GSA 47QMCB22Q0015 Request for Quote 07_28_2022.docx

DRAFT

SECTION 1 – PERFORMANCE WORK STATEMENT

The Defense Travel Management Office (DTMO), on behalf of the Department of Defense (DoD), requires Travel Management Company (TMC) services from Contractors knowledgeable in all areas of travel services to support official travel activities of authorized DoD travelers.

1.2 BACKGROUND

The Defense Human Resources Activity (DHRA) is a DoD Field Activity of the Office of the Under Secretary of Defense for Personnel and Readiness (OUSD (P&R).

The DTMO was established in February 2006 to serve as the single focal point for commercial travel within the DoD, establishing strategic direction, setting policy and centrally managing commercial travel programs. The DTMO maintains central oversight for commercial travel management, travel policy and implementation, customer support and training, DoD travel card program management and functional oversight for the DoD Online Booking Tool (OBT). The DTMO functions as the single customer representative for all designated DoD Agencies activities and facilities located within the Contiguous United States (CONUS). The DTMO has overall responsibility for procuring TMC services on behalf of DoD. TMC services managed by the DTMO are currently provided to DoD locations worldwide by multiple TMC service providers, comprised of both large and small businesses.

Contractors must have the ability, knowledge, and skills in the areas of information technology, call center services, Global Distribution Systems (GDS), Government travel suppliers, Government travel policy (Joint Travel Regulations [JTR]), and the Defense Transportation Regulations (DTR). Contractors shall ensure that travel management services performed are within policy guidelines; use Government preferred suppliers, unless a valid exception applies; and TMC services shall provide the Government with an overall best value.

DoD Agencies require TMC services be provided for DoD travelers to arrange official travel to include travel by civilians on invitational travel authorizations in connection with official business of the United States Government and performed under orders at the expense of federal appropriated and non-appropriated funds, with the exclusion of Leave in Conjunction with Official (LICWO) travel. The awarded TMC shall provide support to DoD travelers by making reservations and issuing tickets for commercial modes of transportation; making reservations for car rental and lodging; and performing related services, such as reporting and maintenance of records. TMC services shall include, but are not limited to, the following services:

· TMC Assist Travel Arrangements

· DoD OBT Travel Arrangements

· Centrally Billed Account (CBA)/ Unit Card (UC) Reconciliation

· Movement of Human Remains

· Delivery of Reports

· Providing Global Distribution System (GDS) Terminals / GDS Like Software Solution

· Maintaining Security of Personnel Data/Privacy Act Enforcement

· Leave in Conjunction with Official Travel (LICWO)

Transition to new service providers is a process that must be accomplished methodically and comprehensively to avoid service disruption. TMC services are not immediately transferable and require a period of transition to ensure seamless continuity of service.

1.3 SCOPE

DoD requires travel services that shall be compatible with the existing DoD OBT platform and any revised versions for which the TMC shall have multiple reporting requirements. Based on the required level of performance incorporated in this solicitation, DoD expects vendors to propose robust Information Technology (IT) solutions that are sufficiently flexible to ensure compatibility with the existing DoD OBT and any revised versions.

The Contractor shall, at a minimum:

· Provide all personnel, equipment, facilities, licenses, materials, resources, supplies, and services and perform all the tasks necessary to meet all requirements of the PWS as set forth below.

· Provide travel services support for authorized travelers for designated DoD Agencies facilities throughout the DoD within the CONUS. All tasks shall be performed in accordance with the PWS including travel services and reservations made using DoD OBT and TMC Assist/Non-DoD OBT. In the event that local business rules conflict with PWS requirements, the PWS will take precedence.

· Demonstrate the ability to process, receive, and send DoD OBT reservations upon successful completion of the required Passenger Name Record (PNR) Validation (Attachment 1) process.

· Demonstrate customer service to ensure DoD traveler needs are met.

1.3.1 DEFENSE INFORMATION SYSTEMS AGENCY (DISA)

The Defense Information Systems Agency (DISA) located at Tinker Air Force Base (AFB), Oklahoma will transition into this task order at the end of its current contract expiration date. Transition date to be determined and communicated by the Contracting Officer (CO) 90 calendar days prior to its contract expiration via a task order modification.

