CPP FY22 Final RFP.pdf

CPP FY22 Request for Proposal (RFP) 1

February 18, 2021

Dear Valued Customers and Industry Partners:

The U.S. General Services Administration (GSA) is pleased to present the fiscal year (FY) 2022 solicitation for scheduled airline passenger transportation services, known as the City Pair Program (CPP).

GSA relies on a high level of carrier participation (and resulting competition) to ensure that GSA can continue to make the best value airfares available to our customers. GSA continues to work with customers and industry to identify areas of enhancements to the program to further improve carrier interest and participation. GSA has included enhancements in the FY2022 solicitation, as identified in the Summary of Significant Changes.

Sincerely, The City Pair Team

CPP FY22 Request for Proposal (RFP) 2

Cover Page (CP)

Solicitation No: 47QMCB21R0002

REQUIREMENTS CONTRACT FOR SCHEDULED AIR PASSENGER TRANSPORTATION SERVICES

PSC: V211

NAICS: 481111

PERIOD OF PERFORMANCE: October 1, 2021 or Date of Award (whichever is later) through September 30, 2022, plus two (2) option periods – Option 1 (October 1, 2022- November 30, 2022) and Option 2 (December 1, 2022 – December 31, 2022)

ANY INFORMATION THAT MAY BE DESIRED ON THIS PARTICULAR SOLICITATION CAN BE OBTAINED FROM THE

ISSUING OFFICE ADDRESS SHOWN HEREIN.

(End of Section)

SIGNIFICANT CHANGES

The attention of offeror is invited to the following changes made since the issuance of the last solicitation for the supplies/services covered herein. Please be advised that this list is not all encompassing and it is incumbent upon all interested offerors to review the RFP in its entirety.

See Attachment 8 FY22 CPP Significant Changes for more details

NOTICE: REQUESTS FOR EXPLANATION OR INFORMATION

Oral or written requests for explanation or information regarding this solicitation should be directed to:

GENERAL SERVICES ADMINISTRATION

Subject: CITY PAIR PROGRAM FY22 Solicitation Email: corey.gerst@gsa.gov with a copy to andrea.anderson@gsa.gov and onthego@gsa.gov.

IMPORTANT: DO NOT ADDRESS OFFERS, MODIFICATIONS, OR WITHDRAWALS TO THE ABOVE ADDRESS. THE ADDRESS DESIGNATED FOR RECEIPT OF OFFERS IS CONTAINED ELSEWHERE IN THIS SOLICITATION.

SOLICITATION COPIES

A copy of this solicitation, attachments, amendments, and comments will be posted on the Internet at:

https://beta.sam.gov/. Offerors may download the solicitation and make hard copies of necessary items for submission (see Attachment 1 – Proposal Checklist and Section K – Representations, Certifications, and Other Statements of Offerors). For their own records, offerors are responsible for downloading and making complete copies of the solicitation, the terms of which are incorporated in the contract.

(End of Section)

COVER PAGE(S)

PLEASE REMOVE THIS COVER PAGE(S) BEFORE SUBMITTING OFFER TO GSA.

(End of Section) mailto:corey.gerst@gsa.gov https://beta.sam.gov/

CPP FY22 Request for Proposal (RFP) 3

TABLE OF CONTENTS

PART I – THE SCHEDULE

SECTION TITLE

A SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS (SF1449)…………….……….… 5

B SUPPLIES OR SERVICES AND PRICES/COSTS ………………………………………………………………… 6

C DESCRIPTIONS/SPECIFICATIONS/STATEMENT OF WORK …………………………………………… 17

D NOT APPLICABLE ………………………………………………………………………………………………….……. 37

E NOT APPLICABLE ……………………………………………………………………………………………….………. 38

F DELIVERIES OR PERFORMANCE ………………………………………………………………………….……… 39

G CONTRACT ADMINISTRATION DATA ………………………………………………………………….………. 43

H SPECIAL CONTRACT REQUIREMENTS ……………………………………………………………….………... 46

PART II – CONTRACT CLAUSES

SECTION TITLE

I CONTRACT CLAUSES …………………………………………………………………………………..………………. 49

PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION TITLE

J LIST OF ATTACHMENTS ……………………………………………………………………………..……………….. 66

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION TITLE

K REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS ……….. 68

L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS ………………………….…….…..… 97

M EVALUATION FACTORS FOR AWARD ………………………………………………………………….……. 104

ADDENDUM 1 …………………………………………………………………………………………………….…… 117

ADDENDUM 2 …………………………………………………………………………………………………….…… 118

ATTACH NO TITLE

1 PROPOSAL CHECKLIST ……………………………………………………………………………………………….. 65

2 COPS FY22 USER MANUAL …………………………………………………………………………………...……. 66

3 SAMPLE SUBCONTRACTING PLAN ……………………………………………………………………..….…… 66

4 GROUP 1 LINE ITEMS ………………………………………………………………………………….…….……….. 66

5 GROUP 2 LINE ITEMS …………………………………………………………………………………………………. 66

6 GROUP 3 LINE ITEMS …………………………………………………………………………………………………. 66

7 RFP VENDOR QUESTIONS TEMPLATE …………………………………………………………………………. 66

8 SIGNIFICANT CHANGES……………………………………………………………………………………………….. 66

ALL ATTACHMENTS ARE LOCATED IN SECTION J UNLESS STATED OTHERWISE.

