23Q0068_RFQ Package.pdf

Embassy of the United States of America

Lima, Peru

August 18, 2023

To: Prospective Offerors

Subject: RFQ 19PE5023Q0068 - On-Site Travel Management Services

Enclosed is a Request for Quotation (RFQ) for On-site Travel Management

Services. If you would like to submit a quotation, follow the instructions in

Section 3 of the solicitation, complete the required portions of the attached document, and submit it to by e-mail to the address shown on the Standard

Form 1449 that follows this letter.

The U.S. Embassy will conduct a pre-proposal conference and site visit on August

24, 2023, at 10:00 a.m. All prospective offerors who have received a solicitation package are invited to attend. Please submit the names and DNls or passport numbers of people attending the visit to Jessica Mendez at Mendezj@state.gov no later than August 22, 2023, by COB in order to coordinate the access to the building.

For a proposal to be considered, you must complete the following documentation in English:

Volume 1

- SF1449 (fields 17a, 23, 24, 30a, 30b and 30c)

- Section 1- Pricing

Volume 2

- Section 3 - Information as requested under Solicitation Provisions

- Section 5 - Representations and Certifications and Other Statements of Offerors, including proof of System for Award Management (SAM)

Registration and DBA Quote.

The U.5. Government intends to award a contract to the responsible company su bmitting an acceptable offer at the lowest price. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Your proposal must be submitted by email including in the subject line the RFQ reference number 19PE5023Q0068 to Jessica Mendez Mendezi@state.sov before 11:00 a.m. on Septembet 26,2023, (local date and time). No quotations will be accepted after this date and time.

Sincerely, Carlos Quimpo Contracting Officer

Enclosure: As stated.

AUTORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR11919864

PAGE 1 OF 131 PAGES

2. CONTRACT NO. 3. AWARD/ EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER

19PE5023Q0068

6. SOLICITATION ISSUE

DATE

08/18/2023

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Jessica Mendez

b. TELEPHONE NUMBER(No collect calls) 6182190

8. OFFER DUE DATE/

LOCAL TIME

09/26/2023 / 11:00

9. ISSUED BY CODE PE500 10. THIS ACQUISITION IS x UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

EDWOSB EMERGING SMALL BUSINESS

AMERICAN EMBASSY LIMA

Av. Lima Polo cdra 2 s/n, Monterrico, Surco, ATTN:

GSO/Procurement Lima

PERU

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS 8 (A) SIZE STANDARD:

13b. RATING11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

x SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

14. METHOD OF SOLICITATION

x RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

AMERICAN EMBASSY LIMA

Av. Lima Polo cdra 2 s/n, Monterrico, Surco, ATTN: GSO/Procurement Lima

PERU

AMERICAN EMBASSY LIMA

Av. Lima Polo cdra 2 s/n, Monterrico, Surco, ATTN: GSO/Procurement Lima

PERU

CODE FACILITY

CODE

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY LIMA

Av. Lima Polo cdra 2 s/n, Monterrico, Surco, ATTN: FMO

Lima

PERU

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _ __ COPIES

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _ _______________ OFFER DATED

_ __________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

001 Solicitation for On-site Travel Management Services in accordance to the attached Statement of Work and related documents.

X X

1X

Carlos Quimpo

ITEM NO. 20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO. 39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Page | 3

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19PE5023Q0068, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19PE5023Q0068, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

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

• Attachments:

1. Monthly Sales Activity and Transaction Fee Report

2. Quarterly Sales Activity Report

3. Government Furnished Property

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

Page | 4

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

Page | 5

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER S- 19PE5023Q0068

PRICES, BLOCK 23

1.0 DESCRIPTION

The Contractor shall provide travel management services to the U.S. Embassy Lima - Peru, as described in this solicitation. The contract type is a requirement 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 three one-year options to renew.