Accounting and Management Information System (AMIS) (e.g., back office system) Air Mobility Command (AMC) Area of Responsibility (AOR) Centrally Billed Accounts (CBA) Certificate of Non-availability (CNA) Change Request (CR) Charge Card Vendor (CCV) Chief Financial Officer (CFO) Certified Information Systems Security Officer (CISSO) City Pair Program (CPP) Civil Reserve Air Fleet (CRAF) Code of Federal Regulations (CFR) Comma Separated Values (CSV) Commercial Travel Information Management (CTIM) Common Access Card (CAC) Contiguous United States (CONUS) Contract Discrepancy Report (CDR) Contract Line Item Number (CLIN) Contracting Officer (CO) Contracting Officer Representative (COR) Contractor Acquired Government Owned Property (CAP) Controlled Unclassified Information (CUI) Defense Advanced Research Projects Agency (DARPA) Defense Acquisition University (DAU) Defense Commissary Agency (DeCA) Defense Construction Supply Center (DCSC) Defense Contract Audit Agency (DCAA) Defense Contract Management Agency (DCMA) Defense Counterintelligence and Security Agency (DCSA) Defense Energy Support Center (DESC) Defense Federal Acquisition Regulation Supplement (DFARS) Defense Finance and Accounting Service (DFAS) Defense Human Resources Activity (DHRA) Defense Industrial Base (DIB) Defense Information Systems Agency (DISA) Defense Intelligence Agency (DIA) Defense Logistics Agency (DLA) Defense Media Activity (DMA) Defense Microelectronic Activity (DMEA) Defense POW/MIA Accounting Agency (DPAA) Defense Reutilization and Marketing Service (DRMS) Defense Security Cooperation Agency (DSCA) Defense Supply Center (DSC) Defense Switched Network (DSN) Defense Table of Official Distances (DTOD) Defense Technology Security Administration (DTSA) Defense Threat Reduction Agency (DTRA) Defense Transportation Regulation (DTR) Defense Travel Management Office (DTMO) Defense Travel Management Travel Explorer (TraX) Passport Department of Defense (DoD) Department of Defense Directive (DoDD) Department of Defense Financial Management Regulation (DoD FMR) Department of Defense Identification Number (DoD ID) Department of Defense Information System Security Officer (DoD ISSO) Department of Defense Inspector General (DoDIG) Department of Defense Instruction (DoDI) Department of Defense IT Portfolio Repository (DITPR) Department of Defense Online Booking Tool (DoD OBT) Department of Homeland Security (DHS) Diplomat Flight Services (DFS) Direct Support Operator/Operations (DSO) Electronic Questionnaire for Investigations Processing (eQIP) Electronic Subcontracting Reporting System (eSRS) Enterprise Mission Assurance Support Service (eMASS) Federal Acquisition Regulation (FAR) Federal Bureau of Investigation (FBI) Federal Emergency Management Agency (FEMA) Federal Information Security Modernization Act (FISMA) Federal Travel Regulation (FTR) File Transfer Protocol (FTP) Fiscal Year to Date (FYTD) Foreign Clearance Program (FCP) Freedom of Information Act (FOIA) General Schedule (GS) General Services Administration (GSA) Global Air Transportation Execution System (GATES) Global Distribution System (GDS) Government Corporate Discount Number (CD Number) Government Furnished Equipment (GFE) Government Furnished Property (GFP) Government Transportation Request (GTR) Government Travel Charge Card (GTCC) Homeland Security Presidential Directive (HSPD) Individually Billed Account (IBA) Individual Subcontract Report (ISR) Installation Transportation Officer (ITO) International Air Transport Association (IATA) Integrated Lodging Program (ILP) Invitational Travel Authorization (ITA) Joint Base (JB) Joint Ethics Regulation (JER) Known Traveler Number (KTN) Leave In Conjunction with Official Travel (LICWO) Local Area Network (LAN) Local Payment of Airline Tickets (LOPA) Lowest Logical Airfare (LLA) Management Information System (MIS) Management Service Fee (MSF) Military Air Transportation Agreement (MATA) Missile Defense Agency (MDA) Missing In Action (MIA) National Agency Check with Inquires (NACI) National Institute of Standards and Technology (NIST) No Later Than (NLT) Office of Personnel Management (OPM) Office of the Under Secretary of Defense (Personnel and Readiness) (OUSD) (P&R) Online Booking Tool (OBT) Operations Security (OPSEC) Organizational Conflict of Interest (OCI) Other Service Information (OSI) Other than Economy/Coach Class (OTECC) Outside the Contiguous United States (OCONUS) Passenger Name Record (PNR) Passenger Reservation Center (PRC) Passenger Transportation Officer (PTO) Past Performance Questionnaire (PPQ) Patriot Express (PE) Pegasys Document Number (PDN) Performance Work Statement (PWS) Permanent Change of Station (PCS) Permanent Duty Travel (PDT) Personally Identifiable Information (PII) Point of Contact (POC) Point of Sale (POS) Premium Class Travel Reporting Tool (PCTRT) Prisoners of War (POW) Program Management Office (PMO) Pseudo City Code (PCC) Public Key Infrastructure (PKI) Quality Assurance Evaluator (QAE) Quality Assurance Surveillance Plan (QASP) Quality Control Plan (QCP) Request for Information (RFI) Request for Quote (RFQ) Secure Communications Portal (SCP) Special Service Request (SSR) Standard Operating Procedure (SOP) Subscriber Identification Number (SID) Summary Subcontract Report (SSR) Taxpayer Identification Number (TIN) Temporary Duty Assignment (TDY) Tickets Are Waiting (TAW) Traffic Management Office (TMO) Traffic Manager (TM) Transportation Officer (TO) Transportation Security Administration (TSA) Travel Assistance Center (TAC) Travel Authorization Number (TANUM) Travel Management Company (TMC) Uniform Resource Location (URL) United States Army (USA) United States Code (U.S.C.)