NOTE: As a minimum, any contract awarded as a result of this solicitation shall consist of the following documents:

⮚ Section A, B, C, F, G, H, I, and J, including all attachments as described in Section J at the time of award.

⮚ Section K, as completed by Awardee, is incorporated into any resultant contract.

⮚ Section L and Section M are included for solicitation purposes only. These sections will be removed, filed in the contract file, and will not be made part of the contract.

⮚ Amendments are incorporated into the resultant contract.

⮚ Subcontracting plan (if required) becomes an attachment to the contract.

CPP FY22 Request for Proposal (RFP) 4

PART I – THE SCHEDULE

CPP FY22 Request for Proposal (RFP) 5

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 ___1____ 29. AWARD OF CONTRACT: REF. ___________________OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ____________. YOUR OFFER ON SOLICITATION DELIVER

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ARE ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED 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

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

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 PAGE 1 OF 118

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER

47QMCB21R0002

6. SOLICITATION ISSUE

DATE

02/18/2021

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Corey D. Gerst

b. TELEPHONE NUMBER (No collect calls)

202-706-1908

8. OFFER DUE DATE/

LOCAL TIME

Group 1: 03/19/2021, 3 PM ET Group 2: 04/14/2021, 3 PM ET Group 3: 04/23/2021, 3 PM ET

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

General Services Administration Travel Acquisition Support Branch 1800 F Street, NW 3rd Floor, Hub 3400 Washington, DC 20405

SMALL BUSINESS

HUBZONE SMALL

BUSINES

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED NAICS: 481111

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

8 (A) SIZE STANDARD: 1,500

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

SEE BLOCK 9

17a. CONTRACTOR/ CODE

OFFEROR

FACILITY

CODE

18a PAYMENT WILL BE MADE BY CODE

DUNS:

TELEPHONE NO.

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

CPP FY22 Request for Proposal (RFP) 6

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Description of Services

1. The contract carrier shall furnish the services specified herein in accordance with the same services the carrier provides commercially to the general public in scheduled service, subject to the rules and procedures published in the air carrier’s tariffs on file with the Airline Tariff Publishing Company, and/or contained in the contract carrier's contract of carriage (a copy of which shall be provided to the Government upon request). The terms and conditions included in this solicitation apply to all services provided. In any event of inconsistency between the provisions of this solicitation/contract and the rules and procedures published in the air carrier’s tariffs on file with the Airline Tariff Publishing Company and/or contained in the contract carrier’s contract of carriage, the provisions of this solicitation/contract will take precedence.

2. For domestic, international, fifth freedom of the air, and international business class line items, the contract carrier shall make available all service on its own metal (aircraft), not merely the service submitted for offer evaluation purposes. For example, if the minimum requirement is connect service, and the carrier offers both connect and nonstop service commercially, both connect and nonstop service shall be made available to the Government CPP passenger, not just the connect service.

● For domestic line items, the contract carrier shall make available all service on the offered codeshare partner(s).

● For international and international business class line items, the contract carrier shall make available all service on the offered codeshare partner(s) proposed on a line-item-by-line-item basis. If a codeshare partner is offered but no specific line item is identified, the offeror shall make available all service on the offered codeshare partner in all awarded line items where the codeshare exists.

● For fifth freedom of the air line items, the contract carrier shall utilize its own metal (aircraft) to transport travelers between two (2) foreign countries on a flight originating from or ending in the United States.

● Reservations on both contract carrier and codeshare carrier flights shall be made on the same basis as for commercial travelers and shall not discriminate in favor of commercial travelers.

B.2 Definitions

Throughout this solicitation, the following terms shall have the meanings as set forth below:

Airport Code - The three-letter International Air Transport Association (IATA) code that identifies the specific points of origin and destination airports for each line item. Compare City Code.

CPP FY22 Request for Proposal (RFP) 7

Airport Pair - The origin and destination points of a flight. An airport pair has a domestic airport point of origin and a domestic airport point of destination. Compare City Pair.

Auto-cancellation - The cancellation of an un-ticketed coach class City Pair Program reservation (i.e., YCA and _CA) 48 hours prior to departure time and date applies only to reservations booked 72 hours or more before departure. Reservations made 72 hours or less prior to departure time may be exempt and may require ticketing six (6) hours before departure at the carrier’s discretion. The cancellation of an un-ticketed business class City Pair Program reservation (i.e., _CB) seven (7) calendar days prior to departure time and date applies only to reservations booked eight (8) calendar days or more before departure. Reservations made seven (7) calendar days or less prior to departure time may be exempt and may require ticketing six (6) hours before departure at the carrier’s discretion. There are no fees or penalties associated with auto-cancellation of a reservation or rebooking a reservation that was subjected to auto-cancellation.

Average Elapsed Flight Time - Average elapsed flight time is based on the scheduled (published) flight time expressed in minutes and calculated as follows: The minimum number of required flights shall be used. The average of the shortest flights meeting the minimum shall be the basis of the calculation. For example, in a line item requiring four (4) flights in each direction, total flight time from origin to destination/destination to origin of the four (4) shortest flights in each direction will be averaged. If a carrier meets the minimum with fewer flights, e.g., two (2) nonstop flights in a four (4) flight minimum connecting line item, the average of the two shortest outbound nonstop flights plus the two (2) shortest inbound flights will be used to calculate the average elapsed flight time.

