TMC_Pre-Proposal_Presentation_-_Indonesia.pptx

Bi-Mission Indonesia Pre- Proposal Conference Travel Management Services 22 February 2017 February 22, 2017 2/22/2017

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Agenda Submitting questions during conference Introduction to 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

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How to submit questions relevant to the TMC solicitation.

In order to promote equal opportunity 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 write them down and submit them today. Alternatively, you can submit them via email to:

JakartaPCUBidding@state.gov

Please submit questions by Wednesday, March 1st.

*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.

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Section 1, continuation to SF-1449 Block 23, 1.0:

The Embassy of the United States in Jakarta is to acquire Travel Management Services for all employees to the U.S. Embassy Jakarta, U.S. Consulates Surabaya and Medan, and Consular Agency Bali in accordance with the specifications and terms and conditions of the solicitation.

Section 1, continuation to SF-1449 Block 20, 1.1:

The contractor shall provide corporate travel services for official domestic and international travel.

Section 1, continuation to SF-1449 Block 20, 3:

“Contractor Requirements for Providing Official Travel Services”

Section 1, continuation to SF-1449 Block 20, 5-6:

Embassy will provide property in Section 1, Attachment 3 Services will be on site (Sarana Jaya building, Central Jakarta)

Section 1, continuation to SF-1449 Block 20, 7:

“Minimum Personnel Requirements” Introduction to contract solicitation 2/22/2017

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The contactor will provide the firm fixed priced fees for the base year and optional years, as per Section 1, continuation to SF-1449 Block 23, 2.3B. The contractor should allow for any increased profit, operational costs or costs associated with inflation.

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. See clause 52.217-9.

See next slide.

Workers’ Compensation Insurance – will be removed in an ammendment 2/22/2017 Bi-Mission Indonesia Bi-Mission Indonesia

We expect to publish an amendment regarding Workers’ Compensation Insurance (i.e., DBA insurance).

In this amendment, we expect we will no longer include DBA insurance as a separate line item to the contract. Also, we will no longer require the contractor to provide a separate and proper invoice for DBA insurance (Section 1, continuation to SF-1449 Block 20, 15.7).

Please ensure DBA insurance coverage is included in your proposed prices which is now required for all personnel working under the proposed contract to include American citizens, Individuals hired in the United States or its possessions, regardless of citizenship, Host Country Nationals (HCNs) and Third Country Nationals (TCNs) working overseas. Please note that the only acceptable DBA insurers are listed at the following website: http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

See Section 2, FAR clause 52.228-3, Workers’ Compensation Insurance (Defense Base Act) (JUL 2014).

Workers’ Compensation Insurance – will be removed in an amendment 2/22/2017 Bi-Mission Indonesia Bi-Mission Indonesia

Deadline for submissions The deadline for the submission of the TMC solicitation is no later than 4 p.m. Jakarta local time on Monday, March 20, 2017, (the FedBizOpps website defaults the time to Eastern Standard Time [4 a.m.]).

Late offers will not be considered.

Offerors/Quoters shall submit an electronic copy in Word (.DOC or .DOCX) or Portable Document Format (.PDF) of the complete quotation, including all supporting documents to JakartaPCUBidding@state.gov.

To ensure delivery via email, quoters should limit file size to 5MB per email. For larger files thumb drives, Compact Discs (CDs), and paper copies (in triplicate) will also be accepted and can be sent to the address shown in block 9 on the Standard Form 1449.

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Solicitation TOC

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Section 1, continuation of block 20 TOC

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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;

Air reservations must use a computer reservation system which interfaces with a Global Distribution System (GDS).

Reservations for lodging accommodations;

Commercial automobile rental services;

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1.0 - Scope of Work (cont’d) Assistance in obtaining passports, non-diplomatic visas for foreign travel to countries other than the United States, and advice regarding health requirements;

Detailed travelers' itineraries;

Electronic invoices (including all supporting documentation), separated by agency and then by type of activity included in the transaction;

Management information and billing reports derived from the booking database which includes transaction fee reports;

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

1.2. Each of these items is discussed in detail in Section 1, continuation of block 20, paragraph 3.0, "Contractor Requirements for Providing Official Travel Services".

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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.

Details contained in 41 CFR 301-10.131 through 301-10.143 and 14 FAM 583.

Travel Authorization – Document authorizing official Government travel

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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.

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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 with fluent English speakers. (For descriptions of English proficiency standards, see Section 1, Attachment 4.) The Contractor shall be responsible for ensuring that any subcontractor providing such emergency service complies with all conditions of the contract.

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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. These contract fares may be obtained only with a GTR, a Government Travel Charge Card or a CBA.

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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 Monthly Sales Activity Report Reconciliation Report of Transportation Billings Monthly Transaction Fee Report

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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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Section 3 – Solicitation Provisions Each quotation must consist of:

A completed solicitation, in which the SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate), Section 1 and Section 5 have been filled out.

Information demonstrating the quoter’s ability to perform and meet the solicitation requirement, including, at a minimum:

Provide the resumes for all Key Personnel, Identify the major automated reservation systems (e.g., Apollo, SABRE, System 1, Worldspan) to be used.

Outline methods for making reservations on carriers that do not subscribe to a CRS and providing reservations/tickets when the CRS is not operational.

Explain procedures for data capture of reservations on airlines that do not subscribe to a CRS, as well as for instances when the CRS is not operational.

Provide specific procedures to ensure adequate staffing is maintained to meet the solicitation requirements stated in this solicitation.

Address the Quality Control Plan in sufficient detail to demonstrate that the quoter shall provide prompt, courteous service with the lowest available fares.

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Section 3 – Solicitation Provisions, cont.

[cont.] Information demonstrating the quoter’s ability to perform and meet the solicitation requirement, including, at a minimum:

Provide evidence that the quoter operates an established business with a permanent address and telephone listing.

Provide the company current financial statement, certified by a third party or from a Public Auditor. This shall include Income (profit-loss) Statement that shows profitability for the past two years, Balance Sheet that shows the assets owned and the claims against those assets, or what the firm owns and what it owes; and Cash Flow Statement that shows the firm’s sources and uses of cash during the most recent accounting period. This will help the Government assess the firm’s ability to pay its obligations.

Also:

List of clients over the past 3 years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses).

Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;

The offeror shall address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2).

The offeror’s strategic plan for Travel Management Services

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Section 4 – Evaluation Factors Award will be made to the quoter which quotes the lowest transaction fees.

The Government reserves the right to reject proposals that are unreasonably low or high in price.

The lowest price will be determined by multiplying the offered transaction fee for each contract line item in Section 1.

NOTE: These are estimates only.

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Section 4 – Evaluation Factors, cont.

The Government will determine quoter acceptability by assessing the quoter's compliance with the terms of the RFQ (request for quote).

The Government will determine quoter responsibility by analyzing whether the apparent successful quoter complies with the requirements of FAR 9.1

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DUNS & SAM registration How to Get a DUNS / D&B Number at: https://www.youtube.com/watch?v=Balk4jJhy9M

SAM Registering New Entities in SAM for Government Contracts https://www.youtube.com/watch?v=9VPGVYPvch4

SAM Website:

https://www.sam.gov/portal/SAM/##11 Per Section 3 Addendum (FAR clause 52.252-1):

The U.S. Government requires 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.

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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 a 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.

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