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

2.3. A. 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.

Page | 6

Transaction Description

Estimated No. of Annual

Transactions

Unit Cost Base Year

Total Base Year

Unit Cost 1st

Option Year

Total 1st

Option Year

Unit Cost 2nd

Option Year

Total 2nd

Option Year

Unit Cost 3rd

Option Year

Total 3rd

Option Year

Total Base and

Option Years

Non-Self service (on-site) domestic travel with air and/or rail

Non-Self service (on-site) international travel with air and/or rail

Non-Self service (on-site) for travel with both domestic and international in same itinerary

Non-Self-service (on-site) lodging and/or car rental reservation only (without airline ticket) Transaction Fee

Visa delivery/pickup in excess of 5 daily

Sub-total

18% IGV

DBA Insurance

GRAND TOTAL

INC. IGV

Page | 7

Estimated Contract Amount:

- Base Year (including IGV and DBA): $___________________

- 1ST Option Year (incl. IGV and DBA): $___________________

- 2nd Option Year (incl. IGV and DBA): $___________________

- 3rd Option Year (incl. IGV and DBA): $___________________

Grand Total $___________________

*All prices are in US Dollars.

Page | 8

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

Page | 9

CONTINUATION TO SF-1449

RFQ NUMBER 19PE5023Q0068

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, Lima - Peru is located and travel outside that country, including travel within the U.S and other countries. The corporate travel services that the Contractor shall provide include:

• Travel reservations, and, issuance of tickets for air, rail, and bus where possible, advance seat assignments and advance boarding passes;

• Reservations and/or issuance of entrances fees related with official trips;

• Reservations for lodging accommodations;

• Commercial automobile rental services;

• Assistance in obtaining visas, and advice regarding health requirements;

• Detailed travelers' itineraries;

• Air reservations must use a computer reservations system which interfaces with Global Distribution System (GDS). This reservation system must securely store passenger data such as frequent flyer information. The Contractor shall be able to also issue “Ticket-less” reservations on low-cost carriers which may use “hybrid”

Page | 10 reservations (using e-ticketing in addition to ticket less to accommodate codeshares and interlines).

• Management information and billing reports derived from the booking database;

• Automated reconciliation of travel charges incurred through the Government's CBA accounts;

• Make all arrangements necessary for Seminars, meetings and workshops at sites selected by the Government (which may include conference rooms, lodging, meals, ground transportation, audio-visual equipment, and related services);

• Information pamphlets for Government travelers who use the contract.

• Health and Accident Insurance for Local Employee Staff on Official International Trips;

• Provide accurate periodic deliverables

1.2. Each of these items is discussed in detail in Section 1, continuation of block 20, paragraph 3.0, "Contractor Requirements for Providing Official Travel Services".

1.3. The Contractor shall also provide travel services and support for Government employees and their dependents requesting personal deviations from authorized itineraries associated with office, U.S.

Government-funded travel. An individual seeking a personal deviation from official travel is required to use the Contractor’s services to arrange the deviation if the Contractor is capable of ticketing using the common carrier(s) and fares(s) requested by the traveler. The Contractor may charge a const construct fee, personally paid by the traveler in addition to the

Page | 11 transaction fee for the official portion of the travel. The Contractor shall post and publish the transaction fees associated with such service.

1.4. The Contractor shall also provide travel services for any individual sponsored by a participating agency under this contract, including personnel on temporary duty. Additionally, the Government is often called upon to assist U.S. citizens who wish to return to the U.S. The Contractor may be called upon to assist with the travel arrangements in such cases.

The Contractor shall direct any question as to whether or not a service should be provided to a particular person, to the Contracting Officer or the Contracting Officer’s Representative.

1.5. Upon the request of employees or other persons with disabilities traveling on official business, the Contractor must arrange necessary and reasonable accommodations, including but not limited to airline seating, in-terminal transfers, ground transportation and barrier-free or otherwise accessible lodging.

