Airshow Hotel Rooms Shaw AFB

Questions & Answers / Clarifications

This document provides responses to contractor questions regarding Solicitation FA480326Q0016, "Airshow Hotel Rooms."

• Room Occupancy: While single occupancy is preferred, the government may accept 2 people per room if gender and rank are considered. Rooms do not all need to be in the same hotel.
• Location: 20 rooms must be in Sumter City; the remaining rooms can be within a 45-50 minute drive to Shaw AFB.
• Total Rooms: 70 rooms are requested.
• Breakfast: Preferred, but not mandatory.
• Cancellation Terms: 24-hour cancellation policy.
• Taxes: The Government does not pay taxes; these should not be included in the quote.
• Room Type Flexibility: An increased number of double beds would be accepted, even if the majority of rooms are double beds that could accommodate single occupancy.

This Q&A document clarifies key requirements related to room type, location, and occupancy, which may affect how bidders prepare their submissions. A "Salient Characteristics excel sheet" was attached in response to a contractor question.

Amendment / Modification

This amendment (0005) to solicitation FA480326Q0016 makes the following changes:

• Removes "Questions and Answers V1".

• Adds "Questions and Answers V2", which corrects Question 3 and Question 16 due to discrepancies, specifically noting that Question 3 did not have a complete answer.

• Extends the Solicitation response due date from Friday, February 20, 2026, at 1400 EST to Thursday, February 25, 2026, at 1400 EST.

• Adds a statement to Section M: "The Government reserves the right to award all or some of the hotel rooms."

• Section M (regarding award rights for hotel rooms)

• Questions and Answers (V1 deleted, V2 added)

• Solicitation Response Due Date

• The proposal submission deadline has been extended to February 25, 2026, at 1400 EST.

• Offerors are reminded to acknowledge receipt of this amendment by signing a copy and including it with their quote.

Amendment / Modification

• The solicitation due date has been extended.

• Response Due Date

• The proposal submission deadline has been moved from February 18, 2026, at 1400 EST to February 20, 2026, at 1400 EST.

• Offerors are reminded to acknowledge receipt of this amendment by signing a copy and including it with their quote.

Amendment / Modification

This amendment (0003) to solicitation FA480326Q0016 makes the following changes:

• Adds "Questions and Answers V1".

• Removes the previous "Questions and Answers" attachment.

• The "Questions and Answers" attachment has been updated.

• Offerors are reminded to acknowledge receipt of this Amendment 0003 by signing a copy and including it with their quote.

• All other terms and conditions of the solicitation remain unchanged.

Questions & Answers / Clarifications

This document provides responses to contractor questions regarding Solicitation FA480326Q0016 for Airshow Hotel Rooms.

• Room Occupancy: While single occupancy is preferred, the government may accept 2 people per room if necessary, considering gender and rank. Rooms do not all need to be in the same hotel.
• Location: Hotels should be within a 45-50 minute drive of Shaw AFB. A specific requirement is for 20 rooms to be in Sumter City.
• Room Types: While the initial request implied 50 king and 20 double beds, an increased number of double beds will be accepted.
• Amenities: Exterior room entrances are acceptable. Breakfast is preferred but not mandatory. A 24-hour cancellation policy is required. One parking spot per room is needed. Individually locked rooms and a 24-hour desk are preferred.
• Taxes: The Government does not pay taxes, and taxes should not be included in the quote.

This Q&A document clarifies requirements related to room occupancy, location, room types, and amenities, which may affect how bidders prepare their submissions. A "Salient Characteristics excel sheet" is attached, referenced in question 2.

Amendment / Modification

This amendment (0002) to Solicitation FA480326Q0016, dated 05 Feb 2026, makes the following changes:

• Quote Due Date: Extended to February 18, 2026, by 2:00 PM EST.

• Submission Instructions: Quotes must include a breakdown of hotel names, addresses, number of rooms reserved, and room descriptions. Submissions should be sent to Ms. Ebony Johnson and Mrs. Maria Del Mar Rodriguez Martinez.

• Technical Acceptability: Clarified that technical acceptability is determined by a technical narrative (max 5 pages) demonstrating the offeror meets minimum standards. The government will evaluate the first three lowest-priced offers for technical acceptability. If any of the first three are unacceptable, further offers will be evaluated until three technically acceptable offers are identified.

