17R0033_TA2_QnA_29Mar18.doc

Q1a. Additional notes to HUBZone Offerors on page 5 states:

“Absent an out of scope change to this contract, transaction fees are FFP and will not be adjusted if actual quantities of transactions vary from the estimated quantities provided in the pricing spreadsheets. As such, a HUBZone must price this risk accordingly. Any HUBZone offeror that responds to this solicitation is cautioned that its FFP must account for the risk of emergency and surge requirements as described in the Performance Work Statement (PWS) in paragraph 4.3. Any post award contract disputes will be processed in accordance with clause 52.212-4 Contract Terms and Conditions – Commercial Items, which incorporates the Disputes clause, FAR 52.233-1, at paragraph (d). In addition, the solicitation contains clause 252.243-7002 Requests for Equitable Adjustment. It provides the procedures for submitting requests for an equitable adjustment. Submission of a request for an equitable price adjustment does not guarantee that such a request will be granted by the Contracting Officer. A HUBZone offeror should assess this risk and use their own business judgment in determining which GDS terminals to use in support of the Government’s requirements.”

And also states under 4.3.8.1 “Accordingly, when additional costs have been incurred due to the provision of emergency services as directed by the Government, the contractor shall submit a request for equitable pricing adjustment to the Government Contracting Office no later than 60 days after the emergency services have concluded.

Will the government please confirm under what circumstances the government intends to grant an equitable pricing adjustment? The first part of this provision appears to suggest that offerors must price the risk of emergency services and factor it into their FFP pricing, while in 4.3.8.1 it appears that the government is asking for a submission of a request for equitable adjustment when Emergency services are ordered by the Government.

R1a. Reference Addendum to FAR clause 52.212-1 Additional notes to HUBZone Offerors on page 5 of the solicitation.

“Any HUBZone offeror that responds to this solicitation is cautioned that its FFP must account for the risk of emergency and surge requirements.”

The Government has reworded paragraph 4.3.8.1 in the PWS.

Q1b. In addition, will the Government grant an equitable adjustment based on the workload data of “Unidentified Sites” which shows variable data and there was no workload data provided on AMC/PE bookings?

Unidentitified Site Gross Air-Rail 5,761

Unidentified Site Gross Air-Rail

Unidentified Site Gross Air-Rail

Unidentified Site Gross Air-Rail 58

R1b. The government will not grant an equitable adjustment. The Government has revised Attachment 3 workload data to remove the unidentified sites.

Q1c. Will the Government please identify "unidentified sites" and advise the reason of the wide volume fluctuations from year to year?

R1c. The Government has revised Attachment 3 workload data to remove the unidentified sites.

Q1d. Will the Government expect to add any additional “unidentified sites” to this contract or will it remain at two (2)? Will the Government grant an equitable adjustment based on added workload data of "unidentified site(s)"?

R1d. No, The Government has revised Attachment 3 workload data to remove the unidentified sites. The government will not grant an equitable adjustment.

Q2. 3.0 SCOPE OF WORK

The contractor shall provide all necessary personnel, equipment, facilities, licenses, materials, supplies, and services (except where specified in the PWS) and do all the things necessary for or incident to the performance of the work as set forth below:

Contractor performance shall be in support of all designated DoD facilities for the United States Marine Corps and the Defense Information Systems Agency (DISA) Location in Travel Area Two (2): USMC MCAS Yuma, AZ, USMC Barstow, CA, USMC MARFORRES, LA, and DISA, Tinker AFB, OK. The contractor shall provide TMC and travel related service support for official travel activities for authorized DoD travelers. The contractor shall support reservations made using DoD OBT. The contractor shall perform all tasks in accordance with the Performance Work Statement (PWS), in the event that local business rules conflict with PWS requirements, the PWS will take precedence.

Will the Government please explain why LA AFB WDOL is attached under Attachment 9 when LA AFB is not listed as one of the sites supported by the TMC under this Solicitation? Is LA AFB possibly one of the “Unidentified sites”? If so, can the Government please provide workload data for the past 3 years?

