47QMCB23N0007_RFQ_Government-wide_TDY_Lodging_Solution 2.0.pdf

DRAFT REQUEST FOR QUOTE (RFQ)

NAICS Codes:

• 561510 Travel Agencies – Travel Management Services

• 531110 Lessors of Residential and Relocation Services

• 541611 Administrative Management and General Management Consulting Services

• 541618 Other Management Consulting Services

• 561599 All Other Travel Arrangements and Reservations Service

Solicitation No. 47QMCB24R0001 for

Government-wide TDY Lodging 2.0 Solution

Date of Draft RFQ Issuance: September 18, 2023

Earl Oberholtzer Contracting Officer

U.S. General Services Administration Federal Acquisition Service

Center for Travel and Transportation (QMAC) Travel Acquisition Support Branch (QMACB)

1800 F Street, NW Washington, DC 20405

SECTION A - SOLICITATION/CONTRACT FORM

47QMCB24R0001 | Government-wide TDY Lodging Contract Solution 2.0 | Request for Quote (RFQ) 2

A.1 STANDARD FORM (SF) 1449 SOLICITATION/CONTRACT/ORDER FORM

COMMERCIAL ITEMS

SECTION B - 1449 Continuation pages

B.1 CONTINUATION PAGES OF THE SF 1449

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 CLAUSES INCORPORATED BY FULL TEXT

SECTION D - CONTRACT DOCUMENTS, EXHIBITS AND ATTACHMENTS

D.1 DESCRIPTION OF SERVICES

D.2 DEFINITIONS

D.3 ACRONYMS

Acronym

D.4 PRICING SCHEDULE

D.5.1 BACKGROUND

D.5.2 OBJECTIVES

D.5.3 SCOPE

D.5.4 SPECIFIC REQUIREMENTS/TASKS

D.5.4.1 Contractor Mandated Resources D.5.4.1.1 D.5.4.1.2 D.5.4.1.3 D.5.4.1.4 D.5.4.1.5 D.5.4.1.6

D.5.4.2 Contractor Availability for Other Use D.5.4.2 1

D.5.4.3 Contractor Role in Advancement and Management D.5.4.3.1 D.5.4.3.2 D.5.4.3.3 D.5.4.3.4 D.5.4.3.5 D.5.4.3.6 D.5.4.3.7

D.5.4.4 FedRooms® Website Functionality Tasks D.5.4.4.1 D.5.4.4.2 D.5.4.4.3

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D.5.4.4.4 D.5.4.5 Lodging Contract Sourcing Service

D.5.4.5.1 D.5.4.5.2 D.5.4.5.3 D.5.4.5.4

D.5.4.6 TDY Lodging Inventory, Rates, Terms and Conditions D.5.4.6.1 D.5.4.6.2 D.5.4.6.3 D.5.4.6.4 D.5.4.6.5 D.5.4.6.6 D.5.4.6.7 D.5.4.6.8 D.5.4.6.9 D.5.4.6.10 D.5.4.6.11 D.5.4.6.12 D.5.4.6.13 D.5.4.6.14 D.5.4.6.15 D.5.4.6.16 D.5.4.6.17 D.5.4.6.18 D.5.4.6.19 D.5.4.6.20 D.5.4.6.23 D.5.4.6.24 D.5.4.6.25 D.5.4.6.26 D.5.4.6.27 D.5.4.6.28 D.5.4.6.30 D.5.4.6.31 D.5.4.6.32 D.5.4.6.33

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D.5.4.7 Contractor Generated Plans/Reporting/Data Normalization D.5.4.7.1 Overview

D.5.4.7.2 SOLICITATION/IMPLEMENTATION

EXTRACTS/DELIVERABLE

D.5.4.7.2.1 FedRooms® and DoD Preferred Implementation Status Report

D.5.4.7.3 ONGOING EXTRACTS/DELIVERABLES

D.5.4.7.3.1 Weekly: FedRooms® and DoD Preferred Accepted Property Listing D.5.4.7.3.2 Monthly: Accepted Hotels and GDS Audit Findings Report D.5.4.7.3.3 Monthly - FedRooms® and DoD Preferred Contract Sales Report D.5.4.7.3.4 Monthly FedRooms® and DoD Preferred Contract Cost Avoidance/Savings Reports D.5.4.7.3.5 Monthly - FedRooms.com Booking Report D.5.4.7.3.6 Monthly - FedRooms® and DoD Preferred Property Level Benchmarking D.5.4.7.3.7 Monthly - Senior Level Information D.5.4.7.3.8 Quarterly - SmartPay & Voucher Data Analysis & Normalization D.5.4.7.3.9 Quarterly- FedRooms® and DoD Preferred Channel Distribution D.5.4.7.5 Annual Marketing & Communications Plan

D.5.4.8 FedRooms® Website D.5.4.9 Customer Satisfaction

D.5.4.10 Associated Management and Administrative Tasks D.5.4.11 SmartPay D.5.4.12 Government Lodging Data

D.5.5 KEY PERSONNEL

D.5.5.1 KEY PERSONNEL REQUIREMENTS

D.5.5.1.1

D.5.5.1.2 SUBSTITUTION OF KEY PERSONNEL

D.6 QUALITY ASSURANCE

D.7 DELIVERABLE INSPECTION AND ACCEPTANCE CRITERIA

D.8 PERIOD OF PERFORMANCE

D.9 PLACE OF PERFORMANCE

D.10 DELIVERABLES

D.11 DELIVERABLES SCHEDULE

D.5.4.7.3.3 (a)

