TMC_Pre-Proposal_Conference_Minutes_030817.docx

Embassy of the United States of America

Jakarta, Indonesia

March 08 , 2017

General Services Office U.S. Embassy Jakarta Jl. Medan Merdeka Selatan 3 Jakarta, Indonesia

Minutes from Pre-proposal Conference of 22 February 2017, 13:15-14:20

Introduction

The contracting officer welcomed all attendees, introduced Contracting Officer’s Representative, Christopher Bergaust; Procurement Supervisor, Dede Rusli; Travel Supervisor, Michelle Halim; and Contracting Assistant, Ardi Putro.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

· Introduction to the contract solicitation

· The pricing schedule

· Workers’ Compensation Insurance (DBA Insurance)

· Deadline for submissions

· Contract solicitation overview

· Solicitation Orientation (tables of contents)

· Scope of Work

· Definitions

· Contractor requirements

· City Pairs

· Management Reports and Deliverables

· Security

· Solicitation Provisions

· Evaluation Factors

· DUNS & SAM registration

· Trafficking in Persons

Questions

The enclosed questions below were asked or discussed during the conference.

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Bi-Mission Indonesia. The meeting was adjourned.

Sincerely,

Enclosure 1:

First Set of Questions and Answers

Enclosure 1: First Set of Questions and Answers Although questions and answers set forth below may have been discussed during the conference, the answers provided below shall supersede any answers discussed during the pre-quotation conference. In addition, for any question which provides any historical information or data, this data will likely change. Therefore, the government is not liable or responsible for these changes, nor shall it be the basis for a claim.

1. What are the terms and payment for this contract?

Please refer to Sec. 1, Continuation to Block 20, paragraph 15.0: Billing and Payment Procedure. The Embassy pays twice per month, within 30 days after a proper and complete invoice is received. Because of how the billing cycle works, the TMC is typically reimbursed 40-60 days after an individual ticket is initially purchased. Given the Embassy’s volume, this means the TMC will need to maintain a substantial accounts receivable (several hundred thousand U.S. dollars at any given moment).

The Embassy currently uses GTRs for all official airline purchases. While open to acquiring and using a centrally billed account (CBA) credit card, Indonesian airlines are currently unwilling to absorb merchant or foreign currency conversion fees. The Embassy will not pay those extra costs.

2. How many individual tickets may be included in one transaction?

There is no limit, although it would be rare to have more than 50 tickets issued in one transaction. Most groups are less than five individuals. Generally speaking, 50% of transactions are for one individual traveler and 50% include a group of travelers.

3. Could you please elaborate on e-travel Service?

Please refer to Sec. 1, Continuation to Block 20, paragraph 3.14, for more information. The Embassy does not currently use an e-travel service.

4. How is this TMC contract different from TMC contracts with other organizations?

This contract includes stipulations referencing the U.S. Fly America Act, the City Pair Program, U.S. government travel regulations, and the lowest available fare requirement. Please see Sec. 1, Continuation to Block 20, paragraphs 2.0, 3.2.2, and 3.2, respectively.

5. What is the most common class of airline tickets issued?

Most ticket issuance are economy class less than/below Y class. Only up to 10 business class ticket issuance per year, and Business class ticket issuance must be approved by the traveler’s approving officer or Head of Agency.

6. Should all prospective bidders have DUNS/SAM number?

Prospective vendor are encouraged to understand/ familiar with DUNS and SAM registration before submitting the quotation. A contractor must have a DUNS number and be registered in SAM prior to contract award.

7. What should prospective vendors consider before sending a quotation?

Prospective vendors should have a strong financial position, as reflected in their financial statements. Please refer to Section 3, paragraph 1.2.8.

8. How do I prepare a bid package?

Please follow ALL the requirements in Section 3. Do not wait until the last minute to send a quotation. Late submissions will not be accepted – see FAR provision 52.212-1..

9. If we have additional questions, whom should we ask?

If prospective vendors have questions please send them to JakartaBidPCU@state.gov. All prospective vendor questions and answers will be posted to the FedBizOpps website.

10. Where will the TMC office be located and may we see it?

The location of the TMC office is on the 10th floor of the Sarana Jaya Building. Please refer to Sec. 1, Continuation to Block 20, paragraph 12.0. However, the TMC office will move to the new Embassy on Jalan Medan Merdeka Selatan in 2018.

We have no plan to conduct a site visit for prospective bidders.

11. What equipment/property will the government provide for the contractor?

For a detailed listing of equipment/property and services, please refer to Sec. 1, Continuation to Block 20, paragraph 5.0 and Section 1, Attachment III.

12. Must the contractor provide emergency service after-hours?

Yes, the contractor must provide emergency service outside regular working hours through a 24-hour, toll-free number, with English speaking agents. Please refer to Sec. 1, Continuation to Block 20, paragraph 13.0.

13. Does the Embassy have data for both official and personal transactions?

We have records only for official transactions. We do not maintain personal ticket transaction records as personal travel does not fall under the scope of services under this contract.

14. What is the most common type of transaction the contractor will likely see?

Air tickets are a majority: approximately 95% of all transactions. Please note again that the contractor may charge only one transaction fee per itinerary, regardless of the number of passengers traveling or tickets issued under the same itinerary. The itinerary could have multiple tickets for individual passengers and/or multiple passengers, but only one transaction fee per is charged. The fee is not based on the number of tickets needed to complete the itinerary. Please refer to Sec. 1, Continuation to Block 20, paragraph 17.0.

15. May the contractor keep airline commissions?

No. The U.S. Embassy receives the benefit of any airline commission. Invoices must subtract the value of such commissions when billing. Please refer to Sec. 1, Continuation to Block 20, paragraph 15.1.

16. How can we get more information regarding this solicitation?

Prospective bidders are encouraged to monitor the FedBizOpps website.

17. How will you determine the lowest-cost bidder?

We will multiply the cost of each transaction type that you provide on the pricing schedule (Section 1, continuation to Block 23, paragraph 2.3B) by our future projections of each type of transaction for all five years (table in Section 4, paragraph 3.0). The sum total provides the basis for comparison. Please refer to Section 4, paragraph 3.0 for a complete discussion.

Please remember, we will award the contract to the responsible bidder who submits the lowest-cost, technically-acceptable bid. Please refer to Section 4 – EVALUATION FACTORS for a full explanation.

18. May we see the historical number of transactions over the past few years?

Below is our historical data from January 2014 through October 2016, which is the last period of available data.

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