19GE5025Q0074 RFQ.pdf

REQUEST FOR

QUOTE

Travel Management Services

U.S. Consulate Hong Kong

RFQ No. 19GE5025Q0074

U.S. Consulate General Regional Procurement Support Office

Giessenerstrasse 30

60435 Frankfurt am Main, Germany

SENSITIVE BUT UNCLASSIFIED

CGFS // CGFS Document Number: 19GE5025Q0074 DRAFT Page 1 of 82

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30 1. REQUISITION NUMBER PAGE 1 OF 82

5. SOLICITATION NUMBER

19GE5025Q0074

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE DATE

See Block 31c

4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

05/28/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Joanna Catsamaki

b. TELEPHONE NUMBER (No collect calls) 6975353118

8. OFFER DUE DATE / LOCAL

TIME

06/16/2025 15:00

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

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

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED WOMEN-

OWNED SMALL BUSINESS (EDWOSB)

8(A)

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS BLOCK IS

MARKED

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER THE

DEFENSE PRIORITIES AND

ALLOCATIONS SYSTEM -

DPAS (15 CFR 700)

13b. RATING

X REQUEST

FOR

QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

14. METHOD OF SOLICITATION

CODE15. DELIVER TO CODE AGA16. ADMINISTERED BY

RPSO Frankfurt A/GA/AMD RPSO Frankfurt Office of Global Acquisition Frankfurt

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

HONGK19006CODE18a. PAYMENT WILL BE MADE BY

AMCONGEN HONG KONG

26 GARDEN ROAD

ATTN: FMO

HONG KONG, HONG KONG

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 NUMBER 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 Information

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

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

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

X 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: REFERENCE _____________________________

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) Daniel J Jackson

31c. DATE SIGNED 05/28/2025

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

CGFS // CGFS

CGFS // CGFS Document Number: 19GE5025Q0074 DRAFT Page 2 of 82

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 11/2021) BACK

CGFS // CGFS Document Number: 19GE5025Q0074 DRAFT Page 3 of 82

Section A - Solicitation/Contract Form Line Item Summary

Solicitation Number:

19GE5025Q0074

Contract Number: Title:

Travel Management Services - China

Date of Solicitation:

05/28/2025

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V302

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- RELOCATION: TRAVEL AGENT

Type of Contract Pricing: Firm Fixed Price

1,270.0 EA $0.00 $0.00

Period of Performance: 06/01/2025 - 05/31/2026

Description: BASE YEAR CLINs 0001 - 0012

Pricing Options: Base

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V302

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- RELOCATION: TRAVEL AGENT

Type of Contract Pricing: Firm Fixed Price

1.0 YR $0.00 $0.00

Period of Performance: 06/01/2026 - 05/31/2027

Description: FIRST OPTION YEAR CLINs 1001-1012

Pricing Options: Unexercised Option

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V302

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- RELOCATION: TRAVEL AGENT

Type of Contract Pricing: Firm Fixed Price

1.0 YR $0.00 $0.00

Period of Performance: 06/01/2027 - 05/31/2028

Description: SECOND OPTION YEAR CLINs 2001-2012

Pricing Options: Unexercised Option

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V302

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- RELOCATION: TRAVEL AGENT

Type of Contract Pricing: Firm Fixed Price

1.0 YR $0.00 $0.00

Period of Performance: 06/01/2028 - 05/31/2029

Description: THIRD OPTION YEAR CLINs 3001-3012

Pricing Options: Unexercised Option

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V302

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- RELOCATION: TRAVEL AGENT

Type of Contract Pricing: Firm Fixed Price

1.0 YR $0.00 $0.00

CGFS // CGFS Document Number: 19GE5025Q0074 DRAFT Page 4 of 82

Period of Performance: 06/01/2029 - 05/31/2030

Description: FOURTH OPTION YEAR CLINs 4001-4012

Pricing Options: Unexercised Option

CLIN Funding: Cost:

Base Totals: $0.00 $0.00

Exercised Options Totals: $0.00 $0.00

Unexercised Options Totals: $0.00 $0.00

Base and Options Totals: $0.00 $0.00

Section A - Solicitation/Contract Form

TABLE OF CONTENTS - .

Section I - The Schedule

• SF 1449 Cover Sheet

• Continuation to SF-1449, RFP Number 19GE5025Q0074, Prices, Block 23

• Continuation to SF-1449, RFP Number 19GE5025Q0074, Schedule of Supplies/Services, Block 20 Description/

Specifications/Work Statement

Section II - Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section III - Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Section IV - Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section V - Representations and Certifications

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION I - THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER 19GE5025Q0074

PRICES, BLOCK 23

A. GENERAL

A.1 The purpose of this firm fixed price requirements contract is to provide for Travel Management

Center (TMC) services for the U.S. Consulate General Hong Kong, in accordance with the Statement of Work.

A.2 This is a requirements type of contract against which task orders may be placed. The quantities set forth in the pricing section are estimates for evaluation purposes only; the Government does not guarantee that such quantities will be ordered, 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 will be for one-year base period from the date of award with four (4) one-year option periods. The performance period is set to commence on July 1, 2025.