Capacity-Controlled Fare (_CA) - A fare that does not have ticketing time limits, advance purchase requirements, minimum or maximum stay requirements, travel time limits, blackout periods, or flight-specific service. Where awarded, the _CA inventory must be made available to all flights in a line item. No administrative fee/penalty shall apply for rebooking, re-ticketing, or cancellation. Domestic, international, and fifth freedom of the air _CA fares may be subject to auto-cancellation of all un-ticketed reservations 48 hours prior to departure time and date (See Auto-cancellation). A Capacity-Controlled Fare is only restricted by the availability of seats. Compare Unrestricted Coach Fare.

Centrally Billed Account - A Government travel account, established by a travel charge card services contractor under contract with GSA, at the request of a participating agency/organization. These may be card/cardless accounts.

Churning - The excessive changing, rebooking, and canceling of the same itinerary in the same Passenger Name Record (PNR) in order to hold the reservation.

Circuity - Circuity is the ratio of the actual flight mileage to the great circle (direct) mileage, typically expressed as a percentage. See (§C.3.B(4)(c) Maximum Circuity).

City Code - The three-letter International Air Transport Association (IATA) code that identifies the cities of origin and destination associated with each line item. International line items are solicited on the basis of city codes, unless noted otherwise. Compare Airport Code.

CPP FY22 Request for Proposal (RFP) 8

City Pair - The city origin and destination points of a flight. A city pair has a city point of origin and a city point of destination. Compare Airport Pair.

Civil Reserve Air Fleet (CRAF) Program - A program managed by the United States Transportation Command (USTRANSCOM) that provides for airlift services for the Department of Defense (DoD).

Codeshare - A marketing arrangement in which an airline places its designator code on a flight operated by another airline, and sells tickets for that flight.

Connecting Service - Service between origin and destination points with only one (1) stop and that stop involves changing planes. The exception is for service to extended connection line items listed in Attachment 4 and Attachment 5 where up to two (2) stops that may involve a change of planes will be allowed. Compare Nonstop Service and Direct Service.

Contract Business Fare (_CB) - Contract fare offered by carriers in some domestic and international line items for business class service. No administrative fee/penalty shall apply for rebooking, re-ticketing, or cancellation. Domestic and international _CB fares may be subject to auto-cancellation of all un-ticketed reservations seven (7) calendar days prior to departure time and date applies only to reservations booked eight (8) calendar days or more before departure.

Reservations made seven (7) calendar days or less prior to departure time may be exempt and may require ticketing six (6) hours before departure at the carrier’s discretion.

Contract Fare - The Federal Government awarded airfares as it pertains to the City Pair Program Contract. Contract fares include Unrestricted (YCA), Capacity Controlled (_CA) and Contract Business (_CB) fares.

Debit Memo(s) - An accounting tool used by all airlines to collect amounts or make adjustments to agent transactions with respect to the issuance and/or use of traffic documents issued by or at the request of a travel agency. No debit memo(s) shall be issued for churning YCA, _CA, or _CB fare type bookings. All other booking/ticketing violations within the Travel Management Center (TMC) airline commercial ticketing agreements will remain intact. The contract carrier shall not issue debit memos to Commercial Travel Offices (CTOs) or TMCs for churning contract fares. Compare Churning.

Direct Service - Service between origin and destination points with only one (1) stop and that stop does not include a change of plane. The exception is for service to extended connection line items listed in Attachment 4 and Attachment 5 where one (1) connect point involving a change of planes and one (1) stop not involving a change of planes, or two (2) stops not involving a change of planes will be allowed. Compare Nonstop Service and Connecting Service.

Domestic Route - A line item within the fifty states, the District of Columbia, U.S. Territories, and Possessions. Guam (GUM) and American Samoa (APW) are considered International for the purposes of this contract.

CPP FY22 Request for Proposal (RFP) 9

Double Connect - Service between origin and destination points with two (2) stops and those stops involve changing planes.

Extended Connection (E/C) Line Item - Service between origin and destination points with up to two (2) stops and those stops involve changing planes or for a maximum connection time of up to 300 minutes for domestic line items and 420 minutes for international line items.

Compare Connecting Service. (See Attachment 4 and Attachment 5).

Fifth Freedom of the Air – A scheduled air service right or privilege, granted by a foreign country to American carriers to put down and take on passengers in its territory, where the American carrier flies between two (2) foreign countries on a flight which either originated in or is ending in the United States (e.g., an American carrier moving traffic between Japan and Thailand on scheduled service from the United States to Japan to Thailand). The use of the terms “freedom” and “right” confer entitlement to operate such scheduled air passenger services only within the scope of the multilateral and bilateral treaties (air service agreements) that allow them and which carriers have authority.

Fuel Surcharge - A fee for increased fuel costs that carriers have been authorized to impose on awarded fares based on commercial practice and other requirements specified under §C.11 Taxes, Fees, and Fuel Surcharges.

Full Published Y Fare - (Also known as the Y, Full Y, Standard Full Y fare). This fare is the highest published Y fare in a line item. Published in the tariff guides, this fare is used to establish prorate shares for interline price computations and handling of rerouted distressed passengers.