United States Government Rental Car Agreement (USGRC) United States Dollar (USD) White House Communications Agency (WHCA) Workforce Improvement Program (WIP)

1.4.2 DEFINITIONS

Abandoned Call – An abandoned call is a call or other type of contact initiated to a call center that is ended before any conversation occurs.

Advance Credits – Ticket refunds credited by the Contractor on the Centrally Billed Account (CBA) that allows the activity to receive immediate credits for unused tickets.

Agent – An approved representative or company that provides a service, typically one that involves organizing transactions between two parties. This representative may or may not be a member of nationally recognized organizations.

Air Mobility Command Patriot Express (AMC/PE) – DoD contracted commercial charter flights that provides movement of authorized travelers. Flights operate between military and/or commercial airports.

Airline Reporting Corporation (ARC) – A technology solutions company providing the U.S. based travel industry with business products, travel agency accreditation services, process and financial management tools, and data analytics. ARC supports airlines, travel agencies, corporate travel departments, railroads and other travel suppliers.

Auto-book – To book via automation/automated system or online booking tool.

Authorizing Official (AO) – The official at the operational level who has the responsibility for the mission and the authority to obligate funds to support TDY travel for the mission. The AO authorizes only travel necessary to accomplish the mission of the Government.

Back Office System – Accounting, invoicing and customer service software. Frequently used to process and verify weekly sales reports. Types of reports include financial, customer travel patterns, settlement, general ledger, and accounting. An automated system interface with the Contractor’s GDS that collects and reports data for management information reports and financial accounting.

Bank Settlement Plan (BSP) – System designed to facilitate and simplify the selling, reporting and remitting procedures of the IATA Accredited Passenger Sales Agents, as well as improve financial control and cash flow for BSP Airlines.

Broker – The practice of a person, company, or carrier acting as an intermediary for one or more carriers when offering services for Government requirements without being annotated as that specific carrier’s Government representative/agent.

Bus Charter Transaction – A transaction for which arrangements are made for multiple passengers to travel on one or more motor coaches/busses.

Bus Individual Transaction – A transaction for which arrangements are made for an individual passenger to travel on a single bus reservation and ticketing in accordance with industry standards.

Business Hours – The hours during the day in which business is commonly conducted.

Business Rules – A set of rules developed for DoD travelers, administrative and supervisory personnel and TMC service providers that outline guidelines that are used to support the travel needs of a specific location, (e.g., after-hours support, premium class travel, etc.).

Carrier Code - The carrier code identifies the airline of the ticket transaction.

Centrally Billed Account (CBA) – An account for the purchase of official travel tickets established between the Government and the General Services Administration’s SmartPay Contractor.

Certificate of Non-Availability (CNA) Statement number/Non-Availability Confirmation Number – Number provided by DoD lodging facilities when no rooms are available.

Commercial lodging – A facility that provides lodging accommodations that are not located on a military installation.

