Solicitation_19GE5018R0090.pdf

SOLICITATION

DOCUMENT

Regional Travel Management Services RSC at American Consulate General Frankfurt, Germany

Solicitation No. 19GE50-18-R-0090

American Consulate General Regional Procurement & Support Office Giessener Strasse 30 60435 Frankfurt am Main, Germany

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19GE5018R0090

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

08/07/2018

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Wilhelm Fleming

b. TELEPHONE NUMBER (No collect calls)

c. EMAIL flemingwm@state.gov

8. OFFER DUE DATE / LOCAL

TIME

10/05/2018 14:00:00

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

FRANKFURT, 60435

GERMANY

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

FRANKCODE15. DELIVER TO

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RSC

FRANKFURT, 60435

GERMANY

CODE FRANK16. ADMINISTERED BY

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

FRANKFURT, 60435

GERMANY

FACILITY

CODE

CODE

Contact Duns Telephone No.

17a. CONTRACTOR/OFFEROR MULTICODE18a. PAYMENT WILL BE MADE BY

SEE ISSUING OFFICE INDICATED

ON TRAVEL AUTHORIZATION (ORDER)

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Items Section

25. ACCOUNTING AND APPROPRIATION DATA

See Line Item Detail

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCES FAR 52.212-1, 52.212-4, FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4, 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN __1__ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. OFFER DATED . YOUR OFFER ON

SOLICITATION (BLOCK 5) INCLUDING ANY ADDITIONS OR CHANGES WHICH

ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT)

Fabiola A. Bellevue 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

19GE5018R0090

Table of Contents

Section Description Page Number

1 Solicitation/Contract Form

0.1 Description

0.2 Contract Minimum and Maximum Amounts

1.0 Scope of Work

2.0 Definitions and Acronyms

3.0 Requirements for Official Travel Services

4.0 Contractor Priority

5.0 Furnishing of Equipment/Property

6.0 Space for Performance of Required Services

7.0 Minimum Personnel Requirements

8.0 Performance Matrix and Contractors Quality Control Plan

9.0 Transition Requirement and Continuity of Services

10.0 Deliverables

11.0 Hours of Service

12.0 Basis of Compensation to the Contractor

13.0 Billing and Payment Procedures

14.0 Refund Procedures

15.0 Transaction Fee Procedures

16.0 Security

17.0 Government Approval and Acceptance of Contractor Employees

18.0 Key Personnel

19.0 Personal Injury, Property Loss or Damage (Liability)

20.0 Insurance

21.0 Permits

22.0 Post Award Conference

23.0 Task Order Issuance

24.0 Requiring Activities and Participating Agencies

25.0 Schedule of Services

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

H-009 CONTRACTOR IDENTIFICATION

2 Contract Clauses 52.203-17 Contractor Employee Whistleblower Rights and Requirement To Inform Employees of Whistleblower Rights (Apr 2014) 52.204-13 System for Award Management Maintenance (Oct 2016) 52.224-3 Privacy Training (Jan 2017) 52.225-14 Inconsistency Between English Version and Translation of Contract (Feb 2000) 52.229-6 Taxes - Foreign Fixed-Price Contracts (Feb 2013) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.228-3 Workers' Compensation Insurance (Defense Base Act) (July 2014) 52.228-5 Insurance - Work on a Government Installation (Jan 1997) 52.212-4 Contract Terms and Conditions--Commercial Items (Jan 2017) 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders--Commercial Items (Jul 2018) 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.216-18 Ordering (Oct 1995) 52.216-21 Requirements (Oct 1995) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.232-19 Availability Of Funds For The Next Fiscal Year (Apr 1984) 52.237-3 Continuity Of Services (Jan 1991)

652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE (FEB

2015) 652.225-71 SECTION 8(a) OF THE EXPORT ADMINISTRATION ACT OF 1979, AS AMENDED

(AUG 1999)

652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)

652.229-70 EXCISE TAX EXEMPTION STATEMENT FOR CONTRACTORS WITHIN THE

UNITED STATES (JUL 1988)

3 Solicitation Provisions

52.204-7 System for Award Management (Oct 2016) 52.204-16 Commercial and Government Entity Code Reporting (Jul 2016) 52.214-34 Submission of Offers in the English Language (Apr 1991) 52.222-56 Certification Regarding Trafficking in Persons Compliance Plan (Mar 2015) 52.212-1 Instructions to Offerors--Commercial Items (Jan 2017)

- ADDENDUM TO 52.212-1

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) 52.237-1 Site Visit (Apr 1984)

652.206-70 ADVOCATE FOR COMPETITION/OMBUDSMAN (FEB 2015)

26.0 Site Visit and Pre-proposal Conference

27.0 Due Date for the Proposal and Questions and Answers

4 Evaluation Factors 52.217-5 Evaluation of Options (July 1990) 52.225-17 Evaluation of Foreign Currency Offers (Feb 2000) 52.212-2 Evaluation - Commercial Items (Oct 2014)

- ADDENDUM TO 52.212-2 EVALUATION - COMMERCIAL ITEMS

5 Representations and Certifications 52.209-7 Information Regarding Responsibility Matters (Jul 2013) 52.212-3 Offeror Representations and Certifications--Commercial Items (Nov 2017)

652.225-70 ARAB LEAGUE BOYCOTT OF ISRAEL (AUG 1999)

On-Site Regional Travel Management Services U.S.