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D.5.4.7.3.3 (a)

D.12 AUTHORIZED NEGOTIATORS

D.13 CONTACT FOR CONTRACT ADMINISTRATION

D.14 GOVERNMENT POINT(S) OF CONTACT

D.15 CONFIDENTIALITY AND NONDISCLOSURE

D.16 CONDUCT OF CONTRACTOR PERSONNEL

D.17 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

D.18 SECTION 508 COMPLIANCE

D.19 ELECTRONIC INFORMATION TECHNOLOGY APPLICABILITY

D.19.8.1 D19.8.2 D19.8.3

D.20 SECURITY

D.21 PRIVACY ACT

D.22 Sustainability

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.2 SOLICITATION PROVISIONS INCORPORATED BY FULL TEXT

E.3 QUOTE SUBMISSION INSTRUCTIONS

E.4 OFFEROR PREPARATION COSTS

E.5 PROPRIETARY DATA

E.6 QUOTE FORMAT AND CONTENT

E.6.1 GENERAL

E.6.2 ADMINISTRATIVE FILE

E.6.3 TECHNICAL FILE

E.6.3.1 ORAL PRESENTATION

E.7 PRICE QUOTE FILE

E.8 SOLICITATION EVALUATION CRITERIA

E.9 BASIS OF AWARD

E.10 EVALUATION CRITERIA – GENERAL INFORMATION

E.10.1 FACTOR ONE / SUBFACTOR ONE – TECHNICAL CAPABILITY AND

APPROACH

E.10.2 FACTOR ONE / SUBFACTOR TWO – BUSINESS PLAN

how side panel

E.10.3 FACTOR ONE / SUBFACTOR THREE – ORAL PRESENTATION

E.10.4 FACTOR TWO – PRICE FUNDING MODEL

E.10.5 FACTOR THREE – PAST PERFORMANCE

47QMCB24R0001 | Government-wide TDY Lodging Contract Solution 2.0 | Request for Quote (RFQ) 6

SECTION A - SOLICITATION/CONTRACT FORM

A.1 STANDARD FORM (SF) 1449 SOLICITATION/CONTRACT/ORDER

FORM COMMERCIAL ITEMS

All offerors shall complete Blocks 12, 17a, 17b, 30a, 30b and 30c of Attachment J – Standard Form 1449 and submit a signed copy electronically to the Contracting Officer at earl.oberholtzer@gsa.gov by the closing RFQ deadline. Attachment J of this document is the SF 1449.

(END OF SECTION A)

SECTION B - 1449 Continuation pages

B.1 CONTINUATION PAGES OF THE SF 1449

The continuation pages of the SF 1449 will be included with attachment J of this RFQ.

(END OF SECTION B)

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/far

(End of clause)

52.212-4 Contract Terms and Conditions – Commercial Items DEC 2022

52.222-41 Service Contract Labor Standards AUG 2018

52.237-3 Continuity of Services JAN 1991 mailto:earl.oberholtzer@gsa.gov https://www.acquisition.gov/far https://www.acquisition.gov/far/part-52#FAR_52_212_4 https://www.acquisition.gov/far/part-52#FAR_52_222_41 https://www.acquisition.gov/far/part-52#FAR_52_237_3

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C.3 CLAUSES INCORPORATED BY FULL TEXT

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services (Jun 2023)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Nov 2021) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115- 232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (Aug 1996) ( 31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108- 77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

[Contracting Officer check as appropriate.] https://www.acquisition.gov/far/52.212-5?searchTerms=52.212-5 https://www.acquisition.gov/far/52.203-19?searchTerms=52.203-19 https://www.acquisition.gov/far/part-52#FAR_52_204_23 https://www.acquisition.gov/far/part-52#FAR_52_204_25 https://www.acquisition.gov/far/part-52#FAR_52_209_10 https://www.acquisition.gov/far/part-52#FAR_52_232_40 https://www.acquisition.gov/far/part-52#FAR_52_233_3 https://www.acquisition.gov/far/part-52#FAR_52_233_4

47QMCB24R0001 | Government-wide TDY Lodging Contract Solution 2.0 | Request for Quote (RFQ) 8

_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (Nov 2021) ( 41 U.S.C. 4704 and 10 U.S.C. 4655).

_X_ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021) ( 41 U.S.C. 3509)).

_X_ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (5) [Reserved].

_X_ (6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111- 117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328).

_X_ (9) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Nov 2021) ( 31 U.S.C.

6101 note).

__ (10) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) ( 41 U.S.C. 2313).

__ (11) [Reserved].

__ (12) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Oct 2022) ( 15 U.S.C. 657a).

__ (13) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) ( 15 U.S.C. 657a).

__ (14) [Reserved] __ (15) (i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) ( 15 U.S.C.

644).

__ (ii) Alternate I (Mar 2020) of 52.219-6.

__ (16) (i) 52.219-7, Notice of Partial Small Business Set-Aside (Nov 2020) ( 15 U.S.C.

644).

__ (ii) Alternate I (Mar 2020) of 52.219-7.

__ (17) 52.219-8, Utilization of Small Business Concerns (Oct 2022) ( 15 U.S.C.

637(d)(2) and (3)).

__ (18) (i) 52.219-9, Small Business Subcontracting Plan (Oct 2022) ( 15 U.S.C.

637(d)(4)).

