19TC1026Q0003_Solicitation_Travel Management Services.pdf

Solicitation – Travel Management Services for the Embassy Page 1 of 97

19TC1026Q0003

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19TC1026Q0003. Prices, Block 23

• Continuation To SF-1449, RFQ Number 19TC1026Q0003. Schedule of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• List of Attachments to Description/Specifications/Statement of Work, Government

Furnished Property

• Attachments

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 5 - OFFEROR REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

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Standard Form (SF) 1449

(2 pages)

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SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19TC1026Q0003

PRICES, BLOCK 23

1.0 DESCRIPTION

The Contractor shall provide on-site travel management services to The U.S. Embassy, Abu Dhabi, United Arab Emirates, as described in this solicitation. The contract type is requirements type contract for all travel management services required by the agencies set forth in Section 1, paragraph 27.0. The contract will be for a one-year period from the date to start services set forth in the Notice to Proceed, with four one-year options to renew.

The Contractor shall provide at least one (1) dedicated travel management agent stationed on-site at the U.S. Embassy, as directed by the Contracting Officer or designated Government representative. The on-site travel agent shall provide full travel management services in support of official U.S. Government travel requirements.

2.0 TRANSACTION FEES AND COMMISSION REFUND PROCESS

2.1 Transaction Fee. The Government shall pay the Contractor a transaction fee based on a fixed rate per transaction. See also Section 1, continuation of block 20, paragraph 2.0, Definitions, and paragraph 17.0 for further information on handling of transaction fees.

See also paragraph 15.0 for a further description of Government Travel Charge Card, Centrally Billed Account (CBA), and Government Travel Request (GTR) sales.

2.2 Reserved

2.3 PRICING

VALUE ADDED TAX (VAT)

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates.

Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

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2.3.1 – BASE YEAR PRICES

CLIN Item/ Service Description Unit of

Measure

Estimated

Number of

Transactions

Price per

Transaction in AED

Total estimated annual price in AED

On Site Services Flight Air

Ticket Issuance Transaction

Fee per itinerary

Each 1200

On Site Services Flight Air

Ticket Re Issuance Fee per itinerary

Each 200

Emergency 24 x7 / After

Office Hours Issuance

Transaction Fee per itinerary

Each 110

EMD Issuance – Excess baggage, Change Fees and other Misc. Airline fees

Transaction Fee per itinerary

Each 20

Rail / Bus / Ferry Transaction

Fee per itinerary Each 20

Meet and Assist Svc.

Transaction Fee per itinerary Each 20

Visa, lodging, rentals

Transaction Fee per itinerary Each 20

Estimated Defense Base Act

(DBA) insurance cost Lot 1

009 VAT Lot 1

BASE YEAR TOTAL: AED

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2.3.2 – OPTION YEAR 1 PRICES

Measure

Estimated

Number of

Transactions

Price per

Transaction in AED

Total estimated annual price in AED

On Site Services Flight Air

Ticket Issuance Transaction

Fee per itinerary

Each 1200

On Site Services Flight Air

Ticket Re Issuance Fee per itinerary

Each 200

Emergency 24 x7 / After

Office Hours Issuance

Transaction Fee per itinerary

Each 110

EMD Issuance – Excess baggage, Change Fees and other Misc. Airline fees

Transaction Fee per itinerary

Each 20

Rail / Bus / Ferry Transaction

Fee per itinerary Each 20

Meet and Assist Svc.

Transaction Fee per itinerary Each 20

Visa, lodging, rentals

Transaction Fee per itinerary Each 20

Estimated Defense Base Act

(DBA) insurance cost Lot 1

1009 VAT Lot 1

OPTION YEAR 1 TOTAL: AED

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2.3.3 – OPTION YEAR 2 PRICES

Measure

Estimated

Number of

Transactions

Price per

Transaction in AED

Total estimated annual price in AED

On Site Services Flight Air

Ticket Issuance Transaction

Fee per itinerary

Each 1200

On Site Services Flight Air

Ticket Re Issuance Fee per itinerary

Each 200

Emergency 24 x7 / After

Office Hours Issuance

Transaction Fee per itinerary

Each 110

EMD Issuance – Excess baggage, Change Fees and other Misc. Airline fees

Transaction Fee per itinerary

Each 20

Rail / Bus / Ferry Transaction

Fee per itinerary Each 20

Meet and Assist Svc.

Transaction Fee per itinerary Each 20

Visa, lodging, rentals

Transaction Fee per itinerary Each 20

Estimated Defense Base Act

(DBA) insurance cost Lot 1

2009 VAT Lot 1

OPTION YEAR 2 TOTAL: AED

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2.3.4 – OPTION YEAR 3 PRICES

Measure

Estimated

Number of

Transactions

Price per

Transaction in AED

Total estimated annual price in AED

On Site Services Flight Air

Ticket Issuance Transaction

Fee per itinerary

Each 1200

On Site Services Flight Air

Ticket Re Issuance Fee per itinerary

Each 200

Emergency 24 x7 / After

Office Hours Issuance

Transaction Fee per itinerary

Each 110

EMD Issuance – Excess baggage, Change Fees and other Misc. Airline fees

Transaction Fee per itinerary

Each 20

Rail / Bus / Ferry Transaction

Fee per itinerary Each 20

Meet and Assist Svc.