This fare shall not be used as the market fare from which discounts are offered for the YCA/_CA fares.

Go/No Go - “Go” denotes that the proposed product and/or service conforms to the specifications; when it does not, it is “no go.”

Government Transportation Request (GTR) - Optional Form 1169 (electronic or paper format), the Government document used to buy transportation services. GTRs are issued and used only for officially authorized passenger transportation for the account of the United States. GTRs may be used to pay for international air travel. For domestic air travel, GTRs may be used under special circumstances and for travel related expenses. Special domestic circumstances are defined as acts of God, emergency situations, and when purchasing a domestic ticket in the U.S. in conjunction with travel that originated overseas.

Great Circle Mileage - The actual one-way mileage between two (2) given points taking into account the curvature of the Earth. See §C.3.B(4)(c) Maximum Circuity.

Group (See §C.14 Arranging for Group Travel) - 10 or more passengers traveling together on the same day, on the same flight, for the same mission requiring group integrity, and identified as a group by the travel management service upon booking.

CPP FY22 Request for Proposal (RFP) 10

Inbound - Service from the designated point of destination to the designated point of origin, i.e., from the airport/city listed second to the airport/city listed first. See Outbound.

International Route - A line item between a domestic city point of origin and a foreign city point of destination. These routes will not be airport specific. For the purpose of this contract, Guam (GUM) and American Samoa (APW) are considered international.

International Business Class Line items - International line items for which a contract business (_CB) fare will be solicited and included in the calculation of the composite (evaluated) fare. For the purposes of this contract, international business class line items will either be identified as with extended connection (International Extended Connection with Business Class) or non-extended connection (International Non-Extended Connection with Business Class). (See Attachment 4). An agency may authorize/approve business-class accommodations if one of the exceptions identified in the Federal Travel Regulation (FTR) 301-10.123(b) applies. Offerors must submit a _CB fare for these line items to be considered for award. See Extended Connection (E/C) Line Item.

Jet (or Full Jet) - A jet driven aircraft, not including propeller planes, turboprops, or Regional Jets.

Last Seat (Inventory) Availability - Last seat (inventory) availability means as long as there is coach class inventory available to sell on the plane, the Government traveler can purchase it.

No reference to a specific Seat Assignment (Seat Choice) is implied. See Seat Assignment (Seat Choice).1

Leg - Any time an airplane takes off or touches down during a trip. For example, a one-way trip between DCA to SAN with a connection in DFW has two (2) legs.

Line Item - An airport or city pair, which when solicited is identified by a line item number.

Market Fare - (also known as the Full Economy Fare, Lowest Published Y Fare, Lowest Unrestricted Coach Fare, Lowest Logical Unrestricted Economy Fare, the Walk-Up Fare or the Selling Y Fare). This fare is the lowest logical fully-refundable air fare with no restrictions or capacity controls. The market fare shall be used as the fare from which discounts are offered for the YCA/_CA fares. The codes for the market fare may vary by carrier and can be identified, for example, as Y2, Y26, YBV and/or B.

Minimum Service Standard - The Minimum Service Standard identifies the minimum level of service required in Groups 1, 2, and 3. As an example, service standards may include but are not limited to:

▪ Nonstop or connecting service

1 A seat that is designated as coach inventory by the contract carrier, regardless of (a) where the seat is located on the aircraft and (b) the commercial nomenclature used by the contract carrier to describe the seat, shall be considered coach for the purposes of a Government traveler that booked either a YCA or _CA contract fare. See FTR §§301-10.121 & 301-10.124.

CPP FY22 Request for Proposal (RFP) 11

▪ No more than one connect point (if applicable). Up to two (2) connect points (or one (1) connect and one (1) direct flight) are allowed to extended connection line items listed in Attachment 4 and Attachment 5.

▪ Applicable connect time limitations

▪ Circuity limitations

▪ Timeband limitations

Nonstop Service - Service between origin and destination points without any stops. Compare Connecting Service and Direct Service.

Outbound - Service from the designated point of origin to the designated point of destination, i.e., from the airport/city listed first to the airport/city listed second. Compare Inbound.

Passenger Level Code - Identifies the Government’s estimated number of passengers per year.

Prepaid Ticket Advice2 - (Also known as a prepaid ticket) is a ticket that is purchased in one (1) location for a traveler to pick up at another location.

Propeller Plane - An airplane that is driven by a propeller.

Regional Jet - An airplane with a total capacity of fewer than 70 seats, including all classes of service. This is also referred to as a commuter jet.

Required Flights - For purposes of this solicitation, in Group 1 and 2 domestic line items, a contract carrier must have daily service Monday through Friday, including at least one inbound and one outbound flight for each of its five days of service, for it to be counted as weekly service. In Group 1 and 2 international and fifth freedom of the air line items, a contract carrier must have service a minimum of three (3) days per week, including at least one inbound and one outbound flight for each of its three days of service, for it to be counted as weekly service.

For Group 3 domestic line items, a contract carrier must have service at least one (1) day per week, Monday through Friday, including at least one inbound and one outbound flight for the one day it has service, for it to be counted as weekly service. In Group 3 international line items, a contract carrier must have service at least one day per week on any day of the week, including at least one inbound and one outbound flight for the one day it has service, for it to be counted as weekly service.