Consulate General Frankfurt.

001 Base Period:

Transaction Fee for Issuance of Flight Ticket

14,500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

002 Base Period:

Transaction Fee for Refund of Flight Ticket

1,300.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

003 Base Period:

Transaction Fee for Issuance of Train/Ferry Ticket Domestic/International

800.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

004 Base Period:

Transaction Fee for Refund of Train/Ferry Ticket Domestic/International

80.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

005 Base Period:

Transaction Fee for Reservation of Hotel Lodging

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

006 Base Period:

Transaction Fee for Reservation of Vehicle Rental

500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

007 Base Period:

Transaction Fee for Reservation and Ticketing Utilizing the Government's eTravel Service for Transportation, Lodging, or Car Rental

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

008 Base Period:

Transaction Fee for Processing Unaccompanied Minor's Travel

50.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

009 Base Period:

Emergency Service/Evacuation Support Per Person, per hour

20.00 HR

19GE5018R0090

Line Item Summary

Solicitation Number:

19GE5018R0090

Contract Number: Title: Reg. Travel Management Svc.

for RSC Frankfurt

Date of Solicitation:

08/07/2018

Line Item No. Description Quantity Unit Unit Price Total Cost

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2019 to 03/31/2020

101 Option Period One:

Transaction Fee for Issuance of Flight Ticket

14,500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

102 Option Period One:

Transaction Fee for Refund of Flight Ticket

1,300.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

103 Option Period One:

Transaction Fee for Issuance of Train/Ferry Ticket Domestic/International

800.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

104 Option Period One:

Transaction Fee for Refund of Train/Ferry Ticket Domestic/International

80.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

105 Option Period One:

Transaction Fee for Reservation of Hotel Lodging

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

106 Option Period One:

Transaction Fee for Reservation of Vehicle Rental

500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

107 Option Period One:

Transaction Fee for Reservation and Ticketing Utilizing the Government's eTravel Service for Transportation, Lodging, or Car Rental

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

108 Option Period One:

Transaction Fee for Processing Unaccompanied Minor's Travel

50.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

109 Option Period One:

Emergency Service/Evacuation Support Per Person, per

20.00 HR

19GE5018R0090

Line Item Summary

Solicitation Number:

19GE5018R0090

Contract Number: Title: Reg. Travel Management Svc.

for RSC Frankfurt

Date of Solicitation:

08/07/2018 hour

Delivery Date (Start to End) Date FOB:

04/01/2020 to 03/31/2021

201 Option Period Two:

Transaction Fee for Issuance of Flight Ticket

14,500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

202 Option Period Two:

Transaction Fee for Refund of Flight Ticket

1,300.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

203 Option Period Two:

Transaction Fee for Issuance of Train/Ferry Ticket Domestic/International

800.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

204 Option Period Two:

Transaction Fee for Refund of Train/Ferry Ticket Domestic/International

80.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

205 Option Period Two:

Transaction Fee for Reservation of Hotel Lodging

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

206 Option Period Two:

Transaction Fee for Reservation of Vehicle Rental

500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

207 Option Period Two:

Transaction Fee for Reservation and Ticketing Utilizing the Government's eTravel Service for Transportation, Lodging, or Car Rental

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

208 Option Period Two:

Transaction Fee for Processing Unaccompanied Minor's Travel

50.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

19GE5018R0090

Line Item Summary

Solicitation Number:

19GE5018R0090

Contract Number: Title: Reg. Travel Management Svc.

for RSC Frankfurt

Date of Solicitation:

08/07/2018

209 Option Period Two:

Emergency Service/Evacuation Support Per Person, per hour

20.00 HR

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2021 to 03/31/2022

301 Option Period Three:

Transaction Fee for Issuance of Flight Ticket

14,500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

302 Option Period Three:

Transaction Fee for Refund of Flight Ticket

1,300.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

303 Option Period Three:

Transaction Fee for Issuance of Train/Ferry Ticket Domestic/International

800.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

304 Option Period Three:

Transaction Fee for Refund of Train/Ferry Ticket Domestic/International

80.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

305 Option Period Three:

Transaction Fee for Reservation of Hotel Lodging

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

306 Option Period Three:

Transaction Fee for Reservation of Vehicle Rental

500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

307 Option Period Three:

Transaction Fee for Reservation and Ticketing Utilizing the Government's eTravel Service for Transportation, Lodging, or Car Rental

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

308 Option Period Three:

Transaction Fee for Processing Unaccompanied Minor's Travel

50.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

19GE5018R0090

Line Item Summary

Solicitation Number:

19GE5018R0090

Contract Number: Title: Reg. Travel Management Svc.

