TRAVEL_SOLICITATION-_19SG2018Q0016_-_QA.docx

19SG2018Q0016 – Travel Management services Solicitation for U.S. Embassy, Dakar, Senegal

#002 - Summary of questions received by April 20, 2018

1. Q - On page 7 of the solicitation, do "Airport expediting services" relate to either a beginning or an end of assignment in US Embassy Dakar? Thus, do these services must include relocation for the concerned staff and their family?

A – Airport expediting service shall be mandatory for each ticket issued by the contractor as stated on paragraph 1.1. Also, note per paragraph 3.10.5, page 14 of section 01, the airport expediting service shall also be offered to our official visitors.

2. Q - In reference to "providing a printed itinerary document" (page 13 of the solicitation), would an electronic copy of the document sent to the traveler's email address (and maybe other people in copy for information) be enough?

A – Refer to solicitation page 13, paragraph 3.7. and 3.10.3

3. Q - In the case the answer to the above question is No, and always in reference to "providing a printed itinerary document" (page 13 of the solicitation), are there specific conditions to be completed for printing the document (in terms of number of days before the date of travel, in terms of having the document signed by the COR or any other person in charge?)

A- See answer on question # two.

4. Q- Does eTs (page 15 of the solicitation) allow the agents to check compliance with FAR?

A – Refer purpose as indicated in the Solicitation Page 15, 3.14- 3.15

5. Q- Are there technical prerequisites for eTs (page 15 of the solicitation) to take into account for emergency and out of hours service that will be rendered through our central offices?

A – This section applies as stated in the scope on page 15-16.

6. Q- Can you confirm that the thirty calendar days mentioned in page 21 of the solicitation refer to the transition time between the exiting contractor and the new contractor?

A - The thirty calendar days refers to the period during which the new contractor will have to provide all the necessary documentation such as the list of personnel for security check and access, software installation, licenses… to allow the USG to issue the notice to proceed.

7. Q - We have completed the registration our company in SAM, but we still get emails telling us that the Tax Identification Number does not match with the taxpayer's name, although both are correct. Is there a possibility that this match is only done for US-based companies? If not, do you think of a way to fix it? : The vendor who asked this A –All vendors can register in the SAMs system. We advise those with issues specific to this question to reach out directly to Dakarprocurement@state.gov.

8. Q - Can you provide the Department of State Local Compensation Plan (LCP) for Dakar Senegal?

A –We highly recommend potential offerors work with legal experts in Senegal to obtain accurate information on Senegal’s Local Compensation Plan. The Department of State LCP is an internal document that will not be shared for this solicitation. Furthermore, there is no reference to this in the Solicitations.

9. Q - Can the government confirm that the only airport to be used (transport personnel to and from, departing and arriving site, etc…) is the Leopold Sedar Senghor International Airport.

A - Leopold Sedar Senghor International Airport is not the only the international airport for Dakar. the Senegalese government recently inaugurated in new international airport, named Blaise Diagne International Airport (AIBD) located approximately 50km south-east of Dakar city.

It serves as the new airport for Dakar, replacing Léopold Sédar Senghor International Airport.

10. Q - Since the travel company will provide commercially available internet connections, the travel plans for embassy personnel, dependents and other users may be at risk.

Is the Embassy specifying any encryption or internet security protocols for the transmission of travel data? Has the RSO screened the current internet provider and if so, can you identify the provider?

A – The rules on privacy or security safeguards apply as stated in the clauses – 52.239-1. For security reasons, we cannot publize any internet provider used by the Embassy.

11. Q - How/when should we deliver updated list of list of all proposed qualified contractor candidates/personnel, to include possession of required security clearances, qualifications, certifications and passports to RSO. How long will the embassy security checks to authorize access take after award?

A – Refer to section 01, paragraph 11.1 and 18.0

12. Q - Does the Embassy have a “Standard Code of Conduct” form that must be signed by the contract employees? Does the Embassy require/mandate “new hire employee” introduction class? How and when do we coordinate Standard Code of Conduct and new employee introduction class before working at the embassy?

A – Refer to the scope of work requirements, performance and attachment of what the government will provided in the solicitation. The contractor employees are not the U.S.G. Employees but the COR will give a brief tour of the facilities for those designated to work at the Embassy.

13. Q - Will there be a designated time for an “Initial Coordination for Transition” of personal travel profiles with the incumbent?

A – Refer to the solicitation starting on page 19: 9.0

14. Q - In the DoS hazard and hardship tables, there is not a hazard pay for Dakar but there is a 20% hardship pay. Is hardship pay applicable to the Local Compensation Plan (LCP) for Senegal? Should contractors include hardship pay in their rate build up/financial quote or should it be plugged as a Contract Line Item Number (CLIN)?

A – This travel management service contract will be paid based on a fixed transaction fee basis, refer to section 1 , paragraph 2.1 ,

15. Q - Could the government clarify the contents and requirement parameters within the technical quotation in Section 3 – Solicitation Provisions and Section 4 – Evaluation Factors? For example, does each quote have page count restrictions or contain specific content?

A – No, there is no restriction on the quote number of pages. Offerors are required to submit separately 02 offers:

a) One technical offer based on questions on section 3 and 4.

b) One financial offer using the pricing table on section 01 paragraph B for the base year and then 04 option years.

First, offers will be t technically evaluated by panel of experts, and the U.S. Government shall award a contract to the responsible company submitting a technically acceptable quotation at the lowest price.

16. Q - In regards to the financial quote, do you have a template (i.e. rate build up) to complete or simply one firm fixed price?

A – One firm fixed price, use the pricing table on section 01 paragraph B, to submit your financial offer

17. Q - In Section 4 – Evaluation Factors, Paragraph 1.0 states, “The quoter shall submit a completed solicitation, including Sections 1 and 5.” Can the government clarify where Section 5 – Representations and Certifications are to be included in an offerors quote?

A - First paragraph on Page 55 - section 5, provides guidance on how to fill in the representations and certifications

18. Q - What is the current travel office using, a Global Distribution System (GDS) or third party reservation system? What system is currently being used in performance of the contract? Has the RSO screened the current GDS and does it meet current security requirements?

A – We cannot share this information; we encourage potential offerors to follow the current solicitation requirements.

19. Q - Does the Government Furnished Equipment (GFE) currently include a printer and telexfax in the travel office or should we assume we must provide them?

A – As stated in the solicitation section 1, on page 17, paragraph 5.0 the USG will provide a fully furnished office to the contractor.

See attachment #03 for equipment provided :

However, a telefax is not on the list of government furnished items. The contractor shall be responsible for all other items not listed in the attachment to include but not limited to the software installation, internet subscription, the payment of the monthly usage charge, etc.

20. Q - Are contractors able to submit both quotes electronically via email? If so, to whom should we submit the quotes?

A - Yes, the solicitation will be amended to allow for electronic submissions. The quotes should be submitted to the Contracting office to the emails provided on the amendment. Ensure you get confirmation of receipt.