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 regulation, and the Mission Travel Policy.

https://www2.arccorp.com/

Page | 12

Business Day – Monday through Friday, from 07:00 to 17:00 hrs. except holidays listed in Section 2, DOSAR 652.237-72, “Observance of Legal Holidays and Administrative Leave”. Services shall be provided in two shifts from 07:00 to 16:00 and from 08:00 to 17:00 hrs.

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.

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

Page | 13

Embassy – Refers to U.S. Embassy Lima - Peru. 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 in 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. 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 https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

Page | 14 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.

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

Page | 15

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.

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.

Page | 16

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 Lima, Peru that 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.

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

Page | 17

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

Page | 18 authority to make a final determination regarding the itinerary that constitutes a traveler’s authorized itinerary.

3.1.4 RESERVED

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, Page | 19 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.

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 reference 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 particular 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.

Page | 20

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.

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.

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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 shall 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 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 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.

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

Page | 22 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.

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 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.

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.

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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 shall not charge the Government a transaction fee or any other fee for this service, as further outlined in paragraph 17.0. Arrangements shall include:

• 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 or not 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.

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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).

3.5.6.1. 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. (Personal Travel).

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;

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

• 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;

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• 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, to include the combined costs of transportation, lodging, meals, and related expenses. Note: This exception does not apply if the contract carrier(s) offers a comparable fare and has seats available at that fare, or if the lower fare offered by a non-contract carrier is restricted to Government and Military travelers on official business and may only be purchased with a GTR or Government contractor issued general charge card, such as, YDG, MDG, ODG, VDG and similar fares.

• Listing of ticket numbers for the complete itinerary with price of the ticket to include the TMC service fee being charged. The Itinerary Invoice is a system generated document provided by the GDS;

• Name and address of lodging;

• Nightly rate for lodging (both “base” (pre-tax) and fully encumbered (inclusive of tax and any mandatory fees imposed by a government or hotel/motel);

• Name of rental car provider;

• Pick-up and drop-off locations for car rentals;

• If required by post, an official tax invoice;

• This document shall be presented in a manner that is not readily editable, such as an automated document generated by a GDS. Easily modifiable documents, such as MS Word, are not acceptable.

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3.7. TICKET DELIVERY

3.7.1. E-tickets shall routinely be provided no earlier than two days in advance of travel unless the Government requests otherwise or if earlier ticketing is required by the airline. The Contractor shall deliver tickets only to employees designated by the Government. Specific request for posts and other tenant agency policies will de detailed in the TMC Standard Operating Procedures. The Contractor shall provide e-ticket receipts with the Itinerary Invoice.

3.7.2. Travelers shall be provided an itinerary and confirmation number in advance of travel. The Contractor shall issue tickets for authorized travel in advance of travel and must have received an approval travel authorization to do

so. In addition, to the itinerary invoice, the Contractor shall provide copies of all e-ticket receipts.

3.7.3 Tickets should include frequent flyer numbers if provided in advance by travelers. The Contractor’s air reservation system should securely store and automatically add those numbers to issued tickets.

3.8. Management Reports and Deliverables - The Contractor shall provide the Government with management information reports. As a minimum, the Contractor shall develop the following reports which shall be delivered within the time frames set forth in Section 1, continuation of block 20, paragraph 10.0: All ticketing level data is to be available to the Embassy or Department of State Travel and Transportation Management Division when requested.

3.8.1. QUARTERLY PROBLEMS AND SOLUTIONS REPORT – The Contractor shall provide a concise quarterly narrative of the Contractor's activities. This report shall identify problems and recommend solutions. The report shall include suggestions to enhance service, where appropriate. The Government encourages interim reports, as deemed necessary by the Contractor;

3.8.2. QUARTERLY SALES ACTIVITY REPORT - The Contractor shall provide a concise quarterly narrative of the Contractor’s activities. This report shall identify problems and recommend solutions. The report shall include suggestions

Page | 28 to enhance service, where appropriate. The Government encourages interim reports, as deemed necessary by the Contractor.

