19UK5626Q0024_Questions and Answers.pdf

19UK5626Q0024 – Provision of Serviced Apartments, London, United Kingdom

Questions and Answers

No. Question Answer

Could you please confirm if the estimated quantities are only for evaluation purposes?

Per the note on page 11 of the solicitation at the end of the Pricing Table in Section 1 – The Schedule / II. Pricing:

“Estimated quantity of rooms is for evaluation purposes only.”

Should pricing be based on the defined night ranges?

Unit Pricing should be per night for each of the defined night ranges; the appropriate VAT should be added and then Subtotal for the estimated quantity of nights including the VAT should be calculated.

Could you please confirm if the pricing lines under each category (A, B, C, etc.)

refer to different pricing tiers for the same apartment/occupancy based on length of stay?

Yes.

4 Will this contract be awarded to one contractor or multiple contractors?

Please see FAR Clause 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995) as stated on page 28 of the solicitation.

Is it required to provide all apartment types and locations, or is partial coverage acceptable?

Partial coverage is acceptable.

6 Are the listed locations strict, or can nearby areas also be considered?

The listed locations are the only locations which will be considered.

7 Will apartments be occupied under a continuous long-term stay (e.g., same occupant for extended periods), or will there be different occupants rotating (e.g., one family followed by another)?

Per Section 1 – The Schedule / I. Scope of Services on page 4 of the solicitation: The Contractor shall provide fully furnished, serviced apartments with up to three bedrooms suitable for short-term occupancy. Please also see next question.

8 Are apartments expected to be under a full-year commitment, or will stays be booked as needed (short-term per request)?

Apartments will be booked as needed for short-term occupancy.

9 The largest range of nights shows 1-28 or 60 - 90, however the estimated quantity of nights shows 5 and as many as 95, is there an anticipation of extension(s),...individually or collective? If so, about how much more has the typical extension been?

The estimated quantity of Nights refers to the number of nights estimated to be required in each of the ranges during the contract period, this would include extensions, if any.

10 Are the costs of any extensions included in the maximum contract value threshold?

Yes.

11 Must this price quote be presented as a fixed rate or may rates differ between month 1 and month 2, etc?

The prices to be quoted are to be fixed rates which may differ for each of the categories as stated in the solicitation; i.e., nights 1-28, 29-30, 31-60 and 61-90, in the periods of the year exactly as stated in the pricing table.

12 We are a U.S. firm working with a partner company in the U.K. Are you able to pay our partner in Pounds Sterling and our commissions separately in U.S. dollars?

No. All payments must be made to the company which submits the offer. If it is a U.S. company payment must be made in dollars to a U.S. bank account. If it is a UK company, payment must be made in GBP to a UK bank account. The U.S. government does not pay commission.

13 Please confirm whether studio apartments may be proposed where they otherwise meet the stated occupancy, amenity, and performance requirements of the solicitation, or whether the requirement is limited strictly to apartments with separate one-, two-, and three-bedroom configurations.

Studio apartments will not be considered.

14 Please advise whether lower ground floor apartments are acceptable for inclusion, provided they comply with all applicable health and safety, fire, accessibility, lighting, and amenity requirements set forth in the Scope of Work.

We will accept the possibility of lower ground floor apartments, providing there is some natural light.

15 As an example, the one-bedroom / off-peak category appears across multiple length-of-stay bands.

Please confirm whether the Government expects distinct unit pricing by length-of-stay band, or a single off-peak nightly rate applied consistently across all applicable one-bedroom off-peak line items.

The government expects distinct unit pricing by length of stay band, although this may be the same for all bands.

16 Please advise whether acceptance of pets subject to General Manager discretion, with

Yes, it would be considered compliant.

applicable terms and conditions disclosed in advance, is considered compliant with the solicitation’s requirements for pet-friendly accommodation.

17 Please confirm the Government’s position regarding breakfast services, specifically whether:

• breakfast is a mandatory requirement, optional offering, or non-evaluated service; and

• breakfast may be offered on a property-specific basis, rather than uniformly across the entire accommodation portfolio.

Breakfast service should not be included and the cost of breakfast services should not be included in the price.

18 With respect to representations related to foreign products and supply chains, please advise whether disclosure is required:

• solely at the prime contractor level, or

• for all third-party suppliers and service providers supporting contract performance.

Clauses relating to supply chain are not ticked and therefore do not apply to this contract. As this is a contract for commercial services, clauses relating to foreign end products do not apply.

19 Please confirm whether the solicitation includes any maximum rate limitations or caps, or whether pricing will be evaluated

Offers will be evaluated on the basis of lowest price / technically acceptable.

exclusively on the basis of total evaluated price and technical acceptability.

20 Please clarify the application of the “29th– 30th night” pricing bracket—does this apply only to nights 29 and 30 within a continuous stay, or is it intended as a standalone 2-night category

It applies only to the 29th and 30th nights.

21 Do we submit our bid in GBP or USD? Bids should be submitted in the currency in which they will be invoiced.

22 Will foreign exchange fluctuations (GBP/USD) be considered or adjusted for during contract performance.

No.

23 Must all units be directly owned or managed by the contractor, or may portfolios include vetted partner or subcontracted properties? If so, what level of disclosure is required?

Per Section 3 / A.2.(5) and Section 3 / A.2.(6) of the Solicitation document:

“(5) If the Offeror proposes the use of one or more subcontractors, the Offeror shall submit information demonstrating an established or ongoing working relationship of at least three years with each proposed subcontractor that supports successful contract performance.”

“(6) The Offeror shall provide the subcontractor’s legal name and primary point of contact, including email address and telephone number. This information may be considered as part of the Government’s responsibility determination in accordance with FAR Part 9.”

24 Should baby cots be included within the standard rate, or may these be treated as an additional service under Table O?

They may be treated as an additional service under Table O.

25 Is there a previous awarded contract?

No.

26 How soon after notice to proceed will the occupants need to take occupancy?

All possible occupancies are indeterminant at this time.

27 Please confirm the invoicing process (monthly, per stay, or per task order) and the standard payment timeline.

Invoices are to be per Task Order, at the conclusion of the stay. The government has 30 days from receipt of a proper invoice to make payment.