__ (ii) Alternate I (Nov 2016) of 52.219-9.

__ (iii) Alternate II (Nov 2016) of 52.219-9.

__ (iv) Alternate III (Jun 2020) of 52.219-9.

__ (v) Alternate IV (Sep 2021) of 52.219-9.

__ (19) (i) 52.219-13, Notice of Set-Aside of Orders (Mar 2020) ( 15 U.S.C. 644(r)).

__ (ii) Alternate I (Mar 2020) of 52.219-13.

https://www.acquisition.gov/far/part-52#FAR_52_203_6 https://www.acquisition.gov/far/part-52#FAR_52_203_13 https://www.acquisition.gov/far/part-52#FAR_52_203_15 https://www.acquisition.gov/far/part-52#FAR_52_204_10 https://www.acquisition.gov/far/part-52#FAR_52_204_14 https://www.acquisition.gov/far/part-52#FAR_52_204_15 https://www.acquisition.gov/far/part-52#FAR_52_204_27 https://www.acquisition.gov/far/part-52#FAR_52_209_6 https://www.acquisition.gov/far/part-52#FAR_52_209_9 https://www.acquisition.gov/far/part-52#FAR_52_219_3 https://www.acquisition.gov/far/part-52#FAR_52_219_4 https://www.acquisition.gov/far/part-52#FAR_52_219_6 https://www.acquisition.gov/far/part-52#FAR_52_219_7 https://www.acquisition.gov/far/part-52#FAR_52_219_8 https://www.acquisition.gov/far/part-52#FAR_52_219_9 https://www.acquisition.gov/far/part-52#FAR_52_219_13

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__ (20) 52.219-14, Limitations on Subcontracting (Oct 2022) ( 15 U.S.C. 637s).

__ (21) 52.219-16, Liquidated Damages—Subcontracting Plan (Sep 2021) ( 15 U.S.C.

637(d)(4)(F)(i)).

__ (22) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set- Aside (Oct 2022) ( 15 U.S.C. 657f).

__ (23) (i) 52.219-28, Post Award Small Business Program Rerepresentation (Mar 2023)( 15 U.S.C. 632(a)(2)).

__ (ii) Alternate I (Mar 2020) of 52.219-28.

__ (24) 52.219-29, Notice of Set-Aside for, or Sole-Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (Oct 2022) ( 15 U.S.C.

637(m)).

__ (25) 52.219-30, Notice of Set-Aside for, or Sole-Source Award to, Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (Oct 2022) ( 15 U.S.C. 637(m)).

__ (26) 52.219-32, Orders Issued Directly Under Small Business Reserves (Mar 2020) ( 15 U.S.C. 644(r)).

__ (27) 52.219-33, Nonmanufacturer Rule (Sep 2021) ( 15U.S.C. 637(a)(17)).

__ (28) 52.222-3, Convict Labor (Jun 2003) (E.O.11755).

__ (29) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Dec 2022) (E.O.13126).

__ (30) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

__ (31) (i) 52.222-26, Equal Opportunity (Sep 2016) (E.O.11246).

__ (ii) Alternate I (Feb 1999) of 52.222-26.

__ (32) (i) 52.222-35, Equal Opportunity for Veterans (Jun 2020) ( 38 U.S.C. 4212).

__ (ii) Alternate I (Jul 2014) of 52.222-35.

__ (33) (i) 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020) ( 29 U.S.C. 793).

__ (ii) Alternate I (Jul 2014) of 52.222-36.

__ (34) 52.222-37, Employment Reports on Veterans (Jun 2020) ( 38 U.S.C. 4212).

__ (35) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

_X_ (36) (i) 52.222-50, Combating Trafficking in Persons (Nov 2021) ( 22 U.S.C.

chapter 78 and E.O. 13627).

52.217-8 Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

https://www.acquisition.gov/far/part-52#FAR_52_219_14 https://www.acquisition.gov/far/part-52#FAR_52_219_16 https://www.acquisition.gov/far/part-52#FAR_52_219_27 https://www.acquisition.gov/far/part-52#FAR_52_219_28 https://www.acquisition.gov/far/part-52#FAR_52_219_29 https://www.acquisition.gov/far/part-52#FAR_52_219_30 https://www.acquisition.gov/far/part-52#FAR_52_219_32 https://www.acquisition.gov/far/part-52#FAR_52_219_33 https://www.acquisition.gov/far/part-52#FAR_52_222_3 https://www.acquisition.gov/far/part-52#FAR_52_222_19 https://www.acquisition.gov/far/part-52#FAR_52_222_21 https://www.acquisition.gov/far/part-52#FAR_52_222_26 https://www.acquisition.gov/far/part-52#FAR_52_222_35 https://www.acquisition.gov/far/part-52#FAR_52_222_36 https://www.acquisition.gov/far/part-52#FAR_52_222_37 https://www.acquisition.gov/far/part-52#FAR_52_222_40 https://www.acquisition.gov/far/part-52#FAR_52_222_50 https://www.acquisition.gov/far/part-52#FAR_52_217_8

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52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within fifteen (15) days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years plus the time extended under 52.217-8, if any.

(END OF SECTION C)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS AND ATTACHMENTS

D.1 DESCRIPTION OF SERVICES

The Contractor shall provide all personnel, equipment, supervision, and any other items and non-personal services necessary to perform TDY Lodging contract services for the Federal Government as defined in this Performance Work Statement, except for those items specified as government furnished property and services. The Contractor shall perform to the standards within this RFQ and any resulting contract.

D.2 DEFINITIONS

Availability - The number of vacancies for a specific type of accommodation for a specific set of dates.