R2. Attachment 9 LA AFB WDOL has been removed from the solicitation. LA AFB is not supported under this solicitation.

Q3. 4.4.9 Make reservations utilizing other commercial lodging programs offering negotiated volume discounts following verification of non-availability of DoD lodging and DoD preferred commercial lodging. To the maximum extent possible, confirmed reservations shall only be made at commercial facilities that accept the Government Travel Charge Card (GTCC).

Will the government please clarify that this verification is not required for auto booked lodging on DoD OBT created TMC Assist transactions?

R3. The verification of non-availability of DoD Lodging and DoD preferred commercial lodging is not required for auto booked lodging on DoD OBT created TMC Assist transactions.

Q4a. 4.4.10.2 Collect and maintain the travel order/authorization for non-DOD OBT PNRs, and provide copies in accordance with the Transportation Office or other authorized Government representative’s direction.

Will the government please advise whether the TMC can provide electronic copies to the TO or other authorized government representatives?

R4a. The TMC may provide copies of the travel orders/authorizations electronically to the TO via an encrypted email exchange that safeguards personally identifiable information (PII) in compliance with PWS para 4.3.3.3.

Q4b. If paper copies are required, will the government please advise how many copies are required?

R4b. In accordance with PWS paragraph, 4.4.10.2, the TMC will provide copies of orders in accordance with the Transportation Office or other authorized government representative’s directions.

Q4c. Is the TMC required to provide copies of orders to TO or other Government representatives on non-DOD OBT IBA transactions?

R4c. Yes, in accordance with PWS 4.4.10.2, the TMC is required to collect and maintain the travel order/authorization for non-DOD OBT PNRs, and provide copies in accordance with the Transportation Office or other authorized Government representative’s direction.

Q4d. How long is the TMC required to maintain orders?

R4d. Please refer to 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (Deviation 2013-O0019) (Jan 2017).

Q5a. 4.4.10.6 Restricted fare tickets shall be issued in accordance with carrier ticketing rules and DoD OBT TAW date.

Will the Government please advise whether DOD OBT TAW date will be programed to reflect carrier’s ticketing rules when restrictive fares are booked?

R5a. Yes, DoD OBT transactions will display the applicable TAW date and carrier’s ticketing rules when restricted fares are booked Q5b. Will the Government please advise which rules the TMC should go by when there is a discrepancy of the ticketing date between carrier's ticketing rules and DOD OBT TAW date?

R5b. The TMC shall ensure that an approved TAW line has been received. Upon receipt of an approved TAW line, the contractor shall follow the carrier’s ticketing rules.

Q5c. What is the Government recommended procedure when restrictive fares booked are cancelled by the carrier due to non-ticketing? For example, if the restrictive fares booked are cancelled by the carrier due to non-ticketing, should the TMC rebook again per “TMC PLEASE ASSIST” request and forward churning debit memos for reimbursement to the Government when received by the carrier?

R5c. The TMC shall book the reservation as requested by the traveler. Churning debit memos associated with the transaction shall be forwarded to the government.

Q5d. Will the Government please provide guidance on how the TMC should handle fare increase on restrictive fares if the fare is increased at the time of ticketing?

R5d. The local business rules will provide directions as to how the TMC will handle a fare increase on restrictive air fares if the fare is increased at the time of ticketing.

Q6. 4.4.10.7.1 Obtain approval in accordance with local business rules prior to ticketing against a CBA. Please provide a copy of Local Business Rules for each site R6. The business rules will be provided to the TMC at the time of contract implementation.

Q7a. 4.4.16 Provide the Government Transportation Office and the traveler with a copy of the request for refund at initiation of refund.”

Will the Government please clarify whether this requirement is required on DOD OBT IBA and TMC ASSIST (TRADITIONAL) IBA transactions?

R7a. Yes, in accordance with PWS paragraph 4.4., this requirement is applicable to both DoD OBT IBA and TMC Assist (Traditional) IBA transactions.

Q7b. Will the Government please provide one designated email address to the TMC for the Government Transportation Office per site for this purpose?