for RSC Frankfurt

Date of Solicitation:

08/07/2018

04/01/2022 to 03/31/2023

309 Option Period Three:

Emergency Service/Evacuation Support Per Person, per hour

20.00 HR

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2022 to 03/31/2023

401 Option Period Four:

Transaction Fee for Issuance of Flight Ticket

14,500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

402 Option Period Four:

Transaction Fee for Refund of Flight Ticket

1,300.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

403 Option Period Four:

Transaction Fee for Issuance of Train/Ferry Ticket Domestic/International

800.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

404 Option Period Four:

Transaction Fee for Refund of Train/Ferry Ticket Domestic/International

80.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

405 Option Period Four:

Transaction Fee for Reservation of Hotel Lodging

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

406 Option Period Four:

Transaction Fee for Reservation of Vehicle Rental

500.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

407 Option Period Four:

Transaction Fee for Reservation and Ticketing Utilizing the Government's eTravel Service for Transportation, Lodging, or Car Rental

100.00 EA

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

408 Option Period Four:

Transaction Fee for Processing Unaccompanied Minor's Travel

50.00 EA

19GE5018R0090

Line Item Summary

Solicitation Number:

19GE5018R0090

Contract Number: Title: Reg. Travel Management Svc.

for RSC Frankfurt

Date of Solicitation:

08/07/2018

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

409 Option Period Four:

Emergency Service/Evacuation Support Per Person, per hour

20.00 HR

Doc Ref No:

Delivery Date (Start to End) Date FOB:

04/01/2023 to 03/31/2024

Summary Info Continuation Page

19GE5018R0090

Line Item Summary

Solicitation Number:

19GE5018R0090

Contract Number: Title: Reg. Travel Management Svc.

for RSC Frankfurt

Date of Solicitation:

08/07/2018

Section 1- Solicitation/Contract Form

0.1 Description

The contract type is a requirements type contract for all travel management services required by the U.S. De-partment of State. The contract will be for a base period of twelve months, with an option to renew for an addi-tional four years.

The Contractor shall provide travel management services to the:

American Embassy in Brussels, Belgium U.S. Mission to NATO, Brussels, Belgium U.S. Mission to the EU, Brussels, Belgium American Embassy in Praia, Cape Verde American Embassy in Copenhagen, Denmark American Embassy in Dublin, Ireland American Embassy in Paris, France U.S. Mission to the OECD, Paris, France U.S. Mission to UNESCO, Paris, France American Consulate General in Marseille, France American Consulate General in Strasbourg, France American Consulate in Bordeaux, France American Consulate in Lyon, France American Consulate in Toulouse, France American Consulate in Rennes, France American Embassy in Berlin, Germany American Consulate General in Frankfurt, Germany American Consulate General in Dusseldorf, Germany American Consulate General in Hamburg, Germany American Consulate General in Munich, Germany American Consulate General in Leipzig, Germany American Embassy in Athens, Greece American Consulate General in Thessaloniki, Greece American Embassy in Luxembourg City, Luxembourg American Embassy in Podgorica, Montenegro American Embassy in The Hague, the Netherlands American Embassy in Oslo, Norway American Embassy in Warsaw, Poland American Consulate General in Krakow, Poland American Embassy in Lisbon, Portugal American Consulate in Ponta Delgada, Azores American Embassy in Ljubljana, Slovenia American Embassy in Madrid, Spain American Consulate General in Barcelona, Spain American Embassy in Stockholm, Sweden American Embassy in Geneva, Switzerland American Embassy in Bern, Switzerland American Consular Agency in Zurich, Switzerland American Consular Agency in Geneva, Switzerland American Embassy in London, United Kingdom American Consulate General in Belfast, United Kingdom

American Consulate General in Edinburgh, United Kingdom

Additional posts may be added to the contract during the course of the contract performance period, at the firm fixed prices set fourth in the pricing sechedule. Posts may also withdraw from the contract during the contract performance period.

Quantities in this contract are estimates. The Government does not guarantee these estimated quantities and the contractor shall have no right to equitable adjustment if the estimated quantities are not ordered. If the quantities change, the price will remain the same.

The contract start date will be on April 01, 2019 and continue through March 31, 2024 following security clear-ance of all Contractor personnel and coordination with the Contractor for set up of the Travel Management Cen-ter.

0.2 Contract Minimum and Maximum Amounts

Contract Minimum During the contract period, the Government shall place orders for a minimum of Euro 50,000.00 net. This is the contract minimum for this period of performance.

Contract Maximum During the contract period, the amount of all orders shall not exceed Euro 3,000,000 net. This is the contract maximum for this period of performance.

1.0 Scope of Work

1.1 The Contractor shall provide corporate travel services for official domestic and international travel of Government employees and their dependents. The corporate travel services that the Contractor shall provide in-clude:

• Travel reservations and issuance of tickets for air, rail, and ferry transportation; and where possible, ad-vance seat assignments;

• Reservations for lodging accommodations;

• Commercial automobile rental services;

• Detailed travelers' itineraries;

• Management information and billing reports derived from the booking database;

• Automated reconciliation of travel charges incurred through the Government's CBA accounts;

1.2 Each of these items is discussed in detail in Section 1, continuation of block 20, paragraph 3.0, "Require-ments for Official Travel Services".

