Vermont ANG Q3 RSD Lodging

Questions & Answers / Clarifications

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

• Cancellation Policy: The PWS does not specify a cancellation policy; terms are to be negotiated at the contractor/lodging provider level, or established by the Government post-award. No anticipation of a specific requirement.
• Tax Exemption: Lodging services are anticipated to be tax-exempt. The Government will provide applicable tax exemption documentation upon award.
• Hotel Allocation: All rooms must be under the same hotel for the entire duration; splitting groups across multiple hotels is not permitted.
• Total Room Nights: Information on total room nights per CLIN is available on the Pricing Spreadsheet.
• Incumbent: Yes, the incumbent is Candi Thomas (MDR Services) under contract W50S9C-26-P-A001, with a similar size and scope of work.
• Third-Party Vendors: Third-party vendors providing hotel lodging are considered. However, the vendor must disclose the subcontractor (hotel), and all facilities must be inspected and approved by security forces and public health.
• Award Timeline: Contract award is anticipated approximately one week after the submission deadline.

These clarifications address key operational and contractual aspects, including vendor eligibility, facility requirements, and administrative details, which may influence bidder strategy and proposal preparation.

Form / Attachment / Pricing Sheet

This document provides instructions for submitting a quote in response to the solicitation. It details the submission due date, format requirements, and evaluation factors.

• Submission Due Date: March 27, 2026, at 03:00 PM EDT.
• Submission Method: Electronic submission to specified Contracting Officers via email.
• Quote Compliance: Must conform to all solicitation requirements, including the PWS.
• Quote Acceptance Period: Offerors must specify an acceptance period of not less than 60 days.
• Quote Format: Specific file naming conventions and electronic formats (MS Word, MS Excel, PDF) are required. Files must not be password protected and should be scanned for viruses.
• Quote Content: Includes Technical Capability, Past Performance, and Price Quote Spreadsheet.
• Evaluation Factors: Award will be based on Technical Capability, Past Performance, and Price.

This document is critical for bidders to understand how to prepare and submit a compliant quote. It outlines the deadlines, required content, formatting, and evaluation criteria, directly impacting proposal preparation and submission strategy.

Form / Attachment / Pricing Sheet

This document lists clauses and provisions that are incorporated by reference into a solicitation or contract. It serves as a reference for bidders to understand the legal and regulatory requirements that will apply to the opportunity.

• Clause Number: Unique identifier for each clause or provision.
• Clause Title: A brief description of the subject matter of the clause.
• Year/Mo: The year and month the clause was last updated.
• Section: The section of the contract or solicitation where the clause is located.

Bidders must review these clauses and provisions to understand their obligations and the terms of the potential contract. Key areas covered include:

• Representations and certifications (e.g., regarding covered defense telecommunications equipment, inverted domestic corporations).
• Prohibitions related to specific regions or entities (e.g., Xinjiang Uyghur Autonomous Region, Maduro Regime).
• Payment and invoicing procedures (e.g., Wide Area WorkFlow - WAWF).
• Evaluation factors for award (e.g., Technical, Past Performance, Price).
• Requirements for electronic submission of payment requests and receiving reports.
• Compliance with safeguarding covered defense information and cyber incident reporting.

This document is critical for bidders to assess their ability to comply with all contractual requirements and to accurately prepare their proposals.

Form / Attachment / Pricing Sheet

This document outlines the procedures for filing protests related to National Guard (NG) agency procurements. It serves as an alternative dispute resolution forum to the Government Accountability Office (GAO) or other external forums.

• NG Agency Protest Program: Encourages resolution of concerns internally.
• Suspension of Award/Performance: Contract award or performance is suspended during a protest, similar to GAO protests.
• Decision Goal: To resolve protests within 35 calendar days.
• Filing Options: Protests can be filed with either the Contracting Officer or the NG Agency's Protest Decision Authority, but not both.
• Timeliness: Protests must adhere to periods specified in FAR 33.103.
• Mailing Address for NG Agency Protest Program: National Guard Bureau Office of the Director of Acquisitions/ Head of Contracting Activity ATTN: NGB-AQ-O 111 S. George Mason Dr. Arlington, VA 22204
• Email for NG Agency Protest Program: ng.ncr.ngb-arng.mbx.ngb-task-order-ombudsman@army.mil
• Agency-Level Protests: Other agency-level protests should be sent to the Contracting Officer as specified in the solicitation (See FAR clause 52.233-2).
• Public Information Links: Provides URLs for general NG protest information and Directorate of Acquisitions information.

This document is crucial for bidders who may wish to protest a contract award or decision. It details the specific procedures, timelines, and contact information for filing an agency-level protest with the National Guard, offering an alternative to GAO protests. Understanding these procedures is essential for ensuring a protest is filed correctly and in a timely manner.

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

To provide lodging services for members of the Vermont Air National Guard, as the base does not have sufficient on-site capabilities.

• Provide all personnel, equipment, tools, materials, supervision, and quality control for lodging services.

• Services include providing guaranteed rooms, with potential overflow requirements.

• Daily services include cleaning, preventative maintenance, and non-emergency services, excluding recognized US holidays.

• Maintain an adequate workforce for uninterrupted performance.

• Services must comply with applicable federal, regional, state, and local laws, as well as industry and commercial standards.

• Cleaning and maintenance must adhere to Vermont Department of Health Licensed Lodging Establishment Codes.

• Quality Control (QC) plan required to identify, prevent, and ensure non-recurrence of defective services.

• Quality Assurance (QA) will be conducted by the Government based on the Quality Assurance Surveillance Plan (QASP).

• Period of Performance (PoP): April, May, June, and August 2026.

• Place of Performance: Within a 60-mile radius of the Vermont Air National Guard, South Burlington, VT.

• Non-personal services contract.

• Contractor must develop and maintain an effective Quality Control Plan (QCP).

• COMSEC/IT Security: All communications with DoD organizations are subject to COMSEC review.

• OPSEC: Contractor employees must not reveal DOD personnel presence or contracted service details without explicit permission.

• Physical Security: Strict key control procedures and guest identification are required.

• Special Qualifications: Hotels must maintain all required federal, state, and local licenses, permits, and certifications.

• Security Compliance: Cooperate with VTANG Military Squadron security inspections.

• Health, Safety, and Sanitation Compliance: Ensure hotels are maintained in a safe and sanitary manner.

• Contract Manager (CM) designation required.

• Zero-tolerance policy for combating trafficking in persons.

• Organizational Conflicts of Interest (OCI) must be managed and reported.

• Units must be non-smoking, fully furnished with specific minimums for beds, bathrooms, and living areas.

• Provide free or coin-operated washers and dryers.

• Contractor shall supply all utilities including heat, air conditioning, electricity, water, sewer, local telephone, basic cable, and internet service.

• Provide rooms with individual room-controlled heating and air conditioning.

• Relocate occupants if utilities fail for more than eight hours.

• Maintain 24/7 security measures and have a responsible representative available 24/7.

• Lighting: Maintain good illumination in all public areas.

• Contractor Issued Reports: Immediate reporting required for disturbances, utility failures, etc.

• Roster of occupants and number of days (within 7 days prior to arrival).

• Immediate Reports (within 24 hours of witnessed or reported concerning performance or facility emergencies).

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Price Quote Spreadsheet, specifically a Lodging Pricing Sheet. It is intended for vendors to provide pricing details for lodging services related to the 158th Fighter Wing, Vermont Air National Guard, under solicitation W50S9C-26-Q-A005.

• CLINs: The sheet breaks down pricing by CLIN (Contract Line Item Number), corresponding to specific periods of performance: CLIN 0001 (April/May), CLIN 0002 (June), and CLIN 0003 (August).
• Period of Performance: Specific dates within April, May, June, and August 2026 are listed.
• Room Types & Quantities: Details are provided for 'Doubles' and 'Singles' rooms, along with the quantity required for each date.
• Pricing Fields: Columns include 'Daily Rate', 'Total Rate Price (per night)', and 'Total Monthly Price'. All fields are currently populated with '0.0', indicating no pricing has been entered.
• Vendor Information: Fields are included for 'Vendor Name', 'Vendor UEI', 'Date Submitted', and 'POC (Name & Phone Number)' for the vendor to complete.

Bidders must use this spreadsheet to input their proposed daily and total rates for the specified lodging requirements across the different CLINs and dates. The 'Award Total' field at the bottom will reflect the total proposed price. This document is critical for submitting a complete and compliant quote for the lodging services.