H98210-10-R-0006 MOD 1.doc

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SUMMARY OF CHANGES

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The following have been added by full text:

QUESTION AND ANSWER

Questions and Answers DTMO Small Business Re-Compete Commercial Travel Services

Solicitation #H98210-10-R-0006/ 31 March 2011 Q1. I noticed the clauses incorporated by reference do not include FAR 52.203-5 Covenant Against Contingent Fees. Will this provision be enforced on this solicitation? Or will this solicitation be exempt from this provision?

A1. This clause does not apply. See FAR 3.404.

Q2. There is no Attachment 5. Is that correct or are we missing data?

A2. That is correct.

Q3. Can you please tell us how many one-way tickets each installation issues annually?

How many round trips?

A3. No. Attachment 3 provides workload data for each Travel Area that includes the estimated annual transactions volume, which encompasses both one-way and roundtrip data.

Q4. Can we please get the top ten city pairs for each installation?

A4. The City Pair contract is a one year contract implemented in October of each year. Additionally, airline vendors supporting a particular market can change throughout the year. Therefore, what is considered a top ten this year may not be in October. Because this information is fluid and is challenging to predict, the Government has provided the top 10 city pairs for DoD as a whole.

Q5. Are you realistically expecting a small business to implement 5 to 8 to even more locations on the same day across the nation?

A5. The requirement remains unchanged.

Q6. Can the Government support all these bases for same day implementation? It seemed it was difficult for DTS to get its team to the various bases for orientation and implementation.

A6. The Government will support implementation for all locations based on implementation dates.

Q7. During the last implementation there were various adjustments to the task order for each installation. How will this paper work be done prior to implementation? Last time failure to have task orders per installation completed meant the travel agency lost money until the paperwork was completed.

A7. Without specifics the Government is unable to provide a response.

Q8. Will you be providing the same type of pricing model as last time? If so can we get this soon as there was some difficulty getting all the cells to work properly?

A8. There is no pricing model available.

Q9. Is Pricing is to be completed on the SF 1449 TRAVEL Area #____ only?

A9. Yes

Q10. Is Attachment B is to be completed by the bidder and returned for DTMO to contact listed prior to the 13 April?

A10. Attachment B must be completed and submitted with your proposal in accordance with the Instructions to Offerors.

Q11. Is DTMO requesting that the wage determination for each location/state be included in the RFP based in section C. Volume 3, ii burdened labor rates? or hourly rates for staffing in each category?

A11. No.

Q12. Out of the 6 travel areas do we get to choose which travel area we would bid on, or do we have to submit proposal on all 6 areas and DOD awards accordingly based on best offeror?

A12. Offerors may submit proposals for any or all of the six travel areas.

Q13. Out of the 6 travel areas do we get to choose which travel area we would bid on, or do we have to submit proposal on all 6 areas and DOD awards accordingly based on best offeror?

A13. See answer to question 12.

Q14a. Please clarify what Item 0004AA Single FFP is to be used for.

A14. See Section 5.7.8 and 9 of the PWS.

A14b. Is there missing data on the Site Data Sheet for Patriot Express volumes for the each location?

A14b. Attachment 2 provides the number of Patriot Express reservations.

A14c. We it be possible to provide data on the number reservations booked?

A14c. The numbers of transactions are provided on attachment 2.

Q15. In each Attachment 2, you have asked us to assume that an approximate percentage of Transactions “require assistance with travel related inquiries”. For example, in SBTA 2, the percentage is “approximately 5%”. Is this percentage a percentage of both DTS Transactions and CTO Assist Transactions, or just the latter?

A15. The 5% assumption applies to both DTS and CTO Assist transactions.

Q16. Regarding the same issue as above, are walk-in, telephone, and email inquiries within your definition of Transactions that “require assistance with travel related inquiries”?

A16. The 5% assumption applies to both DTS and CTO Assist transactions, which could include walk-in, telephone, and email inquiries.

Q17.Regarding the same issue as above, can we infer that all CTO Assist Transactions that do not “require assistance with travel related inquiries” are transactions that may be performed either centrally or onsite?

A17. No. Please see the definition of a Staffed Office

Q18. If so, then if the vast majority of CTO Assist Transactions do not “require assistance with travel related inquiries”, what, then, is the purpose of requiring staffing at all 13 of the sites in SBSA 2, for example?

A18. The requirement remains unchanged.

Q19. Would you reconsider the requirement to provide staff at each site, given that there is very little for them to do there, if almost all CTO Assist Transactions can be handled centrally, and if by Option Year 3, the vast majority of Transactions will be purely DTS Transactions??

A19. The requirement remains unchanged.

Q20. If not, would you consider a monthly fee for an onsite agent, as done in the case of non-SBSA CTO contracts?

A20. No, the Offeror shall provide pricing in accordance with the RFP.

Q21. Also in each Attachment B, you have asked us to assume that there will be 12 full-time agents and 12 half-time agents. Does this mean that you require 1.5 FTE agents at each site?

A21. Please clarify Attachment B is Past Performance Relevancy Questionnaire.

Q22. In each Attachment 2, you have require Satellite Ticket Printers. Given that virtually all tickets are e-tickets, what is the need for this expensive investment by the Contractor?

A22. Attachment 2 does not require Satellite Ticket Printers.

Q23. Also in each Attachment 2, you have GDS Terminals. Given that a GDS terminal is just an ordinary PC that accesses that GDS’ website, what is the need for these expensive purchases of hardware by the Contractor, inasmuch as each travel offices already has one or more PCs provided by the Government?

