CONSOLIDATED INDUSTRY Questions and Answers 19AQMM26R0167 Permanent Change of Station -PCD-Lodging Program - final 07082026_COsigned.pdf

Q&A for Solicitation No. 19AQMM26R0167

CONSOLIDATED INDUSTRY Questions and Answers (Q&A)

Solicitation Number: 19AQMM26R0167

Title: Permanent Change of Station (PCS) Lodging Program

Submission due date per the solicitation for questions: June 15, 2026, 10:00 EST.

1. Introduction

This document provides a consolidated set of questions submitted by interested vendors and the Government’s responses. All questions and answers are provided equally to all offerors to ensure fair and open competition per FAR 15.201(a) and 15.206 (a-d).

2. Questions and Answers

Question 1:

Is there an incumbent contractor currently fulfilling this requirement?

Government Response:

YES.

Question 2:

If there is an incumbent, could the Government please provide the incumbent contract number?

19AQMM24F0667 - $30,490,476.26

19AQMM24F0670 - $20,422,196.57

19AQMM24F0674 - $45,011,587.58

Question 3:

What is the current or prior total contract value, including base and option periods, for this requirement?

Refer to Government Response #3.

Question 4:

What is the anticipated award date or target award timeframe?

We anticipate September 2026 award.

SBU - CONTRACTING AND ACQUISITIONS

Question 5:

Should offerors assume that move-ins and active lodging support may begin as early as August 1, 2026, or will there be a transition/start-up period after award?

We anticipate a transition/ start up period after award, but active lodging could commence as early as vendor confirms availability following the award.

Question 6:

What is the expected timing for the first occupants to move in after contract award?

Logistics for the occupants will be clarified during the transition/ start period after award. Active lodging could commence as early as vendor confirms availability following the award.

Question 7:

Will the Government accept a proposal that includes multiple properties under one prime offeror, provided each property meets the applicable requirements?

Question 8:

If multiple properties are proposed, should each property be described separately within the technical proposal, including location, unit mix, amenities, access, pet policy, safety features, and commute time to NFATC?

The specific properties available may vary over the contract period, but those which are submitted as part of the proposal need to meet the requirements outlined in the RFP.

Question 9:

Is there a maximum number of properties that one offeror may propose?

NO.

Question 10:

If an offeror proposes multiple properties, can the Government award or approve only some of the proposed properties, or would all properties need to be accepted as part of the award?

All proposed properties need to meet the technical specifications as outlined in the

RFP.

Question 11:

For properties that are not currently furnished but can be furnished prior to performance, will the Government consider them acceptable if the offeror demonstrates a clear furnishing plan, timeline, and readiness date?

Question 12:

Does the Government require committed inventory at the time of proposal submission, or may offerors submit properties with letters of intent, availability commitments, or subcontractor confirmations?

Offerors can submit properties with letters of intent that must have clear inventory plans and confirmations.

Question 13:

The solicitation references a minimum of 6,700 room nights per contractor per year. Should offerors demonstrate capacity for at least that amount specifically, or should they demonstrate capacity based on a larger anticipated allocation?

Offerors must demonstrate a minimum of 6,700 room nights per contractor per year as stated in the solicitation.

Question 14:

Will the Government provide historical monthly occupancy data or estimated monthly demand by unit type to assist offerors in pricing and planning inventory?

Offerors should refer to the solicitation which provides historical unit mix percentages.

Question 15:

The solicitation provides historical unit mix percentages for studios, one-bedroom, two-bedroom, and three-bedroom units. Should offerors price and propose all unit types, or may an offeror propose only certain unit types if the properties do not contain all four categories?

The offerors need to propose all four categories.

Question 16:

If the PCS Office authorizes a smaller unit type and that unit is unavailable, the solicitation allows a larger unit at the authorized rate with approval.

Should offerors explain their upgrade policy and inventory substitution process in the technical proposal?

YES, but it needs to conform to the requirement that if the requested unit type is unavailable, the offeror must provide a larger unit at the authorized rate with approval.

Question 17:

If a property is within five blocks of existing Department of State shuttle service, should the offeror still propose a separate shuttle plan, or is it sufficient to document proximity to the existing DOS shuttle service?

YES, it is sufficient to document proximity to the existing shuttle service.

Question 18:

For properties outside the five-block radius of existing DOS shuttle service, should the offeror include a dedicated shuttle subcontractor, or may shuttle service be finalized at the task order level?

The offeror must include a dedicated shuttle subcontractor.

Question 19:

Will parking costs, pet deposits, housekeeping, early check-in, late check-out, and other property-specific charges be evaluated as part of price, or are these considered traveler-responsible items outside the Government-paid lodging rate?

These are considered traveler-responsible costs outside the Government-paid lodging rate.

Question 20:

Does the Government have a preferred structure for property owner or apartment community participation, such as subcontract agreements, letters of commitment, letters of authorization, or property availability letters?

NO, there is no preferred structure, any evidence of agreement between the property owner and the offeror is acceptable.

Question 21:

If multiple IDIQ awards are made, how does the Government anticipate allocating room nights among awardees?

