TCE-HR Lodging and Transportation

Solicitation / RFP / RFQ

This solicitation seeks proposals for providing lodging and transportation services for authorized Civil Service Mariners (CIVMARs) assigned to the Military Sealift Command (MSC) in Fort Eustis, VA. The services are required to support the MSC Training Center East Hampton Roads (TC-E HR).

• Lodging: Hotels must be AAA Three Diamond rated or higher. Facilities must be located within a 25-mile radius of MSC TC-E HR and not separated by a tunnel. Each room must include a microwave and refrigerator. Functional internet, washers, and dryers must be provided. A business center with at least two computers and printers is required. Dining facilities must be available on-site or within a half-mile radius. Hotels must be listed on the current Hotel-Motel Master List.

• Transportation: Daily round-trip transportation is required between the hotel facilities and MSC TC-E HR (Buildings 667 and 827). Vehicles must be climate-controlled. Drivers and vehicles must meet all state and base requirements. DBIDS passes must be obtained within two weeks of contract award.

• Safety and Security: Security cameras are required at entry/exit points and lobby areas. Emergency battery lighting is required in common areas.

• Documentation: CIVMARs must present a valid US Government Common Access Card (CAC) for transportation. Identity verification (photo ID, Merchant Mariner Credential, CAC) is required upon check-in.

• Period of Performance: Five-year ordering period from October 1, 2026, to September 30, 2031. Includes an option for an additional period from October 1, 2031, to March 31, 2032.

• Estimated Volume: Approximately 50-95 rooms per night, with an estimated 34,675 single room nights per year. Approximately 30-50 CIVMARs require daily transportation, with an estimated 1,750 single trips per year.

• Contract Type: Firm Fixed Price.

• Minimum/Maximum Order Value: Minimum $609.35, Maximum $3,494,581.25 for the entire five-year ordering period.

• Proposal Submission: Proposals must be submitted electronically via PIEE in two separate volumes: Volume I (Price and Solicitation Documents) and Volume II (Technical Capability).

• Evaluation: Offers will be evaluated using a Lowest Price Technically Acceptable (LPTA) approach. Technical capability will be evaluated on an "acceptable" or "unacceptable" basis across five subfactors: General Requirements of Hotel Facilities, Fire and Safety Policies, Health and Sanitation, Transportation, and On-Site Inspection.

• Key Deadlines: Offeror questions are due 15 calendar days after the solicitation was posted on SAM.gov. Proposals are due by the date and time specified on SF 1449, block 8.

• The acquisition is set aside for Small Business.

• The solicitation includes numerous FAR and DFARS clauses related to contract terms, conditions, representations, and certifications.

• Attachments include TCE-HR Pricing Spreadsheet and Attachment B Onsite Checklist.

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

To provide lodging and transportation services for authorized Civil Service Mariners (CIVMARs) assigned to the Military Sealift Command (MSC) in Fort Eustis, VA.

• Provide lodging facilities within a 25-mile radius of MSC Training Center East Hampton Roads (TC-E HR), excluding hotels separated by a tunnel.

• Furnish necessary facilities, including furniture, equipment, and supplies.

• Provide transportation to and from the lodging facility and MSC TC-E HR.

• Ensure commute time does not exceed one hour each way during normal peak traffic hours.

• Five-year ordering period: October 1, 2026 - September 30, 2031

• Option 1: October 1, 2031 - March 31, 2032

• Hotels must meet or exceed AAA Three (3) Diamond Designation. Replacement is allowed within 12 months if rating is lost.

• Rooms must include microwave and refrigerator.

• On-site laundry facilities required (2 washers/2 dryers, or 3 of each if >50% of rooms are provided by one hotel).

• Free functional internet connection in each room and an on-site business center with computers and printers.

• Lodging facilities must be within 1/2 mile of public transportation or provide shuttle service.

• Sufficient single rooms must be available, with an estimated average of 50-95 rooms per night.

• Single room night rate per day, including all applicable taxes, fees, and charges.

• Government is tax-exempt.

• Estimated 34,675 single room nights in the base year.

• Reservations made by MSC designated POC; CIVMARs are not authorized to make their own.