1.3 The Contractor shall provide, on an open-market basis, complete personal travel services and support for Government employees and their dependents requesting personal (unofficial) travel arrangements. However, no individual is required to use the services under this contract for personal travel. The transaction fee schedule re-ferred to in the Pricing portion of this contract applies only to official travel. The Contractor shall charge the same fee or a lesser or greater fee for personal travel. However, the Contractor shall post and publish in a clearly visible public place the transaction fees to be charged for personal travel.

1.4 The Contractor shall also provide travel services for any individual sponsored by a participating agency under this contract, including personnel on temporary duty. Additionally, the Government is often called upon to assist U.S. citizens who wish to return to the U.S. The Contractor may be called upon to assist with the travel arrangements in such cases. The Contractor shall direct any question as to whether or not a service should be provided to a particular person, to the Contracting Officer’s Representative.

1.5 Upon the request of employees or other persons with disabilities traveling on official business, the Con-tractor shall arrange necessary and reasonable accommodations, including but not limited to airline seating, in-terminal transfers, ground transportation and barrier-free or otherwise accessible lodging.

2.0 Definitions and Acronyms

Agency – U.S. Government activity at post, such as State Department, Foreign Commercial Service, or Foreign Agricultural Service.

ARC - Airlines Reporting Corporation. Website: http://www.arccorp.com.

Business Day – The hours between 08:00 AM and 06:00 PM Monday through Friday, except holidays listed in Section 2, DOSAR 652.237-72, “Observance of Legal Holidays And Administrative Leave”.

CBA – Centrally Billed Account. Account established by a charge card contractor at the request of an agency as defined in this document. Consolidated airline ticket charges accrued through use of centrally billed ac-counts shall be billed monthly. Expenses billed against centrally billed accounts are paid to the Government travel charge card program contractor.

Commission – Amount paid to the Contractor by another entity not a party to this contract, such as an airline or hotel, for each service the Contractor books with that entity.

COR – Contracting Officer's Representative. See Section 2, DOSAR 652.242-70, Contracting Officer's Repres-entative (COR)

Cost Construct – Travel that deviates from the official route or authorized cabin. The government will pay for the portion up to the amount listed on the approved travel authorization. The traveler will pay for any portion above this amount. Government fares are prohibited on cost constructed tickets. Cost construct is also known as indirect travel.

CRS – Central Reservation System. A major airline computer reservations system, such as Apollo, Amadeus, Sabre, or Worldspan.

Emergency – Unforeseen circumstances that call for immediate action. The term emergency includes, but is not limited to, disasters, forest fires, evacuations, floods, and civil unrest.

Federal Travel Regulation (FTR) – See 41 CFR Chapters 300-304. Chapter 301 governs travel and transport-ation allowances for Federal civilian employees. Available from the Superintendent of Documents, U.S. Gov-ernment Printing Office, Washington, D.C. 20402-9325: (1) as a bound volume of the Code of Federal Regula-tions (41 CFR, Chapter 201 to end); and (2) in a loose-leaf edition.

Fly America Act – See 49 U.S.C. 40118. The Fly America Act requires Federal employees and their depend-ents, consultants, contractors, grantees and others performing United States-financed air travel to travel by U.S.

flag carriers. Details contained in 41 CFR 301-10.131 through 301-10.143 and 6 FAM 135.

Government – U.S. Government, including all participating U.S. Government agencies.

Government Excess Baggage Authorization/Ticket (GEBAT) – Issued by the carrier to the traveler when presented with a GTR that authorizes the carriage of excess baggage. The GEBAT is used by the carrier(s) to support subsequent billing of charges. Excess baggage is reimbursable up to the weight authorized. NOTE:

GEBAT’s are gradually disappearing. If the traveler is not using a GTR, the traveler will pay for excess bag-gage with a credit card or cash.

Government Travel Charge Card – General Services Administration (GSA) contractor-issued charge card to be used by travelers of an agency to pay for passenger transportation services, subsistence expenses and other allowable travel and transportation expenses incurred in connection with official travel. Although the employee is liable for payment of all charges incurred, including those for ATM withdrawals, the employee shall be reim-bursed by his/her agency for all authorized and allowable travel and transportation expenses.

GSA – U.S. Government General Services Administration.

GTR – Government Travel Request issued on a SF-1169 which is provided to a carrier or a carrier’s agent to procure passenger transportation services for the account of the U.S. Government. The GTR shall be used as a supporting document with the bill for the transportation charges.

