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Doing Business With CBO

Obtaining Solicitation Packages

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CBO does not issue paper versions of RFPs (requests for proposals) or RFQs (requests for quotes). All requests are issued electronically, either by e-mail directly to vendors, through GSA Advantage and GSA e-Buy, or via FedBizOpps.

Where to Submit a Proposal or Quote

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The delivery of mail and packages can be delayed by two weeks or longer because of screening procedures. Therefore, CBO recommends that you submit offers by e-mail to ProcurementServices@cbo.gov or by fax to (202) 226-2714. Please remember to check the specific requirements of the solicitation to which you are responding (for such things as evaluation factors and the need for samples).

Standard Terms and Conditions

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CBO's acquisitions all contain standard terms and conditions. Depending on the estimated dollar amount of the acquisition and the specific requirements, additional clauses and provisions may be included.

Providing Financial Information for Payment

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CBO must have your financial banking information prior to awarding a purchase order or contract. CBO uses the financial information in the Central Contractor Registration (CCR) database as its primary source. If your company is not registered with CCR, CBO asks that you complete a vendor survey form. Once the financial information is entered in CBO's payment system, you must notify CBO of any changes. CBO does NOT receive automatic updates from the CCR database.

Off-Site Delivery Center

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Before proceeding to the loading dock or the street-level delivery site for the Ford House Office Building on Virginia Avenue, S.W., all delivery vehicles (except those of the U.S. Postal Service) are required to report to the U.S. Capitol Police's Off-Site Delivery Center for inspection:

Off-Site Delivery Center
4700 Shepherd Parkway, SW
Washington, DC

No deliveries will be accepted unless the vehicles have been processed at the Off-Site Delivery Center. The center's hours of operation are from 5:00 a.m. to 2:00 p.m., Monday through Friday.

In order to gain access to the loading docks or loading sites in the U.S. Capitol complex, delivery companies are required to have a letter on file with the U.S. Capitol Police. The letter must be on company letterhead accompanied by the signature of the owner, president, or manager. The names of all persons requesting access should be typed or printed in alphabetical order. Requests for access should contain the following information:

• Name of the delivery company
• Name of each driver and employee requiring access
• Social Security number of each driver and employee requiring access
• Date of birth of each driver and employee requiring access
• Building(s) to be accessed
• Company contact person and phone number

 

This information must be provided to:

United States Capitol Police
Off-Site Inspection
(202) 226-0905
Fax: (202) 226-0571

CBO recommends that the required information be provided to the U.S. Capitol Police prior to an anticipated delivery and that a copy of the company letter requesting access be included with the shipping manifest. Requests for access must be renewed three times per year: April 30, August 31, and December 31. Any questions can be directed to the Operations Division of the U.S. Capitol Police at the telephone number listed above.

Invoice Formats

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CBO provides invoice forms for Consultants/Panel Members and Paper Reviews as a courtesy to streamline payments for certain events.

CBO does not have a required form or format for invoices against purchase orders or contracts. Contract invoices must contain the following information, at a minimum:

• Name and address of the contractor
• Invoice number and date
• Contractor's tax identification number
• Purchase order or contract number or other authorization for supplies delivered or services performed
• Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services rendered
• Name, title, phone number, and mailing address of person to be notified in the event of a deficient nvoice
• Any other information or documentation required by the contract or purchase order

Travel Policy

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You may request reimbursement for travel only if travel costs were approved in advance and specifically included in the purchase order or contract or other authorizing document. Travel reimbursement rates are specified by the General Services Administration. Additional information can be found at GSA's Web site.