Questions and Answers document.pdf

U.S. EMBASSY TALLINN, ESTONIA

Questions & Answers for

Solicitation number 19EN1026Q0136

Project: Lodging services for training event in June 2026 in Tallinn, Estonia.

Nr. Question as submitted by bidder Answer from Contracting Office

1.

With reference to the requirement outlined in the SOW indicating that the hotel will directly bill the U.S. Embassy Tallinn, could you please confirm whether the contractor is expected to manage invoicing, or if direct billing from the hotel to the Embassy is mandatory?

Direct billing from hotel to Embassy is mandatory requirement.

2.

“No cancellation fee for cancellations made up to 24 hours before booking.”

refers to individual room cancellations, not the entire group cancellation, am I correct?

We have made an amendment to clarify the requirement to No cancellation fee for individual rooms cancellations made up to 24 hours before booking.

3.

We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

Since this is one-off requirement for a training event it does not have a predecessor contract.

4.

Solicitation states that "All prices shall be given in local currency of Euro." — Section I, Pricing, Page 5, since we are a US based company, are we able to offer pricing in USD?

The requirement of the solicitation is to get the offers in local currency.

We have not included FAR clause that allows multiple currencies.

5.

In form of the payment, is the invoice going through IPP invoicing system or will the embassy issue payment directly through EFT to the contractor’s bank account?

Payment will be made via EFT

6.

We only have standard rooms to offer sized ca 17-18 m2 is it acceptable to offer these rooms?

The room size is required to be starting from 20m2 however after reviewing the statement of work, amendment is issued to change the requirement from 20m2 to minimum 17m2.

U.S. EMBASSY TALLINN, ESTONIA

7. I see that bids are due by May 6. When will you make a decision?

We expect the decision to be made on either May 7 or 8.

8.

We wish to offer different cancellation conditions than in the solicitation.

Please advise in which form can we add this info to?

The cancellation terms are set in the solicitation. If you wish to add comments from your side, you may do this in a separate document.

9.

Could you please clarify whether offerors are required to be registered in Estonia to be eligible?

Please see Section 3, Addendum to 52.212-1, summary of instructions, paragraph 3. Additional information

10.

Could you please clarify whether U.S.-based companies are permitted to submit under this solicitation?

Please see Section 3, Addendum to 52.212-1, summary of instructions, paragraph 3. Additional information.