The government will present Department of State (DOS) travelers with information about the multiple awardees, and the travelers will make their selections according to personal preferences.

Question 22:

Will task orders be competed among IDIQ awardees, rotated, or assigned based on availability, performance, property suitability, price, or traveler needs?

Traveler preference.

Question 23:

Should offerors include sample lease documents, house rules, reservation procedures, billing procedures, and quality inspection forms in the proposal, or should those be provided after award?

YES, offerors should include in the proposal.

Question 24:

Are there any known concerns or performance issues under the current or prior contract that the Government would like new offerors to address in their technical approach?

The government cannot provide information regarding concerns or performance issues under the current or previous contract. Offerors should rely solely on the details provided within the solicitation and any formally issued amendments.

Question 25:

Section C.6 requires the Contractor to maintain sufficient inventory at all times and treats failure to provide a required unit size as a material failure to perform. However, Section B.6 limits the Government's guaranteed minimum to $10,000 total and Section C.8.3 provides payment only for actual occupied nights. How does the Government expect Contractors to maintain dedicated inventory availability without compensation for unoccupied reserved capacity? Will the Government consider a minimum guaranteed room-night commitment per year?

The Contractor shall maintain sufficient inventory to offer all required unit sizes identified in this contract. This refers to maintaining availability as opposed to physical inventory.

Question 26:

Does the Department provide advance class enrollment data, upcoming training schedules, or any form of demand forecasting to assist Contractors in planning inventory? Since reservations are processed individually through PCSLodgingProgram@state.gov, what is the typical lead time

Contractors can expect between reservation request and check-in date?

YES, the government provides advance class enrollment data and upcoming training schedules. Lead time varies according to traveler efficiency – some travelers are quick to make their reservations; others leave it to the last minute.

The government encourages all travelers to reach out to vendors as early as possible. The majority of Travel Authorizations (TAs) are issued up to two months in advance of travel.

Question 27:

Section L.9.2 item 5 states the Offeror shall propose one price applicable to all rooms. Does this mean studios, one-bedroom, two-bedroom, and three-bedroom units are all billed at the same fixed-unit-price per room night?

Question 28:

Section C.3.7 requires 10% three-bedroom units. Most extended-stay hotel properties do not offer three-bedroom suite configurations. Will the

Government accept alternative configurations such as adjoining rooms to meet the three-bedroom requirement?

YES, as long as the security standards are met.

mailto:PCSLodgingProgram@state.gov

Question 29:

Section C.6.3 requires at least 75% of units to accept pets. Is this requirement measured across the Contractor's total inventory portfolio or per individual property?

This requirement of 75% of units accepting pets is measured across total inventory made available to travelers.

Question 30:

Section C.4.3.5 states housekeeping services are billed directly to DOS-sponsored personnel. What level of housekeeping, if any, is included in the fixed-unit-price room rate? For long-term stays, is periodic linen service or cleaning included, or is all housekeeping an additional charge to the traveler?

Housekeeping is not included in the fixed-unit-price room rate. DOS-sponsored personnel are responsible for all housekeeping services if the vendor chooses to offer and the traveler chooses to accept. The unit should be provided to the traveler in a clean and serviceable condition. Units should have sufficient linens and items such as broom, mop, vacuum cleaner in order for traveler to do their own housekeeping. The traveler will acquire their own cleaning products.

Question 31:

Section C.3.3.b requires DOS-sponsored personnel to execute a lease agreement at check-in. In a hotel or extended-stay hotel setting, lease agreements are not standard practice. Will the Government accept a hotel registration agreement or guest services agreement in lieu of a formal lease?

NO, there needs to be a lease agreement for the protection of the offeror.

Government-sponsored personnel may find themselves having to self-pay for days which are not covered under their travel authorization, for example if a traveler takes annual leave, if they check in prior to or check out later than the authorized dates. The lease agreement can also establish liability for damages or loss.

Question 32:

Section C.3.7 states the PCS Office may amend unit size criteria at any time without prior notice. How should Contractor’s plan and maintain inventory against a unit type mix that may change without advance notification?

YES, The PCS Office does not intend to exercise this right in a frivolous manner but reserves the right to institute changes if circumstances dictate. Any changes will be communicated to the contractor with as much advanced notice as possible.

Question 33:

Section C.2 states a suggested percentage of 35 percent discount. Section L.9.2 encourages Offerors to propose 35% or greater. Is 35% a mandatory minimum discount or is the Government willing to evaluate proposals with a discount below 35%?

The Government cannot provide clarification beyond the language already stated in the solicitation. Please rely on the requirements as written.

Question 34:

The contract year runs August 1 through July 31 but GSA per diem rates change on October 1. Please confirm that in any given contract year, the

Contractor invoices at the prior fiscal year GSA rate for August and

September, then at the new GSA rate from October through July, with the same contractual discount percentage applied throughout.