R7b. An email address for each site will be provided during contract implementation Q8. 4.21.5 DoD lodging reservation(s) (when booked by the TMC)

Will the Government please confirm that the TMC is not required to book DoD lodging under this contract?

R8. In accordance with PWS paragraph, 4.2.1 and 4.2.4, the TMC is required to book DoD lodging.

Q9a. 4.4.21.18 “After duty hours” phone number shall be used for emergencies only, by travelers who are “enroute.”

Will the Government clearly define “emergency travel” under Definitions and Acronyms? Currently, After Hours services are often abused and misused for non-emergencies. For example, requesting a copy of itinerary invoice, confirmation of flights and hotel, etc.

R9a. Please refer to the Attachment 4 for the definition of Emergency travel. The requirement remains unchanged. Attachment 4 has been revised to include definition of Emergency travel is defined as travel within 24 hours.

Q9b. Will the Government reimburse the TMC for non-emergency calls?

R9b. No, the government will not reimburse the TMC for Non-emergency calls.

Q10. 4.4.24.4 Fees and penalties incurred due to the TMC’s failure to initiate a cancellation Will the Government please advise how last minute cancellation requests on DOD OBT PNRS will be handled? Will the Government advise which Inbound Queue last minute cancellation requests will be placed? If the last minute cancellation requests were placed on DOD OBT Inbound cancellation Queue after the TMC’s duty hours and it must be cancelled immediately to avoid penalties, it seems unfair and unjust for the TMC to be responsible for penalties.

R10. In accordance with PWS paragraph, 4.3.1.: “The TMC shall provide service 24/7/365.” In addition, please refer to PWS paragraph 4.6, REQUIREMENTS APPLICABLE TO DOD OBT TRANSACTIONS: “Establish quality control procedures and process DOD OBT PNRs in accordance with the TMC Orientation and User’s Guide available at the following URL: www.defensetravel.dod.mil/Docs/Training/CTO_Orientation_and_Users_Guide_AUG2017.pdf “ Q11. 4.4.25. Perform CBA reconciliation in accordance with Attachment 5 Centrally Billed Account Reconciliation Format/Instructions.

What is the number of CBA accounts including CBA accounts that are used for DOD OBT transactions per each site that the TMC is required to reconcile?

R11. USMC: Currently, the number of CBAs at each location is as follows:

MARFORRES – 3 CBAs (2 CBAs for Non-DoD OBT that the TMC is responsible for reconciling and 1 DoD OBT CBA that is reconciled by USMC)

BARSTOW – 2 CBAs (1 CBAs for Non-DoD OBT that the TMC is responsible for reconciling and 1 DoD OBT CBA that is reconciled by USMC)

YUMA – 2 CBAs (1CBAs for Non-DoD OBT and 1 DoD OBT CBA that is reconciled by USMC)

Q12. 4.5.5 Ensure usage of lowest logical airfare (LLA) and routing in accordance with DoD policy. Reference Joint Travel Regulation (JTR) and Defense Travel Regulation (DTR)

R12a. Statement, no question.

Q12b. Will the Government clarify when the TMC should book the lowest logical fare? When requested by a traveler, TO, other Government officials or no City Pair Fares in the market? If LLA fares are not ticketed per carrier’s fare rules and rebooked, carriers will issue churning debit memos, will the Government reimburse the TMC for debit memos issued on non-GOV fares booked?

R12b. The TMC shall book Lowest Logical Airfares upon request by the traveler, TO or other Government official. Churning debit memos associated with the transaction shall be forwarded to the government.

Q12c. Will the Government confirm that so called "Basic Economy" fares are not included in LLA?

R12c. Basic Economy fares are not included in LLA.

Q12d. Will the Government please clearly define Lowest Logical Airfare (LLA)? The definition is not provided under Attachment 4, Definitions and Acronyms.

R12d. The lowest cost coach-class fare that meets mission requirements. See updated Attachment 4.

Q13. 4.5.6 Advise the traveler at the time of reservations if any travel arrangements have cancellation or penalty charges, or nonrefundable deposits, including timeframes and other conditions.

