TMC_QA_Final_July_07.pdf

Questions and Answers – RFQ 19QA1019Q0014 Travel Management Services to the U.S Embassy Doha, Qatar.

1) Payment Process: Will all the travelers have individual corporate cards/credit card/charge card. In case the traveler does not have a credit card, then what will be the mode of the payment and the settlement of the invoice will be in how many days from the issuance of the ticket.

Answer: We use a centrally billed travel card to purchase tickets for all official travels.

Individuals traveling on personal business have the option of using a personal credit card or pay by cash.

2) ETS booking mechanism: Is this a complete online booking tool or just a pre-trip approval process, which will be attached to our Corporate Booking Tool.

Answer: ETS is a pre-trip approval process. We use it to create and manage travel authorizations, manage the approval process, submit vouchers, and receive reimbursements, all online

3) Mode of Service: Will this be our back office servicing model wherein we provide a dedicated travel consultant sitting in our office booking for your organization. Or you would need an implant, a travel consultant provided by us who will be based in your office and taking care of the ticketing requirements.

Answer: Successful vendor would have to place an implant travel consultant here at the embassy. We have a space here at the embassy for this person.

4) GDS: Do you have any preferred GDS or we can go by our GDS that we use.

Answer: We use Amadeus and Sabre

5) Pricing: In 2.3B, do we need to quote for the base period and all the four options separately.

Answer: Yes - You would need to quote for base period and all four options separately.

6. Expected date for the contract award and commencement of contract?

Answer: October 2019.

7. Can we quote the Transaction Fee in US Dollars ($)?

Answer: You can quote in USD, but we will make payment in local currency (QAR) using embassy’s official exchange rate.

8. Can we submit our quotation before June 17, 2019 to the US Embassy or it has to submit on the due date only?

Answer: You may submit your completed proposal/quotation at any time before the due date and time – Please take note that the submission date extended to July 21, 2019 on or before 11:00 a.m. as per Solicitation Amendment # M002

9. Can we include a CD in our submission which will carry the company documents, profile, CVs of key personnel etc.

Answer: All submission must be in hard copies per instructions and guidelines in the solicitation documents.

10. Do you want us to submit the audited financial statements for the last 3 years?

Answer: Offeror must provide evidence that they can provide the necessary personnel, equipment, and financial resources needed to perform the work. Audited financial statement would be accepted as evidence, please check Section (3) Solicitation Provisions for more details.

11. The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees.

The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm ]

We understand that the Defense Base Act insurance is a US-specific insurance coverage which is equivalent to Workmen’s Compensation Insurance. It is essentially to provide insurance cover to workers who are insured while carrying out their employment duties under a contract which is paid for by the US government. We would like to inform and seek clarification that we have workmen’s compensation coverage from our Insurance company AXA that addresses the same requirement. Also, (We assume) all our staff will be working out of our office and not from the U.S Embassy office, so any additional risk that may arise due to onsite presence is also avoided. Please confirm.

Answer: To clarify, we need an implant for this contract. Also, please submit a letter from AXA or any insurance company confirming that your employees have workmen’s compensation insurance.

12. We would like to know if possible the approximate Total Travel Volume Per Annum?

Answer: ~ around 2,046,161.82 QAR ($562,029.86) on the purchase of air tickets.

13. Is it possible to get the breakdown of the Transactions in following order;

Please refer to section 2.3. B to check the expected (estimation) number of transactions per year in this solicitations.

Transaction Breakdown

Transaction Type No. of Transactions in a year

Air - Domestic (Within U.S)

Air - Between Qatar & U.S 233

Air - Between Qatar & Europe 49

Air - Between Qatar & MENA 82

Air - Between Qatar & ASIA Pacific 79 http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Non-Air Bookings

Includes but not limited to following;

1) Hotel Reservation Worldwide

2) Car Rental Reservation Worldwide

3) Rail Reservation Worldwide

4) Meet & Assist Services

5) Travel Insurance

6) Visa Assistance

7) International Driving License

8) MICE Reservations

Not Applicable. Our travelers are responsible for making their own hotel bookings without the involvement of the travel office.

14. Does US Embassy Qatar have corporate deal agreement with any specific airlines?

Answer: The embassy does not have corporate agreement with specific airlines. However, we fall under the umbrella of the U.S. Government and that means we are governed by the Joint Federal Travel regulations (JFTR) and by the “Fly America Act.”

