Formal_Questions__Answers___6-01-2016_FINAL.pdf

Travel Management Services

Solicitation No.: S-CO200-16-Q-0002

Formal Question & Answers – Q&As from Vendors

May 24, 2016

Question #1: 1.1 (Scope of Work) (Page 12) According with the transactions of tickets described in the tables on pages 6,7,8 and 9, we want to know how many are domestic and how many are international.

Answer: Refer to Amendment A001.

Question#2: Additionally, we want to know which would be the percentage of National and

International Hotels, trains, bus and steamships.

Answer: Reservation services for domestic/international lodging= 1,200 (Page 6 Line item

#2). Train Reservations are currently 0.00 but may be a different amount during the contract’s period. Bus and Steamships Reservations are currently 0.00 but may be different during the contract’s period.

Question #3: 3.2.5 (Page 17) in this paragraph refer Premium rates for ticketing, what do you mean with this rate, this rates are different from those already established in the page?

Answer: Tickets under Premium Class can only be issued when the accompanying travel orders provide the authority for that travel. The rates can be found in the following GSA’s website:

https://cpsearch.fas.gsa.gov/cpsearch/search.do?method=enter

Question #4: According with the report submitted by the current contractor, could you inform us what is the average rate of domestic and international routes is?

Answer: Refer to Amendment A001.

Question#5: 1.0 Description: The Contractor shall provide travel management services to the

U.S. Embassy - Bogota, as described in this solicitation. The contract type is a fixed price with economic price adjustment requirements type contract for all travel management services required by the agencies set forth in Section 1, paragraph 27.0. The contract will be for a one-year period from the date to start services, set forth in the Notice to Proceed, with four one-year options to renew.”

Embassy of the United States of America

Bogotá, D.C., Colombia

GSO/ Contracting Unit

Kindly clarify what does fixed price means since this is a supply and demand market where prices fluctuate.

Answer: For Line items 1A through 1F, transaction fees are set by the Colombian

Government Ministry of Transportation; therefore, your company must provide the prices for base and all option years based on the mandatory administrative rates cited in Resolution #1507 issued by the Colombian Government. For line items 2 and 3 your firm must project its figures for base and all option years, taking into account the inflation rate. Upon request, your firm can request an economic price adjustment (only for line items 1A through 1F) by presenting the updated resolution or decree issued by the Colombian Government Ministry of

Transportation in which administrative rates have been increased. Along with your request you must attach a copy of the resolution from the Colombian

Government.

Question #6: 2.3 PRICING A. VALUE ADDED TAX. Taking into account the VAT description in this section for items 1A and 1F (tickets), please inform us how accommodation and car rental services, which are also levied with this tax, will be invoiced. In addition, please inform us how the reservation service will be invoiced considering the consumption tax, since it is itemized in each invoice.

Answer: We do not understand the question.

Question #7: Base Year Table (Base Period). In the case of items 1A and 1F, please clarify if the value to be included in the Price per Transaction/Unit Price Colombian Pesos:

a. Refers to the Administrative Fee

b. Refers to a fee that is different than the value of the Administrative Fee.

Answer: Offerors must propose administrative rates established under Resolution No.

3596 dated September 1, 2006 and Resolution No. 1507 dated March 23, 2012, issued by the Colombian Ministry of Transportation (Attachment #3 and 4) which rules this type of service.

Question #8: Base Year Colombian Pesos Column

a. Refers to a fee to be charged.

Answer: Yes.

Question #9: Please clarify the difference between these two columns: Price per Transaction /

Unit Price Colombian Pesos column and Base Year Colombian Pesos.

Answer: This is the total amount of the “price per transaction” times the “Annual estimated

Number of transactions”

Question #10: Base Year Table (Base Period) and Optional Years Items 1A to 1F. Years from 1 to 4. Regarding the Note for each year, we do not know the CPI increase to be applied to the Administrative Fee, which would be an estimated value of years 1 to 4. Please inform us how the CPI should be forecasted.

Answer: CPI increases will not be a factor for items 1A through 1F because rates for those item numbers are dictated by the Colombian Government. For items 2 and 3, this is determined at the discretion of each offeror.

