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Solicitation Reference: 19MY3025Q0002 Questions And Answers Date : 6 December, 2024
| Question 1 : | Are there specific requirements or preferences for the hotel accommodations (e.g., proximity to key locations, star rating, or room types)? |
| Answer 1 : | Please refer to our Scope of Work for specific requirements. |
| Question 2 : | Can you provide additional details on the meal arrangements, such as dietary restrictions, meal times, or preferences for local or international cuisine? |
| Answer 2 : | To be advised upon contract awarding. |
| Question 3 : | Does the Embassy require additional services or amenities, such as conference rooms, transportation, or laundry services, to be included in the package? |
| Answer 3 : | Please refer to our Scope of Work for requirements. |
| Question 4 : | Is there a preferred format for billing and pricing—itemized for rooms and meals or as a consolidated package price? |
| Answer 4 : | To be advised upon contract awarding. |
| Question 5: | Do you also require a conference room, or just rooms/meals and laundry? |
| Answer 5: | Please refer to our Scope of Work for requirements. |
| Question 6 : | Could you kindly confirm whether you would prefer a 4-star or 5-star hotel for this booking, or if a more modest, yet decent accommodation would suffice for the participants? Understanding your preference will help us tailor our proposal to meet your expectations. |
| Answer 6 : | Please refer to our Scope of Work for requirements. |
| Question 7 : | Are there any other specific requirements we should be aware of for the lodging, meals, or other services? For example, would you prefer a particular type of security or specific support services during the event? |
| Answer 7 : | Please refer to our Scope of Work for requirements. |
| Question 8 : | Will any guest need airplane bookings? |
| Answer 8 : | Not applicable |
| Question 9 : | Do all guests have passports, and all requirements needed for Malaysia? |
| Answer 9 : | Will be confirmed by requesting office upon contract award. |
| Question 10 : | Do you need transportation for travel from airport to hotel? |
| Answer 10 : | Not applicable |
| Question 11 : | How will the payment work? I know the solicitation mentions "The hotel must be willing to accept a Purchase Order from the U.S. Embassy” |
| Answer 11 : | US Embassy will pay directly to the awarded vendor within 30 days after event completion and invoice submission. |
| Question 12 : | In that case if I win the bid, do I need to front the money upfront to secure the hotel, and then just invoice and receive the fee later? |
| Answer 12 : | US Embassy will pay directly to the awarded vendor within 30 days after event completion and invoice submission. |
Department of State