Application Programming Interface (API) – A software intermediary that allows two applications to talk to each other.

Average Daily Rate (ADR) - A measure of the average rate paid for rooms sold. It is calculated by dividing room revenue by rooms sold.

https://www.acquisition.gov/far/part-52#FAR_52_217_9 https://www.acquisition.gov/far/part-52#FAR_52_217_8

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Best Available Rate (BAR) - Also known as “Best Unrestricted Rate” (BUR) or “Best Flexible Rate” (BFR). This is the best non-negotiated rate available at the time of booking.

BAR rates fluctuate with the market and are set at the start of the year, however each hotel has the capacity to change the rate (on a daily basis if they wish) to meet local conditions.

Benchmarking - Analysis and comparison of an organization’s negotiated or contracted hotel rates to similar size comparative organizations.

Best in Class (BIC)- BIC solutions are rigorously vetted, well-managed Government-wide solutions that help Government-wide efforts in optimizing spend under management.

The Governmentwide TDY Lodging solution, the backbone for FedRooms® and DoD Preferred, has been designated as a Best In Class (BIC) solution by the Office of Management and Budget.

Brand.com - A term used to refer to hotel companies’ (or other brands) first-party websites, which are used as a primary portal for consumers to book directly with said company.

Centrally Billed Account (CBA) - A travel card/account established by the Contractor at the request of the agency/organization. These may be card/cardless accounts. Payments are made directly to the Contractor by the agency/organization.

Chain-Scales – Chain-scale segments are a method by which branded hotels are grouped based on the actual average room rates. Independent hotels, regardless of their average room rates, are included as a separate chain-scale category. The chain-scale segments are: Luxury, Upper upscale, Upscale, Upper midscale, midscale, Economy and Independents.

Class - Class (e.g. luxury, upper upscale, upscale, upper midscale, midscale, economy) is an industry categorization which includes chain-affiliated and independent hotels. The class for a chain-affiliated hotel is the same as its chain-scale. An independent hotel is assigned a class based on its ADR, relative to that of the chain hotels in its geographic proximity. Hotels located in the same market and classified in the same chain-scale segment as the subject hotel are grouped with the subject hotel into one of seven market scale groups/class segments:

● luxury;

● upper upscale; upscale;

● upper midscale;

● midscale; and

● economy.

Commission - That payment that a travel agent receives from a supplier for selling transportation, accommodation or other services.

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Defense Travel Management Office (DTMO) – Serves as the single focal point for commercial travel within DoD with central oversight for travel programs, travel policy and implementation, travel card program management, customer support and training, functional oversight of the Defense Travel System (DTS) - a fully integrated, automated, end-to-end travel management system that enables DoD travelers to create authorizations (TDY travel orders), prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the Government Travel Charge Card (GTCC) vendor. DTS operates at over 9,500 total sites worldwide. On average, DTS processes more than 25,000 transactions while approximately 100,000 unique users access it on a daily basis.

Defense Travel System (DTS) - A fully integrated, automated, end-to-end travel management system that enables DoD travelers to create authorizations (TDY travel orders), prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the Government Travel Charge Card (GTCC) vendor.

Distribution channels - The path through which travel related goods and services travel from the supplier/vendor to the consumer. Typical travel distribution channels are the federal government’s E-Gov Travel Service 2 (E2 Solutions and ConcurGov), ETSNext, Defense Travel System (DTS), and travel agents (TMCs).

DoD Preferred Commercial Lodging - is managed by the Defense Travel Management Office (DTMO) under section 642 of the FY21 National Defense Authorization Act which provides DoD the author city to direct travelers to utilize specific types of lodging. Key provisions of the Travel and Transportation Authorities are codified in the United States Code, Title 27, §451 et seq. DoD focuses primarily on a high level of quality for the program and participating hotels to ensure Duty of Care for DoD travelers. The program strategically sources commercial lodging properties that meet specific quality, safety, and security requirements and provide traveler conveniences and amenities at a rate that is a minimum of 10% below per diem. The number of properties selected for the program is determined by the estimated amount of lodging needed for DoD Personnel in an area.

https://www.travel.dod.mil/Programs/Lodging/DoD-Preferred-Commercial- Lodging/Become-a-DoD-Preferred-Hotel/ provides more information on the program.

Dynamic Pricing - A discounted rate off the BAR rate. Corporations can negotiate a fixed discount off the BAR if they have sufficient room night volume. The discounted rate fluctuates in line with BAR fluctuations. Also referred to as Dynamic Rates.

E-Folio - Travel-related purchase detail offered electronically and typically sent to an email account and retrieved through a computer or mobile device.

E-Gov Travel Services (ETS2) - Civilian agencies’ end-to-end travel management service (E2 Solutions and ConcurGov) that automates and consolidates the Federal travel process in a secure Web-centric environment.

http://www.businessdictionary.com/definition/path.html http://www.businessdictionary.com/definition/goods-and-services.html http://www.businessdictionary.com/definition/travel.html http://www.businessdictionary.com/definition/vendor.html http://www.businessdictionary.com/definition/consumer.html https://www.travel.dod.mil/Programs/Lodging/DoD-Preferred-Commercial-Lodging/Become-a-DoD-Preferred-Hotel/ https://www.travel.dod.mil/Programs/Lodging/DoD-Preferred-Commercial-Lodging/Become-a-DoD-Preferred-Hotel/

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ETSNext - The next generation civilian agency end-to-end travel management service that consists of the Federal travel booking, authorization, and expense/voucher process in a secure Web-centric environment. Implementation begins in late 2024 as existing ETS2 contract ends in 2027.