Will the Government please clarify that this requirement doesn’t apply to auto booked air and lodging on DOD OBT created TMC Assist transactions?

R13. The PWS requirement 4.5.6. does not apply to auto booked DoD OBT created TMC Assist Transaction.

Q14. 4.4.5 Notify travelers immediately via phone or email message when commercial travel suppliers and the Air Mobility Command (AMC) contracted Patriot Express (PE) (AMC/PE) Passenger Reservation Center initiates a change/cancellation to travel arrangements, or commercial travel suppliers transmit Other Service Information (OSI) and Special Service Request (SSR) messages in PNRs.

and

4.5.10 Process requests for international travel and AMC/PE arrangements in accordance with the Transportation Office or other authorized Government representative’s direction.

4.5.10.1. Confirm reservations on AMC contracted Patriot Express (AMC/PE) charter flights for the locations provided in Table 1 below through the Global Air Transportation Execution System (GATES) automated system.

4.5.10.1.1 When the GATES system is unavailable, make reservations via telephone, fax, or message through the regional AMC Passenger Reservation Center.

4.5.10.1.2 Annotate the PNR with confirmation of AMC/PE flight non-availability prior to making commercial reservations for routes operated by AMC/PE contracted carriers.

4.5.10.1.3 Provide hardware, to include printers, and download software needed to make and confirm reservation on AMC/PE flights.

4.5.10.1.4 See Attachment 7 for additional information and GATES instructions Q14a. Will the government please schedule a demo of the AMC/PE booking engine to TMCs prior to the Solicitation Proposal due date?

R14a. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14b. Will the Government please provide historical data on downtime of the AMC/PE system? How often does the TMC need to call, fax or message the AMC Passenger Reservation Center? If the TMC is to send messages to the AMC Reservation Center, what is the service standards required of the AMC Reservation Center to respond back to the TMC?

Q14c. Will the government please explain how the AMC will communicate changes and last minute cancellations to the TMC?

R14c. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14d. How does the government plan to allow the TMC to access the AMC/PE? We understand the AMC/PE can only run on the secure government network with a CAC card or PKI certificate.

R14d. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14e. How can the TMC’s AH contractor and other off-site supporting personnel to access the AMC?

R14e. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14f. Will the Government please advise any potential red flags for security clearance needed to access the AMC? Ex. - Bankruptcy, Back taxes owed, etc.

R14f. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14g. What training will the government provide to the TMC personnel to book the AMC and please explain its training program in detail?

R14g. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14h. Will the Government please explain why the TMC is required to “Provide hardware, to include printers, and download software needed to make and confirm reservation on AMC/PE flights”? If AMC bookings are to be handled by the TMC?

R14h. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14i. Is this hardware requirement under 4.5.10.1.3 in addition to the computer hardware requirement listed under 4.8.2. Table 3. Government GDS Access for Inspection and Quality Control”? If so, please advise how many per site.

R14i. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14j. Please provide the ESTIMATED OR GUESSTIMATED AMC workload data per site.

R14j. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14k. Will the government please confirm AMC transactions be excluded from the MIS reporting requirements?

R14k. The requirements for booking AMC/PE reservations has been deleted from the PWS.

Q14l. Can the AMC system be integrated into the TMC computer system or are separate computers needed for the GATES system?

R14l. No. GATEs is CAC enabled an can only be accessed via government network.

Q15. 4.5.9 Provide the traveler’s Known Traveler Number (KTN), Department of Defense Identification Number (DoD ID), Redress Control Number and frequent traveler account information to the travel supplier at the time of booking.

Will the Government please confirm that this requirement does not apply to DOD OBT created TMC Assist transactions?

R15. The requirement shall apply to DoD OBT created TMC Assist transactions.

Q16. 4.7.8.26 Number of tickets issued for leisure only travel

Does the Government require the TMC to provide leisure travel services? If so, please explain.

R16. Leisure travel services are not required. The government has removed paragraph 4.7.8.26. from the PWS.

