questions 1 SFJ600-11-Q-001_FIJI.docx

Questions for Solicitation number SFJ600-11-Q-0001, Travel Management Services

1. What is the number of end users currently requiring travel services?

2. How many Travel Professionals are currently staffed on US Embassy site including Project and Site Managers?

None- currently work is being done off site.

3. Are all personnel working on site required to speak a local dialect or is English the only required language? Does this include Project Manager, Site Manager and Travel Counselors?

English is the only required language in regard to communication with Embassy personnel. The benefit of any local dialects when working with small regional airlines is a determination that must be made by the vendor.

4. Do end users self-book online, or through the traditional use of a travel professional? Is there a current E2 Traveler system currently in place, or is it yet to be implemented?

E2 has not yet been implemented. We currently use a traditional travel professional.

5. Can fulfillment be done at a location other than the US Embassy site? In other words, can tickets be issued at a remote site different from the on-site location of the Embassy?

Yes

6. In regards to 3.5.6.2 where it states: “Additionally, the Contractor shall include one pamphlet with each ticket and itinerary package ordered during the first quarter of the contract period (first three months), and the first quarter of any option years extended under the term of any resulting contract(s). “ Are the majority of tickets E-tickets or are they paper tickets? If they are electronic tickets, is the request that the itinerary along with a pamphlet be given to the traveler? Or only in the case of paper tickets?

Only in the case of paper tickets.

7. Are all travelers originating from the US Embassy in Fiji? Or do you have other end-users outside of the embassy that also require travel services from the Contractor?

Refer to paragraph 3.10-5

8. Is there documentation that the Embassy will provide such as a blanket tax exempt letter for hotel and other tax exempt travel?

No

9. Who is the current Contractor for this site?

Business World Travel

10. How many personnel does this contractor currently have on-site?

The contractor is not providing on-site services. However, it is the responsibility of each offeror to determine how to best satisfy the within city requirements as required by this solicitation.

11. How many CBA cards are currently in use? Will the CBA card information be provided through the use of a .csv formatted file or in another encrypted manner?

Three CBA cards are in use. The file format will be worked out with the awardee.

12. Is there a special dress code for Embassy Contractor Personnel? If so, please explain what that dress code is.

Services are to be provided within city limits, not on-site. Therefore a special dress code is not applicable.

13. Upon award of contract, when can the existing personnel be interviewed for continued service?

Current services are not being provided within Suva city limits, which might make this approach less viable. However, the offeror awarded the contract would have to coordinate with the current service provider, Business World Travel, for follow-up.

14. When is the expected date of award?

The anticipated award date is expected to be within the first or second quarter of calendar year 2011.

15.. 3.10.1 The Contractor shall provide service, 5 days a week, compatible with the Embassy’s standard workday from Monday through Friday, excluding holidays. Section 1, continuation of block 20, paragraph 13.0, below sets forth the normal working hours for Contractor personnel providing services under this contract. The Contractor shall provide dedicated telephone service for the account(s) at no cost to the Government, to include:

•toll-free service for Government use, to the servicing location, during regular working hours;

•a 24-hour toll-free number available to travelers which will allow immediate access to a reservation agent to perform emergency itinerary changes outside regular business hours; and the acceptance of collect calls when toll-free access is unavailable Question- For after hour services, do agents need to be on call, or can 24/7 hour service be handled remotely with proper notice of telephone numbers and emails?

The contract calls for a 24-hour toll-free number to be available for travelers which will allow immediate access to a "reservation agent." This can be handled remotely by telephone but cannot always be handled by email since travelers may be in remote areas without access to internet services.

16. Follow up Question to #15 - Are you asking for any service fees related to this call be waived? Normally, there is a surcharge for after business hours service.

Section 1, block 23, requires a single rate fee per type of transaction.

17. 3.17 ETS Delays. In the event there are delays with the implementation of ETS, the contractor shall only be required to provide the agent assisted or on-site travel management services as set forth in this contract until ETS is implemented, and the OBE is configured to support the Post population

a. What is the targeted date of completion? Will the contractor be responsible for fulfillment at that time? If not, please explain.

As stated in the paragraph 3.17, the contractor shall only be required to provide the agent assisted or on-site travel management services as set forth in this contract until ETS is implemented. The date of ETS implementation is not known at this time.

b. Will Tier III registration be required in order to support this project?

Yes – See Attachment 1

c. Is the current Contractor handling any fulfillment locally or elsewhere?

Elsewhere

17. Are the current staff local residents?

No

18. Will the government provide sponsorship for visas for any staff relocating to Fiji for this project?

No

19. 3.10.7.If the Contractor's reservation center is remote from the Embassy; the Contractor shall provide toll-free numbers for use by agencies’ employees to make reservations during the Embassy’s regular hours of operations. Remote is defined as areas where agencies would have to make long-distance calls to reach the Contractor

a. Is this in the event that the entire reservations staff is off-site? Yes

20. What IT/IT security requirements is the responsibility of the Contractor? Please elaborate.

a. Is this a requirement that must be submitted during the RFQ process or post award?

No

22. In your worksheet, you presented an example of a Quarterly Sales Report (see below)-What does that $13.00 represent under the Transaction fees? Are these examples, or expectations of charges?

$14,60

$17,73

$5

Hotel Reservation