A23. The requirement remains unchanged.

Q24. PWS 6.1.3 requires that the Contractor “Provide 24-hour, 7-days per week courteous and responsive service, to customers. If the local business rules conflict with the requirements in the PWS, the Contractor shall perform in accordance with the PWS.” Does the second sentence refer to a local requirement for less than 24/7 service?

A24a. No. The PWS takes precedence over local business rules.

If not, what kind of local rules does the second sentence refer to?

A24b. The sentence refers to any business rule imposed that conflicts with the PWS. The PWS takes precedence over local business rules.

Q25. Also regarding 6.1.3, does the first sentence require that we handle any and all non-emergency calls, emails, and DTS Transactions at nights and on weekends?

A25a. No. Travelers requesting assistance for non-emergency service after normal business hours shall be advised by the Contractor that the number they have dialed is for emergency and en-route travel. The Government intends to educate travelers regarding the use of the after-hours support services.

If not, would you please clarify the requirement?

A25b. The requirement remains unchanged.

Q26. Also regarding the first sentence of 6.1.3, even if you clarify the requirement, we would like to point out that our experience has shown that DoD travelers have actually come to expect that we handle their non-emergency calls and emails 24/7. At this point, we do not believe that it is feasible any longer for us to request — or DoD to require -- that travelers contact us at night and on weekends only for emergencies. We are also finding that this trend is increasing. In order to meet the travelers’ expectation while addressing the financial consequences, we have two requests:

A26. No question provided. Comments noted.

Q26a. First, would you add a non-evaluated Pricing Item for after-hours calls (including information calls) and specify that the fee is in addition to the applicable transaction fee, if any?

A26a. No. The cost for providing 24/7 service shall be included in the Contractor’s proposed transaction fees.

Q26b. Second, to avoid staffing problems, would you restructure the pricing matrix so that, at onsite offices, we could charge for staff salaries plus a transaction fee, so that we will not lose money regardless of how much business shifts to nights and weekends? We understand that some if not all of your non-SBSA CTO contracts are structured in this way, so there is really no reason not to provide the same arrangement for small-business contractors.

A26b. No question provided. Comments noted.

Q27. PWS 5.1.3 contains three duties that were not required by the current SBSA CTO contracts: First, the Contractor must “assist the Government in research of unused tickets”. Second, the Contractor must provide “a copy of the request for refund... to the Government Transportation Office for CBA’s when the reconciliation package is provided”. Third, the Contractor “must provide a copy of the refund request to the traveler at the time the refund is initiated.” Would you please consider adding a Pricing Item for each of these services: (i) assistance in research of unused tickets; (ii) adding a copy of the entire set of refund requests to the reconciliation package; and (iii) providing a copy of the refund request to the traveler.

A27. Please clarify PWS 5.1.3 does not contain the three items addressed i.e., unused tickets, copy of the request for refund, must provide a copy of the refund request to the traveler etc. However, these are requirements of the PWS as stated in 5.1.4. and the cost for these services should be included in the Contractors proposed transaction fee.

Q28. PWS 5.5.16.2 states that the Contractor may charge the CTO Assist fee for any transaction that requires CTO intervention to book “other than those that may not autobook due to GDS limitations or whether Airlines participate with the Airline Reporting Corporation (ARC).” We interpret this requirement to mean that, if we must assist because an airline is not in the GDS or in ARC, we still cannot charge the CTO Assist fee. Frankly, this is very unfair because it penalizes us when it is the Government itself that has chosen to do business with airlines that cost more to book. In effect, you are proposing to shift the extra burden created by GSA onto small businesses. Accordingly, would you please delete the quoted phrase above and insert “for any reason other than the Contractor’s fault”?

A28.Please clarify PWS 5.5.16.2 does not exist.

Q29. PWS 6.2.5 requires that the Contractor provide “boarding passes”. Since the airlines have not permitted travel agencies to issue boarding passes for many years, would you please delete this requirement?

A29.This requirement remains unchanged. The requirement states in accordance with airline policies. Therefore, if the airline does not allow the issuance of advance boarding pass the offeror will perform in accordance with the established airline policy.

Q30. Attachment 3 indicates that for all Travel Areas the breakdown in DTS to CTO Assist is as follows:

a.

Base Year – 10% DTS; 90% CTO Assist b.

Option Year 1 – 15% DTS; 85% CTO Assist c.

Option Year 2 – 20% DTS; 80% CTO Assist d.

Option Year 3 – 25% DTS; 75% CTO Assist e.

Option Year 4 – 30% DTS; 70% CTO Assist

Attachment 4 provides Site Data that differs from these ratios for what we assume is current data:

* Area 1 – 24% DTS; 76% CTO Assist

* Area 2 – 13% DTS; 87% CTO Assist

* Area 3 – 9% DTS; 91% CTO Assist

* Area 4 – 33% DTS; 67% CTO Assist

* Area 5 – 21% DTS; 79% CTO Assist

* Area 6 – 8% DTS; 92% CTO Assist

In addition, the variances in ratios between the two attachments are even more marked in individual locations.

For purposes of staffing on which Attachment should Offerors rely? Would it not be correct to assume that the percentage of DTS would increase (if anything – and not decrease) over current data (Attachment 4)?

A30. The percentages in Attachment 3 are provided as a baseline for escalation between DTS and CTO Assist through the life of the contract. The information provided on Attachment 4 is the best data available to the Government at the time of RFP preparation. The data on Attachment 4 could vary depending on world events, etc. Therefore, the Offeror shall determine the best approach to support the requirements based on both Attachment 3 and 4.

