Travel Management Services Solicitation 19KE5025Q0015 Questions and Answers and Minutes of the Prepropsal Conference.pdf

Travel Management Services Solicitation 19KE5025Q0015

Questions and Answers.

1. On Page 70 of the RFQ document, it is stated in 1.2.10 that we submit an original and three copies of the complete quotation, including all supporting documents. Considering this is email submission, please advise if we should submit four times.

Answer: Submit both technical and financial proposals to NairobiGSO-Contracts@state.gov No hard copies allowed.

2. How are Transaction Fees paid. Is it weekly, biweekly, or monthly

Answer: Monthly

3. Are transaction fees paid by card

Answer: No, Transaction fees are paid by Government Travel Request (GTR)

4. How are suppliers who do not accept credit cards on Global Distribution System (GDS) or directly paid.

Answer: They are paid by Government Travel Request (GTR)

5. Could you kindly confirm if companies that did not participate in the pre-proposal conference are still eligible to submit their offers

Answer: Yes they are eligible to submit offers.

6. And is it possible to submit questions?

Answer: Yes, deadline for receiving questions was January 17, 2025, by 10:00 AM

7. Kindly share the SAM registration process:

Answer: See attached power point detailing the registration process.

8. Can we submit our bid through a link to a portal that will allow access to our bid document in one folder to avoid sharing too many emails?

Answer: Submit both technical and financial proposals to NairobiGSO-Contracts@state.gov

9. Section 3 Clause 1.2.10. Offerors / Quoters shall submit an original and three copies of the complete quotation, including all supporting documents.

Answer: Submit both technical and financial proposals to NairobiGSO-Contracts@state.gov

10. Kindly clarify on provision of original and three copies given the RFQ submission is electronic, mentioned in the cover letter and in the pre-proposal meeting.

Answer: Kindly submit your proposal as per the instructions on the cover letter.

11. Section 4 Clause 6.1. Complete the resume at the end of this section, for all Key Personnel, as identified in Section 1, continuation of block 20, paragraph 20.0 and whether mailto:NairobiGSO-Contracts@state.gov mailto:NairobiGSO-Contracts@state.gov mailto:NairobiGSO-Contracts@state.gov they are currently employed by the quoter. Resumes of personnel not currently employed by the Contractor must contain a statement that use of their resume for this solicitation is authorized. Specifically confirm that all proposed personnel speak, understand and write English. There is no resume provided at the end of the said section or any other place in relation to the Key Personnel. Kindly clarify if there is a format for the resume that has not been attached in the RFQ

Answer: There is no format for the resume

12. Section 1 Clause 20 Key Personnel For the required Key Personnel requested, the roles of the Project Manager, Site Manager and Branch Manager may be identical or may overlap.

Could we please get a role description of each to avoid repetition of functions?

Answer: You may allocate the slots to fit the roles that you feel best meets your project plan.

13. Given the breadth of requirements and need for clarification on above, we request for an extension of the submission deadline date as the timeline provided is too tight to prepare a compliant and responsive proposal that will address your RFQ requirements comprehensively.

Answer: Deadline for submission is extended January 27th, 2025, 7:00 AM Eastern Africa Time.

No quotations will be accepted after this time

Minutes of the Travel Management Services 19KE5025Q0015 Pre-Proposal Conference

Date & Time: January 15, 2025, at 11:15 AM

Venue: US Embassy Nairobi, Multi-Purpose Room (MPR)

Agenda

1. Introduction

2. Opening Remarks and Review of solicitation process (Contracting Officer – Leslie Marks)

3. Overview

4. Submittal Requirements

5. Questions

6. AOB

Min 1/2025 – Introductions

The Pre-Proposal conference began with individual introductions of the attendees and USG personnel.

Min 2/2025 – Opening Remarks and Review of Solicitation Process

Leslie, the Contracting Officer (CO) at the U. S. Embassy Nairobi, welcomed all attendees.

The CO emphasized that the solicitation process is fair and transparent, and highlighted the significant effort required to understand U. S. government travel regulations to meet contractual requirements. The purpose of the Pre-proposal conference was to encourage strong market competition. She also encouraged bidders to remain engaged with future economic opportunities, even if their bid was unsuccessful. Additionally, she stressed the importance of working closely with the Contracting Officer Representative (COR). Offerors must be registered in the System for Award Management (SAM) database prior to submitting their proposal.

