Pre-proposal Conference Questions and Answers.doc

Pre- Proposal Conference

Solicitation for Travel Management Services for the American Embassy, Amman - Jordan

Date: March 26, 2012

Time: 10:00am – 12:00 PM Subject: Solicitation number S-JO100-12-R-0002 Contracting office: Matthew S. Ferry Contracting Officer’s Representative: Manar S. Al-Dina 13 representatives from 10 companies attended the pre-proposal conference Carlos Brass and Matthew Ferry the Contracting officers start the meeting and welcomed the insurance companies’ representatives and introduced all Embassy participants to them. All representatives introduced themselves.

Ali Bdair/Procurement Supervisor briefed the representatives about the Travel Management solicitation; he went through the solicitation’s sections and indicated the following points:

· The due date for accepting the proposals will be at the close of business day of April 16, 2012 at 16:00 Jordan local time. No proposals will be accepted after this time and date.

· This contract will be a fixed price contract.

· After this meeting only written questions will be accepted.

· The due date for receiving written questions is close of business of Thursday, 29th of March 2012.

· All answers will be available on the website by Tuesday, April 3, 2012.

The following are the answers for the questions that we received during the pre-proposal conference and until the close of business of Wednesday, 29th of March 2012:

Questions:

Q1.

We are a veteran owned company based in California; can we team up with a local Jordanian travel agency and bid on the contract as a consortium?

A.

Yes, but not as a sub-contractor.

Q2.

If we are offered incentives by the airlines (not front end commission on tickets) are we allowed to accept them? For example; when we sell certain number of tickets with some of the airlines we get a number of free tickets, are we allowed to accept the free tickets?

A.

No, if this will be charged to the Embassy. Yes, if not.

Q3.

Do you pay us for our transactions by credit card or bank transfer, and do we submit our invoices monthly or weekly?

A.

Invoices should be submitted in a monthly basis. USG will verify the invoices and then pay through electronic funded transfer (EFT).

Q4.

What is the base period?

A.

Base period is the first 12 months of the contract, Check section 2 and page 50 FAR Clause 52-217-9

Q5.

Does the contractor employee need insurance?

A.

Yes, the contractor shall obtain the insurance to his own employees. The Embassy will not be responsible of the contractor employees insurance.

Q6.

Will the government pay for the insurance?

A.

No.

Q7.

Does the city limits refer to paper tickets delivery?

A.

There will not be any delivery, therefore no delivery charges for tickets.

Q8.

How many visas do the Embassy has?

A.

No Specific number but the contractor needs to provide the Embassy with a driver.

Q9.

If we have one package with 10 passports for different embassies, how will the contractor charge?

A.

The charge will be on each passport

Q10.

Will the Embassy continue with the GT system?

A.

We are trying to minimize the GTR; the Embassy will focus on the CBA.

Q11.

How many tickets paid by GTR or CBA?

A.

Average 30-50 tickets per month, 30 CBA and 20 GTR.

Q12.

A comparison between two flights, does the Embassy focus on service or lowest rate?

A.

This will be solved on case by case.

Q13.

If there were no refundable tickets, how will it process?

A.

The MVO should be aware of that and the traveler as well, there will be a form that should be filled and signed.

Q14.

Will the contractor pay a penalty for any mistake?

A.

Yes, if the company did the mistake.

Q15.

How many refunds per month?

A.

Approximately 10 refunds per month.

Q16.

What is an emergency?

A.

Emergency is any travel planned to be within 24-48 hours or over weekends (for death, sickness…. etc).

Q17.

Two tickets in one journey, how will we charge the Embassy?

A.

This will be charged separately.

Q18.

Can the project manager be same as site manager?

A.

No. This is not possible because the site manager will also perform the duties of a reservationist. It is not realistic to think that this person would be the project manager as well.

Q18.

In regards to the solicitation number mentioned above we would like to enquire what the closing date for bid submission is. The fbo website says this synopsis will be posted for 15 days. Once the solicitation announcement closes on FedBizOpps, the offerors will have approximately 30 days to submit proposals. So is the bid closed?

A.

Please see Solicitation’s cover letter. The proposals are due by Monday April 16, 2012 at 16:00 Jordan local time. Only sealed hard copies are acceptable.