Extended Stay Lodging - Extended-stay properties or serviced apartments that focus on attracting guests for extended periods of time, typically more than five consecutive nights. These properties quote daily, weekly or monthly rates.

Favored Customer - When negotiating contract pricing for products or services, it is the Government’s goal to attain pricing/rates equal to or better than the pricing/rates provide to the Contractor’s most favored customer.

FedRooms® - FedRooms® provides Federal Travel Regulation (FTR)-compliant hotel rooms at or below per diem with standard amenities for federal government travelers.

Fiscal Year (FY) - October 1 through September 30 of every calendar year.

FIPS199 - Represents FIPS Pub 199, a Federal Information Processing Standard, tied to the Privacy Act of 1974. FIPS 199 (specifically titled the Standard for Security Categorization of Federal Information and Information Systems) is used to derive the security category and baseline of FedRooms and other Government-wide initiatives.

Franchisor - A company that sells franchises.

Franchisee - An individual or company buying or leasing a franchise.

Global Distribution System (GDS) - A reservation platform started by code sharing airline partners to enable reservations for airlines. Later on hotels, cars and cruise companies came on board. There are 3 major GDS companies (Amadeus, Sabre, Travelport+/Galileo) that offer a comprehensive travel shopping and reservation platform to travel agents worldwide. Agents use one of these systems to book airline, car, hotel and other travel arrangements for their customers. Online Travel Agents (OTA) also use one or more GDS to power some or all of the content on their site. Government booking tools (ETS2, ETSNext and DTS) currently utilize GDS for airline, car, and hotel inventory.

Government Rate - Generic room rates sold to government buyers (federal, state and local) that are established and managed by individual hotels. The Government does NOT manage these rates.

Green - Sustainable/environmental efforts and programs in the lodging industry which preserve natural resources.

Group rooms - Group rooms are sold in blocks of a minimum of ten rooms or more (e.g.

government groups, group tours, domestic and international groups, association, convention and corporate groups).

https://www.gsa.gov/travel/plan-book/gsa-lodging/fedrooms https://www.gsa.gov/travel/plan-book/gsa-lodging/fedrooms

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Hotel Attachment - Booking a hotel for a traveler when they book a flight or rail ticket with an overnight stay.

Hotel types - Hotel classifications are driven primarily by building structure and secondarily by service level. Chain management has provided us with hotel type classifications for a significant number of locations. Hotel types are:

● All-suite: All guest rental units consist of one or more bedrooms and may include a separate living area. Many suites contain kitchenettes or mini-refrigerators. Suite hotels often have no integrated dining facilities available; however, many offer complimentary breakfast.

● Boutique: These are hotels that appeal to their guests because of their unusual amenity and room configurations. They are normally independent and smaller than 200 rooms with a high rack rate. However, there are three chains whose hotels are automatically coded as boutique: W Hotels, Kimpton Hotels and Joie de Vivre Hotels.

● Conference: Lodging hotels that place major focus on conference operations.

Hotels must meet guidelines of the International Association of Conference Centers.

● Convention: Hotels with a minimum of 300 rooms and large meeting facilities (minimum of 20,000 Square feet) and not part of the conference center group.

● Destination resorts: These are hotels that appeal to the leisure traveler, are located in resort markets and are considered a destination in themselves. They have extensive amenities, multiple pools, multiple restaurants and normally a beautiful physical hotel. If a hotel has the word “resort’ in its name and is part of a luxury or upper-upscale chain, it is automatically considered a destination resort.

● Extended stay: Hotel must have kitchenettes, including a stove-top burner.

Extended stay hotels focus on attracting hotel guests for extended periods of time, typically more than 5 consecutive nights. These hotels quote daily and weekly rates.

● Full-service - Full-service hotels are generally mid-price, upscale or luxury hotels with a restaurant, lounge facilities and meeting space as well as minimum service levels often including bell service and room service. These hotels report food-and-beverage revenue.

● Gaming/casino: Lodging hotels that place major focus on casino operations.

● Golf: Hotel must have a golf course on hotel property to be considered. It is not sufficient if the hotel only has privileges on the course next door.

● Hotel/motel: A hotel is an establishment that provides paid lodging on a short-term basis. A motel is a hotel designed for motorists and usually has a parking area for motor vehicles adjacent to guest rooms, which typically open to the parking lot rather than an interior corridor.

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● Select-service hotel - Also known as limited-service or focused-service hotels, select-service hotels have rooms-only operations, (i.e., without full service food-and-beverage service – they may provide breakfast for all guests) or offer a bedroom and bathroom for the night, but few other services and amenities. These hotels often are in the budget or economy group and do not report significant food-and-beverage revenue.

● Ski: Guests have easy access to ski slopes.

● Spa: Hotel must have designated spa facility and offer treatments. Offering a sauna or hot tub/whirlpool would not qualify.

● Waterpark: An indoor or outdoor waterpark resort as a lodging establishment containing an aquatic facility with a minimum of 10,000 square feet of waterpark space and inclusive of amenities such as slides, tubes and a variety of water play features.

Individually Billed Charge Card - A Government contractor-issued charge card issued to authorized Government employees to pay for official travel expenses for which the charge card contractor bills the employee.

Industrial Funding Fee (IFF) - The IFF reimburses the General Services Administration for the costs incurred in procuring and managing the Travel Services Solution Schedule.

