19TC1026Q0003_Questions Answers.pdf

Solicitation No.: 19TC1026Q0003 – Travel Management Services Questions & Answers Page 1 of 26

Solicitation No.: 19TC1026Q0003

Travel Management Services

Questions and Answers

The following table reflects questions raised by prospective bidders. Our answers are based on our review of the contract and any relevant guidance or regulations.

S/N Questions from Prospective Bidders Answers from Contracting Office

1. Reference - COVER PAGE:

Includes Block 12 on the form

But, on the Document Submission Checklist, there is no mention of Block 12. It mentions only 17a, 23, 24, 30a, 30b &

30c. please clarify.

Query: What is the CODE and FACILITY CODE to enter. It is not clear.

Document Submission Checklist is solely to help offerors confirm they have submitted all required documents. It is

NOT part of the evaluation. Therefore, please follow the RFQ terms and conditions for required documents.

CODE: NCAGE Code from System for Award

Management (SAM).

FACILITY CODE: UEID from SAM.

2. Reference – Solicitation Document

Query: Kindly guide to create NCAGE Code, registration in

SAM for UEI for an entity that is solely UAE based.

User guide for SAM registration has been sent.

Questions & Answers Page 2 of 26

But before we register at SAM’s we have to go to NCAGE

Request tool and request for NCAGE code.

3. Payment by Charge Card Account

Please advise on charges to CBA. It says only transaction fee is to be charged to CBA not for airline tickets. Will there be a separate card to charge the airline ticket, hotel, car etc cost.

USG Central Billed card is only for the air fare, E TKT issuances direct billing; whereas the travel agency transaction fee is separately invoiced each month to

Embassy which then is paid through Electronic Fund

Transfer (EFT).

4. What is the main objective/goal of this RFP? US Embassy is seeking a competitive Travel Services

Contractor to provide mainly air ticket services to USG

Federal Travelers for a contract period of one base year with four one-year options to renew.

5. What are the priorities for your Travel Program? Challenges with the current TMC?

No challenges. Our biggest concern is to maintain a high level of transparency between US Govt, Airlines and

Travel contractor for every single transaction.

6. Who is your current travel supplier? What is the current travel agency configuration? (implant, outplant etc.)

ITL World Travel Dubai. UAE.

No implant. This is the first time we are seeking onsite travel support in the Embassy through this solicitation.

7. Please provide a breakup of the following for 2025:

1. Annual air spend regional and international

2. Number of tickets regional and international

3. Annual hotel spend

4. Number of hotel bookings

Air Tickets: Approximately 1,500–1,700 annually (U.S.:

~1,000 | Worldwide: ~700)

Hotel Bookings: The Embassy liaises directly with hotels.

8. What is your current form of payment for all travel related costs?

CBA – Central Citibank USG Travel Card.

IBA – Individual Traveler’s Own USG Travel Card.

Invoices – For airlines not accepting credit card.

9. What is your current booking process? Do travelers book directly or through travel arrangers?

GSO Travel Unit – 02 USG employees plus 01 Onsite travel implant now. All Embassy travelers contact GSO

Travel Unit for bookings.

10. Do you have any locally/regionally agreed airline deals? If yes, advise name of airlines

USG Corporate Deals with few airlines.

Questions & Answers Page 3 of 26

11. Are your car hire reservations booked through your current travel supplier?

No.

12. Can we submit our fee template also? Pricing must be duly filled in Section 1, Pricing Table .

Proposals that do not meet this will be disqualified from further evaluation.

13. Is there a requirement for visa assistance services? No.

14. What online booking tools do you currently have in place?

a) If so, who is the contract owner: US Embassy or agency?

b) What is the adoption rate?

https://e2.gov.cwtsatotravel.com/

E2 Solutions provides travel management services for

U.S. military and government agencies, offering a secure platform for official use only.

Travel contractor will not have access to this, and GSO

Travel Unit will be providing all supporting documents required.

15. Do you have an agreement with any travel security company?

(e.g. ISOS, iJET, ANVIL)

No.

16. Do you have a requirement of data hand off to the travel security company?

No. GSO Travel will be creating new profiles in the installed GDS application.

17. Is there a requirement for Meetings & Events services? No.

18. Section 3, 2.

(2) SAM Registration — Provide proof of active SAM registration, UEI number, and CAGE Code. - Can you please advise.

Pursuant to FAR 4.203-1(b)(5)(ii), the Contracting Officer has determined that it is in the best interest of the U.S.

Government that qualified bidders interested in submitting a quotation are registered and have an active account in the SAM (System for Award Management) database at https://www.sam.gov at the time of submitting a quotation.

Proposals without an active SAM registration will be disqualified from further evaluation.

https://www.sam.gov/

Questions & Answers Page 4 of 26

SAM registration user guide will be sent to prospective bidders after the pre-quotation conference.