A.3 Transaction Fee: The Government shall pay the Contractor a transaction fee based on a fixed rate per transaction, as per Attachment 3 - Price Schedule.

A.4 The Firm-Fixed Price shall include all materials, equipment, labor, overhead, profit, and general liability insurance necessary to deliver the required services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, transportation, general liability insurance or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost, or difficulty in achieving the results required by this contract. The contract price will not be adjusted because of fluctuations in currency exchange rates. Changes in the contract price, or time to complete, will be made only for changes made by the Government in the work to be performed, or by delays caused by the Government. Any costs not priced will be considered to be included in the overhead and other indirect costs.

A.5 The general liability policy required of the Contractor shall name “the United States of America” as additional insured. The general liability insurance shall be as required by law or as ordinarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims. The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to Government’s property in Contractor’s custody, any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from, and incident to, the Contractor's performance of the work detailed herein. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government. The Contractor shall submit evidence of general liability insurance within 10 calendar days after award.

A.6 Minimum and Maximum Amounts;

A.6.1. Contract Minimum

During the contract period, the Government shall order, through individual ticketing transactions, a minimum net of $20,000.00 or local currency equivalent. The Government makes no guarantee as to the number of transactions or the actual amount of services that will be requested above this guaranteed minimum.

A.6.2. Contract Maximum

During the contract period, the amount of all transactions shall not exceed USD 1,300,000.00 or local currency equivalent, which reflects the contract maximum.

A.7 Acquisition Method: This is a commercial acquisition as defined in Federal Acquisition

Regulation (FAR) 2.101, Definitions, and as described in FAR part 12, Acquisition of Commercial

Products and Commercial Services. Pursuant to FAR 12.102(b), the policies in FAR part 12 are used in conjunction with the policies and procedures for solicitation, evaluation and award prescribed in FAR part 13, Simplified Acquisition Procedures.

A.8 Value Added Tax: The U.S. Consulate General Hong Kong has a tax exemption certification from the host government; therefore, value added taxes shall not be included in the price nor charged on invoices.

A.9 Defense Base Act (DBA) Insurance:

(a) The Department of Labor has waived the DBA insurance for the countries in paragraph (b) of this subsection. United States citizens or residents and individuals hired in the United States, regardless of citizenship shall be required to obtain DBA insurance. Evidence of DBA insurance shall be submitted within 15 days of award. The DBA Insurance shall be obtained from any U.S.

Department of Labor (DOL) authorized DBA insurance broker. A list of DOL-authorized insurance brokers is available at the following address:

http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

DBA insurance cost will be evaluated as part of the total evaluated firm fixed price and included in the firm fixed price of the task order. The Contractor will be reimbursed for the applicable DBA insurance only to the extent the Contractor provides documentary proof that DBA insurance has been paid and only to the extent quoted.

(b) The DoL has waived DBA insurance for the following countries of performance under this contract: https://www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm.

Please note: China is currently listed on DOL Active DBA Waiver list. The successful Contractor shall be required to purchase DBA insurance for all United States citizens or residents and individuals hired in the United States, regardless of citizenship working under this contract.

Hong Kong however is currently not listed on the DOL Active DBA Waiver list and therefore the successful Contractor shall be required to purchase DBA insurance for all United States citizens or residents and individuals hired in the United States, regardless of citizenship, Host Country Nationals

(HCNs) and Third Country Nationals (TCNs) working under this contract.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm https://www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm

B. CONTRACT PRICE

B.1 PRICING

BASE YEAR

A B C D E F

CLIN Description Estimate

Quantity*

Unit of

Measure

Firm-Fixed

Unit Price

Estimated Total

Price [CxE]

0001 Off-site Services

Issuance of Flight

Ticket Domestic /

International

Transaction Fee

1,270 EA

0002 Off-site Services

Issuance of Train, Ferry Ticket Domestic

/ International

Transaction Fee

EA

0003 Overnight Delivery 10 EA

0004 Reservation of Hotel

Accommodation

5 EA

0005 Rental Vehicle 5 EA

0006 Visa Applicable 5 EA

0007 Courier Delivery Fee 5 EA

0008 Travel Information

Advisory Services

5 EA

0009 Seminars and

Meetings Assistance

Services

5 EA

0010 GST – where applicable domestic travel

EA

0011 Cost Construct Fee 10 YR

0012 Defense Base Act

(DBA) Insurance, if applicable. See

Section B.3.