Last Room Availability (LRA) - All rooms in the category for which a client rate has been negotiated and agreed upon, should be made available to the client at that agreed rate up to and including the last room in that category. Typically includes standard rooms and excludes suites and concierge floor rooms.

Level 3 Data - Charge card transaction detail which includes date of purchase, merchant, amount of purchase, sales tax, and other line item details.

Location segment - Location segments are hotel classifications driven by physical location. Chain management has provided us with location classifications for a significant number of hotels. Location segments are:

● Urban - A densely populated area in a large metropolitan area. (e.g. Atlanta, Boston, San Francisco, London, Tokyo.).

● Suburban - Suburbs of metropolitan markets. Examples are Sags Harbor and White Plains, New York, near New York City, and Croydon and Wimbledon near London. Distance from center city varies based on population and market orientation.

● Airport - Hotels in close proximity of an airport that primarily serve demand from airport traffic. Distance may vary.

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● Interstate/motorway - Hotels in close proximity of major highways, motorways or other major roads whose primary source of business is through passerby travel.

Hotels located in suburban areas have the suburban classification.

● Resort - Hotels located in resort areas where the primary source of business is from leisure destination travel. Examples are Orlando and Lake Tahoe, California.

● Small metro/town - (North America only) Metropolitan small town areas with less than 150,000 people. Size can vary dependent on market orientation. Suburban locations do not exist in proximity to these areas.

Long Term Lodging - Lodging accommodations for durations of 30 or more nights.

Loyalty-Program - A Loyalty-Program is a marketing program that offers rewards to guests for regular or frequent business. A loyalty-program may also be a partnership with loyalty-programs of other businesses (airlines for example). Loyalty may be tracked by points or other means.

Market - In the U.S., a market is defined as a geographic area composed of a Metropolitan Statistical Area (i.e. Atlanta), a group of Metropolitan Statistical Areas (i.e.

South Central Pennsylvania) or a group of counties (i.e. Texas North). Outside the U.S., a market can be defined as a city, region or country with at least 30 participating hotels.

A market must contain a sufficient number of hotels to permit further subdivision into submarket and price segments.

Market price segments (U.S. Only) - The five categories of a metro STR market which are defined by actual or estimated average room rate. The five price categories are shown below:

● luxury - top 15% average room rates;

● upscale - next 15% average room rates;

● mid-price - middle 30% average room rates;

● economy - next 20% average room rates; and

● budget - lowest 20% average room rates.

In rural or non-metro STR markets, the luxury and upscale segments collapse into the upscale and form four price segment categories:

● upscale - top 30% average room rates;

● mid-price - next 30% average room rates;

● economy - next 20% average room rates; and

● budget - lowest 20% average room rates.

Market scale - Hotels located in the same market and classified in the same chain scale segment as the subject hotel are grouped with the subject hotel into one of seven market scale groups:

● luxury;

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● upper upscale;

● upscale;

● upper midscale;

● midscale;

● economy; and

● independent.

Non Last Room Availability (NLRA) - An agreement between a hotel and a client whereby the negotiated rate is available to travelers at the discretion of the hotel. In peak periods, hotels can block the negotiated rates and charge a higher rate to maximize revenue.

No show - A guest who books a stay at a hotel but does not check in or cancel the reservation, thus providing the hotel with a “no show” guest.

Occupancy - Occupancy is the percentage of available rooms that were sold during a specified period of time. Occupancy is calculated by dividing the number of rooms sold by rooms available.

Online Travel Agencies (OTA) - Websites offering comprehensive travel shopping and reservations solutions to consumers. Examples include Expedia, Orbitz, Travelocity, Priceline, and many local and regional sites.

Per Diem Allowance - A daily payment for lodging, meals, and related incidental expenses used instead of reimbursement for actual expenses.

Program Management Offices (PMOs) - GSA’s Travel Management Division and the Defense Travel Management Office (DTMO) which are responsible for the Government’s travel related services.

Proprietary Rate Code – A GDS rate code that relates specifically to a given program, for example FedRooms® and DoD Preferred have their own separate proprietary rate codes.

Pseudo City Code - A GDS code, used to identify the location of a travel agency.

It is a short (usually 3-5 characters long) alpha-numeric (or combination of both) code and differentiates between different travel agency offices. The code is unique to each travel agency.

Rate parity - A situation in which a travel supplier, such as a hotel, maintains the same price across all its various distribution channels.

RevPAR (revenue per available room) – RevPar is a performance metric used in the hotel industry. 1) It is calculated by multiplying a hotel’s average daily room rate (ADR) by its occupancy rate. 2) Revenue per available room (RevPAR) is the total guest room https://www.xotels.com/en/glossary/gds-global-distribution-system

47QMCB24R0001 | Government-wide TDY Lodging Contract Solution 2.0 | Request for Quote (RFQ) 18 revenue divided by the total number of available rooms. RevPAR differs from ADR because RevPAR is affected by the amount of unoccupied available rooms, while ADR shows only the average rate of rooms actually sold.

Calculating RevPar:

1) ADR x Occupancy = RevPAR

2) Total guest room revenue in a given period (excluding discounts, sales tax and meals) divided by the total number of available rooms in the same period = RevPar

Room block (also referred to as “group room block”) - A set of rooms reserved to accommodate a single group like attendees to a conference, meeting or event. The blocks are typically available at a set rate for a set period with only certain customers able to book them. (See Group Rooms)

Room revenue - Total room revenue generated from the sale or rental of rooms.