Q17. 6.0 CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Defense Travel Management Office via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, unless a later date is otherwise authorized by the Office of the Under Secretary of Defense (Personnel and Readiness). Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

It appears that this requirement is for after-the-fact reporting and not submission of man-hours with the proposal. Please confirm whether this understanding is correct.

R17a. Confirmed. This understanding is correct.

Q17b. Will the Government please explain why the Government needs this information?

It is almost impossible to report accurate labor hours as there are many challenges in calculating labor hours of After Hours subcontractors, off-site supporting staff during peak season periods and/or emergency travel needs.

R17b. The Enterprise Contractor Manpower Reporting Application (ECMRA)’s primary mission is to facilitate Department of Defense (DoD) with compliance to section 2330a of title 10, United States Code. DoD is required to submit to Congress an annual Inventory of Contracts for Services (ICS) performed during the prior fiscal year. Each Component is responsible for ensuring the accuracy of the information reported in ECMRA for their contracted services to support the ICS. The Enterprise Contractor Manpower Reporting Application (ECMRA) is designed to collect information on funding source, contracting vehicle, organization supported, mission and function performed, and labor hours and costs for contracted efforts providing services to the Department of Defense (DOD) from contractors and DOD activities requiring contracted services from supporting contracting offices.

Q17c. Will the Government please assure to the TMC that this confidential data reported, if required, will remain confidential and will not be available under FOIA to third parties, particularly other contractors?

R17c. When someone from the public (requestor) asks for contracts or contract related information, it is the responsibility of the contracting office to obtain the information and provide a "submitter’s notice" to the contractor, allowing the contractor to request any proprietary data to be withheld from release. Release of data is on a case by case basis, but if there is proprietary information involved, the contractor will be given the opportunity to review and request that their information not be released.

Q17d. Will the Government please advise whether the Government is intended to allow equitable adjustments based on this data reported?

R17d. If the requestor is referring to eCMRA data, the answer is no.

Q18. 10.1.4 The contractor shall activate and maintain service to existing Government commercial telephone lines to include line maintenance at expense of the contractor.

Will the Government please confirm that the TMC will be provided with Government commercial telephone lines at the site staff locations?

R18a. Yes, the Government will provide commercial telephone line at the site staff locations. Activation and maintenance of telephone service to the existing commercial telephone line is at the contractor’s expense.

R18b. If so, (a) please confirm that the government provided phone system is capable of generating the Telephone Report required under 4.7.3;

(b) explain how the TMC can access this report;

(3) what is the monthly or yearly cost to the TMC, if any;

(4) which sites will the Government provide Government commercial telephone lines?

R18b. The government provides access to existing commercial telephone lines at designated staffed site locations. It is the responsibility of the TMC to provide the deliverable reports under PWS paragraph, 4.7.3. The cost for the telephone system is at the contractors’s expense.

Q19. Attachment 4 – Definitions and Acronyms defines Transaction Fee:

Transaction Fee. The fee charged for travel and transportation arrangements on one DoD travel authorization, which includes assistance for pre and enroute travel changes and ticketing. For a Group Travel request, 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.

If a traveler requires TMC to book a commercial and an AMC flight on one travel authorization, will the Government clarify that the TMC is to charge one transaction fee when two tickets are issued; one for AMC ticket and another one for a commercial ticket in GDS or 2 transaction fees? In many other instances, the TMC is forced to issue multiple tickets due to lack of interline ticketing agreements amongst carriers and/or save taxpayer's money.

Will the Government consider changing this to allow one transaction fee per ticket issued which is current standard commercial industry practice? Savings to taxpayer’s money by issuing multiple tickets will be much greater than the TMC transaction fees.

R19b. The requirements for booking AMC/PE reservations has been deleted from the PWS. No, the Government will not consider changing the requirement to allow one transaction fee per ticket. For split ticketing on the same authorization, only one transaction fee shall be charged.