YES

Question 35:

Solicitation Reference: Section B.7, FAR 52.212-5(c)(1) item (1)

Section B.7 explicitly states: "This contract is not subject to the Service

Contract Labor Standards (SCLS) statute because the principal purpose of the contract is not to furnish services in the United States through the use of service employees." However, FAR 52.222-41 is checked as applicable in

Section I at FAR 52.212-5(c)(1). These provisions appear to conflict. Please confirm: Does SCLS apply to any labor category under this contract? If yes, please specify which CLINs and labor categories are covered and provide or confirm the applicable wage determination number for the performance location.

52.222-41 does not apply.

Question 36:

Solicitation Reference: Section C.7, Section C.7.2

Section C.7.2 exempts properties within five blocks of the DOS HST-NFATC-

HST shuttle route in Rosslyn, Virginia from the contractor-provided shuttle requirement. Please provide the specific geographic boundaries, such as street intersections or addresses, defining the five-block exempt zone around the

Rosslyn Metro/N Ft Myer and Wilson Blvd area and around Oakwood

Arlington at N Pierce St and Clarendon Blvd. Additionally, if all of a contractor's proposed properties fall within the exempt zone, please confirm that CLIN X002 would be priced at $0 per month and that this does not negatively affect technical evaluation or competitive standing.

If any property falls within the exempt zone there is no requirement to provide a shuttle service from that property.

Question 37:

Solicitation Reference: Sections C.3.6, C.3.7, and C.6

a. Sections C.3.6, C.3.7, and C.6 require the Contractor to "maintain sufficient inventory to offer all required unit sizes at all times."

The solicitation estimates total program demand at 750 to 900 daily room nights across all awardees and establishes a per-contractor minimum of 6,700 room nights per year. Please clarify the following:

i. What is the minimum number of units by type, specifically studios, one-bedroom, two-bedroom, and three-bedroom, that a contractor must have under agreement, lease, or ownership at any given time to satisfy the sufficient inventory requirement?

ii. Must those units be held exclusively for DOS-sponsored personnel, meaning they are unavailable for other guests when DOS is not occupying them, or may the contractor use those same units to serve other clients during periods when

DOS demand is below the contractor's total available capacity

iii. For evaluation purposes, will the government assess inventory sufficiency based on the total program daily estimate of 750 to 900 rooms, each contractor's expected proportional share, or the per-contract minimum of 6,700 room nights per year?

i. The minimum number of units by type must meet the daily estimate to satisfy the inventory requirement.

ii. The units must be available for DOS-sponsored personnel.

iii. The government will assess inventory sufficiency based on the daily estimated of 750 to 900 rooms.

Question 38:

Solicitation Reference: Section L.8.2, Factor C, Section M.5.3

a. Factor C requires offerors to provide a detailed list of all properties proposed and states that proof of ownership, lease, or agreements to lease shall be provided upon request. Please confirm: Is proof of ownership, lease, or agreement to lease required to be submitted with the initial proposal on July 8, or is it required only upon the government's post-submission request?

If required at proposal submission, please clarify what form of documentation is acceptable, for example a letter of intent, a preliminary term sheet, an executed lease, or a binding subcontract agreement.

Government Response: Offerors can provide post-submission, and the acceptable form of documentation is a letter of intent.

Question 39:

Solicitation Reference: Section B.5, Attachment A, Section L.9.2

a. Attachment A uses a single CLIN X001A Room Night rate applicable to all unit types. Please confirm: (a) Offerors propose one percentage discount that applies equally to studios, one-bedroom, two-bedroom, and three-bedroom units, meaning all unit types are billed at the same nightly rate regardless of size. (b)

The Government-Estimated Price per Room Night of $233.99 in the current Attachment A is a blended evaluation rate used for proposal comparison purposes only, and actual monthly billing rates will be recalculated each month using the published GSA per diem rate for the applicable area with the contractor's awarded discount percentage applied to those actual monthly rates.

Offerors propose one percentage discount that applies equally such that all unit types are billed at the same nightly rate regardless of size.

Question 40:

Does maintaining current reps and certs in SAM fully satisfy 52.204-8 and

52.212-3, or must any signed reps/certs be submitted separately with the proposal?

Per FAR 52.212-3 (Commercial Acquisitions), offerors who have active SAM

R&Cs, they only need to complete paragraph (b) of 52.212-3 during the proposal phase. If they haven’t completed SAM R&Cs, they must complete paragraphs (c)–

(v) of the clause instead.

Question 41:

Where should the EFT information required by 52.232-38 be placed, given

Volume I must contain no price information and Volume II is the price volume?

Offerors should review FAR 52.232-38 and follow as prescribed in the provision.

Question 42:

C.3.8 Length of Stay and Seasonality-

What is the projected number of reservations for under 30 days? Short-term business has increased cleaning costs and taxes.

The current estimate for reservations under 30 days is no more than 10% of all reservations.

Question 43:

C.5.1 Minimum Amenities Required- Each individual unit door must be equipped with both primary lock and secondary deadbolt lock. Can you confirm if this requirement is for the main entry door or each interior door?

Is this a new requirement, as very few if any apartments have this secondary lock?

This requirement is for the main entry door. Individual unit door means main entry door to each unit, not interior door to rooms inside a unit.