19. Standard form 1449

SOLICITATION/CONTRACT/ORDER FOR

COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES - Please advise.

Per Solicitation Section 3, 1.1., Standard Form (SF-1449) must be submitted as part of price proposal (blocks 12, 17, 19-24, and 30 as appropriate).

20. eTravel Service Requirements - Can you elaborate the requirements

We generate our traveler orders on this application however this is with the Embassy GSO Travel unit with no further support required from travel agency.

21. 23.0 BONDING OF EMPLOYEES

The Contractor shall obtain bonding for all employees associated with this contract and shall provide evidence of bonding before initiating any work. - All employees in the

UAE are bound by the UAE labor law. Do you require any other documentation?

No other documentation is required other than all details for employees related to the bidding contract.

22. Section 3.1 – Establishment of Authorized Itinerary

Section 3.1 requires the Contractor to establish the traveler's authorized itinerary.

Please confirm whether the approved Government Travel

Authorization shall be considered the governing document, or whether the Contractor is expected to independently interpret the applicable travel regulations.

Reference to travel itineraries, GSO Travel Unit will be routing, pricing and monitoring each reservation.

The contractor will receive guidance from GSO Travel and work under its supervision and direction for all reservation requirements.

Every single PNR created is monitored by GSO Travel

Unit, with the contractor only issuing the final ETKT purchase.

23. Section 3.2.1 – Lowest Available Fare

The RFP requires selection of the lowest available compliant fare. How will compliance be assessed where fare increases occur due to traveler or approving official delays outside the

Contractor's control?

Refer to the response provided in Question # 22.

24. Mission Travel Policy

This is not a prerequisite for submission.

Questions & Answers Page 5 of 26

The Mission Travel Policy is referenced throughout the transportation requirements; however, it is not included within the solicitation. Will this document be made available during the solicitation stage or provided to the successful

Contractor after contract award?

The copy can be made available to the lowest priced technically acceptable bidder after award.

25. Definitions – DS-4022, DS-3093 & DS-4087

The RFP defines DS-4022, DS-3093 and DS-4087 but does not specify responsibility for these documents. Kindly advise whether these forms are to be prepared by the requesting office, with the Contractor responsible for verification prior to ticket issuance, or whether preparation, validation and record retention form part of the Contractor's responsibilities.

These forms are US Govt. Traveler approval forms.

These are not required for bidding purpose.

This is integral to daily GSO travel operations.

26. Section 3.2.3 – Fly America Act / Open Skies

Where an exception to the Fly America Act or Open Skies

Agreement applies, is the Contractor expected to determine eligibility for the exception, or rely upon Government-approved supporting documentation?

27. Section 3.2.5 – Premium Class Travel

Premium Class Travel requires specific approvals. Should the

Contractor verify compliance with these approvals prior to ticket issuance, or rely upon the approved Government Travel

Authorization?

28. Section 3.2 – CRS / GDS Requirements

The RFP requires the use of a Computer Reservation System

(CRS). Please confirm whether the Embassy has any preferred CRS/GDS, or whether the successful Contractor may utilize its standard reservation platform, provided all contractual requirements are met.

The U.S. Embassy currently uses the Sabre GDS reservation platform. We welcome proposals utilizing

Amadeus, Galileo, Sabre, or any other platform, as there are no restrictions on GDS selection.

29. Definitions – OBT (GetThere) Refer to the response provided in Question # 14

Questions & Answers Page 6 of 26

The Definitions section references the CWT

Sato GetThere Online Booking Tool. Please confirm whether the successful Contractor is expected to support the existing

OBT environment, or whether an equivalent Online Booking

Tool may be proposed.

The contractor will not have access to this system; GSO

Travel will provide all required supporting documents.

30. Traveler Profiles

The RFP requires the Contractor to maintain traveler profiles but does not specify how the initial profile database will be established. Please confirm whether existing traveler profiles, traveler preferences and related profile data will be transferred from the incumbent contractor, provided by the

Embassy, or created by the successful Contractor during implementation.

Once GDS system is installed within the Embassy, GSO

Travel Unit will create individual profiles and add it to the new booking platform.

No role is required from the contractor.

31. Section 3.5.4 – Visa Services

The visa services requirements include visa assistance, passport handling and coordination with embassies and visa processing centres. Please confirm whether the Contractor's responsibility is limited to coordination and facilitation, or whether completion and submission of visa applications also forms part of the required scope.

This service is not currently required. Should this need arise in the future, visa facilitation and submission requirements will be discussed during the implementation stage. At present, a separate visa unit within the Embassy handles this service.

32. Section 15 – Billing & Payment Procedures

The RFP states that the Government shall pay the applicable transaction fee for official travel. Please confirm the billing mechanism for transaction fees where official travel is purchased using an Individually Billed Government Travel

Charge Card (IBA), specifically whether the transaction fee should be charged to the travel card or invoiced separately to the Government.