Question #11: Base Year Table (Base Period). Price per Transaction/ Unit Price Colombian

Pesos. Base Year and Optional Years Items 1A to 1F. It is difficult to calculate a total as requested in the form since national fees are regulated by the Civil

Aviation Authority in pesos and for international tickets in U.S. dollars, Therefore, we could calculate a forecasted value but not a final value.

Answer: For Line items 1A through 1F, transaction fees are set by the Colombian

Government Ministry of Transportation; therefore, your company must provide the prices for base and all option years based on the mandatory administrative rates cited in Resolution #1507 issued by the Colombian Government. For line items 2 and 3 your firm must project its figures for base and all option years, taking into account the inflation rate. Upon request, your firm can request an economic price adjustment (only for line items 1A through 1F) by presenting the updated resolution or decree issued by the Colombian Government Ministry of

Transportation in which administrative rates have been increased. Along with your request you must attach a copy of the resolution from the Colombian

Question #12: 2.0 Definitions: CBA_ Centrally Billed Account. Please clarify if Credit Cards will be used for all the services.

Answer: Official air travel is normally paid using CBA Centrally Billed Accounts. Some official air travel (e.g. travel in Colombia or International) may on occasion be paid using cash or the personal credit card of the traveler. Cash cannot be used to purchase GSA government fares (e.g. GSA Contract and DG fares). Other official travel services (TDY lodging, rental cars) are normally paid by the traveler using his/her credit card and then vouchered by the traveler outside of the

TMC. All personal travel (air, lodging and rental cars) is paid by the traveler using cash or the traveler’s credit card.

Question #13: It is important to clarify that Credit Cards are charged automatically for rendering the services. is going to be one credit card o or more? How many?

Answer: The number of CBA cards is 14.

Question #14: Economic Offer Proposal: we propose to delete items 1A to 1F where references to the value of the Administrative Fee are made, taking into account that this is a value of mandatory compliance according to the Civil Aviation Authority

Resolution for all Travel Agencies.

Therefore, an item will be included in RFQ where Travel Agencies will be enforced to charge the value regulated by the law.

The transaction price is maintained in items 2- Domestic/International

Accommodation Reservation Services and 3- Domestic/International Car Rental

Reservation Services.

Answer: Line items 1A through 1F cannot be deleted. They are a substantive part of the travel management requirement even though they are based on mandatory fees set by the Colombian Government.

Question #15: “Fly America Flight Law – See 49 U.S.C.40118. Fly America Flight Law requires federal employees and dependents, consultants, contractors, dealers and others who go on flights financed by the United States travel using airlines with the U.S flag..." Please clarify how this would be handled in cases of routes that do not cover American lines authorized by the Government.

Answer: There are some exceptions to the Fly America Act, 49 U.S.C. 40118, see them below:

For State, BBG, and USAID-funded travel of Department of State and USAID officers, employees and their eligible family members:

(1) A U.S. air carrier must be used if the trip is between the United States and a foreign country and the U.S. air carrier offers nonstop or direct service (no aircraft change) from origin to destination unless such use would extend travel time

(scheduled departure to scheduled arrival, including delay at origin) by 24 hours or more; or

(2) If the trip is between the United States and a foreign country and a U.S. air carrier does not offer nonstop or direct service (no aircraft change) from origin to destination, then a U.S. air carrier must be used if it provides service for the leg of the trip that is between the United States and another country, unless using a U.S.

air carrier would:

(a) Increase the number of aircraft changes abroad by two or more; or

(b) Extend travel time (scheduled departure to scheduled arrival) by 6 hours or more; or

(c) Require a connecting time of 4 hours or more at an interchange point abroad;

and

(3) A foreign air carrier may be used for official travel between two points abroad. This includes travel between two points abroad that is part of a trip to or from the United States (i.e., the foreign leg of a trip to or from the United States).

Question #16: “Refund - ticket refund includes the value of the ticket but does not include the transaction fee or other service fee related to the issuance of the ticket. For the purposes of invoicing under this contract, refund is not a separate transaction."

We clarify that Company X will act as an intermediary before the airlines and will request refund provided that the fee applied allows it and according to the policies established by each supplier. In addition, it is important to clarify that there are penalties for the refund charged by the airlines. The timings in which money is transferred to the client in form of credit or cash are established by the airlines.

