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

Questions and Answers

RFQ 19KU2024Q0007 – Travel Management Center

Please note that data provided in response to below questions are for informational purposes and under no circumstances shall it be construed to change any terms or conditions or requirements within the solicitation. Under no circumstances shall the U.S. Government be liable for this data, or shall it become the basis for a request to adjust the prices once the contract is awarded.

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” http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

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

#17a – Offeror Code and Facility Code

You may leave these blanks

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

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.

mailto:Kuwait_Solicitation@state.gov

Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

Please explain about this point. (Page 70)

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

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.

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.

Other than the offeror, does the sub-contractor providing the service need to be SAM registered

Subcontractors are not required to have a SAM registration.

Details of the existing service provider and Contract Number?

Existing contractor information:

Name: Al Rashed International Travel Co.

Contract #: 19KU2019D0006

What was the previous award value and term period of the existing service provider?

The existing contract was for one year with four one-year option.

Estimated total value of the existing IDIQ contract is

KWD51,695.000.

Note that the existing price structure and the short-term travel insurance service requirement are not the same as the released

RFQ 19KU2024Q0007.

Please confirm if remote servicing is suitable to the embassy or is it only for onsite services at embassy premises

The Embassy is requesting only onsite services at its premises. Please refer to paragraph 7.0 “Minimum

Personnel Requirement” and paragraph 20.0 “Key

Personnel”

Description QTY Working Hours

Account Manager

The project manager is not required to be on site; however, he/she should be available if required by the Contracting

Officer or

Contracting Officer

Representative for matters that require immediate attention.

Site Manager/ Counselors

Required to be onsite. Full Time –

8 hours a day

Travel

Counselors/Reservationists

Driver Messenger

Vehicle

Full Time – 8 hours a day

Toll free – If a toll-free number is arranged by us, will the Embassy allow it to be on their network and routed to the onsite TMC agent for calls made during office hours?

"The Contractor shall furnish emergency services beyond regular working hours via a 24-hour toll-free phone line, accessible to all Government travelers. This service shall remain independent from the Embassy network."

In reference to the below two clauses, we need clarity - In case 3.9.8.4 refers to the card administration fee charged from the bank, it will be charged to the Government for official cost and traveler for cost construct portion. There

The charges specified in paragraph 17.2.2 shall solely apply if the Government opts to utilize CBA and/or IBA as the method of payment.

won’t be any other charge by the TMC other than the TMC fee. Is our understanding correct of the below clauses?

3.9.8.4 The Contractor shall not apply any sort of payment

processing surcharge or supplement when either a traveler or the Government elects to use any of the three forms of payment mentioned in this section.

17.2.2. Upon issuance of the transportation ticket, the

Contractor shall charge the Government the applicable transaction fee based on a fixed rate per transaction outlined in the pricing table of the said contract, and include if applicable, a merchant fees (Visa 2.5% Master Card 2.5% and American Express 3%) to any transaction fee for each ticket charged to CBA and/or IBA. The Contractor shall not charge additional transaction fees for any other services noted above or elsewhere in this contract.

The Contractor shall not charge additional transaction fees for any other services noted elsewhere in this contract, such as using GTR as methos od payment.