Hotel and Motel Fire Safety Act of 1990 – Public Law 101-391, September 25, 1990. An Act to amend the

Federal Fire Prevention and Control Act of 1974 to allow for the development and issuance of guidelines con-cerning the use and installation of automatic sprinkler systems and smoke detectors in places of public accom-modation affecting commerce, and for other purposes. A copy of the Act can be obtained by writing: Hotel/ Motel Fire Safety, Office of Fire Prevention and Arson Control, Fire Administration, 16825 S. Seton Ave., Em-mitsburg, MD 21727, USA. As defined in the Act, this only applies to the United States and its territories as described on the website at http://www.usfa.fema.gov/hotel

Hotel and Motel Fire Safety Act National Master List – Places of public accommodation in the United States and its territories that meet the fire prevention and control guidelines under the Hotel and Motel Fire Safety Act. Current information is also available on the internet at http://www.usfa.fema.gov/hotel

Lowest Available Fare – Except for the constraints of the airline contract program described in Section 1, con-tinuation of block 20, paragraph 3.2.2 and the Fly America Act, Section 1, continuation of block 20, paragraph 3.2.3, the Contractor shall book the lowest available fare in accordance with agency policy, if any, as expressed in the contract. If reservations made by the Contractor are not at the lowest available rate allowed, at the time of ticketing, the Contractor shall refund the difference to the Government.

Media – A broad spectrum of methods used to provide a permanent record of communications. Examples in-clude paper, EDI, electronic files, floppy disks, optically stored media, computer disks, microfiche, microfilm, computer to computer communications, value-added networks, facsimile, or any other acceptable method of available communication.

Official Travel – Travel that is paid for by the Government and/or reimbursed to the traveler by the Govern-ment.

Personal Travel – Travel that is paid for by the employee or dependents and for which reimbursement will not be provided by the Government.

PNR – Passenger Name Record

Post – Embassy, consulate general, consulate, consular agency, or mission of the United States.

Refund – Return to the paying agency of the recoverable portion, partial or total, of unused air, train, or ferry tickets.

Standard Carrier Alpha Code (SCAC) – Used by the Government to audit the Contractor’s billings. SCAC code may be obtained from the National Motor Traffic Association, Inc. 2200 Mill Road, Alexandria, VA 22314; telephone (703) 512-1800. The SCAC is only applicable if a GTR is used for payment.

Taxes and Fees – Charges for transportation imposed on travelers by other authority, such as U.S. Government federal taxes and airport passenger facility charges.

Transaction – Any incidence of a service provided by the Contractor under the contract line items (CLINs). s

Transaction Fee – Fee charged by the Contractor for any incidence of a service provided by the Contractor un-der the contract line items (CLINs). Paragraph 15.0 addresses when a transaction fee may be charged for a transaction.

Travel Authorization – Document authorizing official Government travel.

Travel Management Center (TMC) – A commercial travel firm under this contract that provides reservations, ticketing and related travel management services for Federal travelers.

Travel Services – Transportation reservations, issuance and delivery of tickets for all modes of transportation;

reservations for lodging and vehicle rental services; and ancillary support related to travel.

User Friendly – Ease of use geared towards those with a rudimentary or limited knowledge of computer sys-tems and operations. The knowledge base includes how to log on and off the system, simple menu-based func-tions in a typical graphical user interface Windows-like environment, (for example, as point and click functions such as file, open, close), simple one-step commands, such as search, print and save.

3.0 Requirements for Official Travel Services

3.1 Value Added Tax

When reservations are made for official business, the Contractor shall ensure the rate does not include taxes when a diplomatic exemption is applicable. If taxes are applicable, travel documents issued by the Contractor must show the Value Added Tax as a separate line item.

For VAT reimbursement purpose, the Contractor shall provide the original invoices with its monthly reconcili-ation report for all of Mission Germany’s transactions.

3.2 Transportation

3.2.1 The Contractor shall comply with mandatory Government programs for air travel. Except for the con-straints of the City Pair Program, noted below, and the Fly America Act, the Contractor shall offer the lowest available fare that satisfies the agency’s mission requirements, as well as check for lower fare at time of final ticketing. If reservations made by the Contractor are not at the lowest available rate allowed by policy, the Con-tractor shall refund the agency the difference.

3.2.2 City Pair Program

3.2.2.1 GSA has awarded contracts to certain airlines for reduced air fares between numerous city/airport pairs. The contract air service (e.g., 'YCA', '_CA') is mandatory for official Govern-ment travel (which includes all travel funded by the Government), unless the Government approves the use of non-contract fares under the exceptions specified in the FTR. In cases of separate con-tract awards between specific airports in cities, the traveler may use the airport that best meets their needs without further justification. These contract fares may be obtained only with a GTR, a Gov-ernment travel charge card or a CBA.

3.2.2.2 Promotional or other types of discount fares can be used on contract city/airport pair routes if they are offered by the contract carrier and are lower in cost than contract fares. Contract fares shall not be used for any personal travel, including those instances where portions of personal travel are substituted for a leg of an officially authorized trip.

3.2.2.3 There are a limited number of non-contract fares (YDG or similar), restricted to official Government travelers, which are obtainable only with a GTR, Government travel charge card, or CBA. Such fares can be used only when contract fares are not available or when offered by the contract carrier in that city/airport pair route at a lower cost than the contract fare.