Common Access Card (CAC) – The CAC, a "smart" card about the size of a credit card, is the standard identification for active duty uniformed Service personnel, Selected Reserve, DoD civilian employees, and eligible contractor personnel.

Commission – Any compensation by a Contractor, when the same is calculated, in whole or in part, as a percentage on the amount of the transaction or in any manner as a flat-fee received by the Contractor.

Common Carrier – A licensed carrier for hire to transport passengers on regular routes. Does not include chartered or military aircraft, rented/private or courtesy vehicles.

Contractor Travel Transaction – Any transaction for which the services of the TMC are used to book and/or ticket travel arrangements for Contractors.

Defense Travel System (DTS) – A DoD system that allows the traveler to coordinate and arrange temporary duty (business) travel, including reservations and travel voucher preparation, approval, and submission.

Department of Defense Identification Number (DoD ID) – A ten-digit number that serves as the Known Traveler Number (KTN) of an individual enrolled in the TSA Pre-check program. This number is also known as the KTN.

Distribution Management Officer - See definition for Transportation Officer.

Department of Defense Integrated Lodging Program (ILP) – Includes DoD Lodging, Government Privatized Lodging, and DoD Preferred Commercial Lodging.

Department of Defense Lodging – Government lodging facilities that are owned/leased and operated by the DoD. DoD lodging facilities that are bookable in DoD OBT meet adequacy standards are included in the ILP.

Department of Defense OBT Transaction – A transaction requiring ticketing for PNR(s) created by the system to include processes required by the TMC to meet all PWS requirements.

Department of Defense Online Booking Tool (DoD OBT) – DoD OBT is an integrated program that comprises traditional travel services and is an end-to-end system, which includes processes such as application of simplified rules and entitlements, standardized DoD business processes, e-commerce of the DoD’s temporary duty (TDY) process, automated management information system (MIS) and a seamless travel process.

Department of Defense Preferred Commercial Lodging – Commercially owned and operated lodging facilities that have been strategically sourced by the DoD to provide DoD travelers with rates below established per diem and offer additional amenities. These commercial lodging facilities also meet strict DoD safety, security, service, and adequacy standards.

Domestic – A domestic flight is within one country. (e.g., flying from Frankfurt, GE [FRA] to Stuttgart, GE [STR]).

Emergency Staffed Office – A temporary staffed office at remote ticketing site(s) provided within 24 hours after notification from the Contracting Officer (CO), at the request of the Government.

Emergency Travel – Travel will commence within the following 24 hours or the need to travel arises over the weekend or during a holiday for travel that will commence over the weekend or on the next business day, and the traveler cannot wait until the next business day to process reservations.

Federal Holiday. United States Federal Government holidays. Information regarding United States Federal Holidays is located at the following website: http://www.opm.gov/Operating_Status_Schedules/fedhol/.

FedRooms® – FedRooms® provides Federal Travel Regulations (FTR)-compliant hotel rooms for Federal Government travelers while on official business.

Frequent Traveler – An individual travelling one or more trips per month.

Frequent Traveler Account Number – A number or alphanumeric code assigned to an individual allowing participation in loyalty programs offered by airlines, rental car companies, and lodging facilities.

GDS Like Software Solution - A browser-based GDS access via desktop enabling 24/7 travel servicing, offering full support anywhere with an internet connection.

Global Distribution System (GDS) – A computerized reservation network used as a single point of access for reserving airline seats, hotel rooms, rental cars, and other travel related items.

Government-Designated Help Desk – Provides enterprise level support on a range of travel-related topics to include DoD OBT issues. The Help Desk is available to DoD travelers and TMC Contractors. (Currently known as the Travel Assistance Center [TAC]).

Government Privatized Lodging – Commercially operated and managed lodging facilities that are on DoD installations. Currently, only Army Privatized Lodging (PAL) that are available and meet adequacy standards at many U.S. Army installations in CONUS and non-foreign OCONUS locations are in the ILP. Also known as Public Private Venture (PPV).

Government Transportation Request (GTR) – Used to procure passenger transportation services.

Group Passenger Movement – Ten 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 system upon booking.

GSA SmartPay Tax Advantage Travel Card Accounts – The GSA SmartPay Tax Advantage Travel Card Account is a new product offering that combines an Individually Billed Account (IBA) and Centrally Billed Account (CBA), providing a means to obtain tax exemption automatically at the point of sale for rental cars and lodging charges.