Refer to the response provided in Question # 3.

33. Section 3.1.13 – Cost Construct Travel True.

Questions & Answers Page 7 of 26

Section 3.1.13 requires the Contractor to maintain the ability to accept two forms of payment when executing cost construct travel. Please confirm whether the official travel portion should be charged to the Government payment method and only the personal deviation charged to the traveler's personal payment method.

USG will pay for the official authorized amount, and the fare difference will be charged on traveler’s personal credit card.

The contractor will be receiving guidance from GSO

Travel and will work under GSO Travel supervision and direction for all reservation requirements.

34. Section 3.2.8 / 3.2.9 – Schedule Changes

Airline-initiated schedule changes may require ticket revalidation or reissue. Please confirm whether such airline-initiated changes are considered billable reissue transactions under the contract.

True, If there is a reissuance fee charged from the airline for change of the ETKT, transaction fee invoice will be due.

35. SF 1449 – Section 17A

Section 17A of SF 1449 requires the Offeror to complete the

Code and Facility Code fields. Kindly provide guidance on the applicable codes to be entered, or advise the source from which these codes should be obtained.

Refer to the response provided in Question # 1.

36. SF 1449 – Sections 21, 23 & 24

In SF 1449, the quantity in Section 21 is shown as "1", while

Sections 23 and 24 require the Offeror to provide the Unit

Price and Amount. We understand that, where the quantity is one (1), the Unit Price and Amount should be the same.

Kindly confirm whether this understanding is correct.

Blocks 23 and 24 of SF-1449 must reflect the total price as quoted in the pricing table. This total must account for all line items listed in Section 1, CLINs 2.3.1, 2.3.2, 2.3.3, 2.3.4, 2.3.5, and 2.3.6.

37. Pricing Schedule – CLIN 009 (VAT)

The Pricing Schedule includes a separate line item for VAT under CLIN 009. As VAT is calculated based on the value of taxable services and may vary depending on the type and place of supply, while the applicable VAT rate is prescribed under UAE law and may be subject to future legislative

CLIN 009 must include the VAT amount applicable to all

CLINs. This VAT calculation must be based on the estimated number of transactions provided in the pricing table under Section 1, CLINs 2.3.1, 2.3.2, 2.3.3, 2.3.4, 2.3.5, and 2.3.6.

Questions & Answers Page 8 of 26 changes, kindly advise how the VAT line should be completed for evaluation purposes. Specifically, should

Offerors quote an estimated VAT amount, apply the prevailing UAE VAT rate, or follow another pricing methodology?

38. 2.0-Definitions & Acronyms

Lowest Available Fare - Except for the constraints of the airline contract program described in Section 1, continuation of block 20, paragraph 3.2.2 and the Fly America Act, Section

1, continuation of block 20, paragraph 3.2.3, the Contractor shall book the lowest available fare in accordance with agency policy, if any, as expressed in the contract. If reservations made by the Contractor are not at the lowest available rate allowed, at the time of ticketing, the

Contractor shall refund the difference to the Government.

We wanted more clarity on the basis of determining whether or not the TMC has quoted the lowest fare, as we use the

GDS.

39. 3.2.1.

The Contractor shall comply with mandatory Government programs for air travel. Except for the constraints of the “City

Pairs” contract program noted below, and the Fly America

Act, the Contractor shall book the lowest available fare that satisfies the agency's mission requirements. If reservations made by the Contractor are not at the lowest available rate allowed by policy, the Contractor shall refund the agency the difference.

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 using the GDS and quote contract carriers as applicable.

40. 3.3.3. Refer to the response provided in Question # 22.

Questions & Answers Page 9 of 26

Final selection of accommodations rests with the traveler. If reservations made by the Contractor are not made at the lowest Government rate available, the Contractor shall refund the Government the difference. Since final selection of accommodations rests with the traveler, the reservations made by the Contractor shall be made at the lowest available rate that complies with the traveler’s request, or the

Contractor shall refund the Government the difference.

Lodging reservations for Federal Government employees on official business shall comply with the Hotel and Motel Fire

Safety Act of 1990 (see Definitions). Selected lodging shall comply with the Hotel and Motel Fire Safety Act of 1990, if available, unless an exception is granted by the COR. As stated in the definition in paragraph 2.0, the Hotel and Motel

Fire Safety Act of 1990 only applies to the United States and its territories.

We wanted more clarity on the basis of determining whether or not the TMC has quoted the lowest Govt. rate, as we would use the GDS for hotel rates.

41. 3.9.4.

Telephone - The Contractor shall answer at least 80 percent of calls within 20 seconds and provide a recorded message for those calls not answered in 20 seconds. The recorded message shall be in English and shall give the traveler at least two options:

• to hold or

• to leave a message for a call back.