Transaction Fee per itinerary Each 20

Visa, lodging, rentals

Transaction Fee per itinerary Each 20

Estimated Defense Base Act

(DBA) insurance cost Lot 1

3009 VAT Lot 1

OPTION YEAR 3 TOTAL: AED

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2.3.5 – OPTION YEAR 4 PRICES

Measure

Estimated

Number of

Transactions

Price per

Transaction in AED

Total estimated annual price in AED

On Site Services Flight Air

Ticket Issuance Transaction

Fee per itinerary

Each 1200

On Site Services Flight Air

Ticket Re Issuance Fee per itinerary

Each 200

Emergency 24 x7 / After

Office Hours Issuance

Transaction Fee per itinerary

Each 110

EMD Issuance – Excess baggage, Change Fees and other Misc. Airline fees

Transaction Fee per itinerary

Each 20

Rail / Bus / Ferry Transaction

Fee per itinerary Each 20

Meet and Assist Svc.

Transaction Fee per itinerary Each 20

Visa, lodging, rentals

Transaction Fee per itinerary Each 20

Estimated Defense Base Act

(DBA) insurance cost Lot 1

4009 VAT Lot 1

OPTION YEAR 4 TOTAL: AED

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2.3.6 – 52.217-8 – OPTION TO EXTEND SERVICES (6 MONTHS)

NOTE to Quoters: Quoters are encouraged to complete the following pricing table for price evaluation purposes and FAR Clause 52.217-8 Option to Extend Services for 6 months. The cost/price information provided will be used to evaluate the total price of the award for all options in 52.217-9 Option to Extend the Term of the Contract and 52.217-8 Option to Extend Services plus the total price for the basic requirement ONLY. The price offered in the table below will not be included in the total contract award amount; however, if you choose not to provide any cost/price information for each line item below, your Price Proposal will be considered incomplete, labeled as failure to follow instructions, and no further consideration will be given.

Measure

Estimated

Number of

Transactions

Price per

Transaction in AED

Total estimated annual price in AED

On Site Services Flight Air

Ticket Issuance Transaction

Fee per itinerary

Each 1200

On Site Services Flight Air

Ticket Re Issuance Fee per itinerary

Each 200

Emergency 24 x7 / After

Office Hours Issuance

Transaction Fee per itinerary

Each 110

EMD Issuance – Excess baggage, Change Fees and other Misc. Airline fees

Transaction Fee per itinerary

Each 20

Rail / Bus / Ferry Transaction

Fee per itinerary Each 20

Meet and Assist Svc.

Transaction Fee per itinerary Each 20

Visa, lodging, rentals

Transaction Fee per itinerary Each 20

Estimated Defense Base Act

(DBA) insurance cost Lot 1

5009 VAT Lot 1

OPTOIN TO EXTEND SERVICES (6 MONTHS) TOTAL: AED

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2.3.7 TOTAL FOR BASE AND ALL OPTION YEARS:

Base Year Total AED

Option Year 1 Total AED

Option Year 2 Total AED

Option Year 3 Total AED

Option Year 4 Total AED

52.217-8 – Option to Extend Services (6 months) Total AED

GRAND TOTAL OF BASE YEAR PLUS ALL OPTION YEARS AED

MINIMUM / MAXIMUM

The contract guarantee minimum for the entire contract is 1000 transactions annual. The maximum contract for base and all option years is 9000 transactions in 5 years total. This reflects the contract minimum guarantee for each period of performance. The amount of all orders, for base and all option years shall not exceed To Be Determined (TBD). This reflects the contract maximum.

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TABLE OF CONTENTS

• 1.0 - Scope of Work

• 2.0 - Definitions and Acronyms

• 3.0 - Contractor Requirements for Providing Official Travel Services

• 4.0 - Contractor Priority

• 5.0 - Furnishing of Equipment/Property

• 6.0 - Space for Performance of Required Services

• 7.0 - Minimum Personnel Requirements

• 8.0 - Contractor’s Quality Control Plan

• 9.0 - Transition Requirement and Continuity of Services

• 10.0 - Deliverables

• 11.0 - Notice to Proceed, Period of Performance and Options

• 12.0 - Place of Performance

• 13.0 - Hours of Service

• 14.0 - Basis of Compensation to the Contractor

• 15.0 - Billing and Payment Procedures

• 16.0 - Refund Procedures

• 17.0 - Transaction Fee Procedures

• 18.0 - Security

• 19.0 - Government Approval and Acceptance of Contractor Employees

• 20.0 - Key Personnel

• 21.0 - Personal Injury, Property Loss or Damage (Liability)

• 22.0 - Insurance

• 23.0 - Bonding of Employees

• 24.0 - Permits

• 25.0 - Post Award Conference

• 26.0 – Task Order Issuance

• 27.0 – Requiring Activity

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CONTINUATION TO SF-1449

RFQ NUMBER 19TC1026Q0003

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.0 SCOPE OF WORK

1.1. The Contractor shall provide corporate travel services for official domestic and international travel of Government employees and their dependents. Domestic and international travel includes travel within the country in which the U.S. Embassy Abu Dhabi, United Arab Emirates is located and travel outside that country, including travel within the U.S. and other countries.