Route Restrictions - A contract carrier that limits the flights traveled on a particular line item.

Seat Assignment (Seat Choice) - A contract carrier’s practice of assigning a specific seat to Government travelers will follow the same access and process as it does for commercial

2 For further information on how to process Prepaid Ticket Advices, please see page 34 in the U.S. Government Passenger Transportation Handbook:

https://www.gsa.gov/cdnstatic/Travel_Vehicle_Card_Services/Government%20Passenger%20Travel%20Handbook.pdf https://www.gsa.gov/cdnstatic/Travel_Vehicle_Card_Services/Government%20Passenger%20Travel%20Handbook.pdf

CPP FY22 Request for Proposal (RFP) 12 customers in the same fare class of service.

Segment - All portions of flight (nonstop, direct, connecting, or double connect) necessary to complete the Origin to Destination (O&D) purchased YCA, _CA, or _CB fare. Each segment is flown on the same carrier or its codeshare partner. For example, a one-way trip between DCA to SAN with a connection in DFW is one (1) segment.

Ticket - The paper or paperless (i.e., electronic) instrument identifying the transportation to which the traveler is entitled.

Timeband - The time period in which the flight is scheduled to depart. Timebands are 5:00 AM

- 9:30 AM (timeband 1), 9:31 AM - 2:59 PM (timeband 2), 3:00 PM - 7:00 PM (timeband 3), 7:01 PM - 11:59 PM (timeband 4), and 12:00 AM - 4:59 AM (timeband 5).

Trade Criteria - In connect line items, each nonstop flight counts as two (2) flights for purposes of meeting the minimum number of required flights.

Travel Card - A GSA contractor-issued travel charge card to be used by travelers to pay for passenger transportation services, subsistence expenses, and other travel and transportation related expenses incurred in connection with official travel away from the official duty station.

Travel Management Centers/Commercial Travel Offices - Travel Management Centers (TMCs)/Commercial Travel Offices (CTOs) are travel agencies under contract to the Government.

Turboprop - A propeller driven aircraft that uses a jet turbine engine to turn the propellers rather than a piston engine.

Unrestricted Coach Fare - (Also known as the Full Economy Fare, Lowest Published Unrestricted Coach Fare, Lowest Published Y Fare, Lowest Unrestricted Coach Fare, Lowest Logical Unrestricted Economy Fare, the Walk-Up Fare, or the Selling Y Fare). This is the lowest full “Y” fare at which every coach seat is available for sale and may be purchased for one-way travel. An unrestricted coach fare is fully refundable and not subject to capacity controls, ticketing time limits, advance purchase requirements, minimum or maximum stay requirements, travel time limits, blackout periods, or penalty. For purposes of this definition, an administrative fee for re-booking, re-ticketing, or cancellation is not considered a penalty.

This fare is also referred to as the “Market Fare” in this contract.

Valid Connect Point - Actual point at which passengers change planes between origin and destination airports and which meets the connecting time frames [of 300 minutes domestic and 420 minutes international] and maximum circuity limits as applicable.

Valid Exception - One of the exceptions to the mandatory use requirement is applicable. See §C.2.C.

YCA Fare - A three-letter code used to designate unrestricted coach class contract fares for Government contract carriers. “CA” means “contract award.” YCA fares are higher in cost than

CPP FY22 Request for Proposal (RFP) 13

_CA fares, and offer last seat (inventory) availability (unless a flight is already sold out). No administrative fee/penalty shall apply for rebooking, re-ticketing, or cancellation. Domestic, international, and fifth freedom of the air YCA fares may be subject to auto-cancellation of all un-ticketed reservations 48 hours prior to departure time and date. See Auto-cancellation and Unrestricted Coach Fare.

_CA Fare - A three-character code used to identify capacity-controlled coach class contract fares for Government contract carriers. _CA fares are lower in cost than the YCA Fare, with the same conditions (no administrative fee/penalty shall apply for rebooking, re-ticketing, or cancellation) except that _CA fares do not offer last seat (inventory) availability. The first letter of the three-letter fare basis code will vary by airline, e.g., QCA, LCA, etc. Early booking increases the likelihood of reserving a _CA fare. Domestic, international, and fifth freedom of the air _CA fares may be subject to auto-cancellation of all un-ticketed reservations 48 hours prior to departure time and date. See Auto-cancellation and Capacity Controlled Fare (_CA).

_CB Fare - A three-character code used to identify capacity-controlled Government contract business class fares. The first letter of the three-letter fare basis code will vary by airline. No administrative fee/penalty shall apply for rebooking, re-ticketing, or cancellation. Domestic and international _CB fares may be subject to auto-cancellation of all un-ticketed reservations seven (7) calendar days prior to departure time and date applies only to reservations booked eight (8) calendar days or more before departure. Reservations made seven (7) calendar days or less prior to departure time may be exempt and may require ticketing six (6) hours before departure at the carrier’s discretion. See Auto-cancellation and Contract Business Fare (_CB).