The Contractor shall respond to all telephone return calls within one (1) hour. The Contractor shall respond to e-mail requests within one business day, unless travel is scheduled

The Contractor shall respond to all telephone return calls within one (1) hour.

No calls should go unattended.

Questions & Answers Page 10 of 26 on a weekend, holiday, or business day after the day of the request.

We receive reports of abandoned call and we call back the abandoned calls within 1 hour. Please advise if this process will suffice.

42. 3.9.5.

Services would be of a "Visitors Bureau" type that, as a minimum, could include the following:

• Lodging Reservations

• Travel Changes and Confirmations

• Entertainment Reservations, including short excursions

• Travel Document Preparation for Military Travel

• Documentation for Travel Required by Foreign

Governments

• VIP Services

Please provide details of the kind of documentation being referred to for Military Travel and Foreign Governments.

Is it for the regular services such as air tickets, cars, lodging etc.?

VIP Services - A separate transaction fee may be applicable.

Kindly advise where should we incorporate it.

We do not have any requirements for VIP services. An amendment is issued to remove “VIP Services” from

Section 1, 3.9.5.

43. 3.10 Media

3.10. Media - In addition to the required reports, the

Contractor shall produce, within reasonable parameters, other management reports in formats and media requested from time to time by the Contracting Officer. To compile such reports, Contractor's back-office computer shall

Monthly Ticket Purchase Reconciliation Reports.

Quarterly Annual Sales Report.

Bi-yearly Refund Ticket Sales Report.

Annual Year Closing Ticket Sales History Final Report.

Questions & Answers Page 11 of 26 be capable of collecting all data from reservation and ticketing records in the format requested. The Contractor shall also have the capability to capture data for reports when the

GDS is not operating and for airlines that do not subscribe to a GDS.

Can you advise some formats for us to review and advise the frequency of requests based on historical data?

Sample report formats from the previous contractor will be provided to the successful offeror during the implementation stage.

44. 10.1.-Deliverables

Reconciliation Report of Transport Billings - 10th day after receipt of charge card vendor's billing tapes.

On page 29 under clause 3.8.3.2., it mentions 5 working days.

Please clarify the number of working days.

Upon receipt of the Citibank statement, typically issued on the 20th of each month, the contractor has five working days to submit reconciled invoices to the Embassy's GSO

Travel Unit.

45. 10.2.2.-ADDRESSEES

Other addressees for the Individual Passenger Listing

Report include the following: - Title, Agency, Address

Please explain what is needed from the TMC and when and if this is in reference to invoices?

The travel agency can provide the Embassy GSO Travel

Office with their own agency format accounting invoices.

The GSO Travel Unit may request changes during the implementation stage.

46. 14.1. Official Travel. The Government will reimburse the

Contractor for transportation services for official travel arranged by the Contractor. This reimbursement will include only the actual carrier rates and/or fares effective for air, rail, bus and steamship tickets issued to Government travelers for official travel. The Government will also pay the

Contractor, upon receipt of a proper invoice, the applicable transaction fees. The Contractor shall comply with travel authorization requirements established by the

Government to verify that transportation billed is for official travel. The Government shall issue a Travel Authorization

Refer to the response provided in Question # 3.

Questions & Answers Page 12 of 26

(TA), which shall be furnished by the traveler to the

Contractor. The Contractor shall use this TA to document each official ticket. The Contractor shall ensure that the

Government is billed for prepaid ticket charges only when required by airline tariff. Most airlines have exemptions to this charge for official Government travel.

Please advise if the TMC fee will also be charged on the

CBA.

47. 16.2.1. For CBA Purchases: The Contractor shall treat refunds on purchases by CBA in the same manner as refunds for similar charge or credit card purchases. Refunds for unused, downgraded or exchanged tickets shall be made by the Contractor immediately in the form of a credit refund receipt returned to the agency, with the credit applied to the agency's CBA. No cash refunds shall be made for CBA purchases.

16.2.2. For GTR Purchases: The Contractor shall remit

refunds to the agency within ten working days after receipt of application for refund. There is nothing expressed or implied in this provision to preclude the Contractor from making refunds on account.

16.3 Employees who have been issued Government Travel

Charge Cards shall apply directly to the Contractor, through the delivery control point, for refunds for unused transportation. The Contractor shall treat such refund requests in the same manner as refunds for similar charge or travel card purchases. Refunds shall be given immediately, in the form of a credit refund receipt returned to the employee, with the credit applied to the individual employee's travel card account.

We understand the airline refund cycle and consider timely processing acceptable.

Questions & Answers Page 13 of 26

We process refunds once we receive it from the airlines.

Please confirm if acceptable.