1 LOT

Estimated Total Price – Base Year (CLINs 0001 – 0012)

FIRST OPTION YEAR

CLIN Description Estimate

Quantity*

Unit of

Measure

Firm-Fixed

Unit Price

Estimated Total

Price [CxE]

1001 Off-site Services

Issuance of Flight

Ticket Domestic /

1,270 EA

International

1002 Off-site Services

Issuance of Train, Ferry Ticket Domestic

/ International

1003 Overnight Delivery 10 EA

1004 Reservation of Hotel

Accommodation

5 EA

1005 Rental Vehicle 5 EA

1006 Visa Applicable 5 EA

1007 Courier Delivery Fee 5 EA

1008 Travel Information

Advisory Services

5 EA

1009 Seminars and

Meetings Assistance

Services

5 EA

1010 GST – where applicable domestic travel

EA

1011 Cost Construct Fee 10 YR

1012 Defense Base Act

(DBA) Insurance, if applicable. See

Section B.3.

Estimated Total Price – First Option Year (CLINs 1001 – 1012)

SECOND OPTION YEAR

CLIN Description Estimate

Quantity*

Unit of

Measure

Firm-Fixed

Unit Price

Estimated Total

Price [CxE]

2001 Off-site Services

Issuance of Flight

Ticket Domestic /

International

Transaction Fee

1,270 EA

2002 Off-site Services

Issuance of Train, Ferry Ticket Domestic

/ International

2003 Overnight Delivery 10 EA

2004 Reservation of Hotel

Accommodation

5 EA

2005 Rental Vehicle 5 EA

2006 Visa Applicable 5 EA

2007 Courier Delivery Fee 5 EA

2008 Travel Information

Advisory Services

5 EA

2009 Seminars and

Meetings Assistance

Services

5 EA

2010 GST – where applicable domestic travel

EA

2011 Cost Construct Fee 10 YR

2012 Defense Base Act

(DBA) Insurance, if applicable. See

Section B.3.

Estimated Total Price – Second Option Year (CLINs 2001 – 2012)

THIRD OPTION YEAR

CLIN Description Estimate

Quantity*

Unit of

Measure

Firm-Fixed

Unit Price

Estimated Total

Price [CxE]

3001 Off-site Services

Issuance of Flight

Ticket Domestic /

International

Transaction Fee

1,270 EA

3002 Off-site Services

Issuance of Train, Ferry Ticket Domestic

/ International

3003 Overnight Delivery 10 EA

3004 Reservation of Hotel

Accommodation

5 EA

3005 Rental Vehicle 5 EA

3006 Visa Applicable 5 EA

3007 Courier Delivery Fee 5 EA

3008 Travel Information

Advisory Services

5 EA

3009 Seminars and

Meetings Assistance

Services

5 EA

3010 GST – where applicable domestic travel

EA

3011 Cost Construct Fee 10 YR

3012 Defense Base Act

(DBA) Insurance, if applicable. See

Section B.3.

Estimated Total Price – Second Option Year (CLINs 3001 – 3012)

FOURTH OPTION YEAR

CLIN Description Estimate

Quantity*

Unit of

Measure

Firm-Fixed

Unit Price

Estimated Total

Price [CxE]

4001 Off-site Services

Issuance of Flight

Ticket Domestic /

International

Transaction Fee

1,270 EA

4002 Off-site Services

Issuance of Train, Ferry Ticket Domestic

/ International

4003 Overnight Delivery 10 EA

4004 Reservation of Hotel

Accommodation

5 EA

4005 Rental Vehicle 5 EA

4006 Visa Applicable 5 EA

4007 Courier Delivery Fee 5 EA

4008 Travel Information

Advisory Services

5 EA

4009 Seminars and

Meetings Assistance

Services

5 EA

4010 GST – where applicable domestic travel

EA

4011 Cost Construct Fee 10 YR

4012 Defense Base Act

(DBA) Insurance, if applicable. See

Section B.3.

Estimated Total Price – Base Year (CLINs 4001 – 4012)

*Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/contract.

STATE CURRENCY: __________________________________

TOTAL CONTRACT PRICE

Total Base Year

Total First Option Year

Total Second Option Year

Total Third Option Year

Total Fourth Option Year

Grand Total

CONTINUATION TO SF-1449,

RFP NUMBER 19GE5025Q0074

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.0 PERFORMANCE WORK STATEMENT

1.1 The Contractor shall provide corporate travel services for official domestic and international travel of U.S. Government travelers including employees and their dependents (with US Government funded travel orders) required by the agencies set forth in Section 1, paragraph 27.0. Domestic and international travel includes travel within Hong Kong, and travel outside that country, including travel within the U.S and other countries.

1.2 The corporate travel services that the Contractor shall provide include following from a travel counselor by a dedicated email or phone:

● Travel reservations, issuance and delivery of tickets for air travel (including online low-cost carriers=), rail, and ferry travel (bus where possible); and where possible, advance seat assignments and advance boarding passes;

● Reservations for lodging accommodations;

• Commercial automobile rental services;

• Assistance in obtaining visas, and advice regarding health requirements.

• Travel insurance for Local Employed Staffs

● Detailed travelers' itineraries.

● Provide content, via the GDS, and have a method to make reservations when the GDS system is not operating or when reservations must be made when an airline or other service provider does not subscribe to a GDS.

● Provide content and service of reservations for New Distribution Capability (NDC), direct connect, and other content suppliers from transportation carriers and other service providers.