The Contractor shall provide at least one (1) dedicated travel management agent stationed on-site at the U.S. Embassy, as directed by the Contracting Officer or designated Government representative. The on-site travel agent shall provide full travel management services in support of official U.S. Government travel requirements.

The corporate travel services that the Contractor shall provide include:

➢ Transportation Reservations and Ticketing o The Contractor shall arrange travel reservations and ticket issuance for air, rail, and other authorized transportation carriers when available.

o Services shall include:

▪ Issuance and delivery of electronic or paper tickets, as applicable.

▪ Advance seat assignments when permitted by the carrier.

▪ Advance boarding passes if on special request when airlines allow

➢ Computer Reservation System (CRS) / Global Distribution System (GDS) o The Contractor shall utilize a Computer Reservation System (CRS) that interfaces with a recognized Global Distribution System (GDS) for the booking and management of airline reservations.

o The reservation system shall:

▪ Provide access to commercial airline schedules, fares, and availability.

▪ Securely store passenger data, including but not limited to:

▪ Frequent flyer program information

▪ Passenger name records (PNR)

▪ Traveler preferences and profiles

▪ Traveler meal preferences

▪ Comply with applicable data protection and information security standards

PII.

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➢ Hybrid Reservation Capability o The Contractor shall maintain the capability to book and issue paperless reservations with low-cost, within budget on economical carriers not fully integrated into traditional GDS platforms.

o The system shall support hybrid reservation environments, including:

▪ E-ticket platforms

▪ Codeshare agreements

▪ Interline airline ticketing arrangements.

➢ On-Site Travel Agent Requirement

The Contractor shall provide at least one (1) dedicated travel management agent stationed on-site at the U.S. Embassy, as directed by the Contracting Officer or designated

Government representative. The on-site travel agent shall provide full travel management services in support of official U.S. Government travel requirements.

The Contractor shall ensure the on-site travel agent is equipped with a fully functional travel workstation, including not limited to:

A dedicated internet connection suitable for travel reservation systems.

A computer system and monitor capable of supporting travel booking operations.

Access to a fully operational Global Distribution System (GDS) and associated Computer

Reservation System (CRS) platforms.

The system shall comply with applicable U.S. Government information security and operational standards.

The Contractor shall maintain the workstation and associated systems in continuous operational status to ensure uninterrupted support of official U.S. Government travel requirements.

➢ Traveler Itineraries and Electronic Ticket Documentation o The Contractor shall provide travelers with detailed travel itineraries for all confirmed reservations.

o Documentation shall include:

▪ Electronic ticket (E-ticket) copies

▪ Flight segment details

▪ Fare basis and ticket numbers

▪ Detailed fare pricing breakdown, including taxes, fees, and carrier-imposed charges.

▪ Final E Ticket invoice with billing details to GSO Travel office.

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➢ Airline Billing Reports

The Contractor shall generate and provide airline billing reports derived from the

Contractor’s travel booking database and reservation systems. Reports include detailed information on:

Airline tickets issued.

Fare amounts, taxes, and fees

Passenger name records (PNR)

Ticket numbers and transaction dates

Reports shall be made available to authorized Government personnel in a format suitable for financial review and audit purposes.

• Central Billed Account (CBA) Reconciliation

The Contractor shall provide automated reconciliation of travel charges incurred through the U.S. Government Central Billed Account (CBA). Reconciliation shall include:

Airline E Tickets

Travel contractor Invoice reflecting the transaction fee charge to USG.

Travel-related services and associated charges

The Contractor shall ensure reconciliation is performed accurately and in accordance with

Government financial management and travel card policies.

• Segregation of Billing Accounts

The Contractor shall ensure proper segregation and invoicing of travel charges by billing type, including:

Central Billed Accounts (CBA)

Individually Billed Accounts (IBA)

Direct Airline Billing (GTR)

Personal Travel cards (PER)

Monthly Billing and Reconciliation Reports

Clearly identify official travel transactions versus personal travel transactions.

Support financial verification, audit readiness, and contract compliance.

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The Contractor shall provide monthly billing and reconciliation reports to USG by the end of each billing cycle or calendar month. Reconcile all travel transactions with the U.S.

Government State Travel Card Program records.

➢ Include, store to file seat selection, known traveler number (TSA pre-check and frequent flyer numbers) and meal preferences for each traveler in the airline booking system.

➢ 24 / 7 call center dedicated Embassy phone line after office for Embassy traveler support and travel snafus especially to attend calls during US working hours.

➢ The Contractor shall provide travel services and support for U.S. Government employees and their dependents who request personal deviations from authorized itineraries related to official, U.S. Government-funded travel.