Serviced apartments - A type of extended-stay accommodation that typically includes a suite with a full kitchen. Unlike extended-stay hotels, many serviced-apartment properties don’t have amenities such as 24-hour front desks, free breakfasts, manager’s cocktail hour, etc.

Site - DoD Preferred locations that are in close proximity to military installations or TDY locations with significant commercial room night demand. See Attachment H for the listing of 2024 DoD Preferred Sites

Squatters - When Global Distribution System (GDS) codes intended for an organization’s preferred lodging program are used by non-participating properties.

Temporary Duty Travel (TDY) - Travel to a place, away from an employee’s official duty station, where the employee is authorized to travel.

Transient Lodging (1-29 nights) - Includes rooms occupied by those with reservations at rack, corporate negotiated, package, government, or foreign traveler rates. Also includes rooms booked via third party websites (exception: simultaneous bookings of 10 or more rooms which should be defined as a group). Lodging accommodations to include short term and extended stays (typically more than 5 consecutive nights) for durations of less than 30 nights.

Travel Management Center (TMC) - A company under contract with a Federal Agency to arrange travel services for Federal employees on official travel, including tickets and transportation, and reservation of accommodations; more popularly recognized as travel agent.

Vacancy - One or more rooms available to accommodate guests.

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D.3 ACRONYMS

Acrony m

Definition

.pdf Portable Document Format

24 / 7 / 365 24 hours a day / 7 days a week / 365 days a year

ADR Average Daily Rate

API Application Programming Interface

BAR Best Available Rate

BIC Best In Class

CBA Centrally Billed Account

CONUS Continental United States

DTMO Defense Travel Management Office

DTS Defense Travel System (DoD on-line booking system)

ETS2 E-Gov Travel Services

FAS Federal Acquisition Service

FTR Federal Travel Regulation

FY Fiscal Year

GDS Global Distribution System

GSA General Services Administration

IBA Individually Billed Account

IFF Industrial Funding Fee

ISSO Information Systems Security Office

LRA Last Room Availability

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MAS Multiple Award Schedule

NAICS North American Industry Classification System

NLRA Non Last Room Availability

OTA Online Travel Agencies

OCONUS Outside the Continental United States

OMB Office of Management and Budget

PCC Pseudo City Code

PMO Program Management Office

RFQ Request for Quote

SIN Special Item Number

STR Smith Travel Research

TDY Temporary Duty Travel

TSS Travel Services Solutions

TMC Travel Management Center

TO Task Order

D.4 PRICING SCHEDULE

Historically, the Government-wide TDY Lodging Contract Solution has been self-funded and its operating revenue is generated by the Contractor from a service fee model included in the negotiated rate and collected from each property on all consumed and reported room nights. The Government anticipates continuing with the same or similar self-funding and revenue generating model. As such, the offeror shall propose a funding model to recover its operating and marketing costs inclusive of a percent fee to be remitted to the General Services Administration (GSA) and the Department of Defense (DoD) on a quarterly basis by the Contractor. Note: Contractor costs that may result from a fee change (increase, decrease, etc) would be at no cost to the Government.

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A proposed funding model template outlining the service fee model (See Attachment I) is provided and required to be completed by the offeror by the submission. Government shall supply their % fee to be remitted from every FedRooms and DoD Preferred room night at Final RFQ release. The offeror is encouraged to recommend its preferred funding model, as well as any alternate funding models in its price quotation. The offeror’s proposed funding models shall include a business plan with quarterly projections for the offeror’s revenue and Government fees generated and collected.

D.5 PERFORMANCE WORK STATEMENT

D.5.1 BACKGROUND

In Fiscal Year (FY) 2022, 3.6 million room nights were sold and reported through the Government-wide TDY Lodging Solution. From that total, 2.5 million room nights were sold through FedRooms® and nearly 1.1 million room nights were sold through DoD Preferred.

The Government-wide TDY Lodging Solution is the backbone for FedRooms® and DoD Preferred - government-wide, government-sponsored lodging programs available to federal and DoD travelers on official business; offering hotel choices that are policy-compliant, have rates at or below per diem, meet all safety requirements, are exempt from hidden fees, and include additional negotiated amenities.

FedRooms® provides lodging for all civilian government agencies and for the Department of Defense (DoD) in markets that DoD has not implemented DoD Preferred. FedRooms® is a competitive, corporate-style sourcing model that has been operational since 2005.

For 2023, FedRooms® has over 10,000 properties in over 2,700 markets worldwide that offer negotiated rates at or below government per diem. DoD Preferred is a competitive sourcing model that has been operational since 2015. For 2023, DoD Preferred has 420 properties in 80 U.S. sites (program requirements include a minimum of 10% below per diem and last room availability (required for DoD Preferred, highly valued for FedRooms

- in 2023, 82% of participating properties in US major markets are last room available).

DoD Preferred is for DoD travelers only and currently operates only within the United States. Both programs’ benefits include 4:00 PM day of arrival cancellation, last room availability, no early check out fees, no hidden fees, hotel compliance with the Americans with Disability Act, and compliance with the 1990 Hotel Motel Fire Safety Act and are Federal Emergency Management Agency (FEMA) certified. FedRooms® rates are available through the Government’s approved distribution channels – the E-Gov Travel Service (ETS2), successor booking tool ETSNext, Defense Travel System (DTS) and travel agencies. DoD Preferred rates are available in the DTS and through the Department’s Travel Management Companies (TMCs). In FY 2022, 3.6 million room nights were sold and reported through the Government-wide TDY Lodging Solution. From that total, 2.5 million room nights were sold through FedRooms® and nearly 1.1 million room nights were sold through DoD Preferred.