3.2.2.4 When non-contract carriers offer restricted or unrestricted coach fares to the general pub-lic which are lower than the Government contract fares, the Contractor shall only use such lower fares on the application of exceptions contained in the current GSA Airline City Pair Program.

GSA contracts annually for air passenger transportation services between designated city/airport pairs. Since the contract is awarded annually the Contractor must check the most current contract found on the internet at http://www.gsa.gov

3.2.2.5 Restricted fares, which provide for a monetary penalty for itinerary changes or flight cancellations, shall not be used without the written consent of the using agency, such as being noted in the travel orders. When restricted fares have been authorized, the Contractor shall include a de-scription of the applicable fare rules in the itinerary confirmation.

3.2.2.6 Contractor shall provide full coach fares if no reduced fares are available.

3.2.3 The Fly America Act generally precludes use of non-US flag carriers, except as provided in the FTR and the Foreign Affairs Manual, Volume 6.

3.2.4 The Contractor shall provide the Government with the reservation and ticketing services which in-dustry practice normally accords corporate or private travelers, to include new and improved reservation and ticketing technologies.

3.2.5 The Contractor may only issue premium class tickets for which the Government will have to pay an ad-ditional amount when the accompanying travel orders provide authority for that travel. This does not apply to situations in which frequent flyer benefits will be used to obtain the premium class tickets.

3.2.6 Contractor shall not use throwaway, back-to-back, and hidden city ticketing.

3.2.7 The Contractor shall provide the traveler with last seat availability, advance seat assignment, and ad-vance boarding passes on all airlines for which the Contractor can offer these services.

3.2.8 The Contractor shall make adjustments for any change(s) in flight, train, and ferry schedules. Tickets and billings shall be modified or reissued to reflect these changes.

3.2.9 The Contractor shall make a timely effort to notify travelers of airport closings, and canceled or delayed flights, trains, and ferries.

3.2.10 The Contractor shall, upon request, make arrangements for the travel of unaccompanied minors. The Contractor shall conduct the needed procedures and, if necessary, follow up with the airline until the arrange-ment is confirmed.

3.3 Lodging

3.3.1 The Contractor shall provide lodging reservation services upon request. These services shall include initiating and confirming reservations and confirming the rate at which the reservation is made.

3.3.2 Where the Government has agreements with hotels/motels for discount Government rates, the Con-tractor shall endeavor to obtain such rates for Government travelers. (Frequently these rates are capacity-con-trolled.) If necessary to obtain Government rates, the Contractor shall call such hotels directly, rather than by toll-free numbers. The Contractor shall also make available to the Government any lower-priced, guaranteed corporate or other discount rates it has negotiated at these or other hotels.

3.3.3 Final selection of accommodations rests with the traveler. If reservations made by the Contractor are not made at the lowest available Government rate, the Contractor shall refund the Government the difference.

Since final selection of accommodations rests with the traveler, the reservations made by the Contractor shall be made at the lowest available rate that complies with the traveler’s request, or the Contractor shall refund the Government the difference. Lodging reservations for Federal Government employees on official business shall comply with the Hotel and Motel Fire Safety Act of 1990 (see Definitions). Selected lodging shall comply with the Hotel and Motel Fire Safety Act of 1990, if available, unless an exception is granted by the COR. As stated in the definition in paragraph 2.0, the Hotel and Motel Fire Safety Act of 1990 only applies to the United States and its territories.

3.4 Rental Vehicles

3.4.1 The Contractor shall reserve commercial vehicles for Federal travelers, if requested. The Military Traffic Management Command, Department of Defense, has negotiated Government discount rates on an un-limited mileage, flat daily or weekly basis with major rental automobile companies. Participating locations of these companies have agreed to make these rates available to civilian as well as military employees. These com-panies and their established discount rates are the first source for Federal travelers, as required by the FTR.

Considering daily or extended rates, the Contractor shall reserve vehicles from these sources or, if no vehicles are available at Government rates, from other firms at the lowest total cost available to the traveler, which in-cludes full loss/collision damage waiver (LDW/CDW), to the traveler.

3.4.2 Under the FTR, it is incumbent upon the traveler to be prudent in selecting the method of ground trans-portation that best meets the traveler’s needs. Therefore, since the final selection of car rental companies and car sizes rests with the traveler, the reservations made by the Contractor shall be made at the lowest available rate which conforms to the traveler’s request, or the Contractor must refund the agency the difference. If reserva-tions made by the Contractor are not the lowest available Government rate, the Contractor shall refund the agency the difference.

3.5 Travel Itineraries

The Contractor shall provide to each traveler a complete, electronic itinerary document including, but not lim-ited to the following:

• carrier(s);

• flight, train, or ferry number(s);

• if applicable, annotation that the traveler refused the contract or lowest fare offered;

• departure and arrival time(s) for each segment of the trip;

• local and toll-free numbers (toll-free only if available in the country in which these services are provided) for both the servicing office and the after-hours emergency services location.