48. 17.2.1. When requested by the Government, the Contractor is required to arrange for transportation of one or more individuals. The Contractor may charge only one transaction fee per itinerary when the ticket is issued. When multiple people travel on the same order, each individual traveler would have an itinerary. The

(individual) itinerary could have multiple tickets, but only one transaction fee per is charged. (Fee is not based on the number of tickets needed to complete the (individual) itinerary). Until such time as the Government requests the

Contractor to issue and the Contractor issues a ticket for transportation, no transaction fee shall be charged for any services associated with that transportation, including but not limited to:

• the original transportation reservations.

• changes to the original transportation reservations.

• lodging reservations.

• car rental reservations; and

• any related services described in Continuation of Block 20, paragraph 3.5 or elsewhere in this contract

1 - One transaction fee will be charged per itinerary and per traveler. Please confirm.

2 - We would create reservations after receiving the travel authorization documents to avoid any airline debit memos for churned bookings. For urgent and emergency travel we will seek approval from the COR / approvers to proceed with the ticket issuance if the TA will take time. Please advise if this is

The transaction fee is per itinerary per traveler and

Not per E TKT number generated.

A single PNR with multiple ticket numbers will be billed under one transaction fee per traveler.

Ex: AUH LON WAS AUH – One Traveler with Three

ETKT numbers will be billed one transaction fee.

Ex: AUH WAS AUH – One Traveler with One ETKT number will be billed one transaction fee.

Debit Memos / Churn Bookings -

The contractor will be receiving guidance from GSO

Travel and will work under GSO Travel supervision and direction for all reservation requirements.

We do not create duplicate bookings and are quite attentive for each PNR monitoring them closely.

Questions & Answers Page 14 of 26 acceptable process or if there is a different process to be followed, please advise the process.

49. ATTACHMMENT 2

QUARTERLY SALES ACTIVITY REPORT - Missing from the document.

This is not in the document. Please share this document.

Refer to the response provided in Question # 43.

50 52.216-19 (b) (c) and (d)

ORDER LIMITATIONS (OCT 1995)

Maximum order

(b) Maximum order. The Contractor is not obligated to honor-

(1) Any order for a single item in excess of AED 300 dirhams;

(2) Any order for a combination of items in excess of To be

Determined (TBD), or

(3) A series of orders from the same ordering office within 1 day that together call for quantities exceeding the limitation in subparagraph (1) or (2) above.

(c) If this is a requirements contract (i.e., includes the

Requirement clause at subsection 52.216-21 of the Federal

Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the

Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) above.

(d) Notwithstanding paragraphs (b) and (c) above, the

Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within three (3) business days after issuance, with written

Maximum Order:

These thresholds protect the Contractor from being bound to fulfill unexpectedly large or cumulative orders that fall outside the scope of what was anticipated at the time of contracting.

Requirements Contracts:

In a requirements contract, the Government retains the flexibility to split a large requirement and source the excess from another contractor if the order would exceed the thresholds above.

Contractor’s Obligation to Notify:

The Contractor cannot simply ignore an oversized order.

There is a strict 3-business-day window to formally decline in writing. Failure to act within this window obligates the Contractor to fulfill the order.

Questions & Answers Page 15 of 26 notice stating the contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

Clarity requested

51. 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.

We are aware the fiscal year is OCT 01 to SEP 30.

Our understanding is that effective OCT 01 tickets cannot be issued until the Embassy has received the new fiscal year funding and it depends on CR, any Govt. Shut downs etc. For emergency travel, with COR approvals tickets are issued.

Is the above understanding and process correct in reference to this clause? Or please clarify.

Yes, it is correct.

52. SECTION 3 - SOLICITATION PROVISIONS

Defense Base Act (DBA) insurance is mandatory for supplies and services contracts and provides workers'

Questions & Answers Page 16 of 26

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

“The quoter shall submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-

11;”]

1-We have the UAE Workmen's compensation insurance.

Does the DBA insurance apply to U.S. based companies or do we need to apply for DBA.

2-IRS Form W-14 - When do we need to submit this form?

compensation protection to civilian employees working outside the United States on U.S. military bases or under a

U.S. Government contract. Bidders must include the DBA insurance premium cost in their pricing as a separate line item in the pricing table. DBA insurance may be obtained from any Department of Labor-approved provider listed at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. DBA premium is reimbursable.

Proposals without DBA insurance estimated cost will be disqualified from further evaluation.

IRS Form W-14 is not applicable to these services.

53. SAM Registration

(2) Provide proof of active SAM registration including the

SAM Unique Entity Identification (UEI) number and CAGE

Code.

NCAGE has been received.

UEI is work in progress in SAM - We are coordinating with General Services Administration's Federal Service Desk

(FSD) through SAM.

In case we do not receive UEI before the due date of the proposal (Jul 9, 2026), please advise if there are any additional documents required to be submitted.

Refer to the response provided in Question # 18.