Q20a. Attachment 5 – Part 3 Marine Corps Reconciliation Process

CBA (Report Package) for TMC Assist CBA Reconciliation states

" NLT three (3) business days after receipt of the billing file from the Charge Card Vendor (CCV), the Contractor shall prepare an electronic transmission to a secure file transfer site or via an encrypted process for the Distribution Management Offices (DMO’s) or their designated representative(s) to access for download/receipt, containing the following files for CBA Reconciliation:

1. Bank File.

2. Match File.

3. Unmatched File.

4. Summary Report.

Will the government please consider changing this requirement to five (5) business days as is in current contracts, instead of three (3)?

R20a. The requirement remains unchanged.

Q20b. Will the government please also provide specifications for the reports for each of the files requested; Bank File, Match File, Unmatched File and Summary Report?

R20b. Attachment 5 has been modified.

Q21. Under Attachment 5 – states:

"For DoD OBT CBA TMC Assist transactions, the Contractor shall:

2. Establish a process to monitor the DoD OBT CBA TMC Assist PNRs for Authorizing Official (AO) awaiting approval.

Will the Government please explain what additional process in addition to established quality control procedures and process IAW the TMC Orientation and User's Guide is required? If the Government is requiring the TMC to establish a process to monitor the form of payment of DOD OBT PNRS and convert DOD OBT CBA PNRS to TMC Assist transactions, will the Government please update TMC Orientation and User’s Guide to reflect this requirement and provide the method that the TMC can distinguish IBAs from CBAs?

R21a. The requirement has been removed from Attachment 5

Upon AO approval, Contractor prints DoD OBT TMC Assist PNR itinerary and provides to DMO.

Will the Government please explain why the Government needs a paper copy of DOD OBT TMC Assist PNRS when the Government is provided with computer hardware, printers and LAN access (per PWS 4.8.2 Table 3) that are capable of obtaining this information by the Government official without printing paper copies which are contrary to the Government paper reduction and environmental policy?

R21b. The requirement has been removed from Attachment 5 Also PWS 4.8.1 clearly states "The equipment will be used by Government personnel for CBA reconciliation and for quality control monitoring."

5. For same day travel, the DMO will annotate the line of accounting; to include appropriation and SDN, on the DoD OBT TMC Assist PNR itinerary or travel orders. The DMO will date stamp (date and time) the DoD OBT TMC Assist PNR or travel orders, and place in the "in basket" NLT 1400 hours.

7. For other than same day travel, the DMO will annotate the line of accounting: appropriation and SDN, on the DoD OBT TMC Assist PNR itinerary and/or travel orders and date stamp (date and time) the DoD OBT TMC Assist PNR and/or travel orders and place in the "in basket" NLT 1400 hours the following business day.

8. The Contractor shall update the DoD OBT TMC Assist PNR with the line of accounting (accounting appropriation and SDN) prior to ticketing.

Can the Government transmit these data requirements listed on 5.7.and 8 under “For DoD OBT CBA TMC Assist Transactions, the Contractor shall: via GDS equipment provided by the TMC?

R21c. The above requirements are related to Non-DoD OBT PNRs. The process for Yuma and Barstow will be as outlined in paragraphs 5, 7, and 8 above for Non-DoD OBT PNRs. For MARFORRES the LOA/SDN will be emailed to the TMCs organization mailbox at which point the Contractor will update the LOA/SDN into the GDS.

Can the Government modify DoD OBT or provide a work around solution to transmit the line of accounting, appropriation and SDN be transmitted to the TMC when CBA is used in DoD OBT?

R21d. There is no work around solution to transmit the line of accounting, appropriation and SDN to the TMC when a manual CBA bank identification number (BIN) is used in the DoD OBT environment.

The Contractor shall issue tickets upon receipt of the DoD OBT TMC Assist PNR Approved travel authorization from the DMO with line of accounting (appropriation and Standard Document Number).

Will the Government please clarify that the TMC is required to hold ticketing until line of accounting, appropriation and SDN numbers provided to the TMC by the DMO regardless the TAW DATE in DoD OBT PNRS. This contradicts the TMC Orientation and User’s Guide. Will the Government please modify this or update TMC Orientation and User’s Guide?

