FSCPE QandA.docx

FSCPE Q&A:

1. Please clarify how incidental charges (e.g., meals, minibar, personal expenses) should be handled. Will guests be responsible for their own incidental costs? Guests will be responsible for their own incidentals. Only guest rooms will be charged to the purchase order.

2. Will a tax exemption certificate be provided for this contract (as a third-party provider), allowing us to present it directly to the hotel? Or should all applicable taxes be included in the quoted rates? Yes, a tax-exempt certificate will be provided. No taxes shall be included in the room rates. The Federal Government does not pay taxes of any sort.

3. Could you please confirm if there is a required cancellation policy for this contract? Or if, would it be acceptable for us to apply the standard cancellation policy of the proposed hotel? The Government will not pay cancellation or attrition fees. If unforeseeable circumstances arise and cancellation is necessary, the Government will contact the hotel at the soonest possible time.

4. Could you please provide the exact location or address where lodging is preferred? Additionally, is there a required or preferred distance range that hotels must fall within?

There is no exact address, but the Navy Yard district is preferred. Other areas will be considered outside that area as long as it's close to metro, eateries, shopping and easily accessible to the Census Bureau in Suitland, Maryland. They don't want a long metro ride or a lot of transfers.

5. Could you please advise whether the required rooms should be single occupancy or double occupancy? All rooms are single occupancy.

6. Can multiple hotels be used to book the 35 sleeping rooms for September 15, 16 and 17? No, all rooms must be in one hotel.

7. Are all attendees commuting via Metro or will parking be required? No parking is required.

8. Within the navy yard district, are there any past favorite hotels that would be preferred? No

9. What are the payment terms for the purchase order?

The Contractor shall submit the invoice for the hotel guest rooms used after the event. Payment will be made via EFT within 30 days. Contractor must be registered in IPP system. Invoicing instructions are attached here:

PROCEDURES FOR INVOICING - Department of Commerce Electronic Submission of Payment Requests Invoicing Processing Platform (Dec 2022) Payment requests must be submitted electronically through the U.S. Department of the Treasury's Invoice Processing Platform System (IPP). "Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable payment request or invoicing instructions, Prompt Payment clause included in the contract, FAR 32.905 Payment Documentation and Process, or the FAR Clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. At the discretion of the Contracting Officer or the Contracting Officer’s Representative, additional documentation or information may be required.

The IPP website address is https://www.ipp.gov. The Contractor must use the IPP website to register, access, and use IPP for submitting payment requests. If not already enrolled, the Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email within three to five business days of the addition of the contract award to IPP. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email: IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting payment requests, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation. Contact the Contracting Officer for more information on submitting a waiver request.

10. Do any rooms need to be ADA accessible? Not that we are aware of at this time.

11. Who is the incubator vendor currently fulfilling these services and what is the contract number? This requirement was virtual previously.

12. Will there be a rooming list or will attendees be responsible for booking their own room under a group block? The program area will provide a rooming list for the anticipated number of attendees after the purchase order is awarded.

13. Is there a group name that we should be using? The group name to be used is “2026 Fall FSCPE Annual Meeting”.