15. What was the total spend on hotels in 2018 and Q1 2019?

Answer: ~ around 2,046,161.82 QAR ($562,029.86) on the purchase of air tickets.

16. I am currently working on submitting a proposal for the above solicitation and was wondering if the travel agency needed to have an office in Doha, Qatar or could it be based in Beirut, Lebanon.

Answer: The successful offeror/travel agency needs to have an office and legal license to operate a business here in Doha. We also need an implant to work out of the embassy.

17. Could you please tell me if the Pre solicitation posted as solicitation number 19QA1019Q0014 on FBO contains requirements similar to any work performed currently or in the past, or will this be a new requirement?

Answer: This is a new requirements.

18. Please advise Annual Travel Spent in QAR for the Embassy Answer: ~ around 2,046,161.82 QAR ($562,029.86) on the purchase of air tickets.

19. Please advise percentage of travel spent in GTR, CBA Answer: 98 percent of official travels would be by Centrally Billed Account (CBA). GTR for the 2% of airlines that will not accept CBA.

20. Please advise if there are any IBA transactions and spend (if any) Answer: No.

21. Please advise the scope for Non-Air Services (Hotel booking, car transfers, and personal travel) Answer: Our travelers are responsible for making their own hotel bookings without the involvement of the travel office.

22. Does Embassy has any government filed fares with any airlines for travel originating from/to Qatar Answer: No

23. Does Embassy has any Preferred Airlines for travel apart from US flagship carriers (Fly America Act) Answer: No

24. Please advise Top 10 Airlines used by Embassy Answer: Qatar Airway, Turkish, Oman, American, British Airways, Delta, United

25. Please advise incumbent Agent managing travel services for Embassy Answer: Ali Bin Ali

26. Please advise if TMC needs to provide GDS to Embassy Answer: CWT has a long term relationship with Amadeus and Sabre

27. Please advise if the bookings are created by Embassy COR and explain the current booking/ticketing process.

Answer: Embassy COR does not create bookings. We have an implant here at the embassy who does all of our booking and ticketing.

28. Please clarify 15.2 Billing & payment The Contractor shall refund immediately the difference in cost if the Contractor has failed to book the lowest available fare except for the constraints noted in Section 1, continuation of block 20, paragraph 3.2.1, that satisfies agency needs. No transaction fee shall be charged for this refund, but neither shall the transaction fee paid by the Government, be refunded by the Contractor.

Answer: other information is not available, please refer to point 15.2

29. Can we can submit our proposal thru email or do we need to have hard copy submission to Embassy.

Answer: All submission must be in hard copies per instructions and guidelines in the solicitation documents.

30. Please also confirm if you are looking for reservation and ticketing using online booking tool or is there an option for offline/agent assisted services Answer: Offline, email-based, and in-person agent-assisted services are our typical methods for reservations and booking.

31. Is the requirement for one dedicated staff (servicing only Embassy Doha) to service the travel requests or designated staff (servicing multiple Embassies)?

Answer: Refer to Section 1.0 – Description “The Contractor shall provide travel management services to the U.S. Embassy Doha, Qatar, as described in this solicitation.

32. Question on point 1.1 (Scope of work)

• Tickets for rail, bus, steamship carrier - are required for which location? Answer: Not Applicable

• Advance boarding passes - Is this a mandatory requirement? Answer: Not Applicable

33. Question on point 1.5 (Scope of work) In-terminal transfers and ground transportation - Is this for Doha only or for other locations?

Answer: It could be any location, Doha or otherwise, for official tickets and until final destination of his/her itinerary

34. Question on point 1.6 (Scope of work) Does the stand alone P.O refer to GTR number? Or is this a similar document to Travel Authorization (T.A)..?

Answer: We use GTRs when an airline refuses to accept the CBA.

35. Question on point 3.2.2.3 (Contractor Requirements for Providing Official Travel Services) The Government Travel Charge Card - Is this similar to / equivalent to Individual Billed Account, IBA?

Answer: Government Travel Charge Card can be IBA or Centrally Billed Account (CBA). We primarily use the CBA.

36. Question on point 3.2.4 (Contractor Requirements for Providing Official Travel Services) We will provide a local contact number in Qatar through which the travelers can contact our regional service center in Dubai, U.A.E during office hours and after office hours.

Answer: We require an implant here at the embassy (Contractor personal will work from the Embassy).

37. Question on point 3.2.6 (Contractor Requirements for Providing Official Travel Services) We need clarity / more details. Request you to kindly provide an example for clarity.