Q31. This question relates to Patriot Express Reservations. Area 1 has 2,973 and Area 2 has 1,653. At which sites will these reservations occur?

A31a. If Patriot Express reservations are required, Attachment 2 provides the location and the number of annual reservations required.

Q31b. Are these numbers included in the numbers presented in Attachments 3 and 4 or are they in addition to those estimates?

A31b. No. The Patriot Express numbers on Attachment 2 are in addition to the data provided in Attachments 3 and 4.

Q32. There is a requirement to process LICWO travel, yet no line item in the SF1449. Is that an oversight or is pricing up to the successful offeror?

A32. Follow the CLINs in accordance with the solicitation.

Q33. Are you requesting a price for line item 0004, 1004, etc. (Bus Transactions)?

A33a. Offerors should price the SubCLINs only (0004AA,AB etc.).

If so please describe the difference between that line item and subsets of that line item (0004AA, 0004AB, 1004AA, 1004AB, etc.).

A33b. See answer to 33a.

Q34. Paragraph 5.3.4 of the PWS indicates that a DTS transaction fee is charged “if the transaction does not auto-book due to limitations of the GDS being used by the Contractor, thereby requiring Contractor intervention to book the reservation.” Please explain what “limitations of the GDS” means.

A34. “Limitation of the GDS” is referred to as travel services functions required to support the PWS that may not be supported by the Offeror’s chosen GDS.

Q34a. In the case of Southwest all GDS are capable of processing Southwest reservations for ticketing (thus they have no limitation) but Southwest is unwilling to provide access. Is it correct to assume that these Southwest tickets are billed as CTO Assist? If not, why not?

A34a. No, the CTO Assist transaction fee does not apply, as stated in paragraph 5.3.4.

Q35. There are no page limitations detailed for the proposal. Is it correct to assume that there is no limit on any of the proposal volumes?

A35. Technical proposal volumes shall not exceed 35 pages. Instructions to Offerors updated against the solicitation.

Q36. What is the difference between the Past Performance References and the Past Performance Relevancy Questionnaires?

A36. References provide points of contact information for the Government to use when conducting past performance checks. Relevancy relates to whether or not the prior contracts you are referencing is of the same scope and complexity of this requirement.

Q37. Attachment 2 – SBTA 2 – Is it correct that Columbus AFB (volume 1,492), Altus (1,493), Vance AFB (1,087) and Laughlin AFB (1,189) require on-site staffing?

A37. Yes, as indicated on the SBTA 2 Attachment 2 these locations require staffing.

Q38. Attachment 2 – SBTA 2 – Must more than one person be assigned to these smaller sites (see Q1) to cover lunch breaks, vacation, sickness, etc. or can calls be forwarded to another site from these sites (Q1) under these circumstances?

A38. Calls can be forwarded for lunch breaks only.

Q39. Section 6.5.7 outlines a requirement for an STP (satellite ticket printer). Please note that effective March 15,2010, the STP designation was discontinued by ARC with no new STP locations approved after that date. Accordingly, this requirement should be removed from the Performance Work Statement.

A39. The requirement remains unchanged. However, at this time, there is no requirement to provide STPs for any of the travel areas under this solicitation.

Q40. Request clarification on the criteria used to determine staffed vs. non-staffed locations. In SBTA1 the USAF Space CMD is a non-staffed location with 10,860 annual transactions and the Tucson ANG is a staffed location with only 1,654 annual transactions. Low volume (less than 5,000 annual transactions) staffed locations significantly increase the cost per transaction for all locations within a travel area. For example, in the aforementioned SBTA1 there are 3 staffed locations which fall below the 5,000 annual transactions threshold. Over the life of this contract alone (SBTA1) the government would realize at least $500,000.00 in savings by eliminating these staffed locations.

A40. The requirement remains unchanged.

Q41. Section 6.1.16 – Please identify which sites currently utilize a Contractor’s GDS to make reservations?

A41. No sites at this time require GDS’ to make reservations.

Q42. VOLUME 1. Business Proposal. v. All completed clauses that require an offeror’s response. Please list specific clauses which require an offeror’s response.

A42. This is the responsibility of the Offeror.

Q43. We strongly recommend an extension of the proposal submission date to insure that each small business, including our own, has an opportunity to review the extensive volume of information and to perform the essential, comprehensive numerical and logistical analyses to provide the Air Force with the most accurate and responsive proposals.

A43. There is no intention to extend the proposal due date.

Q44. Attachment 3 Contract Requirements SBTA 1

Staffing Requirements:

Q44a. SBTA 1 listed required staffing at 8 of the 11 locations, the remaining 3 that are not required staffing – USAF Space CMD; Malmstrom AFB; and Canaveral AFS - if any of the 3 request staffing will this be at the government expense?

A44a. The Government does not anticipate staffing these offices.

Travel Related assumptions:

Q44b. SBTA 1 is stating that approximately 6 GTRs were processed – were the GTRs issued for payment to the TMC which would mean DTMO is asking for payment terms from the TMC? Since the TMC has to pay for the airline tickets upon issuance, can the TMC be paid within 24 hours? What are the payment terms for the GTR to the TMC?

A44b. Government Transportation Request (GTR)/ Local Purchase and Payment of Airline Tickets (LOPA) if used will be made out to the CTO/TMC. See Attachment 7, Part 4) for LOPA procedures. Payment will be in accordance with Defense Finance and Accounting (DFAS) regulation.

