pre-quotation_minutes_(OPE_APPROVED).docx

Minutes From Pre-Quotation Conference for Travel Management Services on January 19, 2016

Introduction

The Contracting Officer welcomed all attendees.

We explained to the attendees that we will compile all questions asked prior to and during the conference and publish a written response on FedBizOpps, and that no questions will be answered during the conference.

If necessary, any solicitation amendments that result from these questions will be prepared and issued concurrently. All amendments, questions, and answers will be posted on the FedBizOpps site.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted in the discussion: The contracting specialist in cooperation with COR led the discussion, explaining each salient points of the solicitation.

How to complete SF 1449

Section 1, Paragraph 1.0 “Description”

Section 2, Paragraph 52.204-13 “System for Award Management Maintenance (Jul 2013)”

Section 3, Paragraph 1.0 “Summary of Instructions” Section 4 “Evaluation Factors” Paragraph 52.225-17 “Evaluation of Foreign Currency Offers (Feb 2000)” Section 5 “Representations and Certifications”

At the end of the meeting, a special emphasis was made on the importance of adhering to the conditions specified in TIP (Trafficking in Persons) clause and the importance of registering with SAM (System for Award Management) and explained the process of registration.

During the conference the following questions were asked, but no answers were provided.

Questions:

Q1. RFP Section 2.3, page 4, includes a pricing schedule. Are the only fees that can be charged to the Government the fees listed on this schedule? For instance, there is no fee for hotel or car only reservations listed, although section 3.16 references Transaction B which are car and hotel only fees. ?

Q2. There is no fee for refunds or cancellations. Is the contractor permitted to charge for these services?

Q3. When are the transaction fees to be charged? Should they be charged at point of sale when an itinerary is ticketed (or for non-air transactions such as a car or hotel only reservation at the time the reservation is made? Or are transaction fees billed monthly.

Q4. RFP Section 3.5.4 Visas, page 15, requires the “Contractor shall assist travelers in obtaining visas for foreign travel. The Contractor is required to provide at no cost to the Government, daily visa deliveries/pickups not to exceed five separate delivery/pick-up points per day. This includes pickup and delivery of passports and visas between the Embassy and other foreign embassies or processing points located within the servicing city or area, on a daily or as needed basis.” Under which item of the Pricing Schedule should the contractor include the cost for this service.

Q5. Most government agencies have move away from pamphlets to having such information posted electronically to a website for travelers to access. Would the Embassy consider use of electronic posting in lieu of hard copy pamphlets to meet this requirement?

Q6. RFP Section 28, QUALITY ASSURANCE AND SURVEILLANCE PLAN list the performance threshold as “All required services are performed and no more than one (1) customer complaint is received per month.” This standard is quite stringent. Generally a standard for customer complaints is based upon a percentage of the overall transactions such as customer complaints should not exceed 2% of the overall transactions ticketed per month. In addition, the complaint to be considered valid must relate to services provided by and within the control of the Contractor. For instance, complaints concerning airline service such as being delayed or cancelled is outside the Contractor’s control. Would the Government consider revising the performance to be: “Customer complaints should not exceed 2% of the number of transactions ticketed monthly. To be considered as a valid customer complaint for this performance threshold, the complaint must be related to services within the control of the Contractor and be the fault of the Contractor”?

Conclusion

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