Answer: The US Government agrees with the Travel Agency acting as an intermediary before the airlines when processing airline tickets refunds.

Question #17: Standard Carrier Alpha Code, (SCAC)- Used by the Government to audit the invoicing’s of Contractor. The SCAC code can be obtained in National Motor

Traffic Association, Inc. 2200 Mill Road, Alexandria, VA 22314; phone (703

512-1800. The current cost is $28.00 ($24.00 to renew). SCAC is applicable only if a GFTR is used for the payment. Please clarify how it currently works from the point of view of the Travel Agency when the service is rendered or provide visibility via reports of those trips where a GTR was used for the payment.

Answer: GTR will not be used by the US Government as a payment mechanism.

Question #18: 3.1. Taxes - Exemption. We inform that the passengers that travel with a diplomatic passport are exempt from paying this tax according to Resolution 1545 of 2014 (Law 2, 1976), a right that the client should accredit before the airline at the time of register (check-in) at the counter by presenting the physical or virtual supporting documentation that demonstrate such exemption. In the case of diplomats, the current diplomatic passport is required.

In the case of certain airlines, internal policies allow “OUR COMPANY”to validate this exemption and issue a ticket without this tax but other taxes require the refund to be requested directly by the client at the airport.

Answer: We do not understand this question.

Question #19: 3.2.2: “GSA has awarded contracts to certain airlines due to reduced airline fees”.

We appreciate you inform us which are the Airlines with which the Embassy has this negotiation as well as the fees.

What happens if the Travel Agency finds a lower fee from another Airline?

Answer: GSA awards contracts to airlines every fiscal year (October 1st- Sep 30 th

.) The current contract carriers can be found on the next link:

https://cpsearch.fas.gsa.gov/cpsearch/search.do?method=enter

If the travel Agency finds a lower rate from another airline, then it can be offered only if it meets one of the exceptions listed in 14 FAM 543 Contract Carriers.

For details, please refer to the following link:

https://fam.state.gov/fam/14fam/14fam0540.html

Question #20: Items 3.7 - Ticket Delivery, 3.8 - Traveler Checks and 23.0 Employee Hiring indicated as "Reserved". Could you please elaborate on the term "Reserved"?

Answer: Reserved means that it does not apply/is not required.

Question #21: Date for questions. We appreciate you allow us to ask questions after May 24th during the execution of the offer in order to ensure the compliance of the requests made by the Embassy in the RFQ.

Answer: The deadline for submitting questions will not be extended.

Question #22: Contract Draft. Please clarify if observations will be allowed to the sections indicated as "Reserved" within the contract clauses.

https://fam.state.gov/fam/14fam/14fam0540.html

Question #23: Please inform us what is the percentage of reservations made via Concur

Technologies.

Answer: No reservations are made via Concur Technologies.

Question #24: Kindly inform us if any type of integration of PNR towards CWT Sato Travel is required. For which travelers and for which reserves?

Answer: If you are referring to E2 Travel Solutions, currently there is no PNR integration towards E2 Travel Solutions, therefore, no integration is required.

Question #25: How does the channel of customer support works in terms of service with respect to platform CWT Sato Travel from the point of view of the customer, for such topics as: the tool is not available, he forgot the password, he requires training, he needs a user to be created.

Answer We do not fully understand your question. The Travel Management Center

(currently CWT) communicates directly with customers via email. There is no special platform or interface or usernames required. The customer simply emails their Travel Authorization document to the TMC which authorizes the TMC to purchase travel.

Question #26: What personnel of the Embassy uses the CWT Sato tool?

Answer: If you are referring to E2 Travel Solutions, most agencies/employees use this travel tool; however, there are some agencies/employees who use a different travel system tool or do not use any.

Question #27: Observation: Besides the hotels listed in Fema do you have a list of preferred hotels and fees associated to such services? The same occurs to airlines that are in the Fly America program and the fees of agreement, knowing the codes of the agreement GSA with which Airlines will travel take place and what is the fee of the contract?

Answer: Only hotels listed in the FEMA website are acceptable for lodging services in the

U.S.A. For other destinations there’s no list.