Support for NDC, direct connect, and other content suppliers may be defined in the agency task order agreement between the TMC, the Agency.

• The contractor shall be able to issue “Ticket-less” reservation with “Low-Cost Carriers (LCC), which may use “hybrid” reservations (using e-ticketing in addition to ticket less to accommodate codeshares and interlines) and Ultra Low-Cost Carriers (ULCC)”

● Management information and billing reports derived from the booking database.

● Automated reconciliation of travel charges incurred through the Government's CBA accounts.

● Seminars, meetings and workshops at sites selected by the Government (including conference rooms, lodging, meals, ground transportation, audio-visual equipment, and related services);

and,

● Information pamphlets for Government travelers who use the contract.

● Provide current advice on entry/transit requirements.

The above items are discussed in detail in paragraph 3.0, "Contractor Requirements for Providing

Official Travel Services".

1.3 The Contractor shall also provide travel services and support for Government employees and their dependents requesting personal deviations from authorized itineraries associated with office, U.S.

Government-funded travel. An individual seeking a personal deviation from official travel is required to use the Contractor’s services to arrange the deviation if the Contractor is capable of ticketing using the common carrier(s) and fares(s) requested by the traveler. The Contractor may charge a cost construct fee, personally paid by the traveler in addition to the transaction fee for the official portion of the travel. The Contractor shall post and publish the transaction fees associated with such service.

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 or the

Contracting Officer’s Representative.

1.5 Upon the request of employees or other persons with disabilities traveling on official business, the

Contractor must arrange necessary and reasonable accommodations, including but not limited to airline seating, in-terminal transfers, ground transportation and barrier-free or otherwise accessible lodging.

1.6 Upon request, the contractor shall provide pet transportation as well as leisure/personal travel services.

1.7 Upon request, the contractor shall provide Cost Construct services, as defined in the Definitions in

Section 2.

The Department is permitted to pay for costs associated with official travel that are necessary to meet the Department’s mission. Travelers can choose to deviate from what is indicated on their travel orders for personal convenience or preference, but any additional fare expenses and the labor associated with arranging those travel deviations must be borne by the traveler since they are not inherently necessary to conduct government business.

The Cost Construct Service Fee policy applies to U.S. Department of State & ICASS-Serviced

Agencies at Overseas Locations.

The fee is charged for all cost-constructed itineraries that are finalized within three quotes. It is charged per itinerary (not per person) so, for example, a family of five with the same itinerary would be charged one fee. It is payable at the time of a cost constructed itinerary is ticketed. If a cost construct itinerary is changed and requires a new ticket, a new cost construct fee per itinerary is charged. If there is an itinerary which requires more than three quotes, an additional fee will be charged for each additional quote after the initial three.

The TMC must document the Passenger Name Record to indicate that the traveler has agreed to the cost-constructed itinerary and fare and has provided a means of payment for the additional fares. The

TMC will provide a copy of the authorized itinerary, fare calculation as well as the cost-constructed itinerary and fare.

2.0 DEFINITIONS AND ACRONYMS

Abandoned Call: An abandoned call is a call, or other type of contact, started to a call center that is ended while a person is on hold and before any conversation occurs.

Accommodated Travel Management Company (ATMC): Under the E-Gov Travel Services (ETS) program, an Accommodated TMC is a TMC that is under contract directly with the agency, usually through the MAS. The ATMC works closely with the ETS contractor to supply a full range of travel services as described herein and within the customer agency 52..

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

Foreign Agricultural Service.

Airline Reporting Corporation (ARC): An airline-owned company serving the travel industry with financial services, data products and services, ticket distribution, and settlement in the United States, Puerto Rico, and the U.S. Virgin Islands. https://www2.arccorp.com/

Application Programming Interface: APIs are mechanisms that enable two software components to communicate with each other using a set of definitions and protocols. For example, the weather bureau’s software system holds daily weather data. The weather app on your phone “talks” to this system via APIs and shows you daily weather updates on your phone.

API stands for Application Programming Interface. In the context of APIs, the word Application refers to any software with a distinct function. Interface can be thought of as a contract of service between two applications. This contract defines how the two communicate with each other using requests and responses. Their API documentation has information on how developers are to structure those requests and responses.1

Authorized Itinerary – The:

• lowest cost;

• usually traveled routing;

• between a traveler’s authorized origin and authorized destination;

1 What is an API from Amazon Web Services.

https://www2.arccorp.com/ https://www2.arccorp.com/ https://www2.arccorp.com/ https://aws.amazon.com/what-is/api/#:~:text=API%20stands%20for%20Application%20Programming,other%20using%20requests%20and%20responses

• on the authorized date of travel (for travel that is date-specific);

• in the authorized class of service;

• using the fare type (unrestricted or restricted) authorized;

• that complies with the GSA City Pair Program;

• and complies with the Fly America Act, the US government regulations, open skies agreement as applicable and the Mission Travel Policy

Auto-cancellation: The cancellation of an un-ticketed City Pair Program reservation prior to its scheduled departure. An un-ticketed coach class City Program reservation (i.e., YCA and _CA) will auto-cancel 48 hours prior to the scheduled departure date and time. This only applies to reservations booked 72 hours or more before the scheduled departure. Reservations made less than 72 hours prior to the scheduled departure time may be exempt and may require ticketing six (6) hours before the scheduled departure at the carrier’s discretion.