Human Remains Transaction – Any transaction for which the services of the TMC are used to arrange the movement of human remains.

Individually Billed Account (IBA) – An individual account established by a GSA approved contractor for the purchase of official transportation tickets and other authorized travel expenses.

International – An international flight is between two or more countries, (e.g., Frankfurt, GE [FRA] to Atlanta, GA [ATL]).

Joint Travel Regulations (JTR) – Prescribes official travel allowances for eligible uniformed members and their dependents; eligible DoD civilian employees and their dependents.

Known Traveler Number (KTN) – A nine-digit number that serves as the known traveler number for an individual enrolled in the Transportation Security Administration (TSA) Pre-check program. This number is also known as a Department of Defense Identification number (DoD ID).

Lead Defense Travel Administrator (LDTA) – Individual point of contact for travel functions at a site/location, leader of the implementation team and manager of travel program sustainment. Responsible for establishing/overseeing the organization routing structure for approving and certifying travel. Establishes and maintains local business processes, monitors a "reject" e-mail address, assigns roles and permission levels procedures, maintains traveler profile information, adds, detaches, receives and deletes users and reports problems to the TAC.

Lead Quality Assurance Evaluator (LQAE) – Individual designated in writing by the CO to maintain liaison with the COR and the Contractor and to monitor contractor performance. The Services and Agencies may also designate an LQAE at the headquarters level.

Leave in Conjunction with Official Travel (LICWO) – Any transaction for which the services of the TMC are used to book leisure travel requested by a traveler concurrent with and/or in addition to authorized official travel.

Line of Accounting (LOA) – A data entity representing a DoD account used to finance travel.

Longest Delay in Queue (LDQ) – The longest time period that a customer in a queue waits before either connecting with an agent or hanging up.

Lowest Logical Airfare (LLA) – The lowest cost coach-class fare that meets mission requirements.

Management Service Fee (MSF) – MSF methodology consists of charging a fixed fee per month for full performance of all contract requirements.

Military Working Dogs Transaction – Any transaction for which the services of the TMC are used to arrange transportation of Military Working Dogs.

MyTravel – DoD’s new travel system capability that uses a commercial Software as a Service to book travel, manage travel related expenses, and initiate travel-related financial transactions.

Official Travel – Authorized travel and assignment solely in connection with business of the Government. Types of official travel include Temporary Duty (TDY), Permanent Duty Travel (PDT), Permanent Change of Station (PCS), Recruit Travel, travel by Reserve Component/National Guard members, Leave In Conjunction with Official (LICWO) Travel, and Evacuation Travel. Official travel also includes civilians on invitational travel authorizations (ITA) in connection with official United States Government business, and travel performed under orders at the expense of federal appropriated and non-appropriated funds.

Online Booking Tool (OBT) – See Defense Travel System (DTS) and MyTravel definitions.

Other Service Information (OSI) - Requests are messages sent directly to the supplier to communicate traveler preferences or requirements. OSIs are used only for air segments. OSIs are typically used to notify a supplier of special circumstances such as a passenger that does not speak the local language.

Other Than Economy-/Coach-Class (OTECC) – Any class other than economy class at Government expense.

Permanent Change of Station (PCS) – The permanent assignment, detail, or transfer of a Service member, civilian employee, or unit to a different Permanent Duty Station (PDS). A PCS order does not direct further assignment to a second new PDS or return to the old PDS. A PCS order does not specify the duty as temporary, but may authorize TDY travel en route to the new PDS.

Permanent Duty Travel (PDT) - Travel associated with a PCS. For Service members, permanent duty travel includes PCS, consecutive overseas tour, or in-place consecutive overseas tour and for civilian employees permanent duty travel includes PCS, renewal agreement travel, first duty station travel, and separation travel.

Pet Travel Transaction – Any transaction for which the services of the TMC are used to make pet travel arrangements for PCS.

Plan of Action and Milestones (POA&M) – A document that identifies tasks needing to be accomplished. It details resources required to accomplish the elements of the plan, any milestones in meeting the tasks, and scheduled completion dates for the milestones.

Point of Sale (POS) – The time at which a transaction fee shall be charged.

Premium Class Travel Reporting Tool (PCTRT) – An automated reporting tool that allows the Government to collect premium and business class air and rail fare data ticketed by the Travel Management Company (TMC) and sends it to the appropriate Service or Agency Representative(s) for validation.