• a statement and a copy of the passenger receipt coupon of all charges associated with the transportation ticket, including the ticket number, price, fees charged and a description of those fees. The statement shall be made available in an electronic format.

• annotation, if use of a non-contract carrier is authorized, showing one or more of the following justifications for non-use of the contract carrier. The Contractor may use alpha or numeric codes for representation;

• Space or scheduled flights are not available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip;

• The airline’s flight schedule is inconsistent with explicit policies of individual Federal departments and agencies, where applicable, to schedule travel during normal working hours;

• A non-contract carrier offers a lower fare available to the general public, the use of which will result in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses. Note: This exception does not apply if the contract carrier(s) offers a comparable fare and has seats available at that fare, or if the lower fare offered by a non-contract carrier is restricted to Gov-ernment and Military travelers on official business and may only be purchased with a GTR or Government contractor issued general charge card, such as, YDG, MDG, ODG, VDG and similar fares.

3.6 Ticket Delivery

3.6.1 The Contractor shall provide an itinerary and confirmation number to the traveler in advance of travel.

3.6.2 The Contractor shall issue E-Tickets for authorized official travel.

3.7 Management Reports and Deliverables

The Contractor shall provide the Government with management information reports. At a minimum, the Con-tractor shall deliver the following reports within the time frames set forth in Section 1, continuation of block 20, paragraph 10.0, “Deliverables”:

3.7.1 QUARTERLY PROBLEMS AND SOLUTIONS REPORT – The Contractor shall provide a concise quarterly narrative of the Contractor's activities. This report shall identify problems and recommend solutions.

The report shall include suggestions to enhance service, where appropriate. The Government encourages inter-im reports, as deemed necessary by the Contractor.

3.7.2 MONTHLY SALES ACTIVITY REPORT – The Contractor shall provide a monthly summary of sales activity data. This summary shall reflect all official sales activity for each post and agency using the contract, whether the travel was purchased using a GTR, Government travel charge card or CBA.

3.7.3 MONTHLY Reconciliation Report of Transportation Billings

3.7.3.1 The Contractor shall provide monthly reconciliation of transportation billings charged through user agencies' CBA accounts. The Contractor shall use an automated accounting system with direct interface among the reservation, ticketing, and accounting elements so that all passenger reports and summary data are automatically generated from point-of-sale information. The account-ing system shall also capture ticketing data not originating in the GDS. To facilitate automated re-conciliation, the Contractor shall include the travel authorization number as a reference item when making charges to the CBA account. The Contractor shall participate in enhanced data transmission to the CBA card vendor when requested, at no additional cost to the Government. Enhanced data files may be required to provide additional detailed information on the CBA invoice.

3.7.3.2 Agencies participating in the Government's charge card program have agency CBA ac-counts established with the charge card company. The Contractor will be provided with a statement of each month's CBA billings for each centrally billed travel charge card. The Contractor shall provide reconciled charges no later than five (5) working days from receipt of the charge card vendor’s billing statement. The Contractor must log the dates when the CBA invoice is received by each post and the dates when the reconciliation is submitted back to posts.

3.7.3.3 The Contractor shall deliver reconciliation reports and supporting documents to posts electronically. If a post requests, or the Contractor chooses, to deliver any documents in hard copy, by courier or other means, the Contractor will pay the shipping, delivery, and customs charges.

3.7.4 MONTHLY TRANSACTION Fee Report – The Contractor shall provide a monthly report based on the transaction fee schedule of the contract. This report shall list all transaction fees to be paid by the user agency.

The fees shall be broken down by agency and by type of transaction, following the line items in the pricing por-tion of this contract.

3.7.5 QUARTERLY UNUSED TICKET REPORT – The Contractor shall provide a quarterly report of all un-used tickets from the previous 12 months.

3.7.6 ANNUAL PREMIUM CLASS TRAVEL REPORT – The Contractor shall provide an annual report of all premium class tickets issued in the previous 12 months, excluding tickets upgraded by travelers at their own expense or with their own frequent flyer miles. The report shall show the comparable coach class ticket fare for each itinerary, for comparison purposes.

3.8 Communications System and Emergency Services

3.8.1 The Contractor shall provide service, Monday through Friday, compatible with the Embassy’s standard workday. Section 1, continuation of block 20, paragraph 11.0, “Hours of Service”, sets forth the normal work-ing hours for Contractor personnel providing services under this contract. The Contractor shall provide dedic-ated 24-hour telephone service available to travelers that will allow immediate access to a reservation agent to perform emergency itinerary changes and ticket issuances outside regular business hours.

3.8.2 The Contractor shall be responsible for ensuring that any subcontractor providing 24-hour emergency service complies with all conditions of the contract.

3.8.3 In the event of emergencies (e.g., president-declared disasters, forest fires, evacuations, floods, hur-ricanes, etc.), the Contractor shall maintain operations necessary to support the Government under this contract.

This includes operating the office 24 hours a day as required by the Government to respond to the emergency and provide necessary delivery of tickets.

