QA Pre- Proposal Conference 19KV4225Q0001 - Travel Management Contract.pdf
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- Attached to
- Travel Management Contract
- Solicitation number
- 19KV4225Q0001
- Issued by
-
Department of State
About this file
This is a Q&A document from a pre-proposal conference held on November 21, 2024, for a Travel Management Contract at the U.S. Embassy in Pristina. The conference was conducted both on-site and virtually for U.S. vendors, with seven travel agencies in attendance (Altavia Travel, Kross Management Professionals, Mimi Travel, New Ways Of Travel, Euro Sky Travel Club, As Travel Club, and Trippin With The Roberts).
Key details from the Q&A include: vendors must obtain a UEI number through SAM.gov followed by an NCAGE code from Albania's Ministry of Defense before completing SAM registration; DBA insurance costs must be incorporated into the price proposal; transaction fees are charged per single ticket (e.g., family of four requires four TSCs); the selected vendor must provide an assigned person and backup to work three days per week at the Embassy, with the Embassy covering office expenses including internet, computer, and desk; transaction fees can be submitted in either EUR or USD; for trips with multiple tickets due to airline interline agreement issues, only one TSC should be charged per trip. The Q&A session ended at approximately 11:10.
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Q&A Page 1 of 2
November 21, 2024
Minutes of Pre-Proposal Conference and Q&A for the Travel Management Contract for the U.S.
Embassy in Pristina
The pre-proposal conference was conducted on-site and virtually for U.S. vendors.
November 21, 2024, 10:30 through 11:30, local time.
Embassy Attendees:
Burim Buza – Procurement Supervisor
Elizabeta Kika – Travel Assistant
Tringa Bojaxhiu – Procurement Agent
Vjosa Cena Morina – Procurement Agent
Kushtrim Bislimi – Procurement Agent
The following is the list of vendors who attended the pre-proposal conference:
Altavia Travel
Kross Management Professionals
Mimi Travel
New Ways Of Travel
Euro Sky Travel Club
As Travel Club
Trippin With The Roberts
Introduction to the Solicitation Package and Specification Requirements: Burim Buza
A reminder was given regarding the use of the English language throughout the conference, although the presentation was conducted in both English and Albanian. All the questions listed below were received during the conference and are addressed in general terms. However, the answers provided below are official.
• The conference ended at approximately 11:10
Questions Received:
1. Do we need to apply for an NCAGE or CAGE number, or will SAM registration be sufficient?
No, first you need to obtain a UEI (Unique Entity Identifier) number through the following link:
www.sam.gov
1. Go to SAM.gov
2. Click the green "Get Started" button
3. Create a Login.gov account
4. Provide your business information, including:
o Legal business name o Physical address o Date and state of incorporation o Taxpayer identification number o Financial banking information
5. Confirm your information
6. Select "Receive unique entity ID"
- Once you have completed UEI registration and obtained the UEI number, you should begin the process to obtain the NCAGE code. The NCAGE code can be obtained from the Ministry of Defense in Albania by sending an email to the address specified below:
ermira.hoxha@aaf.mil.al , cc alket.papa@aaf.mil.al (requesting NGACE Code.) (cc me).
Please ensure that the information provided in your UEI registration and the form you submit for the
NCAGE code are identical to avoid any issues during SAM registration.
- Once you have UEI and NCAGE numbers you may continue further with SAM registration.
NOTE: Please mark on your email that you send to Ministry of Defense in Albania, that UEI and NCAGE information’s should be completely identical
Also, please find the link below for further guidance step by step on registration at SAM.gov:
https://www.youtube.com/watch?v=FWfV2m3K4jY http://www.sam.gov/ https://sam.gov/ mailto:ermira.hoxha@aaf.mil.al mailto:alket.papa@aaf.mil.al https://www.youtube.com/watch?v=FWfV2m3K4jY
2. Do you need to obtain a quote and include the DBA (Defense Base Act) insurance within the price?
--- Yes, you need to incorporate the cost of DBA insurance within the price proposal, either as part of the overall price or included in the price per ticket transaction. The DBA cost should be accounted for in all option years as well.
3. Can you provide a list of authorized brokers who can provide a price quote for DBA insurance?
---https://www.dol.gov/agencies/owcp/dlhwc/ExplainingDBA
Companies authorized to issue the DBA:
---https://www.dol.gov/agencies/owcp/dlhwc/lscarrier
4. Can you specify the cost per ticket transaction, is it for a single issued ticket?
---Yes, transaction fee is per single ticket. If there is a family of four traveling on same trip, ticket service charge should be per ticket, meaning four TSC’s.
5. Is it necessary to be someone from the company to work inside the Embassy.
--- Yes, there should be an assigned person and a backup from the travel agency, working three days per week
6. Does the Embassy will cover the expenses for onsite working, internet, desk, etc.
---Yes, Embassy will cover the expenses for office, including internet, computer and desk.
7. Will the agency will decide for transaction fee, in USD or EUR.
--- You may submit the cost for the transaction fee in either EUR or USD; it will not make a difference during the evaluation process.
8. Calculation of transaction fee for trip or traveler? Can we charge you for expensive ticket?
---I think the question was if there is a trip composed by two or three separate tickets, should the travel agent charge per trip or traveler.
The charge should be per trip, one TSC even though on a Citi Bank Statement it will show three different rows/charges/airlines. It happens when some airlines do not have interline agreements and each flight is to be issued on a separate ticket. It is very rare situation but there are cases when we issue a separate ticket due to airline policies or a lower/reasonable price.
9. Calculation for ticket change fee?
--- It is specified in the RFQ and is also included in the pricing section.
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