Privatized Lodging – Commercially operated and managed lodging facilities that are on DoD installations. Currently, only Army Privatized Lodging (PAL) that are available and meet adequacy standards at many U.S. Army installations in CONUS and non-foreign OCONUS locations are in the ILPP.

Quality Assurance (QA) – Those actions taken by the Government to assure that services meet the requirements of the contract.

Quality Assurance Evaluators (QAE) – Individuals designated in writing by the CO to maintain liaison with the COR and the Contractor and to monitor Contractor performance at local sites. The Services and Agencies may also designate an LQAE at the headquarters level.

Redress Control Number – A record identifier for people who apply for redress through the Department of Homeland Security (DHS) Travel Redress Inquiry Program (DHS TRIP). DHS TRIP is for travelers who have been repeatedly identified for additional screening and who want to file an inquiry to have erroneous information corrected in DHS systems.

Reserve Components (RC) – Army National Guard, Air National Guard, U. S. Army Reserve, U. S. Naval Reserve, U. S. Marine Corps Reserve, and U. S. Air Force Reserve.

Service Level – Describes in measurable terms, the services a TMC furnishes within a given time period.

Site Requested Staffed Office – An on-site travel office to include personnel and equipment that is ordered by the Government after contract award. The on-site office location shall be capable of providing travel supplies and services as required by the PWS. The site/location shall have the capability to support an increase in transactions in the event of a surge and determine their method of supporting the surge requirements and may include support from an off-site location.

Special Service Request (SSR) – A message sent directly to suppliers to communicate traveler preferences, special services needed by a traveler, or of a procedural requirement necessary of the carrier. SSRs include information such as meal preference or special assistance required the traveler.

Staffed Office – An on-site travel office to include personnel and equipment that is identified before the start of the contract by the Government. The on-site office shall be capable of providing travel services and supplies as required by the PWS. The site/location shall have the capability to support an increase in transactions in the event of a surge. The Contactor shall determine their method of supporting the surge requirements and may include support from an off-site location.

Surge Requirements – Travel volume requirements that are out of the ordinary, (i.e., due to an exercise, contingency, group deployment, or holiday travel).

System Security Plan (SSP) – Formal document that provides an overview of the security requirements for an information system or an information security program and describes the security controls in place or planned for meeting those requirements.

Transaction – Travel and transportation arrangements to include: air, rail, rental car, ferry, bus and lodging (or any combination thereof) and may include multiple segments, tickets, changes, cancellations, and refunds for travel services. Transaction types in this PWS include TMC Assist/Non-DoD OBT, DoD OBT, TMC Assist Non-Air/Rail, Bus Charter, Bus Individual, Military Working Dogs, Human Remains, LICWO, Contractor, AMC/PE, and Pet Travel.

Transaction Fee – The fee charged for travel and transportation arrangements on one DoD travel authorization, which includes assistance for pre and en route travel changes and ticketing. For a Group Travel Request (Air), a transaction fee can be charged for each traveler in the group. For Bus Charter transactions, one fee is charged per charter arrangement, which may include multiple busses for multiple travelers. For ferry transactions, one fee is charged per ferry arrangement which may include multiple travelers. In accordance with industry standards, if air/rail changes after ticketing require ticket reissuance, an additional transaction fee may be charged, which shall be considered a TMC Assist transaction.

Transportation Officer (TO) – Individual appointed by the Commander of military activity to perform traffic management functions for official travel. May also be called the Distribution Management Officer (DMO), Installation Transportation Officer (ITO), Traffic Manager (TM), Traffic Management Officer (TMO), Passenger Transportation Officer (PTO), Passenger Travel Specialist, Movement Control Team (MCT) or Branch Movement Control Team (BMCT). The TO at each site/location will be appointed in writing by his or her local command authority.

Travel Daily – Live PNR queue transfer to capture standard PNR data (i.e., air, car, and lodging) and required data elements.

Travel Management Company (TMC) – A commercial company that provides a full range of travel services.

Travel Management Company Monthly (TMC Monthly) – A monthly collection of passenger transportation data.

Traveler Profile – Repository for data related to a specific traveler.