Question 44:

C.7 SHUTTLE TRANSPORTATION SERVICE

For the transportation cost, is that a flat monthly cost regardless of ridership?

If it is flat, what is the ridership we should anticipate?

YES, it is a flat monthly cost regardless of ridership. Shuttle service must be provided even if only one DOS-sponsored personnel is currently in residence.

Ridership will vary according to occupancy rates.

Question 45:

C.3.7 Unit Size Allocation

The proposal states the following: “For planning purposes, the Department of

State estimates that total annual program usage may be approximately

250,000 to 293,000 room nights.” Attachment: A Lodging Pricing Table shows an estimate of 231,000 room nights/year. Can you please confirm the appropriate estimated number of room nights/year?

The estimated number of room nights/year is approximately 250,000 to 293,000 room nights/year.

Question 46:

Section 6 1a. "Offerors are encouraged to propose a contractor-applied discount of 35% or greater off the lodging rates specified by GSA".

If an offeror offers a discount of less than 35% will this preclude them from being considered for an award?

Refer to Government Response #33.

Question 47:

Regarding Attachment A - Lodging Pricing Table, will the Government consider using separate CLINs for studios, 1 bedroom, 2 bedrooms and 3 bedrooms for contractors to propose different % discounts for each? Due to extreme differences in costs between the room types, both the Government and Contractors will realize more accurate pricing for each individual room type.

Question 48:

The proposal states: "Traveler means an employee or intern of the

Department of State, and eligible family members (see 14 FAM 511.3), traveling to the Washington DC metro area to receive professional training.”

Will Eligible Family Members (EFM) be eligible for additional funding to accommodate additional 2- and 3-bedroom units?

Eligibility of Family Members (EFM) for additional funding is not relevant to the contract pricing requirements.

Question 49:

The solicitation references corporate housing, furnished apartments, and apartment-style accommodations. Would the Government consider proposals that offer extended-stay hotel accommodations in lieu of apartment-style units, provided the accommodation meets the required amenities, occupancy, and performance standards outlined in the solicitation?

YES, provided the accommodation meets all the requirements outlined in the solicitation.

Question 50:

If an offeror is only able to provide certain unit types—such as one-bedroom and two-bedroom accommodations—but cannot provide the full range of unit sizes identified in the solicitation, would the Government consider awarding that offeror a portion of the requirement corresponding to the unit types they are able to provide?

NO. Offerors must provide all unit types.

Question 51:

B.3 Fixed-Unit Price Contract Type; confirm the Fixed-Unit-Price requested is to be a flat rate for all apartment types (Studio through 3-bedroom types).

YES, the Fixed-Unit Price requested is to be a flat rate for all apartment types.

Question 52:

C.3.3 Reservations, Check-in and Reports, in the past travelers were given choice of vendor, property and location, will this continue with the new contract? Further how will vendors be selected or assigned with each Task

Order?

YES, DOS-sponsored personnel select their preferred vendor, property, and location.

Question 53:

C.4.3.5, Additional Charges, are housekeeping services required during travelers' stay? Can you confirm that charges for any housekeeping services requested will be the responsibility of the DOS-sponsored personnel? Can you confirm that charges for any parking requested will be the responsibility of the DOS-sponsored personnel?

YES, housekeeping is not included in the fixed-unit-price room rate. DOS-sponsored personnel are responsible for housekeeping services if the vendor chooses to offer and the traveler chooses to accept; same for parking.

Question 54:

C.5.1 Minimum Amenities Required Smart TVs with basic channels, if basic channels can be provided on Smart TV apps, does that eliminate the need for paid cable service?

Question 55:

C.6 REQUIREMENT – LODGING FOR ALL BUILDINGS

The contractor shall maintain sufficient inventory to offer all required unit sized, always identified in this contract; what is considered enough inventory the contractor will need to maintain to ensure they do not fail to perform.

The contractor must maintain inventory sufficiency based on the daily estimate of

500 to 750 rooms.

Question 56:

C.7 SHUTTLE TRANSPORTATION SERVICE, in the past DC properties were not required to provide shuttle service. Will shuttle service be required for DC properties in new contract? For Shuttle service, what is the maximum number of blocks that a traveler can walk to and from for pick-up or drop-off location. For Shuttle Service, can shuttle pick-up and drop off to and from FSI be from a Metro Station?

YES, shuttle services are required for all properties outside the five-block radius of the Harry S. Truman (HST)-Rosslyn-National Foreign Affairs Training Center

(NFATC) shuttle.

Question 57:

How many separate Task Orders does the Government anticipate executing per year under Multiple Award IDIQ?

The number of Task Orders issued will be determined at award.

Question 58:

Many apartment communities require background screenings for all residents and occupants. If a property requires a background check application to be completed at move-in, will DOS sponsored personnel participate in and comply with the property’s screening requirements? Further will DOS provide official documentation that the apartments communities may confirm that all DOS-sponsored personnel have already undergone through background screening and vetting?

DOS will not provide official documentation of background screening or vetting. If a property requires a background check application to be completed at move-in, this must be made clear to DOS-sponsored personnel in advance of a confirmed reservation such that they can opt in or select a different property.