• Clause 52.212-2: This clause has been corrected and a duplicate has been removed.

• Offeror Reminders: Offerors must acknowledge receipt of this amendment and ensure quotes are valid through March 30, 2026.

• Solicitation FA480326Q0016, specifically Section 9A and related clauses (52.212-1 and 52.212-2).

• Instructions to Offerors.

• Evaluation Factors for Award.

• The deadline for submitting quotes has been extended.

• Specific requirements for quote content (hotel details) and technical narrative have been clarified.

• The evaluation process for technical acceptability has been detailed.

Amendment / Modification

This amendment (0001) to Solicitation FA480326Q0016, dated 05 Feb 2026, adds "Questions and Answers" to the solicitation documents.

• The "Questions and Answers" attachment has been added.

• Offerors are reminded to acknowledge receipt of this amendment by signing a copy and including it with their quote.

• All other terms and conditions remain unchanged.

Questions & Answers / Clarifications

This document provides responses to contractor questions regarding the "Airshow Hotel Rooms" solicitation (FA480326Q0016).

• Room Occupancy: While the government prefers not to have two people in a single occupancy room, it may be possible if gender and rank are considered. Rooms do not all need to be in the same hotel.
• Attachment: A "Salient Characteristics excel sheet" has been attached to the solicitation.
• Location: Hotels should be located within a 45-50 minute drive from Shaw AFB.
• Number of Rooms: 70 rooms are requested.
• Room Entrance: Hotels with exterior room entrances are acceptable.
• Security: Locking doors are required.
• Breakfast: Preferred, but not mandatory.
• Cancellation Terms: 24-hour cancellation policy is required.
• Parking: One parking spot per room is required.

These clarifications provide specific details on room occupancy, location, quantity, amenities, and administrative requirements, which may affect how bidders prepare their submissions.

Form / Attachment / Pricing Sheet

This document appears to be a pricing sheet or a breakdown of costs related to lodging for an event, likely an airshow given the filename.

• Room Types: Details include "Individual room (King Bed)" and "Individual room (double bed)".
• Quantities: Specifies the number of rooms required for each type (50 King, 20 Double).
• Nights: Indicates a 4-night stay.
• Dates: The period of performance for the lodging is March 26 to March 30.
• Pricing: The "PRICE" and "TOTAL" columns are currently populated with 0.0, suggesting that specific pricing details may need to be filled in by potential vendors or are pending further information.

This document provides specific requirements for lodging services, including the number and type of rooms, duration of stay, and dates. Bidders offering lodging services should use this information to prepare their pricing proposals. The zeroed-out price fields indicate that this sheet serves as a template for bidders to input their rates and calculate the total cost.

Solicitation / RFP / RFQ

This solicitation is for "Air Show Hotel Rooms" for the year 2026. The acquisition is set aside for Small Business and is being conducted via Request for Quote (RFQ).

• Procurement of hotel rooms for an Air Show in 2026.

• The rooms must be in strict accordance with "saline characteristics" as detailed in Attachment 1.

• Product Service Code: V231

• Pricing Arrangement: Firm Fixed Price

• Estimated Value: USD 40,000,000.00

• Period of Performance: March 26, 2026, to March 30, 2026.

• Offer Due Date: February 18, 2026, at 02:00 PM Local Time.

• Quotes must include pricing for CLIN 0001, a technical approach (max 5 pages), any discount terms, contractor information (name, address, CAGE code, GSA Schedule if applicable), contractor point of contact, completed Reps & Certs, and a signed SF 1449.

• Contractor Questions Cutoff Date: February 11, 2026, at 2:00 PM EST.

• Quotes must indicate prices are valid through March 30, 2026.

• Evaluation Factors: Lowest Price and Technical Acceptability. Technical Acceptability will be determined by a technical narrative demonstrating adherence to "saline characteristics." The government will evaluate the three lowest priced offers for technical acceptability.

• This acquisition is a Small Business set-aside.

• Attachment 1: Saline Characteristics, dated January 30, 2026, provides specific details.

• Payment will be made through Wide Area Workflow (WAWF) upon award and satisfactory performance.