TMC_Pre-Proposal_Presentation.pptx

Mission Australia & Papua New Guinea Pre- Proposal Meeting For Travel Management Consultancy

Stephen

Introduction Submitting questions in relation to the TMC solicitation.

The pricing schedule.

Deadline for submissions.

Scope of Work.

City Pairs.

Contractor requirements.

Lodging.

Trafficking in Persons DUNS & SAM registration Security

Agenda

Stephen – intros by Sara and Alex

The Embassy of the United States in Canberra is to acquire Travel Management Services for all employees to the U.S. Embassy Canberra, ACT; the U.S. Consulates General in Perth, WA; Sydney, NSW; and Melbourne, VIC, Australia; and the U.S. Embassy in Port Moresby, Papua New Guinea in accordance with the specifications and terms and conditions of the host nation.

The contractor shall furnish managerial, administrative and direct labor personnel to accomplish all work as required in the contract. These requirements may change depending on the requirements set forth by the Embassy. Anticipated performance is for one base year period with four possible option years.

The fact that the contract contains option years does not obligate the Contracting Officer to exercise the option. However if the Contracting Officer exercises the option the Contractor is obligated to perform.

How to submit questions relevant to the TMC solicitation.

In an effort to promote a level playing field for all vendors we will not be answering any questions on the solicitation directly.

If you have any questions you would like to ask concerning the solicitation then please do not hesitate to write them down on the notepads provided or alternatively you can submit them via email to:

CanberraGSOQuotations@state.gov

*Please be aware that any questions you raise will be answered to all participating vendors and posted on the FedBizOpps website, this is done to ensure that all participating vendors will have a fair and equitable opportunity to bid.

Any statements made during this conference do not change the solicitation. All changes will be made by written amendment to the solicitation.

The contactor will provide the firm fixed priced fees for the base year and optional years, as per section -1 of the solicitation the pricing schedule.

The contractor should allow for any increased profit, operational costs or costs associated with inflation.

Deadline for submissions The deadline for the submission of the TMC solicitation is no later than 4 p.m. Australian local time on Monday, July 27, 2015 , the FedBizOpps website defaults the time to Eastern Standard Time (2 am).

To ensure arrival Electronic submissions for the TMC must be submitted one day prior to the submission date required for hard copy submissions.

Ref FAR clause 52.212-1(b)(11)(2)(i)(A)

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it shall be received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers

Annual transactions USG, 2014-2015 The estimates set forth in section 4 of the solicitation SAS20015Q0002 for both Mission Australia and Papua New Guinea are based upon official travel only, not personal travel. These estimates are provided for purposes of computing the estimated transaction fee payment and are not guaranteed.

1.0 - Scope of Work

1.1 The Contractor shall provide corporate travel services for official domestic and international travel of Government employees and their dependents.

This includes:

Travel reservations, issuance and delivery of tickets for air, rail, bus and steamship carriers; and where possible, advance seat assignments and advance boarding passes;

Reservations for lodging accommodations;

Commercial automobile rental services;

Assistance in obtaining passports, visas, and advice regarding health requirements;

1.0 - Scope of Work (cont’d) Detailed travelers' itineraries;

Management information and billing reports derived from the booking database;

Automated reconciliation of travel charges incurred through the Government's CBA accounts;

Seminars, meetings and workshops at sites selected by the Government (including conference rooms, lodging, meals, ground transportation, audio-visual equipment, and related services); and,

2.0 - Definitions Fly America Act –

The Fly America Act requires Federal employees and their dependents, consultants, contractors, grantees and others performing United States-financed air travel to travel by U.S. flag carriers.

See: 41 CFR 301-10.131 through 301-10.143 and 14 FAM 583, 49 U.S.C. 40118

Travel Authorization –

Document authorizing official Government travel

Alex

3.0 – Contractor Requirements

3.2 Transportation

The Contractor shall comply with mandatory Government programs for air travel. Except for the constraints of the “City Pairs” contract program noted below, and the Fly America Act, the Contractor shall book the lowest available fare that satisfies the agency’s mission requirements. If reservations made by the Contractor are not at the lowest available rate allowed by policy, the Contractor shall refund the agency the difference.

3.0 Contractor Requirements (cont’d)

3.2.4 The Contractor shall provide the Government with the reservation and ticketing services which industry practice normally accords corporate or private travelers, to include new and improved reservation and ticketing technologies. These shall include a 24-hour, toll-free number available to travelers to perform emergency itinerary changes and emergency services outside regular business hours. The Contractor shall be responsible for ensuring that any subcontractor providing such emergency service complies with all conditions of the contract.