• Reservations held until 6 p.m. on arrival date unless marked "late arrival".

• Contractor to provide official check-in and check-out letters.

• Daily hotel roster required.

• Provide dining facilities or ensure facilities are within 1/2 mile of each hotel.

• Written notice required for scheduled dining closures (24 hours prior).

• Hotels must be listed on the current Hotel-Motel Master List.

• Contractor responsible for notifying Site Manager/COR of hospital transport within 15 minutes.

• Security cameras required at entry/exit points and lobby areas.

• Emergency battery lighting required.

• Provide statement of illegal acts occurring on premises within 24 hours.

• Government not responsible for expenses not prescribed in contract.

• Contractor to provide means for storing/safeguarding valuables (safes or deposit boxes).

• Facilities subject to inspection and approval.

• Unannounced inspections may be conducted.

• Immediate notification required for substantial and imminent health hazards.

• Housekeeping services required.

• Daily round trip transportation to/from MSC Training Center (Building 667 and 827).

• Estimated 30-50 CIVMARS require daily transportation.

• Vehicles must be climate-controlled.

• DBIDS passes required within two weeks of contract award.

• Estimated 1,750 single trips per year.

• CIVMARs must present a valid US Government Common Access Card (CAC).

• Contractor must verify CIVMAR identity with two valid forms of identification (USCG MMC and CAC).

• Contractor shall not lodge CIVMARs at hotels undergoing renovation or major construction.

Form / Attachment / Pricing Sheet

This document is a pricing spreadsheet for the TCHR CIVMAR Lodging and Transportation opportunity. It outlines the estimated costs for a 5-year ordering period with a 6-month optional period (FAR 52.217-8).

• The spreadsheet is divided into sections for a Base Year, four Option Years, and the 6-month option period.
• Each year's section details costs for Direct Labor (Burdened Rates), Direct Material (including Lodging), Previous/Historical Contract costs, Other Direct Costs (Required Travel/Transportation), Material/Supplies, and Other miscellaneous costs.
• All cost categories within each year, including the optional period, are currently populated with $0.00. This indicates that either no costs are anticipated, or this is a template awaiting specific pricing input.

Bidders should use this spreadsheet as a template to input their proposed pricing for lodging and transportation services. The structure provided breaks down costs by year and category, which will be essential for developing a comprehensive and compliant proposal. The current $0.00 values highlight that bidders are expected to provide their own detailed cost estimations for all line items.

Form / Attachment / Pricing Sheet

This document appears to be a checklist used for visually inspecting hotel facilities as part of a larger requirement, likely related to a Performance Work Statement (PWS). It outlines specific criteria derived from various PWS paragraphs that will be checked during an onsite inspection.

• Technical Subfactor Reference: Links inspection items to specific PWS paragraphs.
• Hotel Name: Field to record the name of the hotel being inspected.
• Proposal States: Space to note what the vendor's proposal claims regarding the requirement.
• Visual Inspection Results: Field to record the outcome of the onsite inspection.
• Date: Field for the date of the inspection.

Specific PWS paragraphs and their corresponding inspection criteria include:

• PWS Para 1.7: Rooms equipped with microwave and refrigerator.
• PWS Para 1.8: Availability of functional washers and dryers (2 each, or 3 each if >50% of CIVMARs are in one hotel).
• PWS Para 1.12: Availability of dining facilities on premises or within 1/2 mile, including details like name, address, distance, and hours.
• PWS Para 1.15: On-site business center with specific equipment (2 desks, 2 computers, printer, copier).
• PWS Para 2.1: Safe deposit box in each room or a plan for installation within 14 days of award.
• PWS Para 2.3: Security cameras at entry/exit points and lobby.
• PWS Para 3.2: Emergency battery lighting in stairwells, lobby, common areas, and hallways.

This checklist is crucial for bidders to understand the specific, tangible requirements that will be verified during an onsite inspection of potential hotel facilities. Bidders should ensure their proposals clearly address each of these PWS-referenced criteria and that the proposed hotels can meet these standards. It highlights key areas of focus for facility compliance and operational readiness.