Answer: This tickets type of nested ticketing whereby a traveler tries to circumvent minimum stay requirements. For example, say a traveler wants to make two round trips midweek in two different weeks. At one time, airlines typically charged more for midweek round trips than for trips that involved a Saturday-night stay. The back-to-back ticketing ploy allows the traveler to book two round-trip tickets with Saturday stays even though the actual travel is all midweek.

38. Question on point 3.3.2 (Contractor Requirements for Providing Official Travel Services) Is it mandatory for printed copies or will soft copies (email) be acceptable?

Answer: All submission must be in hard copies per instructions and guidelines in the solicitation documents.

39. Question on point 3.4 (Contractor Requirements for Providing Official Travel Services) Where is the code required? Is it in reports? We attach the exception form with the invoices when sending the statements, invoicing details to the Embassy.

Answer: Codes are to be annotated on the ticket. Please refer to point 3.4

40. Question on point 3.8.4 (Contractor Requirements for Providing Official Travel Services) We receive reports of abandoned call and we call back the abandoned calls. We don't have voice mail services for messages. We can provide reports for abandoned calls, if required.

https://en.wikipedia.org/wiki/Saturday-night_stay

Answer: Voice mail service should be activate on the contact number that has been provided. Calls should be recorded for quality assurance.

41. Question on point 3.8.5 (Contractor Requirements for Providing Official Travel Services) Visitor count 200 annually - Is this included in the transaction count mentioned in Section 1 - 2.3.B?

Answer: Visitor’s count 200 is an estimate figure and it’s included.

42. Question on point 3.12 (Contractor Requirements for Providing Official Travel Services) Clarity is required for e-Travel Services. What is the role of the TMC.

Answer: No role for TMC. Tickets should not be issued by the TMC without an approved TA from ETS, which is provided by the Embassy Travel Coordinator.

43. Question on point 6.1 (Space for Performance of Required Services) Within City Limit Services - While the invoicing and Point of Sale will be ex-Qatar, our agent will be based in the Regional Service Center in Dubai, U.A.E. A local contact number in Qatar will be provided through which the travelers can contact our regional service center in Dubai, U.A.E.

Answer: This requirement is for an implant to work here at the embassy.

44. Question on point 7.0 (Minimum Personnel Requirements) We have noticed that travelers communicate in English. However, if mandatory we will provide an Arabic speaking agent. Kindly advise if it is mandatory for the staff to be Arabic speaking.

Answer: It is not mandatory to provide Arabic-speaking staff.

45. Question on point 10.1 (Deliverables) Please confirm it is 25th of the next / subsequent month Answer: Confirmed - For instance (for the month of June, we will a need complete report by July 25th).

46. Question on point 14.1 (Basis of Compensation to the Contractor)

A. We want to confirm that the TMC fee will also be charged on the CBA. Please advise.

Answer: No - please see 17.0 Transaction Fee Procedures for more details.

B. "Most airlines have exemptions to this charge for official Government travel." What is this in reference to?

Answer: This statement not applicable to this solicitation. (Please ignore this statement see Solicitation amendment to remove this sentence from Point 14.1)

47. Question on point 15.2 (Billing and Payment Procedures) We wanted more clarity on the basis of determining whether or not the TMC has quoted the lowest fare, as we, as a TMC, work only using the GDS Answer: In general and when possible, the Department utilizes the lowest-cost unrestricted fares available for travel between authorized origin and destination, respecting the terms of the General Services Administration (GSA) city-pair program, for all official travel.

48. Question on point 15.5.1 (Billing and Payment Procedures)

The GTR reference tickets are paid by the TMC to the airline and these tickets are invoiced to the GTR in the monthly billing. The GTR number / details are mentioned in the statement of expense spreadsheet.

Is it mandatory to mention the GTR number on the ticket in the endorsement?

Answer: We primarily use the CBA to procure airline tickets. We would use GTRS only under special circumstances such as when an airline refuses to accept the CBA. It is mandatory to mention the GTR number when tickets are procured using GTR.

49. Question on point 15.5.2 (Billing and Payment Procedures) The statement will be provided in QAR and with approximate USD value.

Answer: Yes.

50. Question on point 16.2.2 (Refund Procedures) Refunds will be processed subject to receipt of refund from the airline.

Answer: Yes

51. Question on point 17.2.1 (Transaction Fee Procedures) We want to reconfirm that the Transaction fee is per person, per itinerary Answer: All travel management center (TMC) fees are charged per person, per trip itinerary