3.8.4 The Contractor shall answer phone calls within 20 seconds and provide a recorded message for those calls not answered in 20 seconds. The recorded message shall be in English and shall give the traveler at least two options:

• to hold

• to leave a message for a callback.

Return calls shall be made within one (1) hour. See also Section 8.1, Performance Matrix.

3.8.5 The Contractor shall accept all major credit cards for payment of travel services.

3.8.6 Emergencies – The Contractor shall continue to provide services during emergencies. In connection with evacuations or large scale air movements of noncombatants, refugees or troops, the Contractor shall estab-lish temporary office or expand existing services, as appropriate, to expedite travel (such as, Noncombatant Evacuation Operation missions). The Government will provide its own facilities during emergencies, as re-quired.

3.9 Media

In addition to the required reports, the Contractor shall produce, within reasonable parameters, other manage-ment reports in formats and media requested from time to time by the Contracting Officer and Contracting Of-ficer’s Representative. To compile such reports, the Contractor's back-office computer shall be capable of col-lecting all data from reservation and ticketing records in the format requested. The Contractor shall also have the capability to capture data for reports when the CRS is not operating and for airlines that do not subscribe to a CRS.

3.10 Telefax Capability

The Contractor is required to have international fax capability at each site from which services are provided un-der this contract.

3.11 Project Management

The Contractor shall provide reservation agents, personnel, and equipment necessary to assure that the highest quality of service is provided. The Contractor shall have the capability to make reservations and provide tickets at its servicing office(s) when its Centralized Reservation System (CRS) is not operating and when reservations cannot be made on an airline through a CRS.

3.12 eTravel Service (eTS)

3.12.1 The eTravel initiative provides a web-based, end-to-end travel management service for use by all ci-vilian Executive Branch departments and agencies of the Federal Government. The vendor currently supporting eTravel for the Department of State is CW Government Travel. Use of the eTravel Service (eTS) by Executive Branch agencies is established by policy and regulation. The eTravel Program Management Office ensure com-pliance with the policies, regulations, and use of the common Government-wide eTS.

3.12.2 eTravel Service Requirements – In support of eTS the Contractor shall:

• Ensure that services provided under this contract complement and support the eTravel Service (eTS) and its objectives in an efficient and cost-effective manner.

• Work and exchange data with the eTS provider under contract with the Government. This may include in-terfacing/integrating with the eTS provider by providing contact information, telephone numbers, file formats/sample PNRs, open branch access/pseudo city codes; participating in subcontractor/teaming agree-ments; participating in training and/or meetings; non-disclosure agreements; synchronization and security requirements; etc. Unless otherwise mutually agreed to between the Contractor and the eTS provider, own-ership of the PNR shall reside with the ticketing entity.

• The Contractor must state its understanding that its services, products and processes offered must comple-ment the eTravel Service (eTS) for all civilian agencies using the eTS. If the Contractor is offering a book-ing engine in conjunction with its offered services, it must state its understanding that such a booking en-gine may only be offered to those agencies not participating in the eTS (in full or in part) and/or to those agencies not subject to the Federal Travel Regulation.

3.12.3 eTS Delays. In the event there are delays with the implementation of ETS, the contractor shall only be required to provide the agent-assisted travel management services as set forth in this contract until eTS is im-plemented and the online booking engine is configured to support the Post population.

4.0 Contractor Priority

The Government's travel requirements shall be accorded the highest priority. The Contractor must ensure that non-Governmental travel considerations do not delay, impede, or frustrate the Contractor's timely effective pro-cessing of official Government travel.

5.0 Furnishing of Equipment/Property

The Contractor shall provide all necessary office equipment, furnishings, supplies, tariffs, major automated re-servation and ticketing equipment, accounting software, computer systems, and related items necessary to fulfill the contract requirements. The Contractor shall use automated reservation equipment, with the capacity to dis-play all available fares, generate automated travel itineraries, and print tickets automatically.

6.0 Space for Performance of Required Services

6.1 The Contractor shall operate out of the U.S. Consulate General in Frankfurt, Germany. Any renovation to the space, such as erection or removal of walls and partitions, electrical or plumbing connection, painting, car-peting, and any other related work, shall be at the Contractor's expense. All plans for space renovation must be approved by the COR and all arrangements for renovation work must be made by or through the COR. Until such time as office space and telecommunications arrangements are completed within the Government location, the Contractor shall arrange for delivery of travel documents to the Government location. When working in Government-provided space, the Contractor's employees shall abide by the Government's smoking policies.

6.2 The Contractor shall ensure that its employees and agents working on the U.S. Government premises ob-serve all health and safety codes, including participation in safety drills when directed either orally or by estab-lished signals, fire alarms, bomb threat alarms, etc. The Contractor’s employees shall know the consulate’s fire regulations and shall report fires immediately upon detection by using the nearest fire alarm or by telephoning the Marine guard. The Contractor’s employees shall participate in security briefings about security measures re-quired at the consulate, and about the safe guarding of private information of U.S. Government travelers.