Questions and Answers -Travel Management Services - RFQ 19KU2024Q0007.pdf

Questions and Answers

RFQ 19KU2024Q0007 – Travel Management Center

Question(s) Answer(s)

Pricing for visas and travel insurance which will vary depending on a few factors.

Are you looking for exact pricing, or just an estimate

The subject is a fixed price type contract. We expect offers to provide fixed prices based on service requirement/transactions.

As far as Visas, we are asking offers to provide “Visa Transaction Fee” and NOT cost of the visa. Refer to paragraph 2.3.B, 2.3.C, and 3.5.4.

As far as Travel insurance refer to paragraph 23.0 and 28.0

On page 76 of the RFQ, in the section titled ADDENDUM TO 52.212-1, Summary of Instructions, it states that each proposal must consist of "the following separate volumes."

The table included in this section lists Volume I, II, III and IV.

The last volume, Volume IV, asks for Pricing.

However, on page 1 of the RFQ, there are 5 items listed in order, with the second being pricing ("2. Section I, Pricing").

The file limitation requirement seems to imply a single file, not to exceed 30MB.

Does the government want to see the response in the order provided on page 76, as separate volumes for I, II, III and IV, or does the government want to see the response in the order provided on page 1 (1-5), as a single file?

We expect offers to comply with submission requirement outlined in ADDENDUM to 52.212-1, Summary of Instructions.

Size of each volume submitted must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

What should be the discount terms in the standard Form 1449?

These are discounts offered by the contractor to the government such as, but not limited to, provide discounts for making payments within a specified period of time, and/or based on quantity of services ordered.

Only the fields 12,17,23,24 and 30 have to be filled in the standard form 1449?

In addition to those fields required to be completed in form 1449, offerors to complete all required portions of the RFQ.

We started the SAM registration, but it requires an NCAGE number for the SAM registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR

4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given.

Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

The Pricing for the quotation should be the transaction / Service charge for Flight Tickets, Visa and Hotels issued?

Offers are required to complete all pricing tables listed in the

RFQ.

What will be the Payment terms Refer to paragraph 3.9.8.1, 3.9.8.2, 3.9.8.3, 14.3, 15.0 and 23.0.

In general, and according to 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services, the Government will make payment in accordance with the Prompt Payment Act ( 31 U.S.C.3903) and prompt payment regulations at 5 CFR Part 1315.

CBA : used when we issue tickets on airlines that accept credit card as a form of payment through the GDS system. Means the ticket and service fee is charged to CBA account – Post travel card.

GTR: used when we issue tickets on airlines that don’t accept credit card as a form of payment through the GDS system.

Method of payment is bank transfer to TMC bank account.

IBA: Individual bank account means individual government credit card. Used by employees in certain section. The ticket and service fee will be charged to the employee credit card directly.

Task order: used to process travel insurance for LE staff - Method of payment: bank transfer to TMC account. Usually, this is within 30 days from submitting a proper invoice and services were completed and received by the Government.

Are sections 3.5.5 and 3.5.6 (page 24) part of this RFQ’s scope of work?

Yes

In regard to the personnel and equipment which are to be assigned for the execution of this RFQ:

a. Is the embassy going to bear the cost of the personnel and equipment stipulated in attachment 4 on page 53?

We would like to remind you that as per the terms outlined in the RFQ (Request for Quotation) and any resulting contract, the contractor is responsible for covering all costs associated with participation in the procurement process and the execution of the contract except those outlined as Government Furnished Property.

This includes but is not limited to:

Costs related to preparing and submitting a quotation or proposal.

Any expenses incurred during negotiations or discussions.

Costs associated with complying with contract requirements once awarded.

We kindly ask that you carefully consider these responsibilities when participating in this procurement opportunity.

Kindly advise if the Quotation needs to be submitted separately as the Quotation form only, or together with all the received Bid pages

Please refer to Section 3 – FAR52.212-1 “Instructions to Offerors”

Please clarify with description of the required details on SF 1449:

#17a – Offeror Code and Facility Code

You may leave these blanks http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

Reference to ATTACHMENT 4 “Estimated Expenses and Income Information”, kindly clarify if the Employee monthly salaries will be paid from the Offeror or will be a direct cost to the Embassy

We would like to remind you that as per the terms outlined in the RFQ (Request for Quotation) and any resulting contract, the contractor is responsible for covering all costs associated with participation in the procurement process and the execution of the contract except those outlined as Government Furnished Property.

This includes but is not limited to:

Costs related to preparing and submitting a quotation or proposal.

Any expenses incurred during negotiations or discussions.

Costs associated with complying with contract requirements once awarded.

We kindly ask that you carefully consider these responsibilities when participating in this procurement opportunity.

2.3.E (Page number 9) – Kindly specify the timeframe for the required travel insurance. Is it for a fixed duration?

Paragraph 2.3.E duration validity is one week.

Paragraph 2.3.F duration validity is two weeks.

Regarding contract renewal beyond the initial year, could you please outline the process

52.217-9 – Option to Extend the Term of the Contract.

This clause provides the Government with the unilateral right to extend the term of the contract for a specified period. If it is in the best interest of the Government, the Government will modify the contract to exercise this option.

Page 17 - Standard Carrier Alpha Code (SCAC) – Is it a mandatory registration

The SCAC is only applicable if a GTR is used for payment

Should we submit the RFQ physically at the Kuwait Embassy, or is e-submission via email sufficient

Your quotation must be submitted electronically to

Kuwait_Solicitation@state.gov

Any bid bond is required for this particular RFQ No

52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL

YEAR (APR 1984)

Funds are not presently available for performance under this contract beyond September 30 of the current calendar year. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30 of the current calendar year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

Please explain about this point. (Page 70)

The purpose of this clause is to establish procedures regarding the availability of funds for payment under the contract when the period of performance spans across fiscal years.

Please refer to FOR 52.216-18 for ordering process under this Indefinite Delivery Indefinite Quantity (IDIQ) contract.

(d) For fixed-price contracts, if services are not required or provided because the building is closed due to inclement

This paragraph is related to DOSAR 652.237-72 that is shared in full text to outline tentative days the U.S. Kuwait will observe.

mailto:Kuwait_Solicitation@state.gov weather, unanticipated holidays declared by the President, failure of Congress to appropriate funds, or similar reasons, deductions will be computed as follows:

(1) The deduction rate in dollars per day will be equal to the per month contract price divided by 21 days per month.

(2) The deduction rate in dollars per day will be multiplied by the number of days services are not required or provided.

If services are provided for portions of days, appropriate adjustment will be made by the contracting officer to ensure that the contractor is compensated for services provided.

Please advise how this term applicable to this RFQ. (Page 74)

Are there any minimum salary requirements for staff (Page 43)? If so, could you please specify for all four staff positions?

No

Payment against short-term travel, health and accident insurance services – (Page 44): After how many days the payments will be settled for any services on successful invoice submission

Refer to FAR 52.212-4(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C.3903) and prompt payment regulations at 5 CFR Part 1315. Usually, this is within 30 days from submitting a proper invoice and services were completed and received by the Government.