B.3 LINE ITEM (MARKET) REQUIREMENTS

PASSENGER VOLUME

Passenger level codes - the codes listed below indicate the Government’s estimated number of coach passengers:

PAX LEVEL* FY22 YEARLY

A 20,000 and above

B 15,000 – 19,999

C 10,000 – 14,999

D 5,000 – 9,999

E 2,500 – 4,999

F 30 – 2,499

G 1 – 29

CPP FY22 Request for Proposal (RFP) 14

*Passenger count (PAX) levels are subject to change on a yearly basis based on data analysis of audited data and new requirements.

Passenger volume for Group 1 international business class line items is estimated at approximately 96,151 total passengers yearly. This data is based on historical passenger volumes for international line items where a business class fare was offered.

Estimated passenger count data is derived from the following sources: DoD and other Federal agencies, as well as the travel card services and other contractors under contract with GSA.

These counts are estimates only and are not guaranteed under any resulting contract.

NOTE: PAX figures contained in Attachment 4 (Group 1), Attachment 5 (Group 2), and Attachment 6 (Group 3) are not guaranteed and should not be considered as anything other than estimates.

Data Sources

DoD

- Provides figures for the largest single Government travel customer

- GTRs are included

- Civilian agencies are not included

- New line item PAX levels (particularly) are estimates only

Federal agencies - Provides figures for customer agencies

- Line item PAX levels are estimates only

Travel card services contractors (GSA SmartPay®) and/or the Airline Reporting

Corporation (ARC)

- Most complete source

- All transactions that are paid with the travel card are included

- GTRs are not included

- May include some non-City Pair fares (e.g., DG, Cat Z,3 commercial fares)

- Some data may be segmented

To avoid duplication of estimates, GSA takes the highest estimate of the sources for each line item (market) (between the aggregated agency line item (market) data provided and the GSA SmartPay®/ARC data). GSA is always interested in improving its data quality to better represent future requirements and bring efficiencies to the program. All contract carriers are encouraged to provide any data determined to better improve the requirements development process.

This includes, but is not limited to, Federal and military passenger volume information by line item, nonsensical line items, evolving trends, etc.

3 DG or Discounted Government fares and CatZ or Category Z fares are non-contract Government fares. Guidelines for Government travelers’ utilization of these types of fares fall under FTR 301-10.107-108.

CPP FY22 Request for Proposal (RFP) 15

B.4 Pricing Schedule for Group 1, Group 2, and Group 3 Line Items

1. The offeror shall propose a fixed-price fare for scheduled air passenger transportation services as specified herein in accordance with the same services the offeror provides commercially to the general public in scheduled service. Additionally, during the contract period and any exercised option periods, an economic price adjustment for a fuel surcharge may be assessed as part of a domestic, international, and/or fifth freedom of the air contract fare at the time of ticketing under conditions outlined in §I.2 I-FBG-LS001 Economic Price Adjustment for Fuel Surcharges – City Pair Program (CPP) (JAN 2016).

2. The Contractor shall provide only one-way fares under this solicitation. The fare shall apply in either direction of travel for the line item. Contract fares are not applicable to or from intermediate points in connecting service line items.

3. For the below line items, the basic offered price is an unrestricted coach fare (YCA fare designator) with Last Seat (inventory) Availability. In addition, a fare restricted only for capacity (_CA fare designator) may also be offered in every Group 1,4 2,5 and 3 line item.

4. For international business class line items, the basic offered price is an unrestricted coach fare (YCA fare designator) with Last Seat (inventory) Availability, and a contract business fare (_CB). In addition, a fare restricted only for capacity (_CA fare designator) may also be offered.

5. A capacity-controlled (_CA) fare may be offered only in conjunction with an YCA fare.

All awarded _CA fares shall be placed above the bottom third of the carrier’s commercial fare classification code structure to be identified in the offer. These fares shall be made available on all flights for the fare classification in which the _CA fare is placed. If the fare class employed for the Government contract fare has seats available for sale, it shall be provided to Government travelers. Advanced ticketing requirements shall not apply to _CA fares except as permitted by §C.3.A(7). If the contract carrier closes the fare class employed for the Government contract fare, the Government understands that the _CA fare may not be available for sale to Government travelers at the time of reservation. If the _CA fare bucket changes during the term of the contract, it is anticipated that Government passengers both booked and/or ticketed at time of change will be protected in the new bucket.

The contract carrier shall notify the Contracting Officer of any changes in the commercial fare classification code structure that affect the awarded bucket/class no later than five (5) business days after the change. The awarded bucket/class shall be revised as needed to ensure that the original proportional relationship of the awarded bucket/class to the other buckets/classes within the contract carrier’s commercial fare classification code structure

4 Group 1 line items are CLINs that are awarded on a best overall value basis using a price/technical tradeoff analysis.

5 Group 2 and 3 line items are CLINs that are awarded to the technically acceptable, lowest priced offeror; however technical requirements for Groups 2 and 3 differ.

CPP FY22 Request for Proposal (RFP) 16 is maintained. The intent is that the Government shall receive _CA fares at least 60% of the time in domestic and international line items and the Government reserves the right to audit accordingly.

Last seat (inventory) availability applies to the service on a carrier’s own flights as well as all offered domestic codeshare partner(s). On international line items, last seat (inventory) availability applies to the service on a carrier’s own flights, as well as all offered codeshare partner(s) proposed on a line item-by-line item basis or proposed with no specific line item identification. On fifth freedom of the air line items, last seat (inventory) availability applies to the service on a carrier’s own flights.