Travel Services - Commercial services for the provision of travel services which includes, but not limited to: travel arrangement, reservation, ticketing and traveler support for air, rail, lodging, car rental and ancillary services, which includes arrangement, booking, ticketing, business services, delivery services, destination services, documentation, frequent flyer and loyalty programs, help desk, international services, invoicing, reconciliation, profile management, quality control, reporting, data analytics, technology integration and standalone bookings for lodging and rental car.

TMC Assist Non-Air/Rail Transaction – Any transaction in which the services of the TMC are used to complete one DoD travel authorization, which may include one or more of the following: hotel, rental car, and ferry arrangements.

TMC Assist Transaction – A transaction requiring ticketing for a PNR(s) created by the TMC from a request made in person, or via phone, email, or fax. Also includes agent assistance for DoD OBT created PNRs as defined in the TMC Orientation and User's Guide.

Unit Card (UC) – A system that is set up within a unit for purchase of official transportation services. The unit’s charge card will be used to pay the traveler’s TDY expenses and is set so that more than one person may use the same charge card when the mission requires it.

United States Transportation Command (USTRANSCOM) – The unified command, which is the DoD single manager for sea, land, and air transportation in both peace and war.

Urgent – Travel departure is within 72 hours of request.

Verbal Orders – A verbal authorization given in advance of travel and subsequently confirmed in writing, giving the date of the verbal authorization, and approved by competent authority will meet the requirement for written authorizations.

Virtual Charge Card – One time use account numbers that may be used during a limited time, for a limited amount and possibly for a specific vendor (e.g., single-use accounts, "ghost" cards).

Work Around Solution(s) – A solution appropriate for response to a program or system problem approved by the CO or the COR.

1.5 DESCRIPTION OF SUPPLIES/ SERVICES AND PRICES/COSTS

The information listed below includes a brief description of the supplies and/or services being solicited as well as the requirements for the development of the Offeror’s price quote.

1.5.1 CONTRACT LINE ITEM NUMBERS (CLINs)

The Contract Line Item Numbers (CLINs) identified below will be competitively evaluated as described in Section 6.0 – Basis of Award. These CLINs include both required and optional supplies, services and reports for which the Offeror is required to submit a quote. Option years include multiple scenarios that may show a decrease in OBT transaction numbers and TMC Assist transaction numbers per Attachment 12 – DoD Agencies TMC Tiered Pricing Model, due to the potential workload migration to the new MyTravel System.

At least sixty (60) days before exercising an option, the Government will notify the Contractor in writing as to which scenario pricing will be awarded. For the option years, the scenarios will be denoted by a dash and number sequence (e.g., -1, -2, -3, etc.). For example, if there were three scenarios for option year one (1), they would be denoted as follows: 1001-1, 1001-2, and 1001-3.

BASE PERIOD

Section A: Point of Sale (POS)

Section B: Required Supplies, Services and Reports

Section C: Optional Supplies, Services and Reports

Section D: Optional Transaction Types Paid for By Traveler

Section E: Management Service Fee (MSF)

OPTION YEAR 1

Section A: Point of Sale (POS)

Section B: Required Supplies, Services and Reports

Section C: Optional Supplies, Services and Reports

Section D: Optional Transaction Types Paid for By Traveler

Section E: Management Service Fee (MSF)

OPTION YEAR 2

Section A: Point of Sale (POS)

Section B: Required Supplies, Services and Reports

Section C: Optional Supplies, Services and Reports

Section D: Optional Transaction Types Paid for By Traveler

Section E: Management Service Fee (MSF)

OPTION YEAR 3

Section A: Point of Sale (POS)

Section B: Required Supplies, Services and Reports

Section C: Optional Supplies, Services and Reports

Section D: Optional Transaction Types Paid for By Traveler

Section E: Management Service Fee (MSF)

OPTION YEAR 4

Section A: Point of Sale (POS)

Section B: Required Supplies, Services and Reports

Section C: Optional Supplies, Services and Reports

Section D: Optional Transaction Types Paid for By Traveler

Section E: Management Service Fee (MSF)

1.5.2 SURGE REQUIRMENTS

The Contractor shall meet surge requirements, as defined in PWS Section 1.4.2, at the fixed prices established in the task order. Such surges or any other fluctuations in the quantities in the transactions ordered are not considered a change and the contractor shall not be entitled to any adjustment in price.

1.6 REQUIREMENTS

Sections 1.7 through 1.34 set forth the tasks and requirements necessary to successfully provide the required supplies and services under this task order.