➢ An individual seeking a personal deviation from official travel must use the

Contractor’s services to arrange the deviation if the Contractor can ticket through the common carrier(s) and fare(s) requested by the traveler.

➢ The Contractor may not charge a cost construct fee in addition to the transaction fee for the official portion of the travel.

➢ The traveler is responsible for the payment of the cost construct fare difference on traveler’s personal card. The Contractor shall post and publish the transaction fees associated with the personal deviation service.

➢ Any questions or clarifications as to whether a particular individual should receive travel services under this contract shall be directed at the Contracting Officer or the

Contracting Officer’s Representative.

➢ Upon request by employees or other persons with disabilities traveling on official business, the Contractor shall arrange all necessary and reasonable accommodation.

o Accessible or appropriate airline seating arrangements.

o In-terminal transfers and assistance within airports.

o Accessible ground transportation services.

o Barrier-free or otherwise accessible lodging that meets applicable accessibility standards.

o The Contractor shall ensure that all arrangements are made in a timely manner and comply with applicable accessibility requirements and best practices.

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➢ Personal (Unofficial) Travel Services:

• Upon request, the Contractor shall provide complete personal travel services and support on an open-market basis for Government employees and their dependents seeking personal

(unofficial) travel arrangements.

• Use of the Contractor’s services for personal travel shall be voluntary, and no individual shall be required to utilize the services provided under this contract for personal travel.

• Transaction fees specified in the Pricing section of this contract shall apply only to official travel.

• The Contractor shall be responsible for publishing and clearly communicating the transaction fees applicable to personal travel services.

• Official travel bookings shall take precedence over requests related to personal or leisure travel arrangements.

➢ PII Protection and Data Security:

The Contractor shall maintain the highest level of responsibility for the collection, storage, protection, and management of all Personally Identifiable Information (PII) associated with U.S.

Government travelers.

▪ Passport and travel document data

▪ Credit card and payment card information

▪ Airline frequent flyer and traveler profile information

▪ Travel itineraries, travel dates, and reservation records

All traveler data and records generated under this contract shall be treated as sensitive and protected information. The Contractor shall implement secure data handling procedures to prevent unauthorized access, disclosure, or misuse of PII.

Access to PII shall be restricted to authorized U.S. Government (USG) officials only and strictly limited to personnel with an official need to know.

The Contractor shall not release or disclose any traveler information without prior authorization from the Government, specifically the:

▪ General Services Office (GSO), or

▪ Contracting Officer’s Representative (COR).

The Contractor shall ensure that no PII or sensitive traveler data is transmitted, disclosed, or shared with external parties or third-party sources without explicit Government approval.

The Contractor shall implement safeguards to prevent data breaches, unauthorized disclosures, or data spillage outside authorized Government channels.

In the event of any suspected or confirmed data breach involving PII, the Contractor shall immediately notify the Government and take corrective actions in accordance with applicable U.S.

Government incident response procedures.

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➢ Lodging Reservations o The Contractor may provide support and guidance on lodging accommodations in accordance with applicable Government travel policies and traveler preferences when provided.

➢ Commercial Rental Car Services o The Contractor shall coordinate commercial automobile rental services with authorized rental car vendors and provide available vehicle options at the traveler’s destination.

➢ Visa and Entry Requirements Guidance o The Contractor shall provide current and accurate guidance regarding:

▪ Entry visa requirements

▪ Transit visa requirements

▪ Other applicable international travel documentation requirements based on traveler nationality and destination.

2.0 DEFINITIONS AND ACRONYMS

Agency – U.S. Government activity at post, such as State Department, Foreign Commercial

Service, or Foreign Agricultural Service.

ARC - Airlines Reporting Corporation. Website: https://www2.arccorp.com/

Authorized Itinerary – The:

• Lowest cost.

• Usually traveled routing.

• Between a traveler’s authorized origin and authorized destination.

• On the authorized date of travel (for travel that is date-specific).

• In the authorized class of service.

• Using the fare type (unrestricted or restricted) authorized.

• That complies with the GSA City Pair Program

• And complies with the Fly America Act, the US government federal travel regulations and the

Mission Travel Policy.

Business Day – Monday to Friday, except holidays listed in Section 2, DOSAR 652.237-72, “Observance of Legal Holidays and Administrative Leave”.

BSP – IATA Billing and Settlement Plan

CBA - Centrally Billed Account. A Charge Card Account established by the General Services

Administration. The Department of State has selected Citibank Visa Charge Cards. The contractor will provide the CBA via the GDS to the airlines such that the airline is the merchant for the air ticket cost. The contractor may only charge the CBA for transaction fees, not for airline tickets.

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Commission - Amount paid to the Contractor by another entity not a party to this contract, such as an airline, hotel or rental car, for each airline ticket the Contractor books with that entity.

COR - Contracting Officer's Representative. See Section 2, DOSAR 652.242-70, Contracting

Officer's Representative (COR)

Cost Construct – Travel that deviates from the authorized itinerary or authorized class of service.