Hardware:

Q44c. SBTA 1 is listing Hardware required for 6 of the 11 locations - is the government requiring the TMC to provide hardware computer equipment in addition to the GDS software? Or will the GDS-like Functionality be acceptable?

A44c. In accordance with SBTA 1 Attachment 2, the Government requires GDS Terminals at the locations listed. The Government’s requirements will specifically state when GDS like Software Solution is required.

Attachment 3 Contract Requirements SBTA 2

Hardware:

Q44d. Is it acceptable to provide GDS-like Functionality for each site listed in SBTA 2? Or is the TMC required to purchase computer hardware equipment for each site?

A44d. No, it is not acceptable to provide GDS-Like functionality. The requirements are as stated in SBTA 2, Attachment 2.

Travel Related Assumptions:

Q44e. SBTA 2 is stating that approximately 5 GTRs were processed – were the GTRs issued for payment to the TMC which would mean DTMO is asking for payment terms from the TMC?

A44e. Government Transportation Request (GTR)/ Local Purchase and Payment of Airline Tickets (LOPA) if used will be made out to the CTO/TMC. See Attachment 7, Part 4) for LOPA procedures. Payment will be in accordance with Defense Finance and Accounting (DFAS) regulation

Attachment 3 Contract Requirements SBTA 3

Staffing

Q44f. Of the 5 sites listed in SBTA 3 only MARFORES New Orleans, LA is required to be staffed as well as MCLS Barstow, CA – the other locations will be serviced from TMC Call Center? Or is the government proposing for the unstaffed locations to call into MARFORES?

A44f. The Government’s requirements is stated in SBTA 3, Attachment 2. Those locations that are not listed as staffed locations should be supported in accordance with Attachment 1 definition of a staffed office. Those locations that are not required to be staffed shall be supported in accordance with the Offeror’s approach to meeting the travel service requirements.

Attachment 3 Contract Requirements SBTA 4

Hardware:

Q44g. Of the 13 locations in SBTA 4, 9 locations are asking for Hardware – is it acceptable to provide GDS-like functionality for each requirement? Or is the TMC required to purchase computer hardware for each requirement?

A44g. No, it is not acceptable to provide GDS-Like functionality. The requirements are as stated in SBTA 4, Attachment 2.

Attachment 3 Contract Requirements SBTA 5

Hardware:

Q44h. Of the 9 locations in SBTA 5, 8 locations are asking for Hardware – is it acceptable to provide GDS-like functionality for each requirement? Or is the TMC required to purchase computer hardware for each requirement?

A44h. No, it is not acceptable to provide GDS-Like functionality. The requirements are as stated in SBTA 5, Attachment 2.

Attachment 3 Contract Requirements SBTA 6

Hardware:

Q44i. All locations are requesting Hardware – is it acceptable to provide GDS-like functionality for each requirement? Or is the TMC required to purchase computer hardware for each requirement?

A44i. No, it is not acceptable to provide GDS-Like functionality. The requirements are as stated in SBTA 6, Attachment 2.

Attachment 3 Contract Requirements – Staffing questions relating to all six SBTA areas:

Q44j. Under the Register of Wage Determinations what level of Travel Clerk is the government requiring for Staff Locations – I, II or III?

A44j. The level of Travel Clerks to support the requirements of this solicitation should be determined by Offeror.

Q44k.Where staffing is required in each SBTA will the cost be absorbed by the TMC or will the Government be reimbursing TMC?

A44k. Cost for staffing (requested by the Government and proposed by the Offeror) should be incorporated in the Point of Sale transaction fee proposed by the vendors.

Q45. DTMO Commercial Travel Services Solicitation #H98210-10-R-0006 Performance Work Statement:

Q45a. PWS Section 5.3.4. Requires that the DTS transaction fee be charged rather than a CTO Assist Transaction fee when DTS fails to autobook due to the airline selected not permitting autobooking via a GDS. This is an unreasonable and unfair requirement. The problem is the fact that the airline selected by the Government traveler will not permit autobooking via a GDS. Since the Government traveler selected a particular airline, such as Southwest, for reasons such as the lowest airfare that will not permit autobooking via a GDS it is not fair to place the cost burden on the CTO Contractor. This represents an unreasonable risk that cannot be controlled or predicted by the CTO Contractor.

A45a. No question provided. Comments noted.

Q45b. Note: If Section 5.3.4. is not modified to provide for a CTO Assist Transaction Fee when the arrangements between the airline selected by the Government traveler does not permit autobooking via a GDS then the Government is required to provide historical information regarding the number of such transactions that may be expected in each region. Without such information it is not possible for offerors to quantify the risk associated with this provision and factor such costs into its pricing.

A45b. No question provided. Comments noted.

Q46. What is the current GDS provider for the Air Force? Since DTMO is requiring the TMC to provide GDS Terminals and/or GDS-like Functionality, we need to know how much training will be involved during the transition.

Q46. The GDS to be used in support of the requirements of the RFP are to be determined by the Offeror. Please see paragraph 9.3 regarding GDS training for Government employees.

Q47. Upon receipt of questions from interested vendors, when can we expect to receive responses?

A47. See response to all questions in this document.

Q48. Will DTMO list all the submitted questions with their responses and deliver to all interested TMCs?

A48. All answers to questions are posted on Fedbizops.

Q49. Based on the bundling complications of this Solicitation, will the government now consider scheduling a Pre-Solicitation meeting to allow for an open Q & A session?