1.7 CORE TASK REQUIREMENTS

1.7.1 POLICIES AND REGULATIONS

The Contractor shall comply with and make travel and transportation arrangements in accordance with the following:

Defense Transportation Regulation (DTR), https://www.ustranscom.mil/dtr/

Joint Travel Regulation (JTR), https://www.defensetravel.dod.mil/site/travelreg.cfm

DoD 7000.14-R Department of Defense Financial Management Regulation (DoD FMR), https://comptroller.defense.gov/Portals/45/documents/fmr/Combined_Volume1-16.pdf

DoD Instruction (DoDI) 5154.31 Commercial Travel Management, https://www.defensetravel.dod.mil/site/dodi5154.cfm

DoD Instruction (DoDI) 4515.13-R Air Transportation Eligibility

DoD Directive (DoDD) 4500.54-E DoD Foreign Clearance Program (FCP), https://www.fcg.pentagon.mil

DoD Directive (DoDD) 5500.07-R Joint Ethics Regulation (JER)

DoD Instruction (DoDI) 5400.11-R DoD Privacy and Civil Liberties Programs and Office of Management and Budget Memorandum M-06-15, “Safeguarding Personally Identifiable Information.”

Defense Table of Official Distances (DTOD), https://www.defensetravel.dod.mil/site/faqdtod.cfm

DoD Manual 6025.18-R Implementation Of The Health Insurance Portability and Accountability Act (HIPPA) Privacy Rule In DoD Health Care Programs

U.S. Fire Administration, Federal Emergency Management Agency (FEMA), https://apps.usfa.fema.gov/hotel/

DoD Manual 5200.02 Procedure for the DoD Personnel Security Program

Homeland Security Presidential Directive 12 (HSPD-12)

OMB Circular No. A-130 Management Information as a Strategic Resource

5 U.S.C. § 552a The Privacy Act of 1972

FAR 52.224-3 Privacy Training.

The Federal Information Security Management Act of 2002, Public Law No. 107-347, Title III

DoD Instruction (DoDI) 8500.01 Cybersecurity

Lowest Logical Airfare (LLA) as requested by the Government

DoD Integrated Lodging Program, which includes DoD Lodging, Government Privatized Lodging, and DoD Preferred Commercial Lodging Program, http://www.defensetravel.dod.mil/site/lodging.cfm

FedRooms®: https://www.fedrooms.com/home.html

U.S. Government Rental Car Agreement, http://www.defensetravel.dod.mil/Docs/CarRentalAgreement.pdf

Military Bus Program, http://www.defensetravel.dod.mil/site/bus.cfm

1.7.3 SECURITY REQUIREMENTS

1.7.3.1 The Contractor shall comply with the following:

Defense Federal Acquisition Regulation Supplement (DFARS) 252.204-7012 Safeguarding Covered Defense Information (CDI) and Cyber Incident Reporting

National Institute of Standards and Technology (NIST) SP 800-171 Rev. 2. Protecting Controlled Unclassified Information (CUI) in non-federal Information Systems and Organizations

National Institute of Standards and Technology (NIST) SP 800-171A Assessing Security Requirements for Controlled Unclassified Information (CUI)

DoD Instruction (DoDI) 8510.01, DoD Risk Management Framework (RMF) for DoD Information Technology (IT)

1.7.3.2 Apply commercially accepted security risk management standards, processes, and frameworks in accordance with NIST SP 800-171 Rev. 2, that ensures comprehensive commercial security standards, processes, and frameworks are in place to preserve and protect Government information in accordance with DFARS 252.204-7012 and NIST SP 800-171 Rev. 2 from unauthorized access with appropriate risk mitigation.

1.7.3.3 The Contractor shall have a medium assurance certificate prior to contract award. For more information visit https://public.cyber.mil/eca.

1.7.3.4 Participate in an independent on-site Government assessment of compliance to the NIST SP 800-171 Rev. 2 and NIST SP 800-171A. Assessment(s) to be conducted upon request of the Contracting Officer (CO).

1.7.3.5 System Security Plan (SSP)

1.7.3.5.4 The SSP shall identify the hardware and software used to provide travel services and the estimated end of life cycle for each.

1.7.3.5.5 The SSP shall also include related technical schematics and/or network diagrams of the systems and software used to provide travel services. The diagrams shall indicate any data stores with Government PII, and interconnections communicating Government PII, including but not limited to: