118th Wing Commander Lodging Program

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding solicitation W50S9726Q0005, which pertains to lodging services.

• Prime Offeror NAICS Code: The prime offeror must be registered under NAICS code 721110.
• Hotel Location: Hotels must be within 30 miles of both specified locations.
• Number of Properties: The government intends to award a Multiple Award Firm-Fixed Price IDIQ contract with a minimum of four (4) properties, but potentially more.
• Length of Stay: Typical stays are two nights, with longer stays for quarterly and "super drills." Refer to the PWS Section 1.1 for details.
• Stay Days: Most stays are on weekends, with exceptions for "super drills" (Thursday-Sunday) and quarterly drills (during the week).
• Nights per Reservation: Estimated 150 members require 2 nights (traditional drill) or 4 nights (super drill). Estimated 75 members require 1 night (traditional drill) or 3 nights (super drill).
• Incumbents: Government Lodging Specialists, LLC (W50S9724DA001) and The Harvest Pot (W50S9724DA002) are listed as incumbents.
• Room Type: Single occupancy rooms are preferred, but quotes including both single and double occupancy are acceptable.
• Award Process: The government will not require or recognize contractor-provided Letters of Intent (LOI) or commercial contracts; awards will be government-issued IDIQ contracts.
• Cancellation Policy: The 24-hour cancellation policy applies to both group blocks and individual rooms.
• Preferred Location: Wilson or Williamson County are preferred, but Davidson County proposals will be considered, provided security standards in PWS para 5.5 are met.

These clarifications provide essential details for potential bidders regarding eligibility, operational requirements, contract structure, and location preferences, impacting proposal preparation and submission.

Solicitation / RFP / RFQ

This document outlines the technical requirements for contracted commercial lodging for the 118th Wing Air National Guard. The lodging must be located within a 30-mile radius of two specified Nashville, TN addresses.

• Room Size & Occupancy: Minimum 270 sq ft for single (1 Queen bed) and double (2 Double beds) occupancy. Double occupancy rooms cannot use pull-out sofas or roll-away beds as the second bed.

• Safety & Compliance: Rooms must have operative smoke detectors and sprinkler systems. Locations will be inspected by the 118th Wing Safety office for compliance with OSHA Standards and NFPA Life Safety Code. Exit signs must be properly displayed and visible. Failure to meet safety codes is not a contingent fix for award and will result in an unacceptable rating.

• Housekeeping Standards: Rooms, bedding, and furniture must be free of pests and rodents. Carpets must be clean, and rooms/common areas free of odors. Walls, ceilings, and bathroom floors must be clean and free of defects. Inspected by 118th Wing Lodging/Services and Public Health teams.

• Fitness Area/Pool (If Applicable): Equipment must be safe and working, with cleaning supplies provided. Pools must be free of tripping hazards and maintain proper chlorine levels. Inspected by Public Health and Wing Safety.

• Security: Requires functioning video surveillance (main desk, entryways, doors), well-lit parking lots, controlled access to exterior doors during sleeping hours, double locks on room doors, and locking devices on windows. Rooms must be accessed from interior hallways.

• On-Site Dining (If Applicable): Facilities must be clean and possess a current "A" Health Certificate. Inspected by 118th Wing Public Health.

• Overbooking Protocol: If overbooked, guests must be accommodated in an equal or better facility at no additional cost, with transportation provided if the guest lacks a personal vehicle. The COR must be notified. Additional facilities must be included in the proposal and will be part of the site visit.

• Site visits by 118th Wing Safety, Lodging/Services, Public Health, Security Forces, and Anti-Terrorism Officer are required to evaluate compliance with safety, housekeeping, security, and dining standards. These evaluations are critical and not contingent fixes for award.

• Mileage will be verified using Google Maps.

• Security Forces reserves the right to inquire about criminal activity near proposed properties.

• The PWS (referenced in section 5.5) should be consulted for further details.

Performance Work Statement (PWS)

To provide lodging accommodations for authorized 118th Wing Air National Guard (TNANG) personnel performing Regularly Scheduled Drill (RSD) and Rescheduled Drill (RD) training.

• Furnish single and double occupancy, non-smoking rooms.

• Rooms must be clean, smoke-free, and meet industry standards, including living and sleeping areas.

• Rooms required on the 2nd floor or higher; no first-floor rooms.

• Specific room amenities include internet access, refrigerator, microwave, TV with cable, iron/ironing board, alarm clock, and functional locks.

• Provide daily housekeeping services, including bed making, linen changes, and replenishment of amenities.

• Offer 24/7 check-in/out, wake-up/message service, and secure storage for guest valuables.

• Provide parking facilities that are paved, marked, adequately lit, and free for guests.

• Reservations must be confirmed by the contractor 5 days prior to check-in (95% compliance).

• Video surveillance required for main desk, entryways, and doors (95% compliance).

• Monthly invoices must be submitted in WAWF within 10 days after the drill period (90% compliance).

• Rooms must have operative smoke detectors and sprinkler systems (100% compliance).

• Rooms and bathrooms must be clean and free of mildew/dust (95% compliance).

• Period of Performance: 1 Base Year (30 April 2026 - 29 April 2027) and one 12-month Option Year (30 April 2027 - 29 April 2028).

• Place of Performance: Lodging facilities must be located within 30 miles of the 118th Wing (Berry Field, Nashville, TN) and Joint Force Headquarters (JFHQ) (3041 Sidco Dr. Nashville, TN).

• Contractor must designate a Contract Manager (CM) and alternate.

• Adherence to COMSEC/IT security, PII protection, and physical security regulations.

• Zero-tolerance policy for trafficking in persons.

• Management of Organizational Conflicts of Interest (OCI).

• Rooms must meet specific size (min 270 sq. ft.) and construction standards.

• Security measures include well-lit parking lots and controlled exterior doors during sleeping hours.

• Invoicing must be submitted via Wide Area Workflow (WAWF).

Form / Attachment / Pricing Sheet

This document is a "Pricing Sheet" for the "118th Wing Lodging Program." It requires potential contractors to provide their contact information and detailed pricing for lodging services.

• Contractor Information: Fields for Contractor Name, Point of Contact, Email, and Phone.
• Lodging Items: Includes "Single Occupancy Hotel Room" and "Double Occupancy Hotel Room."
• Pricing Details: Requires bidders to specify the "Unit" (Each), "Nightly Room Availability Per RSD Weekend," and "Nightly Rate" for each lodging type.
• Contractor Representative Signature and Title: Fields for official confirmation.

This pricing sheet is essential for bidders to submit their proposed rates for lodging services. Completing this form accurately will be a key component of their proposal, directly impacting the evaluation of their pricing structure for the 118th Wing Lodging Program.

Form / Attachment / Pricing Sheet

This document outlines the Department of Defense (DoD) Lodging Adequacy Standards, effective December 18, 2020. These standards replace previous versions and are to be used for annual reporting starting with the FY21 reporting cycle. The purpose is to ensure official government travelers receive adequate accommodations in quality facilities.

The standards cover various aspects of lodging, including:

• Traveler Safety and Security: Compliance with fire safety, federal codes, ADA, and security protocols.
• Traveler Quality (General): Availability of 24/7 service, clear signage, non-smoking rooms, food service options, Wi-Fi, HVAC, exercise facilities, business centers, ice, and laundry services.
• Traveler Quality (Public Area Including Lobby): Curb appeal, interior design, guest service area, sundries/shops, restrooms, luggage carts, and seating.
• Traveler Quality (Guest Rooms): Cleanliness, bed linens, housekeeping services, lighting, furnishings (headboard, bed base, mattress, etc.), storage, waste containers, seating, coffee makers, microwaves/refrigerators, ice buckets, irons, alarm clocks, telephones, and in-room safes.
• Traveler Quality (Guest Bath): Private bathrooms, toilets, sinks, showers/tubs, towels, facial tissues, hair dryers, shampoo/conditioner, and non-porous surfaces.
• Traveler Financial Protections: No hidden fees, no advanced room deposits, flexible cancellation policies, no charge for early departure, and no minimum stay requirements.
• Traveler Convenience: Availability of rooms in the DoD online booking tool and acceptance of the Government Travel Charge Card.

This document is crucial for any vendor providing lodging services to the DoD. It details the specific requirements and quality standards that lodging facilities must meet to be considered adequate and to be listed in the official government travel booking portal. Bidders must ensure their offerings align with these comprehensive standards to be competitive and compliant.

Other / Unclassified

This document is a Wage Determination (WD) issued under the Service Contract Act (SCA) by the U.S. Department of Labor. It specifies the minimum wage rates and fringe benefits required for various occupations performing work on federal contracts within a defined geographic area (Tennessee Counties of Cannon, Cheatham, Davidson, Dickson, Hickman, Macon, Maury, Robertson, Rutherford, Smith, Sumner, Trousdale, Williamson, Wilson).

This wage determination is crucial for bidders responding to solicitations that fall under the Service Contract Act. It establishes the minimum labor costs that must be factored into proposals. Bidders must ensure their proposed wages and fringe benefits meet or exceed the rates listed for each occupation that will be employed on the contract. The document also outlines specific provisions regarding paid sick leave (EO 13706), vacation, and holidays, as well as hazardous pay differentials and uniform allowances. It details the process for requesting additional classifications and wage rates if an occupation is not explicitly listed.

• Geographic Area: Specified Tennessee counties.
• Applicability: Service Contract Act covered contracts.
• Key Provisions: Minimum wage rates, fringe benefits (Health & Welfare), paid sick leave, vacation, holidays, hazardous pay, uniform allowance.
• Conformance Process: Procedure for establishing rates for unlisted occupations.