19VM3022Q0003 - Travel Management Services - QA.pdf

U.S. EMBASSY HANOI

GSO Contracting Unit

19VM3022Q0003 – TRAVEL MANAGEMENT SERVICES FOR THE U.S. MISSION IN VIETNAM

QUESTIONS AND ANSWERS

No. QUESTIONS ANSWERS

1 JAMES ZADROGA 9/11 VICTIMS HEALTH AND

COMPENSATION ACT OF 2010 NOTICE: UNLESS

A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS ROCUREMENT ARE

SUBJECT TO AN EXCISE TAX OF 2% PERSUANT

TO 26 U.S.C. 5000C.

Question: Please help to explain more detail this tax, if it is applied in Vietnam?

Please refer to FAR clauses 52.229.11 and

52.229.12 for details. To guarantee the compliance of FAR 52.229‐12 Offerors are requested to complete FAR Provision 52.229‐11 Tax on Certain Procurements – Notice and Representation – paragraph (d) in Section 5 – Presentations & Certifications;

and include IRS Form W‐14 found at www.irs.gov/w14 in the bid submission.

2 VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Would you please explain what is the “CLIN” rates?

CLIN = Contract Line Item Number

3 “VAT 10%” stated in Transaction Description. Please verify if “10% VAT” is applied on transaction fee only? Because there are many types of VAT rate, we suggest:" 10% VAT for transaction fee, otherwise % applicable as per offeror's host country regulation".

10% VAT is applied for transaction fee only as contractor is requested to issue official VAT invoices for payment process.

4 Pricing table. Can Offeror adjust this table so that the quotation of transaction fee are more adaptable to the detailed natures of the relevant services? Such as:

Transaction fee for Accommodation Reservation:

because: International Hotels and Local Hotels may have different gap in term of hotel price; The book only services (ie.:

Contractor only provides booking service, then user/traveler will pay directly to the hotel) v.s. the pay back booking (Contractor pre‐pays for the hotel in advance and collects the payment from the entity later) are also different;….

So that, it is better to propose corresponding transaction fees base on

Pricing table must be kept as per solicitation format. Offerors should consider all possible service scenarios for building up price per each category as requested.

these variant factors, and the adjustment for this table may be needed.

5 3.3 LODGING/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, 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 FedRooms 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.

Question: Please advise how Contractor can refer to the “Fedrooms Government Rates”?

TheContractor can access FedRooms Government rates on the Fedrooms website at https://www.fedrooms.com/home.html or by telephone contact the Help Desk at 1- 800-226-1741 for assistance.

6 3.3 LODGING/3.3.3 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.

Question: Will Contractor be provided the lowest Government rate or if there is a fix budget for each traveler?

The contractor can find the Government per diem rate for each location on the GSA website. The contractor can also contact each hotel for their lowest available government rate. If the hotel provides any available rate above per diem, please inform the traveler immediately.

7 3.4. RENTAL VEHICLES Defense Travel Management Office (DTMO) has negotiated Government discount rates on an unlimited mileage, flat daily or weekly basis with major rental automobile 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.

Question: Will DTMO provide the deal tariff and the Hotel Agreement to Contractor, Contractor will only provide booking service(s), basing on this tariff as a third party, to USE, USC?

It is ok to share the deal tariff and agreement to contractor so you are aware of the price and certain terms and conditions. However we also need the agreement from the contractor to keep the price confidential and using this price to book for Government employees and their dependents on official travel only.

8 15.2 The Contractor shall refund immediately the difference in cost if the Contractor has failed to book the lowest available fare except for the constraints noted in Section 1, continuation of block 20, paragraph 3.2.1, that satisfies agency needs.

Question: Some hotels are using Dynamic price, price may be variants depend of time of booking, what evidence that Contractor needs to collect to prove that the price is lowest at time of booking?

COR will provide the list of contracted hotels/motels. And the contracted rate will be stable through out the year. In addition, when you make reservation, the hotel will email to inform the availability at that time so the hotel email will be the evidence of lowest available price at that time.

For the case of dynamic price, contractor should also keep the confirmation of hotel for proof.

9 15.5.2 At each agreed upon billing cycle, the Contractor shall prepare and issue to each agency a Public Voucher for Transportation (SF 1113) with an itemized report or invoice which sets forth the name of the traveler, There is no template, but the contractor must ensure that all the requested information is provided in their itemized report or invoice statement.

origin and destination points, ticket number, GTR number and fare. The statement shall also include a summary of the number and dollar value of all tickets issued during the designated period.

Enclosed with this statement shall be the supporting documentation, such as ticket coupons, together with related TA's.

Question: Please provide the template.

10 17.2.1 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.

Question: Would you please clarify more detail for the “Transaction fee” apply for Hotel, Transportation, and Online Booking?

From this term, is it understood that if a booking of a traveler includes other services than airticket (e.g.: a package of booking for airticket and Hotel and Car rental…), is it only deemed as one transaction for this whole booking? Or can it be applied as 3 transactions which include:

Airticket, Hotel, and car rental?

Please refer to solicitation amendment number 19VM3022Q0003‐0001.

11 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.

Please provide a copy of the bond policy or other evidence of Bonding.

Question: If the Employees have already had the Labor contract, have submitted other legal documents such as Criminal Check, what other additional document are required?