R21e. : The requirement has been removed from Attachment 5

9. For After Hours/Verbal Order support if tickets are issued and authorized by the DMO with no appropriation data/SDN provided at the time of ticketing:

a. The Contractor shall generate a report to provide to the DMO the next business day identifying transactions that were ticketed using CBA as the method of payment with no appropriation/SDN provided at ticketing.

b. The DMO will within one business day of receiving the Contractor’s report provide the Contractor the appropriation and SDN to the Contactor.

c. The Contractor shall update the ticketing data (to include accounting appropriation/SDN) into their accounting system for CBA reconciliation.

d. The Contractor shall provide confirmation to the DMO that the appropriation/SDN data was updated into their accounting system.

The above requirements require manual entries in the back office and it is very labor intensive. Can the Government please provide data how many tickets issued under VOCO by AH per site for the past 3 years?

R21f. Yuma – 0, Barstow – 0, MARFORRES – 15,960 Estimate for Fiscal Years 15/16/17 Q22a. Attachment 5-Part 3

CBA – MARINE CORPS

TMC PAYMENT FILE RECORD LAYOUT

It appears the Column headers for "FORMAT" and "STARTING POSITION" are switched? Can the government clarify this?

R22a. The government has revised Attachment 5- Part 3 to show the headers in the correct positon.

For "Credit Flag", it states "AU indicates credit", however it appears that only one (1) character space is allowed for this Field? Can the Government please verify this?

R22b. The government has revised Attachment 5- Part 3 Credit Flag Refund Q23. Please provide a list of GDS systems that the DoD OBT system cannot support?

R23. The Defense Travel System supports Sabre/Worldspan Global Distribution Systems.

Q24. Will the Government change the proposal due date 30 days after Q&A is posted?

R24. Proposal due date is April 12, 2018 Q25. Will the Government allow follow up questions after the Government post answers?

R25. No Q26. RFP requires that "When the proposal is submitted in response to the solicitation the HUBZone Offeror must be registered in SAM. In accordance with FAR 52.232-33 Payment by Electronic Funds Transfer - SAM." I don't see that you are listed in SAM, are you?

R26. When the proposal is submitted in response to the solicitation, the Offeror must be registered in the System for Award Management (SAM) database, in accordance with FAR 52.232-33 “The Government shall make payment to the Contractor using the EFT information in the System for Award Management (SAM) database.

Q27. RFP page 9, section 4.3.4 Deliver and maintain high-quality telephone, email, and message handling services, requires the following services:

4.3.4.1 Prioritize calls during surges/peak call times according to the urgency of services required (e.g. issues at airport ticket counter, etc.).

4.3.4.2 Enable callers to have the option to leave a message after three (3) minutes on hold.

4.3.4.3 Return phone calls/emails within one (1) hour for urgent travel assistance.

4.3.4.4 Return calls/emails within one (1) business day for non-urgent travel assistance.

4.3.4.5 Maintain a dropped call percentage rate at or below 2% of total monthly calls.

Who provides the telephone system onsite and if the Government does it have the capability to measure these service requirements? Please note the required performance standards:

Customer service provided 24-hours, 7 days per week. PWS 4.3.4.2, 4.3.4.3, 4.3.4.4 and 4.3.4.5: Provide customer service. 95% of the time, customer is able to leave a message after three minutes; after which return calls must be placed within one hour for urgent travel assistance and within one business day for non-urgent travel assistance.

Percentage of dropped calls shall not exceed 2% of total monthly calls. Periodic Surveillance/ Customer Complaint Surveillance.

R27: The TMC provides the telephone system. Please refer to PWS paragraph, 3.0 SCOPE OF WORK: “The contractor shall provide all necessary personnel, equipment, facilities, licenses, materials, supplies, and services (except where specified in the PWS) and do all the things necessary for or incident to the performance of the work.

Q28.

"Attachment_6_PNR_Validation_Worksheet_October_2017_v2" states that the validation must take place 30 days prior to proposal due date. What is the new deadline for the PNR validation exercise?