GSA Contract airlines carriers can be found on the next link:

Question #28: In what cases is GTR used, as means of payment. Could such means of payment be used to pay for services other than air, or in not regular airlines?

Answer: GTR (Government Transportation Request) is currently considered a Travel authorization used for the Department of Defense, it is not considered anymore as a payment mechanism. Only credit cards or cash will serve as forms of payment.

Question #29: Kindly inform us from where to unload the City Pairs, and if it is necessary to provide such detail in the travel reports.

Answer: City pair fares are uploaded from the airlines to the travel agencies’ s GDS systems. We do not understand your question about the reports.

Question #30: City Pairs: Kindly inform us what types of reports are required, with what frequency and to whom are such reports addressed.

Answer: Please refer to section 3.9 Management Reports and Deliverables, pages 21-22 of the solicitation.

Question #31: Reports: Kindly inform us how should the reports be presented (electronic form, PDF, via e-mail, safe access via e-mail and/or printed).

Answer: Reports should be presented via email (pdf, excel document) or printed.

Question #32: 3.2.6 Establishment of back-to-back fees or issue of hidden city tickets. Please clarify what you refer to with this by providing an example.

Answer: This refers to the old practice of issuing tickets to less expensive destinations with the intention to travel to a different destination. Example: Issuing a less expensive ticket from BOG to DCA with the intention to stop at a layover point such as Miami, FL, to where the airfare would have cost more. In this case, the traveler would not complete the original itinerary to DCA. This is not a current practice as nowadays airlines will charge for airfare differences.

Question #33: Number 3.3.3 Please indicate to us if any participation from our side is required in the follow-up to the program Safety Agreement in case of Fire in Hotels, if so, please tell us which would such required participation be.

Answer: Compliance with the Motel Fire Safety Act of 1990 is required:

http://uscode.house.gov/statutes/pl/101/391.pdf

Question #34: Please elaborate on the Form of Payment. If such payment is made with a Credit

Card, we clarify that cards are charged, for example, at the time of rendering the services in the case of tickets.

The Embassy requests monthly invoicing of the services rendered.

Answer: Charges are made at the time of booking onto the CBA accounts.

Payments are mainly made by using credit cards and charges are made to credit cards at time of ticketing. Government fares may not be purchased with cash.

The Embassy requires a monthly reconciliation report of charges made to CBA cards/accounts.

Question #35: Number 3.14 Kindly inform us for what is eTS used in addition to request traveling in the platform. Is it also used for other purposes such as for example, events and congresses, sending of alerts, campaigns? Is it possible to obtain a document that descirbes the eTS platform and a user guide?

http://uscode.house.gov/statutes/pl/101/391.pdf

Answer: eTS E2 Travel Solutions is on-line travel tool used only by US Government employees to request for official travel services, this is an internal process for federal employees and invitational travelers which do not involve the Travel

Management Center (TMC.)

More information about E2 Travel Solutions and user guide can be found in this link: http://www.state.gov/documents/organization/214966.pdf

Question #36: Number 3.14. Kindly inform us how does the travel request form looks like that is received by the Agency from eTS? also Kindly inform us if status is handled according to the traveling process (pending trip, cancelled trip, postponed trip).

Answer: If you are referring to the E2 TA (Travel Authorization), this form contains sensitive information and cannot be shared. We will provide samples to selected agency for their knowledge.

To issue an airline ticket, the status of the E2 travel authorization must be “fully approved.”

Question #37: 3.9 Management Reports and deliverables. Kindly inform us if in connection with reports, the data needs to be sent to some place for consolidation?

Answer: Quarterly reports should be emailed or handed out to the COR (Contracting

Officer Representative), Reconciliation Reports should be send to the FMC

(Financial Management Center).

Question #38: Number 3.6 kindly inform us if you need to have a report of the detail of these types of fees: YDG, MDG, ODG, VDG and the similar.

Answer: This is not a mandatory report but there could be instances where it may be required.

Question #39: Number 15.4.2. Kindly inform us in connection with reconciling topics, what is the structure of the information that you are delivering to us.