A49. No

Q49a. Note: The bundling of 61 military bases into the six super regions in this Solicitation represents improper bundling that makes it extremely difficult for small businesses to compete for these super regions. It is noted that the travel services for these bases were previously separately awarded to a number of small businesses, which maximized competion. The size and composition of these super regions will severely restrict competion.

A49a. No question provided. Comments noted.

Q49b. The composition of the 6 super regions is illogical and will greatly reduce competion and increase the cost of any CTO contractor. For example, there are 6 AFB located in Florida but they are spread over 5 regions when common sense and efficiency dictates they be grouped together . There are 3 AFB and a Marine Corps base in Arizona spread over 4 regions. Several regions have bases spread coast to coast. There simply is no logical geographic grouping of bases that would permit a small business to provide efficient travel services. Strongly request that the size of the regions be reduced - add at least 3 more regions and group the bases geographically.

A49b. No question provided. Comments noted.

Q49c. The Solicitation also has illogical requirements for staffed on-site CTOs at bases that have far fewer than the 4,500 - 5,000 annual transactions to make a staffed CTO economical. It appears unfair to require a staffed CTO at a base where the transactions will only support a fraction of the cost so that the Contractor must include the extra costs in the transaction fees charged other bases. Strongly suggest that bases that demand a staffed CTO pay the cost in the form of a monthly fee if there are not at least 4,500 annual transactions. This would substantially reduce the transaction fees charged other bases.

A49c. No question provided. Comments noted.

Q50. In past solicitations for commercial travel services, the “SCHEDULE CLINS” you have provided on pages 3 through 17 of the solicitation were considered to be informational and the Government provided Pricing Spreadsheets for each Travel Area and each CLIN with all numbers included in the Spreadsheets other than the price per item. Thus all bidders were bidding on the exact same items and the exact same quantities, all they needed to do was to append their unit prices and the Spreadsheets did all the calculations including a calculation of the total price bid for the Travel Area.

A50. No question provided. Comments noted.

Q50a. Will the government provide bidders with Pricing Spreadsheets?

A50a. See response to question #8.

Q51. The Government has not provided instructions regarding page formats such as size of margins around each page and size of type to be used, and the government has not provided page limitations on each part of the proposal submissions.

A51. No question provided. Comments noted.

Q51a. Will the Government be providing page formatting instructions and page limitations?

A51. See response to question #35. Font size no smaller than 12 pitch.

Q52. PWS 5.3.4. Regarding language in your description “if a transaction does not auto-book due to the limitations of the GDS”:

Q53. In the instance of Southwest Airlines it is the airline that has decided not to allow all GDS’s the ability to auto-book reservations – not the limitations of the individual GDS. Will the Government please revisit this paragraph and change the language to reflect that it is the choice of an airline not to allow a particular GDS the ability to auto-book reservations.

A53. No. The requirement remains unchanged.

Q54.Where an airline does not allow the GDS used by the CTO contractor to auto-book reservations will the Government allow the Contractor to charge the CTO Assist transaction fee and not the DTS Transaction Fee?

A54. No, the DTS transaction fee shall apply.

Q55. At the time of this writing, American Airlines has advised the travel industry that by mid-year when the current American Airlines contracts with the SABRE GDS and WORLDSPAN GDS systems expire, American will not be renewing the arrangement and instead will require travelers to make their reservations directly with American Airlines.

Q55a. Should this occur, how will the DTS system handle American Airlines reservations?

A55a. No response required. No action has been taken by American Airlines.

Q55b. Should this happen will the Government recind or revoke American Airline’s city-pair contracts?

A55b. The DTMO does not manage the City Pair Program; therefore, we cannot address this question.

Q55c. If American Airlines does not make it possible to book and ticket it’s reservations via the GDS systems and the Government continues to require CTO contractors to provide American Airlines reservations and ticketing, the CTO’s will need to adopt a labor intensive workaround process to do so. If this should occur, will the Government allow the CTO contractors an equitable adjustment of it’s transaction fees? Will the equitable adjustment be effective as of the date American Airlines no longer provides reservations and ticketing capabilities via the GDS systems?

A55c. No response required. No action has been taken by American Airlines.

Q56. PWS 5.5.8. The Contractor is required to provide in-transit passenger visibility within 24 hours of request.

Q56a. Does this requirement pertain to only those arrangement made by the CTO Contractor (i.e. CTO Assist arrangements), or does it also pertain to transactions made via the DTS electronic system?

A56a. The requirement pertains to both CTO Assist and DTS transactions.

Q56b. Does the Government require the Contractor to duplicate the efforts already being made via the DTMO’s own contractor for in-transit passenger visibility?

A56b. The requirement for in-transit visibility remains unchanged.

Q56c. If YES – to whom would an inquiry regarding in-transit visibility be made – to the DTMO’s in-transit visibility contractor, to the CTO contractor, or to both?

A56c. The Performance Work Statement has a requirement for the Offeror to perform in-transit visibility; therefore, offerors shall comply with the requirement. The DTMOs efforts outside of this PWS are not relevant to the offerors ability to meet the stated requirements.

Q57. PWS 5.7.4. DTS Transactions. When an Airline does not participate with the Airline Reporting Corporation (ARC) (e.g. bush pilot flights on small airlines in Alaska) or when an International Airline does not participate with the Airline Reporting Corporation (ARC) it would not be booked by the DTS System, however a request could be conveyed via the DTS System, This becomes a labor intensive transaction that must be processed outside the DTS System by the CTO.

Q57a. Will the Government allow the CTO contractor to charge the CTO Assist Transaction Fee in the above-described circumstances as this type of transaction better fits the language of PWS 5.7.6 as no reservation has actually been made in the DTS system?