The Government will pay no more than the value of the authorized itinerary. A traveler-requested deviation from the date(s) of travel on their travel authorization shall not constitute a cost-construct unless, as a result of the date change, the base fare changes relative to the base fare of the authorized itinerary

DS-4022 – Exception Form for us of non-contract carrier

DS-3093 – Exception Form for use of Foreign Flag Carrier

DS-4087 – Exception Form for Premium/Business Class Travel

DSSR – Department of State Standard Regulations

Embassy – The Embassy of United States of America Abu Dhabi

Also refers to any consulates listed in paragraph 1.1 above.

Emergency - An unforeseen combination of circumstances that calls for immediate action. The term emergency includes, but is not limited to, disasters, forest fires, evacuations, floods, and civil unrest.

Federal Travel Regulation (FTR) - See 41 CFR Chapters 300-304. Chapter 301 governs travel and transportation allowances for Federal civilian employees. except for DOD personnel, who are subject to the JTR. The regulation can be accessed at website: https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

Fly America Act - See 49 U.S.C. 40118. The Fly America Act requires Federal employees and their dependents, consultants, contractors, grantees, and others performing United States-financed air travel to travel by U.S. flag carriers. Details contained 41 CFR 301-10.131 through 301-10.143 and 6 FAM 135.

GDS – U.S. Global Distribution System – used by travel agencies to reserve and ticket travel services.

Government - U.S. Government, including all participating U.S. Government agencies.

GSA - U.S. Government General Services Administration.

GTR - Government Travel Request issued on an electronic SF-1169 which is provided to a carrier or a carrier’s agent to procure passenger transportation services for the account of the U.S.

https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

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Government. GTRs are used when an airline will not accept the CBA as the merchant. The GTR shall be used as a supporting document with the bill for the transportation charges.

Hotel and Motel Fire Safety Act of 1990 - Public Law 101-391, September 25, 1990. An Act to amend the Federal Fire Prevention and Control Act of 1974 to allow for the development and issuance of guidelines concerning the use and installation of automatic sprinkler systems and smoke detectors in places of public accommodation affecting commerce, and for other purposes.

Hotel and Motel Fire Safety Act National Master List - Places of public accommodation in the

United States and its territories that meet the fire prevention and control guidelines under the Hotel and Motel Fire Safety Act. Current information is also available on the internet at http://www.usfa.fema.gov/hotel.

IBA – Individually Billed Account, certain travelers (primarily U.S. direct hires) may be eligible to hold a U.S. Government contractor-issued individually billed account (IBA), commonly referred to as a travel card. An IBA should be used to procure transportation for official travel only when a CBA cannot be used or when travel is of an unanticipated, emergency nature and arranging travel through a TMC, thus using a CBA, would prevent accomplishment of the purpose of travel.

Indirect Travel – Travel that deviate, in routing, from the routing of the authorized itinerary.

JTR – Military Joint Travel Regulations

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.

Media - A broad spectrum of methods used to provide a permanent record of communications

(examples include paper, Electronic Data Interface (EDI), electronic, optically stored media, computer disks, or any other acceptable method of available communication).

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

Official Travel - Travel that is paid for and/or for which the traveler is reimbursed by the

Government.

Open Skies Agreement – The EU Open Skies agreement can be a valid exception to the Fly

American Act. Other Open Skies agreements are not as liberal as the EU agreement.

Personal Travel - Travel that is paid for by the employee/dependent and for which reimbursement will not be provided by the Government.

http://www.usfa.fema.gov/hotel

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PNR - Passenger Name Records

Post – Embassy, consulate general, consulate, consular agency, presence post, branch office, or mission of the United States.

Premium Class Travel Report – Report, by agency, containing all Premium Class travel tickets issued by the contactor where the USG authorized Premium Class Travel

Refund - Ticket refund consists of the value of the ticket but does not include transaction fee or other service fee associated with issuing of the ticket. For billing purposes under this contract, a refund is not a separate transaction.

SOP – Standard Operating Procedures – Document provided by Contractor to Post detailing processes and procedures for service delivery of all contract requirements

Standard Carrier Alpha Code (SCAC) - Used by the Government to audit the Contractor’s billings.

SCAC code may be obtained from the National Motor Traffic Association, Inc. 2200 Mill Road, Alexandria, VA 22314; telephone (703) 512-1800. The current cost is $28.00 ($24.00 to renew).

The SCAC is only applicable if a GTR is used for payment.

Taxes and Fees - Charges for transportation imposed on travelers by other authority, such as U.S.

Government federal taxes, airport passenger facility charges.

Tenant agencies – Other U.S. Government Agencies assigned to a given Embassy

Transaction - Issuance of a ticket for common carrier transportation, or changes to that ticket after issuance. Other travel reservations associated with the travel under that ticket, including but not limited to, hotel reservations, car rental, and other traveler services, are not considered a transaction for purposes of charging a transaction fee.

Transaction Fee - Fee, charged by the Contractor, for issuance of a ticket for common carrier transportation or changes to that ticket, after issuance. Paragraph 17.0 addresses when a transaction fee may be charged for a transaction.