An un-ticketed business class or premium economy class City Pair Program reservation (i.e., _CP and

_CB, respectively) will auto-cancel seven (7) calendar days prior to the scheduled departure date and time. This only applies to reservations booked eight (8) calendar days or more before the scheduled departure. Reservations made seven (7) calendar days or less prior to the scheduled departure time may be exempt and may require ticketing six (6) hours before the scheduled departure at the carrier’s discretion. There are no fees or penalties associated with auto-cancellation of a reservation or rebooking a reservation that was subjected to auto-cancellation.

Back Office System: Accounting, invoicing, and customer service software. Frequently used to process and verify weekly sales reports. Types of reports include financial, customer travel patterns, settlement, general ledger, and accounting. An automated system interface with the Contractor’s GDS that collects and reports data for management information reports and financial accounting.

BSP: IATA Billing and Settlement Plan

Business Day – The hours between 08:00AM and 06:00PM Australian Eastern Daylight Time

(AEDT)Monday through Friday, except holidays listed in Section 2, DOSAR 652.237-72, “Observance of Legal Holidays And Administrative Leave”. May also be referred to as “Core Hours”.

Centrally Billed Account (CBA): A travel card/account set up by the GSA SmartPay® contractor at the request of the agency/organization. These may be card, cardless, or virtual accounts. Payments are made directly to the GSA SmartPay® contractor by the agency or organization.

The Department of State has selected Citibank Visa Charge Cards. The contractor will provide the

CBA, via the GDS, to the airlines such that the airline is the merchant for the air ticket cost. The contractor may only charge the CBA for transaction fees, not for airline tickets.

Commission: Amount paid to the Contractor by another entity not a party to this contract, such as an airline, hotel, or rental car, for services the Contractor books with that entity.

Cost Construct: Defined in 14 FAM511.3: Travel based on a cost comparison between the cost of official (i.e., direct) travel and the cost of personal (i.e., indirect) travel. When cost constructing travel, the traveler can only claim the cost of the fare(s) the U.S. Government would have paid to the contract and/or common carrier or the cost of the commercial fare(s) the traveler actually paid to common carriers, whichever is less.

Any deviation from the most economical, direct usually traveled route for personal reasons requires a cost construct, including:

● Different origin or destination

● Different routing (requests to stop in a different city en route)

● Different carrier

● Different mode of transportation

● Different class of service (i.e., premium economy, business, first)

Travel that deviates from the authorized itinerary or authorized class of service. The Government will pay no more than the value of the authorized itinerary. A traveler-requested deviation from the date(s) of travel on their travel authorization shall not constitute a cost-construct unless, as a result of the date change, the base fare changes relative to the base fare of the authorized itinerary. See also “Leisure

Travel”.

Churning: The excessive changing, rebooking, and canceling of the same itinerary, in the same

Passenger Name Record (PNR), in order to hold the reservation.

City Pair Program (CPP): GSA’s procurement program for air passenger transportation services. A

GSA SmartPay® Individually Billed Account (IBA), Centrally Billed Account (CBA), card or

Government Transportation Request (GTR) are the only forms of payment acceptable under the City

Pair Program for official travel.

Common Carrier (Carrier): Types of common carrier authorized – airline, train, ship, bus, or other transit system. The basic requirements for using common carrier transportation fall into three categories: a.) Using contract carriers, when available and if a government agency is a mandatory user of GSA’s CPP. b.) Using coach class (economy) service, unless other than coach class is authorized.

c.) Mandatory use of U.S. Flag Carrier (or ship) service for air or ship passenger transportation.

Contract Fare: The Federal Government awarded airfares as it pertains to the CPP Contract or other contract fares negotiated by the Federal Government. CPP Contract fares include Unrestricted (YCA), Capacity Controlled (_CA), Contract Business (_CB), and Contract Premium Economy (_CP) fares.

Continental United States (CONUS): Within the forty-eight (48) contiguous States and the District of

Columbia.

COR: Contracting Officer's Representative. See Section 2, DOSAR 652.242-70, Contracting Officer's

Representative (COR)

DS-4022: Exception Form for us of non-contract carrier

DS-3093: Exception Form for use of Foreign Flag Carrier

DS-4087: Exception Form for Premium/Business Class Travel

DSSR: Department of State Standard Regulations

Debit Memo: Any written or electronically transmitted request, from a carrier (airline) to a TMC, for payment of any obligation arising under the ARC Agent Reporting Agreement, including penalties and fees charged including, but not limited to inaccurate reporting, prohibited booking practices, and ticketing in violation of applicable fare and tariff rules. Failure to pay a Debit Memo sent to it by a carrier may result in termination by the carrier of its appointment of the TMC as its agent, and withdrawal of its airline identification plate, effectively preventing the TMC from any further ticketing of reservations on the carrier.