A57a. No. The CTO Assist Transaction Fee does not apply. See PWS 5.7.4 and Attachment 1 for the definition of a DTS Transaction.

Q58. PWS 5.7.10. Charter Arrangements. This paragraph refers to arrangements made for bus charters.

A58.Yes. PWS 5.7.10 refers to bus charter arrangements.

Q59. How does the Government propose to handle CTO fees for making arrangements for Airplane charters?

A59. The question is unclear; the PWS does not have a requirement for charters.

60. PWS 6.1.11. The Government requires the CTO contractor to assist customers, via telephone or in person, with travel related inquiries. The DTS system operator provides this service for DTS travelers.

A60. No question provided.

Q61. Should a DTS traveler request travel related inquiries to the CTO, will the CTO be allowed to decline the inquiry and refer the requester to DTS system personnel?

A61. No, the contractor will not be allowed to decline service. See assumptions in Attachment 2.

Q62. If NO – will the government authorize the CTO contractor to charge the CTO Assist transaction fee?

A62. No, the contractor shall not charge the CTO Assist transaction fee.

Q63. PWS 6.1.18.CTO contractors are not in a position to be knowledgeable of industry changes that will affect revenue agreements between vendors (i.e. GDS Fees, Commission, etc) that could occur during the potential five year (or longer) duration of a contract issued to them, and cannot preempt such eventualities in their proposed fees. Will the Government withdraw this PWS requirement? If NO – will the Government allow an equitable adjustment if actions by vendors affect GDS fees, commissions, etc.?

A63. Any requested equitable adjustments should comply with clause 252.243.7002.

Q64. Will such an equitable adjustment be effective as of the date such events occur?

A64. See answer to Question #63a.

Q65. PWS 6.1.19. If electronic ticketing is available and the traveler requests issuance and delivery of a paper ticket in lieu of accepting an e-ticket, the transaction fee shall not be charged to the Government, and should be charged to the traveler.

A65. No question.

Q66. Will the Government provide a CLIN for charging transaction fees for issuance and delivery of a paper ticket to the traveler?

A66. No

Q67. PWS 6.2.10.Do CTO contractors have to prepare and maintain traveler profiles for all travelers even one-time travelers?

A67. Yes. As per PWS 6.2.10, Offerors shall prepare and maintain traveler profiles for all travelers.

Q68.PWS 6.2.12. DoD military working dogs.

Q68a. Will the Government provide workload estimates (by location) regarding military working dogs?

A68a. This data is not available.

Q68b. Will the Government provide a CLIN for arranging movement of DoD military working dogs?

A68b. No. The CTO Assist Fee would apply.

Q69. PWS 6.3.2. CTO contractors are required to process travel requests within one hour for DTS transactions in which travel is commencing less than three business days from receipt of the authorization. Will the Government add language to indicate that this applies only to travel requests received during CTO regular working hours?

A69. The requirement remains unchanged.

Q70. PWS 6.3.3.Group Travel requests.

Q70a. Will the Government accept special fares for group travel requests if the fares are non-refundable?

A70a. In accordance with PWS 6.3.3, the Offeror shall make travel arrangements for group travel in accordance with TO’s or other authorized Government representative’s direction.

Q71.What period of time was used to determine the workload estimated annual volumes stated on the Workload Data Sheets.

A71. The period of time used for the estimated workload data was FY09.

Q72. Will the government allow the CTO contractor to process the transactions for the unstaffed locations from staffed locations?

A72. Offeror shall determine the best approach to support unstaffed locations. Offeror must take in consideration requested staffed space and the definition as stated in Attachment 1 for Government Requested Staffed Office.

Q73. Will the government allow the CTO contractor to process DTS transactions for a staffed location from another staffed location?

A73. For those locations that the Government has requested to be staffed, DTS transactions shall be supported in accordance with the definition in Attachment 1. For those locations that the Government has not requested to be staffed, Offeror shall determine the best approach to support DTS transactions. If Offeror decides to support a currently staffed location from a Government requested staffed location, Offeror must take in consideration requested staffed space and the definition as stated in Attachment 1 for Government Requested Staffed Office.

Q74. Will the government allow the CTO contractor to process DTS transactions for a staffed location from an off-site reservations center?

A74. For those locations that the Government has requested to be staffed, DTS transactions shall be supported in accordance with the definition in Attachment 1. For those locations that the Government has not requested to be staffed, Offeror shall determine the best approach to support DTS transactions. If Offeror decides to support a currently staffed location from a Government requested staffed location, Offeror must take in consideration requested staffed space and the definition as stated in Attachment 1 for a Government Requested Staffed Office.

Q75. The Government per PWS 6.5.7. has a requirement for provision of Satellite Ticket Printers (STPs). In today’s world of commercial travel STPs are a thing of the past, paper ticket stock is no longer used, instead electronic tickets are used.

Q75a. Will the Government remove the requirement for STPs?

A75a. The requirement remains unchanged. However, at this time there are no travel areas requiring STPs.

Q76. Do the provisions of the Prompt Payment Act apply to CTO billings to the Government using GTRs as the form of payment?

A76. Yes. In accordance with DFAS policy.

Q77. Will the Government provide details of the various DOL Wage Determinations (including Revision numbers) that are applicable to each on-site CTO in the various Travel Areas of this solicitation?

A77. See response to question #11.

Q78. Volume III – Price Proposal. As part of the Price Proposal will the Government include a requirement for inclusion of detailed baseline price data which can be used for Request For Equitable Price Adjustment purposes which may occur from time to time during the life of awarded contracts under this solicitation?

