Questions and Answers V1.docx

DCAA FAO/RAM/CAM Conference (February 2024) SP4704-24-Q-0009 Questions and Answers

Q1) In the Purchase Description under Lodging it states "at least 270 rooms will be at the facility and contractor will plan for any overflow at another facility. We have two separate facilities that will house all attendees however they will split the attendees (which neither will house 270) with the civic center holding conference. The civic center (conference space + lunch service) and hotels with parking and participants can walk to and from. Will this be acceptable?

A1) Yes, if the 270 rooms are at the facilities in the picture provided, then this is acceptable.

Q2) The purchase description states, “The block of rooms shall be set aside and made available for reservations centrally by DCAA 30 days prior to the conference start date. “This statement is not clear. Does centrally mean that a rooming list will be sent or does the DCAA require a link to book rooms that are outside of the contract? Can you confirm that guest rooms are part of the contract?

A2) We want to be able to submit all the names from one DCAA Point of Contact (POC) to one vendor POC; we do not want individuals to have to make their own reservations.

Q3) Will you provide us with a tax-exempt certificate or not?

A3) No tax-exempt form will be provided for this purchase order. Pricing must include all applicable fees to include any nonexempt taxes.

Q4) 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?

A4) This is a brand-new requirement.

Q5) I am completing my price quote breakdown and I wanted to know the cost that we list should it be by each individual person, or would you like the total cost of item for example should it be 300 rooms would cost at per diem $54,600 plus tax or should we put just the per diem rate?

A5) Utilize the attached price breakdown spreadsheet to provide the unit price and extended price based on the federal per diem rate allowed. See the price breakdown spreadsheet for complete details.

Q6) (a) Can the group clarify what rate they are looking for, for the sleeping room rate? The standard rate for the sleeping rooms doesn't apply for the listed counties in the SOW. (b) Are the dates flexible?

A6) (a) Lodging rates cannot exceed the federal per diem. See the federal standard rate as it applies for all locations without specified rates. See the following link for complete details Per Diem Rates | GSA.

(b) No, these dates are not flexible.