54. SECTION 5 - REPRESENTATIONS AND

CERTIFICATIONS

Submit only the duly filled relevant pages.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Questions & Answers Page 17 of 26

In the "Document Submission Checklist" it mentions

Representations & Certifications — Section 5 completed

When submitting the proposal, do we have to print the entire section 5 (pages 73-97) or only the relevant pages need to be filled and submitted such as pages 73, 75, 76, 78, 79, 80, 81, 95?

55. Standard Form 1449

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23,

24, AND 30.

12. DISCOUNT TERMS

17a. CONTRACTOR/OFFEROR -CODE AND FACILITY

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

SUCH ADDRESS IN OFFER

12-Since the pricing is based on transaction fees, please clarify regarding discount terms. In the "Document

Submission Checklist", Block 12 is not mentioned to be filled. Kindly clarify.

17a-Please clarify CODE AND FACILITY CODE

17b-In the "Document Submission Checklist", Block 17b is not mentioned to be filled. Kindly clarify.

Other than Block numbers 17a, 23, 24, and 30, TMC does not need to fill any other blocks. Please confirm.

Regarding Block 12 of SF-1449 is not applicable to this solicitation. Payment terms are Net 30 days.

Additionally, Document Submission Checklist is solely to help offerors confirm they have submitted all required documents. It is NOT part of the evaluation.

Therefore, please follow the RFQ terms and conditions for required documents.

Regarding Block 17a & 17b of SF-1449, refer to the response provided in Question # 1.

Yes, blocks 17a, 23, 24, and 30 must be filled.

56. Industrial Funding Fee (IFF)

This is not mentioned in the solicitation document.

Not required.

Questions & Answers Page 18 of 26

We want to check if the TMC needs to include IFF in the transaction fees or not.

If yes, what is the IFF amount?

We require the transaction fees only in United Arab

Emirate Dirham (AED).

57. 1.0 Scope of Work

1.1 – Under On-site Travel Agent requirement

Please advise if Embassy will be providing Internet access to the Implant.

Internet will be provided.

Travel agency should provide full computer set, monitor, CPU and working accessories.

58. 3.12 eTravel Service (eTS)

Is the use of eTravel Service (eTS) through CWT Sato

Travel a mandatory requirement under this contract? Or, alternatively, can the vendor utilize the Defense Travel

System (DTS) capability to fulfill this requirement?

Refer to the response provided in Question # 14 required.

Travel contractor operates on the airline GDS system only.

59. 2.0 Definitions and Acronyms

OBT – The Online Booking Tool is provided by CWT Sato using the “GetThere” program

Is GetThere the only Online Booking Tool (OBT) acceptable under this contract, or are other equivalent OBT solutions permitted?

Refer to the response provided in Questions # 14 & 58.

60. Please provide below details:

70% - UAE to US to UAE.

30% - Worldwide Travel.

American Air

Questions & Answers Page 19 of 26

Please provide break down of the total annual travel volume of the company in 2024/25 in

AED for the below services:

TOTAL Volume

AED

(Air

Tickets+Hotels+Vis as+Car

Rentals+Others)

TOTAL Number

(Tickets/Vouchers) a Air tickets -

(i) First Class AED

(ii) Business Class AED

(iii) Economy Class AED

(iv) Low Cost Carrier (LCC) AED b Hotels AED c Visas (Inbound/Outbound) AED d Car Rentals AED e Others (please specify) AED

Etihad Airways

United Air

Emirates Air

Qatar Airways

Delta Air

61. Travel details:

a. 10 major travel destinations

b. Top 10 airlines used in 2024/2025

Refer to the response provided in Question # 60.

62. Does U.S. Embassy - Abu Dhabi currently have any corporate deals with any airline/hotels? If yes, please provide name of airline/hotel.

USG Corporate Deals with few airlines.

The corporate deals details will be provided to the lowest priced technically acceptable bidder after award.

63. What is the estimated budgeted for this project? This cannot be answered.

64. How many agencies will be awarded the project? The award will be made to the Lowest Priced Technically

Acceptable (LPTA) bidder as per Section 4, Evaluation

Factors.

65. We have not yet completed our SAM registration; however, we are initiating the process and will complete it at the earliest opportunity. Kindly confirm whether this will affect our eligibility to participate in the tender or submit our quotation.

Refer to the response provided in Question # 18.

66. Does U.S. Embassy - Abu Dhabi require below additional services? If yes, please provide details.

a. Long Term Car Leasing

Questions & Answers Page 20 of 26

67. Would a UAE-issued workers’ compensation insurance policy be sufficient to satisfy this requirement?

If this question is related to Defense Base Act Insurance

(DBA), then refer to the response provided in Question #

52.

68. We understand that an active SAM.gov registration is required for this solicitation, and our application is currently in progress. If the system validation is delayed past the deadline, may we submit official proof of our pending application to remain eligible for evaluation?

Refer to the response provided in Question # 18.

69. Request you to kindly elaborate / clarify on below line items which is part of RFQ.

Government fares Ticketing

70. Request you to kindly elaborate / clarify on below line items

Standard form 1449 : Block 12 Discount terms

Block 12 of SF-1449 is not applicable to this solicitation.

