit Requirements:

  • 2 beds must be in their own unit with at least 1 full bathroom.
  • The remaining 6 beds can be grouped, with no more than 4 people per full bathroom.
  • Co-ed living is permitted if privacy is maintained.

• Housing Type: Can be a hotel, motel, house, or apartment, provided all requirements are met.

• Employee Absences: Employees may be absent for field or fire assignments (days to weeks) and should not be expected to check in/out; personal belongings may remain.

• Parking: Required for the same number of vehicles as beds when employees are in residence.

• Utilities: Water, sewer, and garbage must be invoiced directly into monthly rent. Wifi capability is required.

• Maintenance: Contractor is responsible for all interior/exterior maintenance, repairs, and yard work.

• Security Deposits: Government will not pay security deposits. Contractor will work with BLM for reimbursement for damages outside normal wear and tear.

• Employee Screening: Government conducts background checks and drug tests for employees; no such checks will be requested of the contractor for government employees residing in the property.

• Invoicing: Monthly invoices for payment.

• Hotel/Motel Requirements:

  • Utilities (water, power, sewer, trash, wi-fi)
  • Twice weekly maid service (including linen/towel changes)
  • 24/7 HVAC
  • Private bathroom (shower/toilet/sink)
  • TV, Phone, Micro-fridge, Microwave
  • 1-2 beds per room
  • Access to all amenities

• House/Apartment Requirements:

  • Utilities (water, power, sewer, trash, wi-fi) inclusive in bid price
  • Furnished
  • 1-4 bedrooms (accommodating double occupancy)
  • 24/7 HVAC
  • Bathroom (shower/toilet/sink)
  • Refrigerator/Freezer, Microwave, Stove/Oven
  • Access to all amenities
  • Exterior landscaping and maintenance
  • Interior maintenance for normal wear and tear

• Period: April 18, 2026 - October 17, 2026

• Place: In or within 25 miles of Miles City, MT.

• Bidders must submit quotes identifying the "per person per month rate" based on occupancy.

• BLM may request a site visit to proposed facilities.

• Adherence to "Eastern Montana/Dakotas District Housing Rules and Regulations" is required. Any additional rules must be submitted with the quote.

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

To provide temporary housing for seasonal employees in Billings, Montana, to meet Bureau of Land Management (BLM) mission requirements due to a lack of available and affordable housing.

• Provide temporary housing/quarters/lodging within 25 miles of the Billings Fire Campus (1299 Rimtop Drive, Billings, MT 59101).

• Requirements include 10 double occupancy rooms.

• Two of the beds must be in their own unit with at least one full bathroom. The remaining 18 beds can be in one unit or split, with no more than 4 people per full bathroom.

• Units can be a hotel, motel, house, or apartment, provided all requirements are met and local, state, and federal health and safety standards are satisfied.

• Employees may be absent for extended periods (days to 21 days) and should not be expected to check in/out, with personal belongings remaining in rooms.

• Parking accommodations are required for the same number of vehicles as beds.

• Water, sewer, and garbage services must be included in the monthly rent.

• Units must be Wifi capable.

• Contractor is responsible for all interior/exterior maintenance, repairs, and yard work.

• Government will not pay a security deposit; contractor will seek reimbursement for damages outside normal wear and tear.

• Government conducts background checks and drug tests for employees; no such checks will be requested of government employees residing in the residence.

• Invoices will be sent monthly for government payment.

• Hotel/Motel Requirements: Utilities (water, power, sewer, trash, wi-fi), twice weekly maid service (including linen/towel changes), HVAC (24/7 use), private bathroom (shower/toilet/sink), TV, phone, micro-fridge, microwave, 1-2 beds per room, access to all amenities.

• House/Apartment Requirements: Utilities (inclusive in bid price), furnished, 1-5 bedrooms (allowing double occupancy), HVAC (24/7 use), bathroom (shower/toilet/sink), refrigerator/freezer, microwave, stove/oven, access to all amenities, exterior landscaping and maintenance, interior maintenance for normal wear and tear.

• Bidders must identify the "per person per month rate" based on occupancy requirements.

• BLM may request a site visit to verify minimum requirements.

• Period of Performance: April 18, 2026 - October 17, 2026.

• Place of Performance: In or within 25 miles of Billings, MT.

• Reference attached "Eastern Montana/Dakotas District Housing Rules and Regulations."

• Bidders must submit any additional rules and regulations with their quote.