Min 3/2025 – Solicitation Document (Billy, Mwanaidi/Eric)

Billy stated that the Travel Management contract was advertised on January 8, 2025, on U.S. Embassy website. Failure to be registered in the System for Award Management (SAM) at the time of proposal submission may result in the offeror’s proposal being considered non-responsible. He emphasized the need to follow the instructions in section 3 of the solicitation, complete the required portions of Standard Form SF1449, and submit bids electronically to the provided email by January 23rd 2025 at 4:00 PM. The requirements included:

1. SF-1449

2. Pricing

3. Certifications proof

4. Additional information as required in Section 3

5. Proof of SAM Registration

Additionally, he explained the sections to be filled out and signed. The pricing table was provided, and a brief of the requirement was given.

3.1 The Scope of Work (SOW), delivery requirements and expectations – Mwanaidi

The COR, Mwanaidi , explained in detail the Scope of Work/Statement of Work (SOW). The contractor shall provide corporate travel services for the official domestic and international travel of government employees. The corporate travel services shall include:

• Travel reservations

• Lodging accommodation

• Rental services

• Visa applications

• Health requirements

• Detailed travel itineraries

• Use of a computerized reservation system which interfaces with Global Distribution

System

• Provide billing reports

• Seminars

• Development of information pamphlets for government travelers

• Familiarization with definitions and ACRONYMS

• Cost savings/Cost construct

• Training for the winning bidder

3.1 Transportation

The COR emphasized the use of U.S. Government carriers as established. A good working relationship with the Airlines is essential. The contractor is to apply government awarded rates and consult with airlines to obtain discounts. The contractor may issue premium class tickets on clearance levels.

3.2 Lodging

The COR noted that it is the contractor’s responsibility to reserve lodging outside of the country. Where the government has agreements with hotels for discounted government rates, the contractor shall secure such rates for government travelers.

3.3 Rental Vehicles

It was reported that it is the contractor’s responsibility to reserve rental vehicles, arrange airport transfers, provide safari vehicles, advise travelers on necessary health and safety requirements, and assist travelers in obtaining visas for foreign travel.

3.4 Information

It was noted that the contractor shall develop pamphlets for government travelers, provide e-tickets in a timely manner, and manage reports for weekly, quarterly, and monthly billing.

The contractor is also responsible for reporting any problems and solutions that occurred during the month. It was reiterated that the contractor must manage reports and deliverables and provide automated reconciliation of transportation billings. Additionally, the contractor is to provide 24-hour service.

3.5 Equipment/Property Furnishing

It was reported that the government will provide the space required for services, while the contractor will provide computers and accessories. A minimum of ten (10) contractor personnel must be present at any given time and must adhere to health and safety regulations. Key personnel must be identified along with their function/position. During the first 90 days of performance, the contractor shall not substitute key personnel unless necessitated by illness or termination of employment. Additionally, it was noted that the contractor will provide travel services to 61 agencies.

3.6 Quality control

The COR noted that the contractor is responsible for management and quality control to ensure the terms of the contract are met. The contractor must provide a breakdown of service delivery and maintain superior customer service with continuity. IATA compliance is a requirement, and the contractor must demonstrate how the system to be used will integrate with the U.S. government system.

3.7 Compensation, Billing and Transaction fee

It was reported that the government will reimburse only the actual rates for transportation services related to official travel arranged by the contractor. Where advance deposits are made, the government will pay the associated fees. It was noted that only the cost of official carrier transportation may be charged to the government, in addition to the transaction fee. No cash refunds will be issued for tickets related to official government travel.

Min 4/2025 Submittal Requirements

Eric reiterated the Contractor’s responsibility to familiarize with the clauses of the contract.

He suggested use of google to know what clause is about. SAM registration must be completed with proof. It was noted that the offeror shall review the list of excluded parties in the Systems for Award Management for entities excluded from receiving federal awards for “Covered telecommunications equipment or services”. The bids are to be submitted in soft copy, email referencing the solicitation number 19KE5025Q0003, financial proposal and technical proposal to be separated. SF1449 is to be filled. The RFQ submission is January 27, 2025, by 7:00AM.

Min 5/2025 Questions

Billy reported that all contractual written questions should be submitted to the Contracting Officer in writing at the email address NairobiGSO-Contracts@state.gov by January 17, 2025, by 10:00 AM. Attendees were asked to pay attention to the questions when submitting their bids.

Eric asked the attendees to refer to Section 5 under Representation items I and II and to respond appropriately. Additionally, he emphasized the need to refer to the cover letter.

It was agreed that the minutes would be shared with all concerned parties on Tuesday, January 21, 2025.

Min 6/2025 AOB

Billy noted that any edits to the solicitation will be posted as an amendment, and all concerned parties will be required to acknowledge receipt of the amendment.

The attendees were taken on a tour of the office space located on U.S. government property along UN Avenue in Gigiri that the winning contractor will occupy.

There being no other business, the meeting was adjourned at 12:15 PM.