Question 59:

Will government pay for vacant rooms when there is a gap between departures and arrives of DOS personnel?

Question 60:

What is the allowable timeframe for turn-cleans between departures and arrivals?

Offerors must meet the cleanliness standards established in the RFP.

Question 61:

Is there a rotation scheduled for the traveler? What is the likelihood of a traveler staying in a unit for June one night?

There is no rotation scheduled for a traveler.

Length of stay may vary from one night to 365 nights.

Question 62:

Will the government accept Direct TV, which has local channels, in lieu of cable TV?

Question 63:

Please clarify how DOS intends to allocate lodging requirements among awarded contractors, including: (a) whether DOS anticipates allocating requirements equally among awardees; (b) whether DOS intends to allocate requirements in accordance with the planning assumptions identified in the solicitation (15% Studio, 45% One-Bedroom, 30% Two-Bedroom, and 10%

Three-Bedroom); (c) whether DOS will take steps to ensure that no contractor receives a disproportionate share of higher-cost unit configurations; and (d) whether DOS intends to monitor allocation outcomes throughout contract performance.

DOS-sponsored employees shall select lodging according to personal preference.

Question 64:

Please clarify: (a) how DOS defines contractor performance for purposes of room-night allocation; (b) whether contractor performance will be measured using objective metrics established prior to award; (c) whether factors outside a contractor's control, including market inventory limitations, participant preferences, DOS-directed unit assignments, geographic restrictions, or temporary shortages in specific unit configurations, may influence allocation decisions; and (d) whether contractors will receive periodic performance reports and allocation data sufficient to understand how allocations are being made.

Refer to Government Response #63.

Question 65:

Please clarify: (a) the historical period used to develop the published percentages; (b) whether the percentages reflect actual occupied room nights by unit type under prior PCS Lodging Program contracts; (c) whether DOS adjusted the percentages to account for anticipated future policy changes regarding authorized unit size; and (d) whether DOS will provide historical utilization by unit configuration for the prior three program years.

The Government cannot provide additional insight into internal planning assumptions or considerations beyond what is stated in the solicitation. Please rely on the solicitation and its attachments as written.

Question 66:

Please clarify: (a) whether the published unit-mix assumptions reflect historical utilization patterns or anticipated future assignment policies; (b) whether DOS anticipates increased utilization of Studio accommodations relative to prior years; (c) whether DOS evaluated the availability of Studio inventory within the relevant market before adopting this assumption; and (d) whether future changes to unit-size criteria will be considered when evaluating contractor performance and inventory availability.

Question 67:

Please clarify: (a) whether DOS conducted market research regarding the availability of Studio and Three-Bedroom inventory within the Washington metropolitan area; (b) whether DOS considered the physical distribution of unit types in multifamily properties; (c) whether DOS considered limitations imposed by property management companies regarding corporate inventory allocations, approved-vendor participation, or exclusivity arrangements; and

(d) how DOS intends to evaluate contractor performance where shortages in specific unit types result from market inventory constraints rather than contractor actions.

Question 68:

Please clarify whether DOS considered these market conditions when developing the solicitation requirements and whether such factors were incorporated into the planning assumptions underlying the PCS Lodging

Program, including anticipated inventory availability, required unit mix, and contractor performance expectations.

Question 69:

Please clarify: (a) whether DOS intends to distinguish between contractor-caused shortages and market-driven shortages; (b) whether documented shortages of particular unit configurations may negatively affect contractor performance assessments; (c) whether repeated substitutions arising from market availability constraints will be treated as performance failures; and

(d) whether DOS considered the cost implications of requiring larger units when the authorized unit type is not physically available in the market.

Question 70:

Please clarify: (a) whether DOS expects contractors to reserve inventory in anticipation of future assignments; (b) whether DOS will provide contractor-specific forecasts to support inventory planning; (c) how DOS expects contractors to manage financial risk associated with inventory commitments where actual allocations may vary; and (d) whether DOS will provide periodic allocation and demand forecasts during performance.

The Contractor shall maintain sufficient inventory to offer all required unit sizes identified in this contract. This refers to maintaining availability as opposed to physical inventory.

Question 71:

Please clarify: (a) whether DOS will evaluate proposed pricing using the annual average daily rate reflected in Attachment A; (b) whether contract administration and invoicing will be based upon monthly GSA lodging per diem rates in effect at the time lodging is provided; (c) whether the proposed discount percentage will be applied against monthly per diem rates or against an annual average rate; and (d) how DOS intends to reconcile any differences between the evaluation methodology and contract administration methodology.

The government will assess inventory sufficiency based on the daily estimation of

750 to 900 rooms.

Question 72:

Please clarify: (a) whether DOS evaluated alternative pricing structures during acquisition planning; (b) whether DOS considered the differing market costs associated with each unit type; (c) whether DOS considered the potential impact of a single discount methodology on contractor pricing strategies; and (d) whether the evaluation methodology assumes uniform cost structures across all accommodation types.