Answer: The Embassy provides copies of travel authorizations to issue official tickets;

those orders need to be reconciled against the charges made to the CBA accounts.

Question #40: System of Emergencies and Alerts (SOS, Alerts, IJT) Kindly inform us if you are subscribed to an emergency program, if so, kindly inform us which one it is and if the services of the Travel Agency needs to include an integration with such service.

Answer: We do not understand your question.

Question #41: The contract clauses often include the text "Reserved Space". Therefore, we kindly request that once there a complete document is available, it can be subject to our study and comments.

http://www.state.gov/documents/organization/214966.pdf

Question #42: Item 3.10.3. Indicates that "In case of emergency (for example, disasters declared at a presidential level, forest fires, evacuations, floods, hurricanes, etc.), the

Contractor shall conduct the operations necessary to support the Government".

This is why we appreciate you taking into account the exemption from responsibility due to force majeure or fortuitous event.

Answer: Support is required and no exemptions can be granted.

Question #43: Please let us know if you have a list of suppliers with restrictions due to security reasons and kindly send it to us.

Answer: This is information is not a requirement of the contract.

Question #44: U.S and technical regulations are referred to in all the Contract Clauses. This is something that makes the contract's study difficult. In addition, the applicable law shall be the American law. Therefore, we respectfully suggest a direct arrangement mechanism between the parties in the eventual case where there is any discrepancy in the execution of the contract.

Answer: This is not possible, only the US Government regulations apply.

Question #45: 7.0 Minimum staff requirements. Kindly let us know if the resumes of the personnel should be attached to the proposal.

Answer: Resumes of proposed personnel must be attached to the proposal.

Question #46: 7.0 Minimum requirements of personnel: Kindly inform us if the personnel of the

Call Center also need to pass through the Security.

Answer: Every person involved in travel services provided to U.S. Embassy will need to pass through a security clearance.

Question #47: We kindly request you inform us the estimated budget value.

Answer: This is not possible, the US Government cannot disclose this information.

Question #48: 22.0 Insurance. Personal injuries and Employer Responsibility. Kindly inform us if these insurances are additional to those legally required in Colombia.

Answer: Please refer to Section 1 Paragraph 22.0 of the solicitation.

Question #49: 22.0 Insurance. Please inform us about the insurance policies that the Agency should obtain in order to submit the proposal and the subsequent legalization of the contract.

Answer: Please refer to section 22.0 of the solicitation.

Question #50: We kindly request you to provide the national and international proportion of the services separately.

Answer: Refer to question #1 above.

Question #51: We kindly request you to let us know the airlines and hotels you have direct agreements with.

Answer: The Embassy has currently agreements with the following airlines:

Avianca, LATAM, Delta Airlines, United Airlines, American Airlines, COPA.

The Embassy also has hotel agreements with most recognized hotels in Colombia.

Question #52: We kindly request the statistics per airline, service type, values, etc.

Answer: We do not have that information.

Question #53: Section 3. Provisions for Solicitation. Please inform us if we should fill out and submit the complete Continuation of SF-1449, which goes from item 1.0 - Scope of Work until item 28 - Quality Assurance and Surveillance Plan QASP. In such case, please indicate us if it the text "OUR COMPANY”. commits to" would suffice or if any additional explanation is required.

Answer: Offerors must complete and submit the SF-1449, no portions of the Continuation of SF-1449 pages must be modified by offerors.

Question #54: Regarding appendixes 1, 2 and 3, kindly let us know if these are for information purposes or if a specific response should be provided on them.

Answer: For information purposes but please carefully read the requirements included in this information in Attachment 1. Regarding Attachment 2 quarterly and monthly reports are required as well. Refer to questions 30 and 31. Attachment 3 is included for informational purposes only.

Question #55: SF-1449 Regarding the fill out of this form, kindly clarify which information should be included in the following items:

Answer: Please fill in the information required in blocks 17a, 17b, 19, 20, 21, 22, 23, 24, 30a., 30b., and 30c.

Question #56: Item 12, taking into account that two boxes are included in this item and that the last part of the Economic Proposal requests the following information in the economic presentation form:

Base Year: Col P$ _________________

Option Year 1 (Option Period 1): Col P$ _________________

Option Year 2 (Option Period 2): Col P$ _________________

Option Year 3 (Option Period 3): Col P$ _________________

Option Year 4 (Option Period 4): Col P$ _________________

Grand Total Base plus all option years: Col P$ ____________________

Which information should be included in the second box?