Circumstances that may cause an agency to receive a debit memo may include:

● Churning

● Duplicate Booking

● Traveler behavior, e.g., back-to-back ticketing, unused flight legs to obtain a lower fare

● Commission recalls from refunds.

● Incorrect faring

● Incorrect refund calculation

Dual Fares: In certain markets, there are two awarded CPP fares, including an unrestricted fare (YCA), and a capacity-controlled fare (_CA) with the number of seats available for this fare as the only restriction. Use of either fare satisfies the requirement to use the contract carrier. The blank before CA

(_CA) refers to an alpha character variable that may be applied by various airlines.

Duplicate Booking: Other reservations (bookings – e.g., air, rail, lodging, or rental car) that cannot logically be used by the traveler, which are similar or identical to another reservation for the same traveler contained in one or more PNR(s). Duplicate bookings (e.g., air, rail, lodging, rental car) are subject to cancellation of both duplicate reservations without notice by the affected supplier, Global

Distribution System (GDS), or TMC and can result in additional penalties and charges, in the form of

Debit Memos, to the TMC by the affected carrier that may then become a financial obligation to the

Federal agency or the traveler. See Debit Memo.

Embassy: Refers to any U.S. Embassy or Consulate listed in paragraph 1.0, Description above.

Emergency: An unforeseen combination of circumstances that calls for immediate action. The term emergency includes, but is not limited to, disasters, forest fires, evacuations, floods, and civil unrest.

The contractor shall include evacuation support services as part of its proposed services.

Emergency Travel Service: Emergency travel service provides reservation and ticketing support for travel needs meeting the following criteria: a) the call occurs before or after contract- defined established core business hours2 and b) the travel will commence within the following 24 hours or C) the need to travel arises over the weekend or during a holiday for travel that will commence over the weekend or on the next business day, and the traveler cannot wait until the next business day to process reservations. See Non-Emergency After-Hours Service: Calls requesting travel services.

E-Gov Travel Service (ETS, including ETS2, & ETSNext): The E-Gov Travel Service (ETS) is a government-wide, web-based, and world-class travel management service managed by GSA. This streamlined service continually applies commercial best practices to realize travel efficiencies and deliver a transparent, accountable, and sustainable service that yields exceptional customer satisfaction.

ETS2 is GSA's current contracted web-based service used by the civilian federal agencies for T&E management. ETS2 is a dual award Indefinite Delivery Indefinite Quantity (IDIQ) contract that allows travelers to create authorizations (TDY travel orders), prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the GSA

SmartPay® vendor. ETS2 expires on June 3, 2027.

2 See Core Hours Above.

ETSNext: is the next generation contract for T&E technology managed service that will replace ETS2, when it expires on June 3, 2027. Agencies will begin transitioning to the ETSNext Shared Service beginning FY 24 or FY25 and continue to transition through the end of ETS2, on June 3, 2027, with a goal of completing the transition, for all agencies, in February of 2027.

Explanatory Codes/Exception Codes: Codified explanatory notations, recorded in the PNR, that document, among other things, reasons for certain airline, hotel or rental car travel options that are selected by the federal traveler, including policy deviations. Also known as reason codes, certain required explanatory codes, for the GSA City Pair Program, are defined for the Schedule and included in the section Explanatory Codes below.

Federal Fiscal Year: October 1 through September 30.

Federal Holiday: United States Federal Government holidays. Information about United States Federal

Holidays is located at the following: http://www.opm.gov/Operating_Status_Schedules/fedhol/.

FedRooms®: provides Federal Travel Regulation (FTR)-compliant hotel rooms at or below per diem with standard amenities for federal government travelers. Agencies should utilize FedRooms® when booking lodging for official duty travel to take advantage of the benefits and protections. For more information visit www.gsa.gov/fedrooms.

Federal Travel Regulation (FTR): implements statutory requirements and Executive branch policies for travel and relocation for all Title 5 Executive Agency employees. Federal civilian employees and others authorized to travel at the government's expense must follow the policies defined in the FTR.

The FTR includes policies on: Temporary duty (TDY) travel allowances, Relocation allowances, Payment of expenses connected with the death of certain employees, and Payment of expenses from a non-federal source.

Federal Information Security Management Act of 2002: This act provides a comprehensive framework for ensuring the effectiveness of information security controls over information resources that support Federal operations and assets. It also provides effective Government wide management and oversight of the related information security risks, including coordination of information security efforts throughout the civilian, national security, and law enforcement communities. The act also sets minimum controls required to protect Federal Information and information systems. It may be found at:

NIST Page on FISMA

Foreign Affairs Manual (FAM): The Foreign Affairs Manual (FAM) and associated Handbooks

(FAHs) are a single, comprehensive, and authoritative source for the Department's organization structures, policies, and procedures that govern the operations of the State Department, the Foreign

Service and, when applicable, other federal agencies. Please visit https://fam.state.gov/ for more information.

