Pre-Proposal Conference Presentation - Travel Management Services.pdf

Embassy of the United States of America

Hanoi - Vietnam

PRE-QUOTATION

CONFERENCE

RFQ # 19VM3026Q0014

Travel Management Services for the U.S. Mission in Vietnam

April 17, 2026

Agenda

Introduction What Services Are Needed?

What Bidders Need to Include in Their

Bidding Package What Are the Requirements?

Standard Form SF1449 Pricing SAM Registration Telecommunications Equipment

Evaluation Factors Submitting Questions Quotation Deadline Q&A

Introduction

We are seeking a professional and reliable Travel Management Center capable of:

Providing on-site services at the U.S. Embassy in Hanoi and the U.S. Consulate General in Ho Chi Minh City, in full compliance with the solicitation requirements.

Supporting a wide range of official travel needs.

Delivering comprehensive travel management services, including air ticketing, hotel accommodation, and ground transportation.

Maintaining strong quality control to ensure accuracy, efficiency, and compliance.

The anticipated period of performance includes one base year, with one option year for renewal.

What Services Are Needed?

The contractor will perform all travel management services required by the U.S. Mission including:

On-site Services – International Transaction Fee for Air and/or Rail Travel Reservation (with/without accommodation reservation and/or vehicle rental)

On-site Services – Local Transaction Fee for Air and/or Rail Travel Reservation (with/without accommodation reservation and/or vehicle rental) within Vietnam

On-site Services - Local/International Transaction Fee for Accommodation Reservation and/or Vehicle Rental only (no air/rail travel reservation)

Please refer to Section 1 - Scope of Work for further details

What Bidders Need to Include in Their Bidding Package

What Are the Requirements?

Please refer to Section 3 – Solicitation Provisions for further details

Each quotation must include the following:

VOLUME TITLE

I Standard Form 1449 including a completed pricing table (block 23) in Section 1 – The Schedule, paragraph 2.3.B Pricing

II Performance schedule in the form of a Technical Proposal

Standard Form

SF1449

Quoters shall complete block 23, 24, 30a, 30b & 30c.

Block 20 & 23 – detailed requirements to be indicated in continuing pages of Section 1 - The Schedule.

Pricing The Government will pay a fixed rate per transaction

See Section 1, paragraph 2.0 for definitions

See Section 1, paragraph 17.0 for transaction fee information

Section 4 shows the typical annual workload estimate

FAR 52.204-7: System for Award Management

Important Requirement:

All contractors must register in the System for Award Management (SAM) before receiving a contract award.

We recommend you register before submitting your quotation.

How to Register:

Visit: https://sam.gov/

Follow the guidelines for registration in SAM included in the solicitation package

Follow guidelines at: https://sam.gov/entity-registration

Or contact us for assistance:

HanoiGSOProcurement@state.gov

SAM

Registration https://sam.gov/ https://sam.gov/entity-registration https://sam.gov/entity-registration https://sam.gov/entity-registration mailto:HanoiGSOProcurement@state.gov

FAR 52.204-25: Prohibition on Certain Telecommunications and Video Surveillance Equipment

You must complete:

In Section 5 (Presentations & Certifications):

FAR Provision 52.204-24, paragraph (d)(1) and (2)

FAR Provision 52.204-26, paragraph (c)

This ensures compliance with telecommunications equipment restrictions.

Telecommunications Equipment

Evaluation Factors How We Will Evaluate Your Proposal:

To be acceptable:

Follow Section 3 (Solicitation Provisions)

Meet all requirements in the solicitation

Award Selection:

The award goes to the lowest priced, technically acceptable, responsible offeror

Pricing Requirements:

You must propose fixed prices for all services in Section 1

Proposals without fixed prices will be rejected

Note: The Government may reject proposals with unreasonably low or high prices.

Please refer to Section 4 - Evaluation Factors for further details

Submitting Questions

How to Submit Questions About the Solicitation

Important: We will not answer all the questions during this conference. This ensures fairness for all bidders.

If you have questions:

Email them by 5:00 p.m. on April 20, 2026 (local time)

Send to: HanoiGSOProcurement@state.gov

Answers will be posted:

On SAM.gov and the Embassy website by April 28, 2026

All bidders will receive the same information

Remember: Statements made during this conference do not change the solicitation. Only written amendments change the solicitation.

mailto:HanoiGSOProcurement@state.gov

Quotation Deadline

Deadline for Quotation Submissions

Submit your quotation by:

5:00 p.m. Vietnamese local time on May 27, 2026

How to submit:

Email your quotation package to: HanoiGSOprocurement@state.gov

Submit on or before the deadline

No late submissions: We will not accept quotations after this time.

mailto:HanoiGSOprocurement@state.gov

No. Questions Answers 1 Should the quotation price be submitted in USD or VND? If both currencies are accepted, which Embassy exchange rate and effective date will be used for evaluation purposes?

Vendors registered in Vietnam must submit quotations in Vietnamese Dong (VND), while overseas vendors must submit quotations in U.S. Dollars (USD). The exchange rate applied will be the rate in effect on the date of award determination.

2 Which specific contract components are subject to VAT: (a) transaction fees only;

(b) airfare; (c) hotel and car rental; or

(d) all of the above? Does the Embassy/Consulate General benefit from any VAT exemption under international agreements for any portion?

For this contract, we require travel management services, and VAT will be applied to the transaction fee without VAT exemption.

3 Could you provide further details on key performance indicators (KPIs) or service level expectations (e.g., response time, ticketing turnaround, customer satisfaction benchmarks) see Section 1/ 8.0 CONTRACTOR’S QUALITY CONTROL PLAN and Section 1/ 28.0 QUALITY ASSURANCE AND

SURVEILLANCE PLAN (QASP)

THANK YOU

FOR PARTICIPATING IN

THE U.S. EMBASSY’S

PRE-QUOTATION

CONFERENCE