R28. Attachment 6 PNR validation worksheet has been revised to read:

Deadline: Offerors shall submit the PNR configuration worksheet prior to the proposal due date.

Q29. May example samples be attached, and if so will they be considered outside of the specified page limitations?

R29. The proposal shall follow the prescribed format Q30. Regarding the Bus - Charter Arrangements, does the quantity of 15 refer to the number of charters per year or the number of travelers?

R30. The quantity (15) is the number of Charter arrangements per fiscal year Q31. Regarding the Plane Groups/Charters, does the quantity of 50 refer to the number of groups per year or the number of travelers?

R31. The question is unclear. There are no Plane Groups/Charters identified in the request for proposal. The offeror may be addressing the number of AMC Patriot Express identified under Supplies/Services, ITEM NO. 0008. See question 14, the requirements for booking AMC/PE reservations has been deleted from the PWS and all associated Contract Line Item Numbers.

Q32. Can you please explain the scope of service or expectations around the staffing required for use of the Govt Help Desk?

R32. Assuming the offeror is addressing PWS paragraph 4.3.7, the Government Help Desk is staffed by the Government. There is no requirement for the TMC to provide staffing at the Government Help Desk. The Help Desk assists DoD travelers and TMC in researching travel matters. The TMC is required per PWS paragraph 4.3.7 to register at least one primary and one alternate user for access to the Government Help Desk.

Q33. 6. Regarding attachment_3_TA_2__Workload_Data__FY14_thru_FY16_17Oct17", of the 45856 transactions listed for 2016, how many of them had hotel and car attached to the reservation?

R33. The Government has revised Attachment 3 (Workload data) for FY 14, FY 15, FY 16 and FY 17 to include hotel and car data.

Q34. Is there an incumbent travel management company, If so, can you identify?

R34. The incumbent TMC is Ravenel Brothers Inc.

Q35. What GDS is currently used for this contract?

R35. Worldspan Global Distribution System is being utilized.

Q36. What are the top 10 city pairs (origin/destination) for air travel?

R36. The government provided the relevant data in Attachment 3 (Workload Data) for the TMC to submit a proposal. The inclusion of this data is not relevant to the TMC meeting the requirement of the PWS.

Q37. What are your top 3 airlines for domestic travel?

R37. The inclusion of this data is not relevant to the TMC meeting the requirement of the PWS. The Government utilizes air carriers that participate in the General Services Administration (GSA) City Pair Program.

Q38. How many international and domestic tickets are used yearly?

R38. International and domestic tickets are identified in Attachment 3 (Workload Data) for each fiscal year.

Q39. What are your top 3 airlines for international travel?

R39. The inclusion of this data is not relevant to the TMC meeting the requirement of the PWS. The Government complies with the Fly American Act and utilizes the major U.S. air carriers for international travel.

Q40. Will you provide the number of hotel reservations per year? If so, will you include the unit price?

R40. The government has revised Attachment 3 (Workload Data) to include the number of hotels per fiscal year. The inclusion of hotel unit price is not relevant to the TMC meeting the requirement of the PWS.

Q41. Will you provide the number of car rental reservations per year? If so, will you include the unit price?

R41. The government has revised Attachment 3 (Workload data) to include the number of car rental reservations per fiscal year. The inclusion of unit price is not relevant to the TMC meeting the requirement of the PWS.

Q42. Why have you chosen to go to RFP at this time?

R42. The Government has a requirement for travel services.

Q43. Can you provide a relative indictor of the importance of the proposal evaluation factors, e.g. technical, price, past performance, etc.? The HUBZone shall describe how it will successfully accomplish commercial travel management services in accordance with all PWS requirements to include Department of Defense (DoD) Travel Regulations and the Joint Travel Regulation (JTR). (Technical) Technical Approach and Methodology, Management Plan, Quality Control and Implementation/Transition. (Price) See Pricing Model. (Past Performance) Contracts performed within the last three (3) years.

R43. All evaluation factors, other than price, when combined, are significantly more important than price.