It is Department of State policy, as authorized by section 901 of the Foreign Service Act (22 U.S.C.

4081) that the Secretary authorize and pay for the official travel and related expenses of members of the Foreign Service and their families, including costs or expenses incurred for:

1. Proceeding to and returning from assigned posts of duty;

2. Authorized or required home leave;

3. Family members to accompany, precede, or follow a member of the Service to a place of temporary duty;

4. Representational travel;

SENSITIVE BUT UNCLASSIFIED

https://docs.google.com/document/u/0/d/18Jqf83mgp25-IJLKho6D_Zz1dKXORXKBDxJTgZVi__0/edit http://www.opm.gov/Operating_Status_Schedules/fedhol/ https://csrc.nist.gov/Search?keywords=Federal%20Information%20Security%20Modernization%20Act%20of%202014%20 https://fam.state.gov/

5. Medical travel (other than for routine follow-up care);

6. Rest and recuperation travel;

7. Evacuation travel;

8. Visitation travel;

9. Return remains of member of the Service or of a family member of the Service who dies abroad or while assigned within the United States; and

10. Other travel as authorized and necessary to accomplish the Department's mission

Fulfillment or Fulfillment Services: The manual and automated assisted steps a TMC must take between the time a reservation is made either via an online booking tool (OBT) or with a travel agent, and the transaction is completed, including but not limited to performing policy management, providing quality assurance, completing all PNR documentary requirements, issuing and delivering an electronic ticket with a correct and complete travel itinerary, and performing ARC reporting. These processes support travel reservations made through ETS & DTS. In addition, see the T&E Business Standards

TRT.010.040 Travel Ticketing Activities and Capabilities for services related to ETSNext.

GSA: U.S. Government General Services Administration.

Global Distribution System (GDS): A computer reservation service/system (CRS), that includes reservation databases for many airlines, rail carriers, lodging providers, rental car agencies, etc. GDSs are used by TMCs to reserve worldwide travel accommodations for their customers.

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

Government Transportation Request (GTR): Standard Form 1169, the Government document used to buy transportation services. GTRs are issued and used only for officially authorized passenger transportation for the account of the United States. GTRs may be used to pay for international air travel.

For domestic air travel, GTRs may be used under special circumstances and for travel related expenses.

Special domestic circumstances are defined as acts of God, emergency situations, and when buying a domestic ticket in the USA in conjunction with travel that originated overseas.

GSA SmartPay® Program: The Travel and Transportation Reform Act of 1998 (Public Law 105-

264) mandates federal government cardholders to use the SmartPay® contractor bank issued travel card including Individually Billed Accounts (IBA), Centrally Billed Accounts (CBAs), Virtual Cards, etc.)

for official government travel expenses following FTR Section 301- 70.704. The GSA SmartPay® travel charge card (Visa or MasterCard branded) shall be used only for authorized official travel.

GSA SmartPay Tax Advantage Travel Card Account: The GSA SmartPay Tax Advantage Travel

Card Account is a new product offering, under the SmartPay 3 award, which combines an IBA and

CBA, providing a means to obtain tax exemption automatically at the point of sale for rental cars and lodging charges.

Indirect Travel: Travel that deviate, in routing, from the routing of the authorized itinerary. Usually done for personal convenience.

Individually Billed Account (IBA): A Government SmartPay® contractor-issued charge card issued to authorized employees to pay for official travel expenses for which the SmartPay® charge card contractor bills the employee.

Certain travelers (primarily U.S. direct hires) may be eligible to hold a U.S. Government contractor issued IBA, commonly referred to as a travel card. An IBA should be used to procure transportation for official travel only when a CBA cannot be used or when travel is of an unanticipated, emergency nature and arranging travel through a TMC, thus using a CBA, would prevent accomplishment of the purpose of travel.

Industrial Funding Fee (IFF): The IFF reimburses the General Services Administration for the costs incurred in procuring and managing the FSS and MAS and the CPP. See PRICING SCHEDULE for more information.

International Air Transportation Association (IATA) Number: Number used to identify the travel agent. https://www.iata.org/

Invitational Travel: Authorized travel of individuals either not employed or employed intermittently

(under 5 U.S.C. 5703) in the Government service as consultants or experts and paid on a daily when actually-employed basis and for individuals serving without pay or at $1 a year when they are acting in a capacity that is directly related to, or in connection with, official activities of the Government. Travel allowances authorized for such persons are the same as those normally authorized for employees in connection with TDY.

Joint Travel Regulation (JTR) The Joint Travel Regulations (JTR) implements policy and law to establish travel and transportation allowances for Uniformed Service members (i.e., Army, Navy, Air

Force, Marine Corps, Space Force, Coast Guard, National Oceanic and Atmospheric

Administration Commissioned Corps, and Public Health Service Commissioned Corps), Department of Defense (DoD) civilian employees, and others traveling at the DoD’s expense. Please visit https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations/ for more information.