A78. See answer to question #11.

Q79. Attachment 2 Contract Requirements. The Government has provided Contract Requirements for each of the required Travel Areas. The Attachment 2 Contract Requirements include reference to items for which there could be additional requirements but there are no CLINS for pricing such as:

An Additional staffed office.

An additional Full Time Agent.

An additional GDS System.

An additional Software Solution with GDS like Functionality.

Q79a. Will the Government provide CLINs for pricing these additional requirements?

A79a. No

Q80. Will Awardees of CTO contracts be allowed to provide commercial travel services to Government Contractors located on the various installations from their on-site CTOs?

A80. There is no requirement to provide commercial travel services to Government Contractors under this solicitation.

Q81. If YES – will the Government provide a CLIN for this item?

A81. See A80.

Q82. Workload Data Sheets.

DTA 4 Attachment 3 Workload Data Sheet lists Joint Base Anacostia/Bolling as having 18,289 Estimated Annual Volume (at award) air/rail transactions. The Attachment 4 Site Data Sheets indicate that there are 10,404 air/rail transactions at Joint Base Anacostia/Bolling with the balance of 7,885 Estimated Annual Volume (at award) air/rail transactions being at a Sub-site in Arlington, VA which is not part of this procurement.

DTA 4 Attachment 3 Workload Data Sheet lists Cannon AFB as having 3,566 Estimated Annual Volume (at award) air/rail transactions, The Attachment 4 Site Data Sheet indicates that there are 4,141 air/rail transactions at Cannon AFB

Q82a. Will the Government revisit the DTA 4 Workload Data Sheet and make the necessary correction regarding Cannon AFB and Joint Base Anacostia/Bolling?

A82a. Attachment 4 Site Data for Joint Base Anacostia Bolling AFB, DC additional comments will be modified to remove “only Bolling AFB under this procurement”. New wording will be added to indicate Bolling AFB and Site A Arlington. The same modification will be made to Attachment 2 SBTA 4. The actual number of transactions when looking at both equal 18,289 as indicated in Attachment 3.

Attachment 4 Site Data Sheet for Cannon AFB has been modified to reflect 3,566 transactions.

Q82b. Bidders will be proposing staffing plans based on the workload information provided on the Attachment 3 Workload Data Sheets with there being 10% DTS transactions in the BaseYear, with DTS Transactions increasing by an additional 5% per year in each of the Option Years, The Attachment 4 Site Data Sheets (which have the exact same Estimated Annual Volumes at award as are on the Workload Data Sheets) list the DTS transactions at different volumes than the Attachment 3 Workload Data Sheets, they are as follows:

DTA 1 -- 17,740 DTS Transactions which equates to 23.88% DTS Transactions

DTA 2 -- 11,389 DTS Transactions which equates to 8.56% DTS Transactions

DTA 3 -- 3,422 DTS Transactions which equates to 8.76% DTS Transactions

DTA 5 -- 24,968 DTS Transactions which equates to 21.38% DTS Transactions

DTA 6 -- 10,151 DTS Transactions which equates to 7.76% DTS Transactions

Will the Government revisit DTA 1 and DTA 5 Attachment 3 Workload Data Sheet and adjust the DTS workloads?

A82b. The percentages in Attachment 3 are provided as a baseline for escalation between DTS and CTO Assist through the life of the contract. The information provided on Attachment 4 is the best data available to the Government at the time of RFP preparation. The data on Attachment 4 could vary depending on world events, etc. Therefore, the offeror shall determine the best approach to support the requirements based on both Attachment 3 and 4.

Q83.Will the Government allow follow-on questions after answers to questions have been issued?

A83. We do not intend to allow for additional questions.

Q84. Will the Government extend the bid submission due date to allow prospective bidders time to adjust their bid responses in light of the answers to questions asked

A84. See answer to question #43.

Q85. PWS 5.3.5 states “Charge the CTO Assist Transaction fee if the DTS PNR does not contain all the data elements noted in Attachment 10, thereby requiring Contractor intervention to book the reservation.

Under Attachment 10:

Q85a. Traveler’s seating preference---Yes, if seats were selected and/or assigned during the booking process or the traveler indicated their preference in their DTS profile. If the remark section of DTS indicates the seat number preferred or requested to book a preferred seat, can the CTO Assist in assigning seats and charge a CTO Assist fee?

A85a. If the traveler’s preferred seat assignment does not autobook, the CTO is not required to touch the PNR to book the seat. Therefore, the CTO Assist fee shall not be charged.

Q85b. Traveler’s Frequent Flyer Number(s) ---Yes. If the name in DTS matches the frequent flyer account number(s) entered into the profile correctly. Since CTO does not have the privilege of accessing their DTS profile, CTO can’t determine whether the frequent flyer numbers are entered into the profile correctly, but when the frequent flyer number(s) are transmitted to the GDS in an incorrect format, can the CTO re-enter the frequent flyer number and charge a CTO Assist fee?

A85b. If the traveler’s frequent flyer number does not transmit to the GDS in the correct format, the CTO is not required to touch the PNR to re-enter the frequent flyer number. Therefore, the CTO Assist fee shall not be charged.

Q85c. The Attachment 10 does not contain SFPD (Secure Flight Passenger Data) currently required by TSA and all airlines, would the Government consider adding this requirement as one of the mandatory data elements that is passed to CTO?

A85c. Attachment 10 has been modified to include SFPD.