Payment terms are Net 30 days.

71. Request you to kindly elaborate / clarify on below line items

Standard for 1449 : Block 17a Contractor Code, Facility Code

Refer to the response provided in Question # 1.

72. Request you to kindly elaborate / clarify on below line items

What other services can be included in Schedule of Services?

None. Air Travel and related services only.

73. Request you to kindly elaborate / clarify on below line items

SAM registration

Refer to the response provided in Question # 18.

74. Request you to kindly elaborate / clarify on below line items

Work plan covering all PWS elements, What does PWS means ?

PWS – Performance Work Statement which is basically

DESCRIPTION/SPECIFICATIONS/WORK

STATEMENT that is mentioned in Section 1.

Questions & Answers Page 21 of 26

75. Request you to kindly elaborate / clarify on below line items

Estimated Défense Base Act (DBA) insurance cost.

Refer to the response provided in Question # 52.

76. Online Booking Tool

• Will reservations be made through our own Online

Booking Tool, through CWT's Online Booking Tool (using our PCC credentials), or handled directly by the on-site travel consultant?

Reservations are created in travel agency IATA code /

PCC which should be visible to your after-office hours customer support unit.

No bookings are created on the e2 online booking engine.

e2 is mainly for travel order purposes only.

77. On-site Travel Consultant

• Can the consultant occasionally work remotely during emergencies

Yes. The Embassy may approve occasional remote work arrangements for the On-site Travel Consultant on a case-by-case basis, depending on the operational situation.

78. Expected Transaction Volumes

• What was the actual annual transaction volume during the last three years?

• What is your annual travel spend volumes segmented by air, hotel, and other services?

• How many active travellers does the Embassy currently have?

• What percentage is premium cabin?

Refer to the response provided in Question # 7.

No Premium / Business class tickets.

79. Airlines and Booking Policy

• What are your Top Airlines by frequency and travel volume?

• What are your Top Destinations by Travel Volume?

• What percentage of bookings use U.S. Government

City Pair fares?

• Are there any preferred regional airlines?

• Are there specific airlines, hotel chains, or preferred suppliers under corporate agreements? If so can and can it be used through the contractor ?

• What is your current booking mix (online self-booking vs offline agent-assisted booking?

Refer to the response provided in Question # 60

Questions & Answers Page 22 of 26

80. Billing & Finance ( to be shared with our finance )

• How & when do we charge employees through their individual Government Travel Cards if we are charging the company through their CBA?

• Is DBA insurance cost reimbursable or firm fixed price?

• Is there a cap on transaction fees per traveler/itinerary?

• What is processing time for clearance approvals?

• What are standard payment terms (Net 30, etc.)?

• Which is correct: section 3.2.8 or 3.2.9?

No cap on transaction fees.

81. Transition

• Who is the current Travel Management Company?

• How long is the expected transition period?

• Will traveller profiles be transferred?

• Will unused ticket records be transferred?

• Will historical reporting data be made available?

ITL World Travel Dubai.

Three months – Transition period.

GSO Travel Unit will work on the historical date / exiting traveler bookings.

82. Emergency Response and Evacuation Procedures

• Does the Embassy maintain an Emergency Response, Evacuation, or Repatriation Plan that will be shared with the successful Contractor after contract award?

• Could you please confirm whether the Government currently holds any active duty of care or risk management agreements with providers such as International SOS, Riskline, Crisis24, or equivalent?

• Will the Contractor be integrated into the Embassy's emergency response and business continuity procedures?

• What are the expected roles and responsibilities of the

Contractor during emergency evacuations, repatriations, or crisis situations?

• Will the Government provide emergency contact lists, communication protocols, and escalation procedures for use during such events?

The GSO Travel Unit oversees this function. Should additional support be required for ticketing purposes, we will notify the Contractor well in advance.

Questions & Answers Page 23 of 26

• What exactly will be included in the Workman insurance and war hazard clauses and the maximum amount involved therein?

83. Ref: Document Submission Checklist Srl. #2 1.2.8

(Established U.A.E. Business):

• Please confirm that a Virginia-based U.S.

Small Business serving the Government globally for 11 years can compete via our

U.A.E. entity, FGi Solutions Middle East with a 24/7 Global Ops office inside Dubai airport and a 24/7 Station Office in Abu Dhabi that is assisted by carrier agent facilitators?

Refer to Section 3, 1.2.8 which says, “Evidence that the quoter operates an established business in UAE with a permanent address and telephone listing for the past seven

(7) years at a minimum. Submit a copy of valid commercial license of your company issued by the local government.”

84. Ref: Section 3.9.1 & 19.0:

In addition to forwarded staff paperwork, the police clearance and the RSO’s local security clearance process are the

Embassy on-site travel agent personnel that we provide required to hold any additional security clearances?

