ANSWERS_TO_QUESTIONS_FOR_TRAVEL_MANAGEMENT_SERVICE_18Q3004.docx

American Embassy

GSO: ACQUISITIONS

ANSWERS TO QUESTIONS for

TRAVEL MANAGEMENT SERVICES

(19TU15-18-Q-3004)

Replies to the questions posed by some of the company representatives are as follows:

Q.1. Is a Joint Venture (ordinary partnership) approved by USG for the TMS service?

A.1. Yes, the prospective bidder can form a joint venture (JV) with another firm. They shall state in their offer that they have designated one party to act as a lead entity. The description of the organization of the joint venture must clearly define the expected role of each of the entities in the joint venture in delivering the requirements cited in the solicitation. Also, the offer should include the past experience of each of the JV partners.

Q.2. Regarding Section-3 Addendum to 52.212-1 segment 1.2.13; Financial statements of all companies in Turkey cannot be notarized. We could only provide you audited financial statement by private audit company. We would like to double check if it is acceptable or not by your part.

A.2. Audited financial statements are acceptable.

Q.3. Regarding Section-3 Addendum to 52.212-1 segment 1.2.8; What kind of proof do we have to provide to your side about that adequate staff for VIP visits and could you please explain what are those VIP visits?

A.3. Service under the travel contract’s VIP visits consist of mainly hotel room rental and vehicle rental. Submitted CVs will be reviewed for prior experience with a list of similar work experience for other entities.

Q.4. Regarding Section-3 Addendum to 52.212-1 segment 1.2.1; We are ready to give all information and necessary documents about all requested staff by your side. We also think that providing these information except for Project Manager, will be more accurate and going to give enough time to create effective team with right staff selection. Also we see that these names had been marked with an indicator (*) which describes they can be announced to Government side after being awarded in solicitation contract in Page 30. How should we proceed about this?

A.4. The list of employees and the CV/resumes including the Project Manager must be submitted with your technical proposal. Please disregard the indicator (*).

Q.5. Regarding Completion of SF 1449 Blocks 23 and 24; are Blocks 23/24 (Unit Price and Amount) for transactions of Base Year plus 1 Option year (stated as Base year and the Option Year in the Cover letter) or Base plus 4 Option years?

A.5. Please leave the pricing in SF1449 blank and only provide prices in the PRICING SECTION.

Q.6. Regarding Pricing Section; The fixed unit prices in USD for airport pickups and drop-offs (one-way per passenger/family) are as follows:

- There are currently 2, soon to be 3, airports in Istanbul with varying transfer prices. How would you like us to quote in this case?

A.6. There should be one price for Istanbul airport transfers for the 2 existing airports. If and when the third airport will be operational, the airport transfer fee will be re-evaluated to determine if a different fee is warranted.

Q.7. Regarding RFQ Doc pg. 9 : 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. Only one transaction fee will be charged per person, group or family from the starting point until the destination point and not per each issued ticket.

- We understand that one charge will be quoted per passenger/family. Is our understanding correct? What is the maximum number of family members allowed?

A.7. Please note that the transaction fee will be charged for the service(s) indicated in the definition of ‘transaction’ which is amended in amendment 0001. Airport transfer fee is charged for the transfer to and from the airports. Most airport transfers are for business trips, which consist of one or two people. Eight (8) persons is the maximum per transfer.

Q.8. Regarding RFQ Doc pg. 28; 17.0 Transaction Fee Procedures

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 actually issues a ticket for transportation, no transaction fee shall be charged for any services….

· RFQ Doc refers to Transaction Fee on 2 separate occasions with perceived inconsistences copied above. Can you please confirm that when multiple people, including families and groups, are listed on the same Travel Order, each individual will have a separate itinerary and one transaction fee will be charged for the entire itinerary regardless of the number of tickets issued for that passenger?

A.8. As indicated in Amendment 0001, one transaction fee will be charged per individual.

Q.9. Regarding RFQ Doc pg. 13;

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 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. Lodging rates must be VAT exclusive.

- Will the Government pay for the Call Charges?

A.9. No, this expense will be the responsibility of the contractor.

Q.10 Regarding 3.3.3.Final selection of accommodations rests with the traveler. If reservations made by the Contractor are not made at the lowest available Government rate, 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.

· What happens if the Traveler selects a hotel with a higher rate?

A.10. The contractor must make the reservation at the lowest available Government rate that complies with the traveler’s requested accommodations.