Q86. PWS 5.5.4 regarding relocate or realign its travel office; would the Government indicate how many days advance notice to be given to the CTO?

A86. This information is modified into this section of the PWS.

Q87. Would the Government allow an equitable adjustment due to realignment if justifiable?

A87. See answer to question 63a.

Q88. PWS 5.5.7 states "Report DTS problems encountered when processing DTS PNRs to both the COR and Government designated Help Desk. Opening DTS Help Desk tickets for DTS PNRS takes a considerable amount of CTO’s time and effort. Would the Government allow charging the CTO Assist fee when the CTO needs to open DTS Help Desk Tickets on DTS PNRs?

A88. No. The CTO Assist transaction fee does not apply when the CTO opens a help desk ticket.

Q89. PWS 5.7.10 Charter Arrangements. When one or more bus charter arrangements are made by the CTO, does the CTO Assist transaction fee apply?

A89. No. The Offeror shall charge the applicable Bus Transaction Fee (CLINs 0004AA, 0004AB, etc.)

Q90. PWS 6.1.12 states “a return call shall be placed by the Contractor to the caller within 60 minutes.” Would the Government consider changing this to “return calls within 60 minutes during normal duty hours”?

A90. The requirement remains unchanged.

Q91. PWS 6.1.16. CTO shall notify travelers by phone or email of vendor initiated changes to previously scheduled travel arrangements. If the schedule change occurs after ticketed and the POS transaction fee was a DTS, can the CTO charge a difference in fees between DTS and CTO Assist fee when additional CTO assist were provided per PWS?

A91. No. However, if ticket reissuance is required as a result of the change, an additional transaction fee is authorized. The new fee shall be the same as the original fee that was applied to the original transaction.

Q92. PWS 6.1.17. If the CTO issues an MCO (Miscellaneous Charge Order) in accordance with industry practices for additional excess baggage, would the government create a separate CLIN for these additional transactions and provide workload data?

A92. No. The CTO Assist Transaction Fee shall be charged to the travelers Government form of payment for the issuance of an MCO.

Q93. PWS 6.2.2 states “Reimburse the Government for the cost of foreign flag carrier fare if appropriate approval has not been obtained in accordance with regulatory requirement.”

Q93a. Would the Government please clarify what is considered to be “appropriate approval per regulatory requirement”?

A93a. Appropriate approval is considered to be in accordance with the JTR/JFTR.

Q93b. The CTO often times has to issue tickets on foreign flag carriers when there is no interline ticketing agreements between US carriers and foreign flag carriers and there are no services by US carriers when traveling intra-Europe and intra-Asia theatres. Would the Government consider changing this requirement by adding that this requirement does not pertain to routes not serviced by US flag carriers?

A93b. No. Requirement will remain unchanged. Approval in accordance with the JTR/JFTR is required, even when travel is between OCONUS destinations.

Q94. PWS 6.3.4 states “Establish quality control procedures to ensure the economical route is obtained upon receipt of Non-Contract City Pair Market (NCPM) reason code located in the PNR indicating that there are no GSA City Pair Fare market awarded.

Q94a. Would the Government confirm that the requirement of ensuring the most economical airfare is applicable when no GSA City Pair is available?

A94a. Yes. The CTO Assist fee shall apply in accordance with PWS 6.3.4.

Q94b. When a CTO’s quality control confirms that DTS travelers selected the lowest fare and there is no other lower alternative fare available, would the Government please confirm that the CTO Assist fee shall apply in this situation?

A94b. Yes. The CTO Assist fee shall apply in accordance with PWS 6.3.4.

Q95. PWS 6.3.7. states: “Within one business day, when receiving a cancelled PNR/reservation in the inbound queue or cancel queue, verify all ticketed and unticketed segments have been cancelled. If ticket issuance occurred, place the PNR on the outbound/polling queue and process the refund. For those carriers that cannot be auto cancelled due to limitations of the contractors GDS or carrier requirements, cancel reservations manually and record the cancellation confirmation numbers if provided by the carrier. In the event that confirmation numbers are not used or are unavailable, document the name of the individual, date of cancellation and provide the traveler any cancellation, refund, or modification information via email.

Q95a. If the ticketed transactions to be refunded were DTS, would the Government allow the CTO to charge a difference between the CTO Assist POS fee and the DTS fee when the refunds are processed?

A95a. No. The definition of a transaction fee per Attachment 1 indicates “the fee charged by a CTO for one DoD Travel authorization, which includes any assistance for pre and enroute travel changes and ticket issuances, etc.” Therefore, based upon this definition a transaction fee cannot be charged for a refund.

Q96. PWS 6.3.10 if split ticketing of DTS PNRs is necessary, does a CTO Assist fee apply?

A96. No. See definition of a Transaction in Attachment 1.

Q97. PWS 6.4.2 states “For DTS generated authorizations, using the DTS Reservation Module and an IBA as a form of payment; the CTO is not required to view a paper copy of the travel order/authorization prior to ticketing. The contractor’s authorization for ticket issuance is based on the Tickets Are Waiting (TAW) date applied.”

Q97a. This does not mention anything about DTS CBA transactions. Would the Government please clarify that the CTO is not required to view a paper copy of the travel order/authorization prior to ticketing and the ticket issuance is based on the TAW applied when a CBA is used as a form of payment.

A97a. For DTS transactions, the CTO is not required to view a copy of the travel order/authorization prior to ticketing. The presence of the TAW in the PNR is the CTOs authorization to issue the ticket. This applies to both IBA and CBA transactions.

Q97b. If…