Travel Authorization - Document authorizing official Government travel. May also be referred to as Travel Order.

Travel Management Center (TMC) - A commercial travel firm under contract to The Embassy of

United States of America Abu Dhabi provides reservations, ticketing, and related travel management services for Federal travelers.

Travel Services - Transportation reservations, for all modes of transportation, issuance and delivery of tickets, itinerary and invoices, reservations for lodging and vehicle rental services; and ancillary support related to travel.

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User- Friendly - Ease of use geared towards those with a rudimentary or limited knowledge of computer systems and operations. The knowledge base includes how to log on and off the system, simple menu-based functions in a typical graphical user interface Windows-like environment, (for example, as point and click functions such as file, open, close), simple one-step commands, such as search, print and save.

3.0 CONTRACTOR REQUIREMENTS FOR PROVIDING OFFICIAL TRAVEL SERVICES

3.1 ESTABLISHMENT OF A TRAVELER’S AUTHORIZED ITINERARY

3.1.1 Upon receipt of a travel authorization, the contractor is responsible for determining a traveler’s authorized itinerary. The Contractor is not separately paid to establish the authorized itinerary since such work does not constitute a transaction under the terms of this contract. There is often a degree of subjectivity involved in the establishment of a traveler’s authorized itinerary, with an inherent tension between the principles of economy (lower cost) and efficiency (shorter or more convenient travel). The Contractor shall make authorized itinerary determinations that balance these principles in accordance with “reasonable person” and “prudent traveler” standards.

3.1.2 Any deviation from the authorized itinerary (other than a deviation in date that does not change the fare) constitutes a cost-construct. The value of the authorized itinerary determines the basis of any traveler-requested cost-construct. (Note: all indirect travel is cost-constructed, but not all cost-constructed travel is indirect.)

3.1.1.1 Should the traveler’s deviation from the authorized itinerary result in common carrier transportation costs in excess of the value of the authorized itinerary, the traveler is responsible for paying the difference prior to or simultaneous with the issuance of the ticket(s).

3.1.1.2 In cases when the value of the cost-constructed itinerary is less than the value of the authorized itinerary, savings accrue to the USG, not to the traveler or to the Contractor, and may not be used to offset any other expense, such as a Contractor-charged cost-construct service fee.

3.1.3 When a traveler disputes that the Contractor-established itinerary should constitute their authorized itinerary in accordance with USG travel regulations, the traveler may request a review by the GSO or Management Officer at the relevant post, who will either concur with the

Contractor’s determination or identify an alternate itinerary that constitutes the traveler’s authorized itinerary. The Transportation and Travel Management division in Washington, DC has the authority to make a final determination regarding the itinerary that constitutes a traveler’s authorized itinerary.

3.1.4 For traveler-initiated online bookings, the traveler is expected to select itinerary components that comply with the FAM, FTR, and/or JTR. The Contractor is responsible only for identifying non-compliant selections, such as those that result in lost savings, and for preventing

Solicitation – Travel Management Services for the Embassy Page 22 of 97 the issuance of tickets for selections that would be inconsistent with the traveler’s authorized class of service, with the provisions of the GSA City Pair program, or with the Fly America Act.

3.2 TRANSPORTATION

3.2.1 The Contractor shall comply with mandatory Government programs for air travel. Except for the constraints of the “City Pair Program” noted below, and the Fly America Act, the

Contractor shall offer the lowest available fare that complies with the agency’s mission requirements and the Mission Travel Policy, as well as check for lower fare at time of final ticketing. If reservations made by the Contractor are not at the lowest available rate allowed by policy, the Contractor shall refund the agency the difference.

3.2.2. CITY PAIRS PROGRAM

3.2.2.1. GSA has awarded contracts to certain airlines for reduced air fares between numerous city/airport pairs. The use of the contract air service (e.g., 'YCA', '_CA') fare types is mandatory for official Government travel (which includes all travel funded by the Government), unless the

Government approves the use of non-contract fares under the exceptions specified in the FTR and

14 FAM 524.1. Note, use of the contract carrier offers a lower fare other than their YCA and /or

CA fares, the use of the lower fares is permissible if the fare types selected are with policy. In domestic markets only, in cases of separate contract awards between specific airports in cities, the traveler may use the airport that best meets their needs without further justification. U.S.

Government fares are loaded into every GDS as a passenger type. U.S. Government fares are not corporate fares. These contract fares may be obtained only by using a CBA, IBA or GTR as the form of payment for the ticket.

3.2.2.2. Promotional or other types of discount fares can be used on contract city/airport pair routes if they are offered by the contract carrier and are lower in cost than contract fares. Contract fares shall not be used for any personal travel, including those instances where portions of personal travel are substituted for a leg of an officially authorized trip.

3.2.2.3. There are a limited number of non-contract fares (YDG or similar), restricted to official

Government travelers, which are obtainable only with a GTR, IBA, or CBA. Such fares can only be used when contract fares are not available or when offered by the contract carrier in that city/airport pair route at a lower cost than the contract fare. Valid FAM exceptions for pet travel are authorized.