A.11. Regarding RFQ Doc pg. 14;

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.

- Can you provide an estimate on the visa workload, ie. how many visas were obtained by the incumbent contractor in 2017? This will enable us to estimate labor costs. Can you please also confirm that actual visa costs are billable to the Government?

A.11. No visas were requested last year. Visa costs for official travel are billable to the government via the travel authorization.

Q.12. Regarding RFQ Doc pg. 14; 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 shall not charge the Government a transaction fee or any other fee for this service, as further outlined in paragraph 17.0.

- Can you provide an estimate on the Seminars and Meetings workload, ie. how many Seminars and Meetings were arranged by the incumbent contractor in 2017? This will enable us to estimate labor costs.

A.12. No service for seminars and meetings was requested last year.

A.13. Yes, local refers to Istanbul and Ankara.

Q.14. We understand the Government’s requirement for ticketing no earlier than 2 days prior to travel however ticketing time limits imposed by airlines may make it impossible to comply with this requirement. Can you please advise course of action under such circumstances?

A.14. Correct, 3.7.1 states “unless the Government requests otherwise.” If the ticket must be issued earlier due to airline limitations, then the ticket can be issued.

Q.15. Regarding RFQ Doc pg. 18; 3.9.5. Many times services required outside normal working hours are as a result of visits by U.S. Government officials to the Embassy. In providing this service, the Contractor may be required to provide Travel Counselors/Reservationists on weekends, holidays and/or weekdays before or after normal office hours. In adhering to this requirement, the Contractor shall comply with all local labor laws including the payment of staff overtime when applicable. Additionally, the Contractor shall provide travelers' assistance services to official visitors. The average annual number of visitors requiring traveler’s assistance services is approximately 400.

- Can you advise if Traveler’s Assistance to Official Visitors of the Government is considered personal travel and therefore chargeable to the traveler?

A.15. No, these are official government travelers, not billable to the traveler.

Q.16. Regarding RFQ Doc pg. 27; 15.5 Agencies not participating in the Government Travel Charge Card or CBA Program

15.5.1. Each traveler’s agency will assign the Contractor, a U.S. Government Transportation Request (GTR), SF-1169, as an obligation/procurement instrument covering a designated period of time corresponding to the billing cycle. Each ticket issued by the Contractor shall reference the appropriate GTR number in the endorsement.

- Can you provide an estimate on the GTR workload, ie. how many GTR’s/Agencies were issued/serviced by the incumbent contractor in 2017?

A.16. No GTR’s for agencies were issued last year.

Q.17. Can you give an estimate of the number of days it takes for COR approval of the bill as well as final payment? This will enable us to calculate finance costs.

A.17. The COR is to approve the charges against the government travel card within 5 days after submittal of correct invoice and backup documentation and submit to Financial Management Center for final payment which will be made prior to the due date of the travel card.

Q.18. Regarding RFQ Doc pg. 54; 1.2.11 Provide evidence that the quoter has all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2).

- Travel Agency owners are not required to hold UDY1,UDY2,OY1,ODY2 certificates. Please confirm that this is not a requirement for competency of this solicitation.

A.18. Certificates’ requirement for Travel Agency owners will be removed from the submittals list.. Amendment# 0002 to this effect will be published in FedBizopps web page.

Q.19. Will a security review take place?

A.19. Yes, all contract employees who need access to the Consulate or Embassy need a security clearance.

Q.20. Will we need to provide “special needs” transportation for airport transfers?

A.20. Yes, there may be occasions where “special needs” transportation for airport transfer is required.

Q.21. Does the contractor have to purchase anything?

A.21. Yes, the contractor will need to purchase the necessary software, supplies and equipment to comply with the requirements outlined in the request for quotation. Transportation charges will be applied to the Unites States government travel card.

Q.22. Regarding fees for pick-ups and drop-offs - If, for example, a group of 10 travelers are bring dropped-off at the airport, would there be ten transaction fees that we would charge for? Or, is the transaction fee per vehicle (say for a vehicle that holds up to ten people)?

A.22. The fee for airport transfers is per vehicle with one pickup point and one drop-off point. The maximum number of passengers expected to ride in a vehicle is 8. The majority of airport transfers are 1-2 people.

Q.23. What is the role of the site managers; would they be responsible for booking flights and making necessary reservations or will this be the job of the Travel counselors in Ankara?

A.23. The site manager manages the site. It is the company’s responsibility to distribute tasks among their employees to meet the requirements in the RFQ.

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