The Contractor may only issue premium class tickets for which the Government will have to pay an additional amount when the accompanying travel orders provide authority for that travel. This does not apply to situations in which frequent flyer benefits will be used to obtain the premium class tickets

3.2.2 City Pairs Program

3.2.2.1 GSA has awarded contracts to certain airlines for reduced air fares between numerous city/airport pairs. The contract air service (e.g., 'YCA', '_CA') is mandatory for official Government travel (which includes all travel funded by the Government), unless the Government approves the use of non-contract fares under the exceptions specified in the FTR.

In cases of separate contract awards between specific airports in cities, the traveler may use the airport that best meets their needs without further justification.

3.2.2 City Pairs Program (cont’d)

3.2.2.2 Promotional or other types of discount fares can be used on contract city/airport pair routes if they are offered by the contract carrier and are lower in cost than contract fares. Contract fares shall not be used for any personal travel, including those instances where portions of personal travel are substituted for a leg of an officially authorized trip.

3.2.2.5 Any restricted fare which provides for a monetary penalty for itinerary changes or flight cancellations shall not be used without the written consent of the using agency.

3.3 Lodging

3.3.1 The Contractor shall provide lodging reservation services. These services shall include initiating and confirming reservations and confirming the rate at which the reservation is made.

3.3.2 Where the Government has agreements with hotels/motels for discount Government rates, the Contractor shall endeavor to obtain such rates for Government travelers. (Frequently these rates are capacity-controlled.)

The Contractor shall also make available to the Government any lower-priced, guaranteed corporate or other discount rates it has negotiated at these or other hotels.

3.3 Lodging (cont’d)

3.3.3 Final selection of accommodations rests with the traveler. If reservations made by the Contractor are not made at the lowest available Government rate, the Contractor shall refund the Government the difference.

Since final selection of accommodations rests with the traveler, the reservations made by the Contractor shall be made at the lowest available rate that complies with the traveler’s request, or the Contractor shall refund the Government the difference.

3.5 Related Services

Health Requirements The Contractor shall provide travelers with advice on necessary health requirements, including types of inoculations and vaccinations whether required or suggested for foreign travel.

Local Conditions The Contractor shall provide information and advice on conditions at the various foreign destinations

Foreign Currency Information The Contractor shall provide technical advice on such matters as foreign currency exchange rate and transactions, securing auto insurance in conjunction with foreign automobile rentals, excess baggage requirements and fees.

3.5.5 Seminars & Meetings

The Contractor shall make all arrangements necessary for the presentation of conferences, seminars and meetings for official Government requirements. The Contractor shall not charge the Government a transaction fee or any other fee for this service

The reservation of meeting or classroom space Audio-visual equipment Attendee lodging Meals Breakout rooms Transportation to seminar meeting site

The Contractor shall make the reservations requested by the U.S. Government employee for this official function regardless of whether or not travel is involved.

52.222-50 Trafficking in Persons

As a U.S. Government contractor all suppliers must comply with Federal Acquisitions Regulations (FAR) Clause 52.222-50, "Combating Trafficking in Persons." 52.222-50 implements the U.S. Government's "zero tolerance policy on human trafficking" by prohibiting and contractor and its subcontractors at any tier from utilizing "forced labor" or engaging in "severe forms of trafficking in persons" during the performance of contracts and the subcontracts awarded thereunder. Contractor are reminded to include FAR clause 52.222-50 in all subcontracts placed in support of our Government business. Violations of FAR clause § 52.222-50 can result in substantial financial and other penalties to include contract and subcontract termination and debarment from U.S. Government work.

Sara

DUNS & SAM registration DUNS Number - First step towards a government contract at: https://www.youtube.com/watch?v=pKsINotv7Sw How to Get a DUNS / D&B Number at: https://www.youtube.com/watch?v=Balk4jJhy9M System for Award Management (SAM) Tips for Registering https://www.youtube.com/watch?v=WmyQfxdyDoo The U.S. Government requires that prior to entering into a contractual arrangement that all business entities register with DUNS (Dun & Bradstreet) and SAM (System for Award Management).

A DUNS number must be obtain prior to the application for a registration in SAM, the following links provide assistance in the process of obtaining the DUNS number and SAM registration.

Sara/Stephen

3.9 Management Reports & Deliverables

The Contractor shall provide the Government with management information reports. As a minimum, the Contractor shall develop the following reports:

Quarterly Problems & Solutions Report Quarterly Sales Activity Report Reconciliation Report for Transportation Billings Monthly Transaction Fee Report

18.0 The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this contract prior to their utilization as required below in “Government Approval and Acceptance of Contractor Employees”

19.0 Government Approval and Acceptance of Contractor Employees - The Contractor shall subject its personnel to the Government's approval. All employees shall pass a suitable investigation conducted by the Contractor, including recommendation(s) from their respective supervisor(s). Also required is a police check covering criminal and/or subversive activities, a check of personal residence, and a credit investigation.

SECURITY

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