3.2.2.4. When non-contract carriers offer restricted or unrestricted coach fares to the general public which are lower than the Government contract fares, the Contractor shall only use such lower fares on the application of exceptions contained in the current GSA Airline City-Pair Program. GSA contracts annually for air passenger transportation services between designated city/airport pairs.

Since the contract is awarded annually the contractor must check the most current contract found on the GDS or on the GSA Website.

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3.2.2.5. Restricted fares which provide for a monetary penalty for itinerary changes or flight cancellations shall not be used without the written consent of Mission Management, such as being noted in the Mission Travel Policy. When restricted fares have been authorized, the Contractor shall include a description of the applicable fare rules in the itinerary confirmation. The contractor shall refer to the Mission Travel Policy and other Post resources.

3.2.2.6. As a last resort, the Contractor shall provide lowest unrestricted fare if no reduced fares are available, as the U.S. Government must use the lowest unrestricted or lowest restricted fare within policy without regard to fare bucket (e.g., if a B class fare is available and unrestricted, a Y class fare cannot be booked).

3.2.2.7 The airlines provide OSI entries to turn off ticking time limits for U.S. Government fares.

U.S. fares generally require ticking 48-72 hours in advance per the fare rules.

3.2.3 The Fly America Act generally precludes use of non-US flag carriers, except as provided in the FTR, Foreign Affairs Manual, and 14 FAM 583.

3.2.4. The Contractor shall provide the Government with the reservation and ticketing services which industry practice normally accords corporate or private travelers, to include new and improved reservation and ticketing technologies. These shall include a 24-hour, toll-free number available to travelers to perform emergency itinerary changes and emergency services outside regular business hours. The Contractor shall be responsible for ensuring that any subcontractor providing such emergency service complies with all conditions of the contract.

3.2.5. The Contractor may only issue premium class tickets for which the Government will have to pay an additional amount when the accompanying travel orders provide authority for that travel.

This does not apply to situations in which frequent flyer benefits will be used to obtain the premium class tickets. Premium class tickets reports are required to be given to the GSO.

3.2.6. Back-to-back faring, issuing round trip tickets for one way travel or hidden city ticketing and additional commission mark ups on all fares are prohibited under this contract.

3.2.7. The Contractor shall provide the traveler with advanced seat availability when made available by a carrier at no charge.

3.2.8. The Contractor shall adjust for any change(s) in flight, train, schedules. Tickets and billings shall be modified or reissued to reflect these changes.

3.2.9 The Contractor shall adjust for any change(s) in flight, or train, schedules. Tickets and billings shall be modified or reissued to reflect these changes.

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3.2.10. The Contractor shall make a timely effort to notify travelers of airport closings, canceled or delayed flights or trains. The Contractor shall promote the use of APP technologies such as

CWTSateToGo, trip case, tripit etc. to provide real time flight and gate changes.

3.2.11 The Contractor’s air reservation system shall have the capacity to issue air tickets using any of the Government’s corporate or other discount rate codes.

3.1.12 The Contractor shall assist the travelers and liaise with the airlines for any change(s) in flight within the 24-hour period before departure time.

3.1.13 The Contractor shall maintain the ability to accept two forms of payment when executing cost construct travel.

3.3. LODGING

3.3.1. The Contractor shall provide lodging reservation services. These services include initiating and confirming reservations and confirming the rate at which the reservation is made.

3.3.2. Where the Government has agreements with hotels/motels for discount Government rates, the Contractor shall endeavor to obtain such rates for Government travelers. (Frequently these rates are capacity controlled.) If it is necessary to obtain Government rates, the Contractor shall call such hotels directly, rather than by toll-free numbers. The Contractor shall also make available to the Government any lower-priced, guaranteed corporate or other discount rates it has negotiated at these or other hotels. The Contractor shall also look for Fed Rooms Government

Rates. The Contractor shall endeavor to book rates that are within the per diem amount for the traveler’s authorized lodging location unless otherwise requested by the traveler. The Contractor shall identify any rate booked that exceeds the per diem amount by including a noticeable indicator on any travel document or itinerary

3.3.3. 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.

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3.4. RENTAL VEHICLES

3.4.1 The Contractor shall reserve commercial vehicles for Federal travelers, if requested.

Defense Travel Management Office (DTMO) has negotiated Government discount rates on an unlimited mileage, flat daily or weekly basis with major automobile rental companies.

Participating locations of these companies have agreed to make these rates available to civilian as well as military employees. These companies and their established discount rates are the first source for Federal travelers, as required by the FTR. Considering daily or extended rates, the

Contractor shall reserve vehicles from these sources or, if no vehicles are available at Government rates, from other firms at the lowest total cost available to the traveler, which includes full loss/collision damage waiver (LDW/CDW), to the traveler.

3.4.2. Under the FTR, it is incumbent upon the traveler to be prudent in selecting the method of ground transportation that best meets the mission’s needs.

3.5. RELATED SERVICES

3.5.1. Health Requirements. The Contractor shall provide travelers with advice on necessary health requirements, including types of inoculations and vaccinations whether required or suggested for foreign travel.