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Per the Federal Travel Regulation (FTR, 41 C.F.R. § 301-11.11), FedRooms® is a non-mandatory, but first consideration source, for Federal employees. Travelers have a high level of personal choice when making lodging reservations. Therefore, the Contractor’s marketing and communications capabilities and business expansion plans will significantly influence the use of the FedRooms® lodging program. Conversely, the Department of Defense operates DoD Preferred under 2021 National Defense Authorization Act (NDAA), Sec. 642, which provides DoD the authority to direct travelers to utilize specific types of lodging where travelers are fiscally responsible for paying any increased expenses. Even with this authority, the DoD focuses on a high level of quality for the program and participating hotels to ensure duty of care for DoD travelers.

D.5.2 OBJECTIVES

The mission of the GSA and DoD is to obtain contractor support services to manage the Government-wide TDY Lodging Contract Solution for FedRooms® and DoD Preferred, as well as optional services to achieve the following objectives:

a. Maintain current inventory of TDY Lodging at 10,000+ properties that offer negotiated or dynamic rates at or below government per diem for FedRooms® and DoD Preferred.

b. Identify and partner with a Contractor who ensures FedRooms® and DoD

Preferred benefits include 4:00 PM day of arrival cancellation, last room availability, no early check out fees, no resort fees, hotel compliance with the Americans with Disability Act, and compliance with the 1990 Hotel Motel Fire Safety Act and are Federal Emergency Management Agency (FEMA) certified.

c. Ensure FedRooms® and DoD Preferred rates are available through the Government’s approved distribution channels including E-Gov Travel Service (ETS2; ConcurGov and E2 Solutions), ETSNext, Defense Travel System (DTS), and contracted travel agencies.

d. Ensure the Contractor’s marketing and communications capabilities and business expansion plans will significantly influence the use of the Government-wide TDY Lodging contract solution.

e. Implement innovation and best practice methods to ensure cost containment, maximum value, drive utilization, deliver superior data, and are comparable to corporate best practices.

f. Provide a cost effective FedRooms® and DoD Preferred operation for the participating properties.

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g. Ensure FedRooms and DoD Preferred uphold category management principles by delivering spend under management, cost avoidance, on reporting requirements and any other asks related to the President’s Management Agenda.

D.5.3 SCOPE

The Contractor shall manage all aspects of the Government-wide TDY Lodging Contract Solution to include, at a minimum:

a. Furnishing phase-in and/or phase-out services, as needed during any potential TDY lodging contract solution extensions or transition periods;

b. Managing and expanding the existing FedRooms® and DoD Preferred programs;

c. Identifying new potential properties;

d. Skillfully negotiating room rates and/or dynamic rates with discounts;

e. Ensuring negotiated rates are properly available for display in all global distribution systems and the Government’s electronic travel service online booking engines;

f. Marketing and providing a myriad of Government usage data for the purpose of regular reporting; and

g. Auditing of the negotiated hotel room rates.

D.5.4 SPECIFIC REQUIREMENTS/TASKS

The Contractor shall provide all resources necessary to source and/or dynamically source, operate and market the Government-wide TDY Lodging Contract Solution as outlined in this RFQ.

D.5.4.1 Contractor Mandated Resources

D.5.4.1.1 The Contractor shall market the Government-wide TDY Lodging Contract Solution under the FedRooms® and DoD Preferred brand.

D.5.4.1.2 The Contractor shall have the capability to source and/or dynamically source and process 11,000+ requests annually from properties for participation. The lodging program operates on a calendar year basis; January 1 through December 31.

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D.5.4.1.3 The Contractor shall have the technology, resources, and capacity to manage a global lodging contract solution of the current FedRooms® and DoD Preferred size and scope: currently at 10,000+ properties that offer negotiated and/or dynamic rates at or below government per diem. Program benefits include 4:00 PM day of arrival cancellation, last room availability, no early check out fees, no resort fees or urban destination fees, hotel compliance with the Americans with Disability Act, and the 1990 Hotel Motel Fire Safety Act and are Federal Emergency Management Agency (FEMA) certified..

D.5.4.1.4 The Contractor shall ensure that participating properties offer FedRooms® and DoD Preferred rates and benefits for Government travelers on official business who require accommodations for 1-29 consecutive nights at or below established Government lodging per diem rates.

D.5.4.1.5 The Contractor shall ensure participating FedRooms® and DoD Preferred properties do not charge Federal travelers for making reservations through government approved channels (ETS2, successor booking tool ETSNext, DTS or travel agencies) or directly with the hotel.

D.5.4.1.6 The Contractor shall ensure participating properties do not impose additional charges that are not explicitly requested by the traveler (e.g. no urban destination fee, resort fee, safe fee, housekeeping fee, early departure fee).

D.5.4.2 Contractor Availability for Other Use

D.5.4.2 1 The Contractor shall request during the annual RFP process that participating properties offer FedRooms® rates and benefits to Government employees for unofficial/leisure travel. DoD Preferred rates are for official travel only.

D.5.4.3 Contractor Role in Advancement and Management

The Contractor shall provide the following services:

D.5.4.3.1 Innovation and continuous process improvements to advance the Government’s managed TDY lodging contract solution (e.g.