3.8.3. RECONCILIATION REPORT OF TRANSPORTATION BILLINGS

3.8.3.1. The Contractor shall provide automated reconciliation of transportation billings charged through user agencies' CBA accounts. The Contractor shall use an automated accounting system with direct interface among the reservation, ticketing, and accounting elements so that all passenger reports and summary data are automatically generated from point-of-sale information. The accounting system shall also capture ticketing data not originating in the GDS. To facilitate automated reconciliation, the Contractor shall include the Government supplied fiscal data as a reference item when making charges to the CBA account. The Contractor shall participate in enhanced data transmission to the CBA card vendor when requested, at no additional cost to the Government.

3.8.3.2. Agencies participating in the Government’s charge card program have agency CBA accounts established with the charge card company. The Contractor will be provided with the CBA billing as a PDF or Excel file to perform automated reconciliation of accounts, The Contractor shall reconcile charges, no later than five (5) working days from receipt of the charge card vendor’s billing statement.

The Contractor shall log the dates when the CBA invoice is received by each post and the dates when the reconciliation is submitted back to posts.

3.8.3.3 The Contractor shall deliver reconciliation reports and supporting documents to posts electronically. If a post requests, or the Contractor chooses, to deliver a hard copy in addition to the electronic copy, by courier or other means, the Contractor will pay the shipping, delivery, and customs charges.

3.8.4 MONTHLY SALES ACTIVITY REPORT

3.8.4.1. The Contractor shall provide a monthly summary of sales activity data.

The Contractor shall prepare the report in accordance with the sample in Section 1, Attachment 2. This summary shall reflect all official sales activity for each Post

Page | 29 and agency using the contract, whether the travel was purchased using GTR, IBA or CBA.

3.8.4.2 MONTHLY TRANSACTION FEE REPORT

3.8.4.2.1 The Contractor shall provide a monthly report based on the transaction fee schedule of the contract. This report shall list all transaction fees to be paid by the user agency. The fees shall be broken down by agency, and by type of transaction, following the line items in the pricing portion of this contract.

3.8.4.2.2 Upon request of the COR, the Contractor will provide BSP reports listing all official travel tickets paid by the TMC as cash or credit card pass through to the airlines.

3.8.4.3 MONTHLY UNUSED TICKET REPORT

3.8.4.3.1 The Contractor shall provide a monthly report of all unused tickets from the previous 12 months.

3.8.4.4 ANNUAL PREMIUM CLASS TRAVEL REPORT

3.8.4.4.1 The Contractor shall provide an annual report of all premium class tickets issued in the previous 12 months, excluding tickets upgraded by travelers at their own expense or with their own frequent flyer miles. The report shall show the comparable coach class ticket fare for each itinerary, for comparison purposes.

3.9. COMMUNICATIONS SYSTEM AND EMERGENCY SERVICES

3.9.1. The Contractor shall provide service, Monday to Friday in two shifts from 07:00 to 16:00 hrs. and 08:00 a.m. to 17:00 hrs., compatible with the Embassy’s standard workday. Section 1, continuation of block 20, paragraph 13.0, below sets forth the normal working hours for Contractor personnel providing services under this contract. The Contractor shall provide web-based technologies and or mobile applications for ticket and travel management, or at a minimum dedicated 24-

Page | 30 hour, toll-free telephone service available to the traveler that will allow immediate access to a reservation agent to perform emergency itinerary changes and ticket issuance outside regular business hours.

3.9.2. The Contractor shall be responsible for ensuring that any subcontractor providing 24-hour emergency service complies with all conditions of the contract.

3.9.3. In the event of emergencies (e.g., Presidential-declared disasters, forest fires, evacuations, floods, hurricanes, etc.), the Contractor shall maintain operations necessary to support the Government under this contract. This includes operating the office 24 hours a day as required by the Government responding to the emergency/evacuation and providing necessary delivery of tickets.

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

•…