Questions for Off Center Lodging January.pdf

Questions for Off Center Lodging January – March 2023

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1. Question: Do we have to use a 3rd party, or can we submit a quote on our own?

Answer: It is your choice to use a 3rd party or submit a quote on your own.

2. Question: Does using a 3rd party increases our chances of receiving a class?

Answer: No, all quotes are evaluated based on the evaluation factors listed in the RFQ.

3. Question: Does price have a factor in if an award is received?

Answer: All quotes are evaluated based on the evaluation factors listed in the RFQ. Price is referenced in several different areas in the RFQ.

4. Question: Can you please assist on Section B number 1 we put Yes on (b) do we need to do anything else?

Answer: As stated on the Hotel Services and Prices form under paragraph I, “If yes, fill out the following paragraph b of 52.212-3. If no, then submit a complete copy of the 52.212-3.”

Paragraph (1) is a statement. Paragraph (2) has a fill in line. If you have no exceptions; then N/A would be inserted in the fill in line.

5. Question: What needs to be put under paragraph J of the Hotel Services and Prices form?

Answer: Nothing is to be inserted under paragraph J on the Hotel Services and Prices form. This paragraph tells vendors to acknowledge amendments if there are any amendments issued for the RFQ and how to acknowledge amendments.

6. Question: What documents are you referring to submit with completed form Hotel Services and Pricing?

Answer: See Section F, paragraph F.1. This sections states what is to be submitted with your quote.

7. Question: Are you able to let me know what I need to do to place in a bid?

Answer: Please read the entire RFQ. The RFQ gives detail steps on what is to be submitted.

8. Question: Can we offer furnished apartments for your tenancy, or must the accommodation only be a hotel or motel?

Answer: Only hotels or motels.

9. Question: If we are a third party bidder, we assume that we must comply to Wage Determination 2015-4477, Revision 22, dated 6/27/22 in relation to our employees, not hotel staff? Is this a correct assumption or are we expected to obtain guarantees of hotel/motel adherence by these subcontractors?

Answer: All awards are subject to Service Contract Labor Standards. Please refer to Federal Acquisition Regulations 52.222-41.

10. Question: The contractor is called upon to ‘ensure’ things throughout the document, such as student safety, staff hygiene, staff non-acceptance of gratuities, etc. – We can ‘take protective measure and actions’; or ‘safeguard’ against – but cannot ‘ensure’ which is ‘make certain.’ Does the Government agree with this assumptive interpretation of the use of work ‘ensure’?

Answer: Yes.

11. Question: Section D (pg. 15) says Govt can cancel or change without penalty 24+hrs. in advance.

Section E says if Govt cancels after the 48-hr. notification window (and the contractor offering conforms with contract requirements) then contractor can bill for one night. What is actual grace period and when can billing occur? If a change results in a ‘cancellation’ of initial need as the stay is rolled forward to later date, does Government accept billing if new start date is outside of grace period?

Answer: See Amendment 00001 that changes the 48 hour notification in Section E to 24 hour notification. The notification in Section E is referring to the 24 hour notification in Section D.

The Government can cancel a class 24 hours or more before the class arrival date without incurring a penalty or charge. If the Government does not cancel the class within 24 hours of the class arriving; then the contractor can invoice for one (1) night for rooms ordered. That invoice can be sent at any time after the cancellation. There is no grace period. There also is no “rolled forward to later date.” If a class is cancelled; then the order will be cancelled. Since orders are for classed as stated in the RFQ.

12. Question: As no funds are presently available to the Government for this contract, what is the anticipated billing terms by which contractor would invoice and/or the maximum lag time from check out to payment?

Answer: See Amendment 00001. The Government pays in accordance with the Prompt Payment Act. If funds are not available within the time period specified in the Prompt Payment Act; then the Government has to pay interest.

13. Question: In general, it appears that the Government is seeking estimated availability with pricing and will verify with each supplier prior to assuming availability – without penalty to supplier for non-availability – correct?

Answer: See Section F, paragraph F.2.