6. All fares shall include the cost of meals and baggage handling services normally and customarily provided by scheduled carriers to the same class of commercial passengers.

7. Government Business Fares:

(a) With the exception of international business class line items, offers may include a Government business class fare in addition to the basic fare(s) offered. Business class fares shall be coded as “_CB” (capacity-controlled contract business fares).

Business class fares will only be awarded to the offeror awarded the YCA fare for a specific line item.

(b) In those contracts that include business fares for Government travelers, carriers shall provide such fares when authorized by the using agency in accordance with the Federal Travel Regulation, Chapter 301 (Travel Allowances), the Joint Travel Regulations, and the Foreign Affairs Manual.

(c) Airport codes shall be used in conjunction with the business class contract fare designator (_CB) in domestic line items. City codes may be used in conjunction with international and fifth freedom of the air _CB line items, unless otherwise noted.

(END OF SECTION B)

CPP FY22 Request for Proposal (RFP) 17

SECTION C – DESCRIPTIONS/SPECIFICATIONS/STATEMENT OF WORK (SOW)

C.1 BACKGROUND

Since July 1980, GSA has contracted for scheduled air passenger transportation services for Government civilian and military employees traveling on official business. The use of GSA scheduled air passenger transportation services is governed by 41 CFR 301-10.106 through 301-

10.143 and 41 CFR 301-73.200 through 301-73.202.

C.2 SCOPE

This contract is to provide scheduled air passenger transportation service by certified United States air carriers, under 14 CFR Part 121, for various solicited domestic, international, and fifth freedom of the air line items. To be considered for a contract award, offerors shall meet all solicitation requirements and possess all required certifications as defined in Section H.

A. Mandatory Users: Except as otherwise provided in §C.2.B and §C.2.C below, mandatory users for awarded coach class and/or business class service are—

(1) All uniformed personnel and civilian employees of the Department of Defense including military reservists traveling to and from inactive duty training when authorized by the Department of Defense.

(2) Civilian employees of agencies of the U.S. Government as defined in 5 U.S.C.

5701, except as noted below; for purposes of this provision, an agency of the U.S. Government as defined in 5 U.S.C. 5701 means:

(a) An executive agency (executive department, Government corporation owned by the Government of the United States, or an independent establishment);

(b) A military department (Department of the Army, Department of the

Navy, and Department of the Air Force);

(c) An office, agency, or other establishment in the legislative branch but does not include—

(i) A Government controlled corporation (mixed-ownership Government corporation);

(ii) A member of Congress; or an office or committee of either House of Congress or of the two (2) Houses; or

(iii) The Government of the District of Columbia.

(3) Uniformed members of the U.S. Coast Guard, the U.S. Public Health Service, and the National Oceanic and Atmospheric Administration.

https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title41/41cfr301-10_main_02.tpl https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title41/41cfr301-10_main_02.tpl https://www.ecfr.gov/cgi-bin/text-idx?SID=29708c90a45ced4cbce1e8bab401ec59&mc=true&tpl=/ecfrbrowse/Title41/41cfr301-73_main_02.tpl

CPP FY22 Request for Proposal (RFP) 18

(4) Fact and expert witnesses traveling pursuant to a court order, a witness authorization agreement, or other authorizing document issued by a court of competent jurisdiction or a Federal agency.

(5) Any other person(s) authorized to travel DIRECTLY at the Government’s expense

(including dependents where authorized by law or regulation) with the exception of contractors.

(6) Employees of the Legal Services Corporation (except grantees).

(7) Employees of the Neighborhood Reinvestment Corporation.

(8) Employees of the U.S. Air Force, U.S. Navy, U.S. Marine Corps, and the U.S. Army non-appropriated fund instrumentalities.

(9) Attorneys, experts, and other persons traveling primarily in connection with carrying out responsibilities under 18 U.S.C. 3006A, (representation for any person financially unable to obtain adequate representation).

(10) Federal employees of the Farm Credit System Insurance Corporation.

(11) Federal employees of the Federal Deposit Insurance Corporation.

Any traveler listed in paragraphs (1) through (11) above are considered mandatory users when traveling at the Government’s expense with the exception of military reservists traveling to and from inactive training.

(12) Employees of the Farm Credit Administration when traveling on official

Government business.

(13) Employees of the Government of the Commonwealth of the Northern Mariana

Islands on official travel.

(14) Persons traveling on behalf of the American Red Cross National Sector for the purpose of overseas activities or U.S. activities that support the organization’s overseas operations (except contractors working for the American Red Cross).

(15) Employees of a tribe or tribal organization when performing travel necessary to carry out a contract, grant, or funding or cooperative agreement under the Indian Self-Determination and Education Assistance Act, pursuant to 25 U.S.C.

5324(k), when such tribe or tribal organization has been added to the contract as a mandatory user by the Contracting Officer (CO) pursuant to this clause. Each eligible tribe or tribal organization will be added individually as a mandatory user by the CO at the sole discretion of the Government and at no additional cost to the Government.

CPP FY22 Request for Proposal (RFP) 19

A list of tribes or tribal organizations that are mandatory users may be found at:

http://www.gsa.gov/portal/content/103885.