3.5.2. Local Conditions. The Contractor shall provide information and advice on conditions at the various foreign destinations, including climatic conditions, type of clothing which are appropriate or essential, national, and religious holidays, location of American embassies and consulates, etc.

3.5.3. Foreign Currency Information. The Contractor shall provide technical advice on such matters as foreign currency exchange rate and transactions, securing auto insurance in conjunction with foreign automobile rentals, excess baggage requirements and fees.

3.5.4. Visas. The Contractor shall assist travelers in obtaining visas for foreign travel. The

Contractor is required to provide at no cost to the Government, daily visa deliveries/pickups not to exceed five separate delivery/pick-up points per day. This includes pickup and delivery of passports and visas between the Embassy and other foreign embassies, or processing points located within the servicing city or area, on a daily or as needed basis.

3.5.5. SEMINARS AND MEETINGS

The Contractor shall make all arrangements necessary for the presentation of conferences, seminars and meetings for official Government requirements. The Contractor may charge a nominal fee to USG (to be decided at the time of event) for this service, as further outlined in paragraph 17.0. Arrangements shall include:

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• the reservation of meeting or classroom space.

• audio-visual equipment.

• attendee lodging.

• meals;

• breakout rooms; and

• transportation to seminar meeting site.

The Contractor shall make the reservations requested by the U.S. Government employee for this official function regardless of whether travel is involved. The Contractor shall document that such services are competitively obtained from the lowest-cost vendor that complies with requesting agency's quality standards. The agency retains ultimate responsibility for contracting with the facility, auditing final bills, and issuing deposits and/or payment to the facility.

3.5.6. INFORMATION PAMPHLETS

3.5.6.1. The Contractor shall develop, print, and deliver to the Government, pamphlets listing procedures for traveler use of the services under this contract. These should be approximately pocket or letter size, about two pages long, and should provide Contractor phone numbers and other relevant information. The Contractor shall prepare as many pamphlets as required by the

Government, subject to approval by the COR, who shall review the pamphlet before it is printed and delivered in quantity to the Government. The Contractor shall maintain at its expense a sufficient supply of these pamphlets throughout the duration of the contract and furnish additional quantities after the initial quantity, when requested by the COR.

3.5.6.2. Additionally, the Contractor shall include one pamphlet with each ticket and itinerary package ordered during the first quarter of the contract period (first three months), and the first quarter of any option years extended under the term of any resulting contract(s).

3.5.6.3. Health and Accident Insurance for Local Employee Staff Out of Country Travel. The

Contractor shall also, if requested, provide, on an open-market basis, support for Local Employee

Staff in procuring Health and Accident insurance for out of country travel.

3.5.7. Special Fares/Packages - The Contractor shall advertise special fares/packages and tours in the Embassy weekly newsletter. The Contractor shall make arrangements for this advertisement with the COR.

3.6. Traveler's Itineraries - The Contractor shall provide to each traveler a complete, electronic itinerary document including, but not limited to the following:

• carrier(s) both marketing and operating;

• flight, or train, number(s);

• if applicable, annotate that the traveler refused the contract or lowest fare offered;

• departure and arrival time(s) for each segment of the trip;

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• name, phone number, location, room rate(s), confirmation number of hotels/motels booked by the contractor at each destination and guaranteed arrival check-in time, cancellation requirements; and where applicable, tax-exempt information. If requested by the Government, the Contractor shall include a clear statement regarding compliance with the Hotel and Motel Fire Safety Act of 1990. If requested, the statement shall read as follows: "The lodging selected satisfies (or does not satisfy) the requirements of the Hotel and Motel Fire Safety Act of 1990." The Government would only make this request if travel will be within an area covered by this Act.

• Seat Assignment whenever possible and if offered free of charge by the airline.

• vehicle rental company, to include name and toll-free telephone number of supplier, pickup and return dates, location of pickup, confirmed rate and confirmation number and, where applicable, special pickup instructions and hours of operation, notably for off-airport suppliers.

• Itemized statement of transaction fee;

• Ticket number for all tickets issued;

• Fare bucket booked for each flight (air travel only);

• local and toll-free numbers, (toll-free only if available in the country in which these services are provided) for both the servicing office and the after-hours emergency services location.

• a statement and a copy of the passenger receipt coupon of all charges associated with the transportation ticket, including the ticket number, price, fare basis code, any fare restrictions, fees charged and a description of those fees.

• Copy of the e-ticket receipt.

• if use of a non-contract carrier is authorized, the Contractor shall annotate one or more of the following reasons to show contract city-pair coverage and agency justification for non-use. The Contractor may use alpha or numeric codes for representation.

• Space or scheduled flights are not available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip; or

• The Contractor's flight schedule is inconsistent with explicit policies of individual Federal departments and agencies, where applicable, to schedule travel during normal working hours; or

• A non-contract carrier offers a lower fare available to the general public, the use of which will result in a lower total trip cost to the Government, including the combined costs of transportation, lodging, meals, and related expenses.

Note: This exception…