Regarding the Government rationale to consolidate all unit types under a single

Contract Line-Item Number (CLIN). The government determined that a single room rate structure is both operationally appropriate and contractually defensible, based on a proven track record and strong contractual protections.

This model is not theoretical — it is already working. The government currently has a contractor operating successfully under a single room rate structure across apartment sizes. That arrangement has not produced the gaming behavior some offerors raised as a concern. This experience gives confidence that the model is viable and that responsible contractors can perform effectively under it.

The government has incorporated robust contract language specifically designed to prevent and address bad-faith performance. These provisions:

• Establish clear, measurable performance standards;

• Define unacceptable practices with specificity; and

• Provide the Government with concrete enforcement mechanisms to protect its interests.

Offerors should review these provisions carefully, as they reflect our commitment to holding all parties — including the Government — to a high standard of performance. Should a contractor engage in gaming or other inappropriate conduct, the government will exercise the full range of contractual remedies — up to and including contract termination. The contract language provides the government with the authority to act swiftly and decisively against any contractor who fails to perform in good faith.

The government is confident that the single room rate structure strikes the right balance between administrative efficiency and appropriate risk management. The simplicity of a unified rate structure reduces administrative burden for both parties, while contractual protections and active oversight provide meaningful safeguards against the concerns of gaming.

Question 73:

Please clarify: (a) the analysis used to establish the 35% discount assumption;

(b) whether DOS evaluated historical pricing submitted under prior PCS

Lodging Program contracts; (c) whether DOS analyzed the cost impact associated with removing shuttle transportation, parking, and housekeeping from the lodging pricing structure; and (d) whether market research was conducted to validate the achievability of the revised discount assumption in the current furnished housing market.

The government took into consideration the cost impact associated with removing parking and housekeeping from the lodging pricing structure. Also, refer to

Government response #72 for additional information.

Question 74:

Please clarify whether DOS conducted an analysis of historical PCS Lodging

Program pricing and, if so: (a) whether historical pricing was evaluated by accommodation type; (b) whether DOS assessed contractor utilization patterns and inventory costs; (c) whether DOS considered the relationship between historical pricing, participant satisfaction, and contractor performance; and (d) whether the results of such analysis informed the revised pricing methodology.

Refer to Government Response #72.

Question 75:

Please clarify: (a) whether DOS conducted market research regarding furnished housing availability and pricing within the Washington metropolitan area; (b) whether DOS evaluated current corporate housing market conditions by unit type; (c) whether DOS considered the differing market characteristics and pricing dynamics associated with hotel rooms, studio apartments, one-bedroom apartments, two-bedroom apartments, and three-bedroom apartments when developing the pricing methodology and discount assumptions contained in Attachment A; (d) whether DOS consulted existing PCS Lodging Program contractors or other market participants regarding inventory availability and pricing; and (e) whether market research findings were incorporated into the final solicitation requirements and evaluation methodology.

Question 76:

Please clarify: (a) whether DOS evaluated the operational and pricing impacts of eliminating accommodation-specific discounts; (b) whether DOS considered the differing cost structures associated with each accommodation type; (c) whether DOS analyzed the potential impact on competition and pricing; and

(d) whether DOS considered retaining accommodation-specific discounts while evaluating proposals on a weighted-average basis using the stated

15%/45%/30%/10% demand assumptions.

Question 77:

Please clarify whether DOS will allow contractor to increase its Firm Fixed

Price for CLIN X002 if there are significant market fluctuations such as a spike in the price of fuel.

The Government cannot provide interpretation or additional guidance beyond what is stated in the solicitation. Please rely on the terms and conditions as written regarding any price adjustments for CLIN X002.

Question 78:

Please clarify: (a) whether DOS identified specific deficiencies under the prior

PCS Lodging Program structure that necessitated these changes; (b) whether

DOS conducted acquisition planning, market research, and industry analysis to evaluate the anticipated impacts of the revised approach; (c) whether DOS evaluated the potential effects of the revised structure on pricing, inventory availability, contractor participation, participant satisfaction, and long-term contract performance; (d) whether DOS considered the relationship between contractor financial incentives, inventory commitments, competition, and performance outcomes when developing the solicitation's pricing methodology and discount assumptions; and (e) whether any findings from those analyses can be shared with prospective offerors to support realistic proposal preparation.

Question 79:

Please clarify: (a) whether DOS considered the cost implications associated with maintaining approximately 15% unoccupied inventory capacity when developing the solicitation's pricing assumptions; (b) whether DOS considered the financial impact of requiring contractors to maintain reserve inventory across multiple unit configurations; (c) whether DOS considered the interaction between reserve inventory requirements, unit-size availability, and the proposed discount methodology; and (d) whether the historical occupancy data used by DOS was incorporated into the acquisition planning and market research supporting this solicitation.