Answer: Refer to Amendment #001.

Question #57: Item 17. Kindly let us know the following:

o 17a. CONTRACTOR/OFFEROR NOVENDOR, CODE: Which code should be filled out in this item?

o 0: Which information should be included in this box?

o FACILITY CODE: Which information should be included in this box?

o NOVENDOR UNITED STATES: Which information should be included in this box?

o

Answer: Please enter the name of your company and complete address and phone number in 17a. Other spaces can be left blank.

Question #58: Item 23: Please let us know which is the information that should be filled out in section 23. Unit Price, since the economic proposal is on different products and services. How would this Unit Price be calculated?

Answer: In this block offerors must indicate the total offer amount by including base and all option years. The detailed pricing goes in the line items of SECTION 1 -

THE SCHEDULE

Question #59: Item 24: Kindly let us know which is the information that should be provided in section 24. Amount.

o This is the result of:

Base Year: Col P$ _________________

Option Year 1 (Option Period 1): Col P$ _________________

Option Year 2 (Option Period 2): Col P$ _________________

Option Year 3 (Option Period 3): Col P$ _________________

Option Year 4 (Option Period 4): Col P$ _________________

Grand Total Base plus all option years: Col P$ _________________

Answer: Refer to Amendment #001.

The following questions were received in Spanish; these have been informally translated to

English in order to respond.

Question #60: Please let us know what the discount field refers to.

Answer: This block is for the option of offering an early payment discount.

Question #61: Please let us know what the SAM and vendor code discount field refers to

Answer: For SAM, this is a mandatory registration and you must show evidence in your proposal that you have registered in SAM. It is free of charge to register your company in SAM. Here is the link: https://www.sam.gov

For the vendor code discount block, please refer to question #60 above.

Question #62: Please confirm if numerals 19 to 24 must include pricing according to the services referred to in Section 1.

Answer: Yes. Refer to Amendment #001.

Question #63: Please let us know the place of performance of this contract.

Answer: Bogota, D.C. Colombia.

Question #64: Please confirm what is the difference in operating in facilities owned by the US

Answer: A firm operating inside a US facility must abide by US Government laws. In addition, all of your employees working inside the facility must receive security clearances after a background investigation has been conducted.

Question #65: "We see that in the pricing format only airline and hotel tickets are contemplated, please confirm what field or format can include the cost of additional services such as:

1. Reviewed tickets.

2. Reimbursement of tickets.

3. Management for of events and groups. "

Question #66: Please confirm in what field we must include the cost of the differential administrative fee for the use of our management tool.

Question #67: Please confirm in what field we can include the return of 1% that the airlines reimburse for the purchase of domestic and international tickets in net rate.

Answer: That is not a part of this solicitation/contract.

Question #68: Please confirm whether corporate hotel rates are "included" in the GDS for booking by these means or are these negotiations that have been made directly with the hotel and not included within the globalizer systems.

Answer: The corporate hotel rates are "included" in the GDS for booking. Local hotels are responsible to upload the corporate/US embassy rates that can be accessed in the

GDS by the TMC using a code provided by the hotel.

Question #69: Please confirm whether it is possible to implement a management tool different from those mentioned in the specifications.

Answer: We do not fully understand your question. The Travel Management Center

(currently CWT) communicates directly with travelers via email only. There is no management tool, platform or interface required between the TMC and the traveler. The traveler simply emails their Travel Authorization document to the

TMC which authorizes the TMC to purchase travel.

Question #70: Please confirm whether as suppliers in this process it is necessary for the registration to SAM, if so; please indicate how can we register.

Answer: For SAM, this is a mandatory registration and you must show evidence in your proposal that you have registered in SAM. It is free of charge to register your company in SAM. Here is the link to register your company in SAM:

https://www.sam.gov

Question #71: Please clarify which aspects as a service company we must apply (abide) as by reviewing the document the mentioned aspects apply only to other economic activities.

https://www.sam.gov/