No..

85. Ref: Section 3.9.3:

• Following receipt of an emergency declaration outside Embassy standard working hours, what is the required response time for our personnel to return to the Embassy?

Coordinate with the GSO Travel Unit.

86. Page 4: Sec 1- Schedule - 0008. Estimated Defense Base

Act (DBA) insurance cost

Could you please clarify whether DBA is equivalent to the local medical or life insurance provided by the TMC to its employees?

Refer to the response provided in Question # 17.

87. Page 13: Onsite travel agent requirement

Could you please confirm whether the GDS PCC used under this agreement is owned by the U.S. Embassy or by the TMC?

TMC.

It’s Travel Agency PCC installed within the Embassy.

88. Page 14: Segregation of billing accounts Refer to the response provided in Question # 87.

Questions & Answers Page 24 of 26

Could you please confirm whether the GDS PCC used under this agreement is owned by the U.S. Embassy or by the TMC?

89. Page 18: Federal Travel Regulation (FTR)

Link provided is not unavailable

14 FAM 560 ALLOWABLE TRAVEL AND

MISCELLANEOUS EXPENSES

90. Page 19: OBT

Could you kindly confirm whether the OBT requirement is limited to CWT Sato using the “GetThere” platform, or if other online booking tools are also acceptable to be proposed?

Refer to the response provided in Question # 14.

91. Page 19: OBT

Can the local Travel management company PCC be applied to

Getthere program?

No

92. Page 13: Onsite travel agent requirement

In cases where the TMC PCC is applied, and given that

“GetThere” is powered by Sabre, we understand that Sabre meets U.S. Government information security and operational standards.

Airline GDS operating system and GetThere are separate individual systems.

93. Page 20: Refunds

Given that cancellations require involvement from both consultants and back-office teams, could you kindly confirm whether the TMC is expected to waive the refund transaction fee?

No waivers are required. We issue / refund as per the airline policy.

94. Page 24: City pairs program (3.2.10)

City Pair Program (CPP) | GSA https://fam.state.gov/fam/14fam/14fam0560.html https://fam.state.gov/fam/14fam/14fam0560.html https://www.gsa.gov/travel/plan-a-trip/transportation-airfare-rates-pov-rates/airfare-rates-city-pair-program

Questions & Answers Page 25 of 26

Kindly provide clarification whether US embassy are currently having a contract with these tech application and providers?

USG Govt. contracted in Washington. DC.

95. Page 25: 3.5.4. Visas

Are this limited to AUH or UAE in total?

96. Page 32: 3.10. Media

What are the mandatory parameters that US embassy would require for the reporting?

Refer to the response provided in Question # 43.

97. Page 32: 3.12 eTravel SERVICE (eTS)

Provide a clarity of eTS functionality.

Refer to the response provided in Question # 14.

98. Page 37: Deliverables

Transaction fee report-25th day of each month

Up to which date should the data be included for the submission on the 25th?

Refer to the response provided in Question # 44.

99. Page 58: 52.232-19 AVAILABILITY OF FUNDS FOR THE

NEXT FISCAL YEAR (APR 1984)

If we don't receive the notice of availability of the fund, what is the expectation from the TMC.

The Government may issue a “Temporary Stop Work

Order” in case of fund unavailability.

100. Page 68 Onward

In cases where dnata’s legal team raises concerns regarding certain contractual clauses, does the U.S. Embassy allow flexibility to amend or negotiate the agreement to reach a mutually acceptable position?

Clauses listed in the solicitation cannot be tailored or deleted. All the clauses listed in the RFQ are applicable for these services.

101. 2% Tax Withholding (Clauses 52.229-11 and 52.229-12;

Pages 53 and 94): We are a UAE-based company. Please

This clause is not applicable for these services.

Questions & Answers Page 26 of 26 confirm whether the 2% excise tax will be deducted from our payments, and whether we can avoid this deduction by submitting IRS Form W-14 with our quotation. Since this tax cannot be added to our price or refunded, we need to know if it applies before we finalize our rates.

102. DBA Insurance (CLIN 008, Page 4; Clause 52.228-3, Page

55): Our company already holds medical insurance and general/professional liability insurance. Please confirm whether this is sufficient, or whether we must obtain separate

Defense Base Act (DBA) insurance and Workmen's

Compensation insurance. If DBA insurance is required, please advise the expected number of on-site staff so we can estimate the premium correctly.

Refer to the response provided in Question # 52.

103. Online Booking Tool (Paragraph 3.12, Page 32; Attachment

1, Pages 48–49): Please confirm whether the awarded contractor is expected to bring its own online booking tool, or whether all booking requests will be processed through CWT

Sato (GetThere). If integration with CWT Sato is required, please confirm who bears the related integration and training costs.

Refer to the response provided in Questions # 14 & 97.