Question 80:

Clarify: (a) whether DOS considered the use of multifamily revenue management systems, including YieldStar (RealPage), LRO, or similar dynamic pricing models, when conducting market research and developing the pricing assumptions underlying this solicitation; (b) whether DOS evaluated historical apartment rental growth and pricing trends within the

National Capital Region, including furnished apartment accommodations commonly utilized under the PCS Lodging Program; (c) whether DOS considered that rental rate increases for apartment accommodations may differ materially from annual GSA lodging per diem adjustments; (d) whether

DOS evaluated the potential impact of long-term divergence between apartment rental market conditions and GSA lodging rate adjustments on contractor pricing, inventory availability, competition, and contract performance; and (e) whether any such analyses or market research findings were incorporated into the pricing methodology, discount assumptions, and evaluation structure reflected in Attachment A.

Question 81:

The RFP states that “The offeror shall submit a resume for the proposed

Program Manager” (alone) but then goes on to mention “their key personnel”

(plural). Please clarify whether it’s just the Program Manager’s resume that is required or all key personnel.

Offeror must provide a resume for The Program Manager and resume(s) for proposed key personnel.

Question 82:

Is it the position of DoS contracting that it is in their interest to offer contractors opportunities for financial rewards sufficient to stimulate efficient contract performance, and attract the best capabilities of qualified small business concerns?

Question 83:

The solicitation references Program Office Meetings as a forum for

Contractors and Department representatives to communicate current issues, resolve potential problems, discuss future initiatives, and address contract matters. Please clarify whether DOS anticipates conducting Program Office

Meetings on a recurring basis and, if so, the anticipated frequency of such meetings.

DOS anticipates conducting Program Office Meetings on a recurring basis and the frequency shall be determined after award.

Question 84:

Section C.6.3 limits pet deposits to $750.00 per year. Please clarify whether

DOS considered permitting contractors to pass through actual pet-related fees, deposits, and charges imposed by the underlying property owner or manager, rather than applying a fix cap. If not, please provide additional information regarding the market research and commercial practice analysis used to establish the $750 limitation.

Question 85:

The solicitation is classified under NAICS 721110 (Hotels and Motels), while

Section C.6.1 indicates that the PCS Lodging Program may be fulfilled through corporate housing and furnished apartment accommodations. Please clarify whether DOS evaluated alternative NAICS classifications, including

NAICS 531110 (Lessors of Residential Buildings and Dwellings), during acquisition planning and whether the selected NAICS code reflects the accommodation types historically utilized under the PCS Lodging Program.

Question 86:

We are a little unclear about the lodging requirement. Can you provide us with some type of estimated number of DOS members this requirement is anticipating supporting as well as the estimate duration of time each of these members will be staying?

The Government cannot further clarify beyond the language/ instructions already stated in the solicitation. Please rely on the requirements as written in the RFP to draft your response.

Question 87:

If we propose a lodging location, is the expectation that whichever unit mix and number of rooms we are proposing be available to DOS for the entire duration (1 Year, 4 Base Years) of the contract? For example, if we are proposing 10 of each unit mix, do those apartments have to be available to

DOS for the entire one or five years?

Question 88:

If you will not provide an estimate number of DOS members and duration of time each member will be staying at this time, when will the vendors awarded the contract be provided with this information?

Refer to Government Response #86.

Question 89:

What is the minimum number of annual rooms a vendor can provide to be deemed an acceptable proposal?

Question 90:

My company is not an extended stay, hotel nor apartment complex. Are there any restrictions on third party companies submitting bids?

Question 91:

Is there a limit on how many corporate-style housing facilities my company can present as proposed locations? For example, we identify five lodging facility partners which are each at different locations and each can provide a different number of annual rooms. Can we propose all five of those locations in our proposal?

Question 92:

Section C.3.3.a states that the Contractor shall verify reservation information and receive confirmations exclusively via PCSLodgingProgram@state.gov. To minimize processing latency and human error, will the Department permit the web-based reservation service to programmatically send structured data payloads to this inbox and ingest confirmations via secure webhooks or an email-parsing bridge, or does the Department require a human-in-the-loop email workflow for every transaction?

The Contractor shall verify reservation information and receive confirmations exclusively via PCSLodgingProgram@state.gov.

Question 93:

Section C.3.3.b mandates that the Contractor obtain credit card records and explicit authority from DOS-sponsored personnel to charge them directly for unauthorized dates and incidentals. Considering that this is a federal system processing Department personnel data, does the web-based reservation service need to be hosted within a FedRAMP-authorized environment, or is utilizing a PCI-DSS compliant, tokenized third-party payment vault (such as

Stripe Elements) processing external to government servers acceptable?

The FedRAMP requirement in Section C.3.3.b applies to the web-based reservation system as a whole, not solely to credit card processing. A tokenized, PCI-DSS-compliant payment vault (such as Stripe Elements) may reduce PCI-DSS scope for the payment function, but it does not satisfy or replace the FedRAMP requirement for the system that collects, transmits, and retains DOS personnel information, including the credit card authorization records and personnel authorizations required under C.3.3.b. The reservation platform must therefore be hosted within a

FedRAMP-authorized environment, regardless of whether card processing itself is outsourced to a third-party tokenized vault.

Question 94:

Section C.8.3 specifies that the Department bears no responsibility for unauthorized dates or individual traveler fees, while authorized stays are billed monthly via a single consolidated invoice. Can the Department clarify if the web-based reservation system must dynamically split transactions at the point of booking—automatically generating a DOS-facing invoice tracking the standard CLIN rate alongside a separate, citizen-facing portal for personal incidental collection?