(16) Employees of and participants in the Eisenhower Exchange Fellowship Program when performing travel necessary to carry out the provisions of 20 U.S.C. 5201.

(17) Employees of the foundations established by Acts of Congress to solicit private sector funds on behalf of Federal land management agencies for official travel, including:

(a) The National Park Foundation;

(b) The National Fish and Wildlife Foundation; and

(c) The National Forest Foundation.

(18) District of Columbia Courts.

(19) Federal employees of the National Credit Union Administration when traveling on official Government business.

(20) Employees of the Board of Governors of the Federal Reserve System when traveling on official Government business.

(21) DoD recruits traveling from Military Entrance Processing Stations (MEPS).

(22) Employees of a tribe or tribally-designated housing entity when performing travel necessary to carry out a block grant under the Native American Housing Assistance and Self-Determination Act, pursuant to 25 U.S.C. 4111(j), when such tribe or tribally-designated housing entity has been added individually as a mandatory user to the contract by the CO at the sole discretion of the Government and at no additional cost to the Government.

A list of tribes or tribally-designated housing entities that are mandatory users may be found at: http://www.gsa.gov/portal/content/103885.

(23) Employees of the United States Holocaust Memorial Museum when traveling on official Government business.

(24) Employees of the Government of the United States Virgin Islands when traveling on official Government business.

B. Non-Mandatory Users: Non-mandatory users may request contract service on an optional basis. Contract carriers may, but are not required to, furnish any requested service to non-mandatory users. Non-mandatory users are— http://www.gsa.gov/portal/content/103885 http://www.gsa.gov/portal/content/103885

CPP FY22 Request for Proposal (RFP) 20

(1) All members and employees of the U.S. Congress; employees of the Judicial Branch of the Government; employees of the U.S. Postal Service; U.S. Foreign Service Officers; and employees of any agencies who are not subject to the provisions of 5 U.S.C. 5701-5711.

(2) Groups of ten (10) or more passengers traveling together on the same day, on the same flight, for the same mission requiring group integrity, and identified as a group by the travel management service upon booking.

C. Exceptions to the mandatory use requirement. Mandatory users are not required to use coach and/or business class contract fares when—

(1) Space on a scheduled contract flight is not available in time to accomplish the purpose of travel or use of contract service would incur unnecessary overnight lodging costs which would increase the total cost of the trip;

(2) The contract carrier’s flight schedule is inconsistent with explicit policies of the specific Federal department or agency or other mandatory user with regard to scheduling travel during normal working hours;

(3) A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government or other mandatory user (the combined costs of transportation, lodging, meals, and related expenses considered);

Note to paragraph (3): This exception does not apply if the contract carrier offers the same or lower fare and has seats available at that fare, or if the fare offered by the non-contract carrier is restricted to Government and military travelers performing official business and may be purchased only with a contractor-issued travel charge card, centrally billed account (e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR where the two (2) previous options are not available;

(4) Cost effective rail service is available and is consistent with mission requirements; or

(5) Smoking is permitted on the contract flight and the nonsmoking section of the contract aircraft is not acceptable.

Note 1: Any group of ten (10) or more passengers traveling together on the same day, on the same flight, for the same mission, requiring group integrity and identified as a group by the travel management service upon booking is not a mandatory user of the Government’s contract city-pair fares. For group travel, agencies are expected to obtain air passenger transportation service that is practical and cost effective to the Government.

CPP FY22 Request for Proposal (RFP) 21

Note 2: Contractors are not authorized to use contract city-pair fares to perform travel under their contracts.

Note 3: If the Government contract city-pair carrier offers a lower cost capacity-controlled coach class contract fare (MCA, QCA, VCA, etc.) in addition to the unrestricted coach class contract fares (YCA), the traveler should use the lower cost capacity-controlled fare when it is available and meets mission needs.

C.3 TECHNICAL REQUIREMENTS

A. REQUIREMENTS

(1) Any award(s) resulting from this solicitation will be a requirements contract for the services specified in the Schedule of Line Items (Attachments 4, 5, and 6), and effective for the period of performance. The quantities of services specified in the schedule are estimates only and are not guaranteed under any resulting contract. Except as this contract may otherwise provide, if the Government’s requirements do not result in orders in the quantities described as “estimated” or “maximum” in the schedule, that fact shall not constitute the basis for an equitable price adjustment.

(2) Offers received for a contract line item specified in the Schedule of Line Items

(Attachments 4, 5, and 6) that do not meet the minimum requirements contained in Sections C.3.B, C.3.C, C.3.D, and C.3.E will not be considered for contract award.

(3) Delivery or performance shall be made only upon the purchase of tickets in accordance with the terms and conditions of the resultant contract. Subject to any limitation elsewhere in this contract, the contract carrier shall furnish to the Government all services specified in the schedule.

(4) Except as this contract otherwise provides, the Government shall order from the contract carrier all the services specified in the schedule that are required to be purchased by the Government activities specified as mandatory users in §C.2.

(5) The Government is not required to purchase from the contract carrier requirements that meet the exceptions to mandatory use in §C.2.

(6) Tickets shall not be sold under this contract for passenger transportation services after the end of the contract period or any extension to the contract period.

(7) Contract carriers may auto-cancel an un-ticketed coach City Pair Program reservation (i.e., YCA and _CA fares) 48 hours prior to…