Known Traveler Number (KTN): A nine-digit number that serves as the known traveler number for an individual enrolled in the Transportation Security Administration (TSA) Pre-check program.

Long Term Lodging (30 or more lodging nights) - Lodging accommodation for durations of 30 or more nights.

Leave in Conjunction with Official travel (LICWO) – Any transaction for which the services of the

TMC are used to book leisure travel requested by a traveler concurrent with and/or in addition to authorized official travel.

Lowest Logical Fare: The lowest applicable fares compliant with FTR, contract City Pair Program

(CPP) airfare usage, agency policy, and reporting requirements. Also referred to as the Lowest

Available Fare. Except for the constraints of the CPP, described in Section 1, continuation 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 logical 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.

Management Service Fee (MSF): MSF method consists of charging a fixed fee per month for full performance of all contract requirements. See PRICING SCHEDULE for more information.

Media: A broad spectrum of methods used to provide a permanent record of communications

(examples include paper, Electronic Data Interface (EDI), electronic, optically stored media, computer disks, or any other acceptable method of available communication).

New Distribution Capability (NDC) is a travel industry-supported program (NDC Program) launched by IATA for the development and market adoption of a new, XML-based data transmission standard

(NDC Standard). The NDC Standard enhances the capability of communications between airlines and

SENSITIVE BUT UNCLASSIFIED

https://www.iata.org/ https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations/ travel agents and is open to any third party, intermediary, IT provider or non-IATA member, to implement and use.

NDC enables the travel industry to transform the way air products are retailed to corporations, leisure, and business travelers, by addressing the industry’s current distribution limitations: product differentiation and time-to-market, access to full and rich air content and finally, transparent shopping experience. For more information visit iata.org.

Non-Emergency After-Hours Service: Calls requesting travel services not meeting the definition of emergency travel services that occur outside core service hours. Examples of non-emergency travel service requests include but are not limited to a) requests for flight schedule information, b) transaction fee questions, c) requests for invoice copy, d) requests to update traveler profiles, e) requests to add loyalty program information to reservation, and f) requests to change seat assignments. See Emergency

Travel Service: Emergency travel service

OCONUS: Outside of the forty-eight (48) contiguous United States and the District of Columbia.

Official Travel: Authorized travel and assignment solely in connection with business of the

Government. Types of official travel include Temporary Duty (TDY), Permanent Change of Station

(PCS), Permanent Duty Travel (PDT), Recruitment travel, travel by Reserve Component/National Guard members, Leave in Conjunction with Official Travel (LICWO), and Evacuation Travel.

Official travel also includes civilians in connection with official United States Government business, and travel performed under orders at the expense of federal appropriated and non-appropriated funds.

Online Booking Tool (OBT): A web-based solution for making reservations for Air, Rail, Lodging, Rental Car, etc., without the support of a travel agent.

Open or Limited Open Travel Authorization: Written approval to travel on official business for a given period, usually no longer than 1-year. May also be referred to as a “Blanket “or “Open Blanket” authorization.

Open Skies Agreement: The EU Open Skies agreement can be a valid exception to the Fly American

Act. Other Open Skies agreements are not as liberal as the EU agreement. America’s Open Skies policy has facilitated and accompanied U.S. airline globalization. By allowing U.S. air carriers unrestricted market access to our partners’ markets as well as rights to fly to points in-between and beyond, Open

Skies agreements provide maximum operational flexibility worldwide for U.S. airlines.

Passenger Information: Passenger information may include, but is not limited to, Passenger Name

Record (PNR) locators, names, dates of service, ticket numbers, carrier/rental car company/hotel name

& code, class of service; base fare/tax/total ticket amounts, departure and arrival airport codes by segment, origin and destination markers, explanatory codes, lowest available fares, ticket designator, user-defined ID fields (UDIDs), and car rental rate types.

Contractors must remove all Personally Identifiable Information (PII) from all GSA reports (NOTE:

PII must be deleted from GSA reports and from the data transferred to GSA or GSA-designated third parties unless otherwise agreed to in writing by GSA.

Passenger Name Record (PNR): A file in a Global Distribution System (GDS) that holds pertinent information relating to a specific reservation / itinerary.

Per Diem Allowance: A daily payment for lodging, meals, and incidental expenses (M&IE) used instead of reimbursement for actual expenses incurred. For more information, please visit https://www.gsa.gov/travel/plan-book/per-diem-rates.

Permanent Change of Station (PCS) / Relocation: The permanent assignment, detail, or transfer of a Service member, civilian employee, or unit to a different Official Station or Permanent Duty Station

(PDS). A PCS / Relocation travel authorization / Order does not direct further assignment to a second new Official Station / PDS or return to the old Official Station / PDS. A PCS / Relocation travel authorization order does not specify the duty as temporary but may authorize Temporary Duty Travel

(TDY) travel for House Hunting trips or enroute travel to the new Official Station / PDS.

Personally Identifiable Information (PII): Any representation of information…