The Offeror is not obliged to dynamically split transactions at the point of booking.

Question 95:

The contract instructions require all payment requests to be submitted electronically via the Invoice Processing Platform at www.ipp.gov with strict character and file size constraints. Is the web-based reservation service expected to integrate directly with the IPP via an API to push the monthly consolidated occupancy invoices automatically, or is the system simply required to export a compliant flat file (e.g., CSV or XML) for manual upload by the prime contractor's billing team?

The web-based reservation service is not expected to integrate directly with the

IPP. The Contractor shall submit payment requests electronically using the Invoice

Processing Platform (IPP) at www.ipp.gov.

Question 96:

Section C.9.1 states that if an upgraded unit is confirmed without prior approval from the PCS Office, the Contractor must bill the Department at the smaller, originally authorized unit size rate. To protect billing integrity, does the Department require the reservation software to feature a hard programmatic cap that automatically suppresses contract pricing to the authorized unit size tier if an upgrade mutation occurs, or should this be handled post-occupancy during manual invoice reconciliation?

https://www.ipp.gov/

All units must be priced at the same rate as instructed in the RFP.

Question 97:

Does the reservation system need to support and display bookings at the individual room level, or only at the unit level?

The reservation system needs to support and display bookings at the unit level.

Question 98:

Please clarify the billing methodology. Will billing be based on the authorized unit size or actual occupancy?

The billing methodology is based on actual occupancy and unit size.

Question 99:

If an individual fails to pay for services or charges owed, what resources or support will be available for collection efforts? Will the client provide assistance in pursuing outstanding balances?

The Contractor shall be solely responsible for pursuing outstanding balances according to the lease agreement signed with the DOS-sponsored personnel.

Question 100:

Will turnovers occur at the unit level only, or at the individual room level as well? If room-level turnover occurs, will room-level cleaning be required?

Turnover occurs at the unit level only however thorough cleaning and “make ready” is required after each unit is vacated in preparation for new occupants.

Question 101:

Section C.3.7 states that the Department may amend unit-size criteria at any time. If revised criteria materially alter the anticipated mix of Studio, 1BR, 2BR, and 3BR requirements, what mechanism will be used to address impacts on contractor inventory commitments and pricing assumptions?

Revised criteria are not expected to materially alter the anticipated mix of Studio, 1BR, 2BR, and 3BR requirements.

Question 102:

Section C.3.7 states that no maximum allocation of room nights is guaranteed to any contractor and that contractors should be prepared to provide quantities potentially exceeding the annual program estimate. Please clarify the anticipated methodology for distributing room nights among multiple awardees and whether any practical allocation limits are contemplated.

DOS-sponsored travelers select their preferred property from the proposed options.

Question 103:

Section C.4.2.6(d) requires adequate onsite front desk and/or security personnel 24 hours per day, seven days per week. Please confirm that professionally managed apartment communities utilizing controlled access, emergency maintenance response services, after-hours call centers, and/or third-party security arrangements satisfy this requirement and that a continuously staffed hotel-style front desk is not required.

Offerors must demonstrate in their proposal that adequate onsite front desk and/or security personnel are available 24 hours per day, seven days per week.

Question 104:

Section C.6 requires the Contractor to maintain sufficient inventory to offer all required unit sizes at all times. Please clarify whether this requirement is intended to apply at the program level based on commercially available inventory within the Contractor's housing network, rather than requiring continuous availability of every unit type at all times regardless of market conditions.

Question 105:

Please clarify whether housing options that exceed the general 30-minute commute guideline may be offered when specifically requested or approved by the PCS Office or DOS-sponsored traveler. If such exceptions are permitted, please confirm that providing those accommodations would not constitute noncompliance with Section C.6.2.

The offerors must comply with C.6.2 as described in the RFP.

Question 106:

Section C.8.3 states that housekeeping fees may be billed directly to DOS-sponsored personnel. Please clarify whether housekeeping services may be included within the Contractor's fixed-unit-price room rate and reimbursed by the Government, or whether all housekeeping services are intended to be treated as a traveler-paid ancillary charge.

Housekeeping services may not be included within the Contractor’s fixed-unit-price room rate and will not be reimbursed by the Government. All housekeeping services shall be treated as traveler paid ancillary charges.

Question 107:

Section C.8.3 states that parking fees may be billed directly to DOS-sponsored personnel. Please clarify whether parking may be included within the

Contractor's fixed-unit-price room rate and reimbursed by the Government, or whether all parking charges are intended to be treated as traveler-paid ancillary charges.

Parking may not be included within the Contractor’s fixed-unit-price room rate.

Parking will not be reimbursed by the Government. All parking charges are traveler-paid ancillary charges.

Question 108:

F.7.1 requires a 97% unit-size performance standard. Please clarify the relationship between the 97% unit-size performance standard in F.7.1 and the material-failure language in Section C.6 when required unit sizes are unavailable due to documented inventory limitations.

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