SOLICITATION-TRAVEL MANAGEMENT.pdf

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFP Number 191N6525R0002, Prices, Block 23

• Continuation To SF-1449, RFP Number 191N6525R0002, Schedule of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• List of Attachments to Description/Specifications/Statement of Work, Government

Furnished Property

• Attachments

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 5 - OFFEROR REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER S- 191N6525R0002

PRICES, BLOCK 23

1.0 DESCRIPTION

The Contractor shall provide travel management services to the U.S. Embassy, New Delhi and its consulates in Hyderabad, Chennai, Mumbai, and Kolkata, as described in this solicitation.

The contract type is requirements type contract for all travel management services required by the agencies set forth in Section 1, paragraph 27.0. The contract will be for a one-year period with four one-year options to renew.

2.0 TRANSACTION FEES AND COMMISSION REFUND PROCESS

2.1 Transaction Fee. The Government shall pay the Contractor a transaction fee based on a fixed rate per transaction. See also Section 1, continuation of block 20, paragraph 2.0, Definitions, and paragraph 17.0 for further information on handling of transaction fees. See also paragraph 15.0 for a further description of Government Travel Charge Card, Centrally Billed

Account (CBA), and Government Travel Request (GTR) sales.

2.2 PRICING

A. GOOD AND SERVICES TAX (GST)

GOOD AND SERVICES TAX. Good And Services Tax (GST) will be priced as a separate

Line Item in the contract and on all Invoices. Local law dictates the portion of the contract price that is subject to GST; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to GST are:

B. US firms may be priced and paid in US dollars. All other firms will be required to submit their offer in Indian Rupees and will be paid in Indian Rupees.

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF

2010 NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE

TAX OF 2% PERSUANT TO 26 U.S.C. 5000C.

NEW DELHI

Transaction Description Annual estimated quantity

Base Period

Option

Period 1

Option

Period 2

Option

Period 3

Option

Period 4

Estimated

Total price for base plus all options

On-site Services -

Domestic/International

Transaction Fee

DOM

INTL

On-site Services -

Domestic Train/Bus

Travel Transaction Fee

Transaction fee for providing Airport

Transfers at New Delhi for arrivals/ departures, inclusive of all charges including

Premium Parking charges

Online booking – transaction fee

Visa pick-ups and deliveries - fee

GST collection services fee

Lump sum

TOTAL

GST@

GRAND TOTAL INCLUDING

GST

KOLKATA

estimated quantity

Option

Period 2

Option

Period 3

Option

Period 4

Estimated

Total price for base plus all options

On-site Services -

Domestic/International

Transaction Fee

Travel Transaction Fee

Online booking – transaction fee

GST collection services fee

HYDERABAD

estimated quantity

Option

Period 2

Option

Period 3

Option

Period 4

Estimated

Total price for base plus all options

Off-site Services -

Domestic/International

Transaction Fee

Off-site Services -

Travel Transaction Fee

Online booking – transaction fee

GST collection services fee

CHENNAI

estimated quantity

Option

Period 2

Option

Period 3

Option

Period 4

Estimated

Total price for base plus all option

On-site Services -

Domestic/International

Transaction Fee

Travel Transaction Fee

Transaction fee for providing Airport

Transfers at Chennai for arrivals/ departures, inclusive of all charges including

Premium Parking charges transfers

Online booking – transaction fee

GST collection services fee

MUMBAI

Transaction

Description

Annual estimated quantity

Option

Period 2

Option

Period 3

Option

Period 4

Estimated

Total price for base plus all options

On-site Services -

Domestic/International

Transaction Fee

Travel Transaction

Fee

Third country Visas 50

Online booking – transaction fee

GST collection services fee

Grand Total of Base plus 4 option years for New Delhi including GST

Grand Total of Base plus 4 option years for Kolkata including GST

Grand Total of Base plus 4 option years for Hyderabad including

Grand Total of Base plus 4 option years for Chennai including GST

Grand Total of Base plus 4 option years for Mumbai including GST

Grand Total of New Delhi, Kolkata, Hyderabad, Chennai, and

Mumbai including GST

TABLE OF CONTENTS

• 1.0 - Scope of Work

• 2.0 - Definitions and Acronyms

• 3.0 - Contractor Requirements for Providing Official Travel Services

• 4.0 - Contractor Priority

• 5.0 - Furnishing of Equipment/Property

• 6.0 - Space for Performance of Required Services

• 7.0 - Minimum Personnel Requirements

• 8.0 - Contractor’s Quality Control Plan

• 9.0 - Transition Requirement and Continuity of Services

• 10.0 - Deliverables

• 11.0 - Place of Performance

• 12.0 - Hours of Service

• 13.0 - Basis of Compensation to the Contractor

• 14.0 - Billing and Payment Procedures

• 15.0 - Refund Procedures

• 16.0 - Transaction Fee Procedures

• 17.0 - Service fee procedures

• 18.0 - Security

• 19.0 - Government Approval and Acceptance of Contractor Employees

• 20.0 - Key Personnel

• 21.0 - Personal Injury, Property Loss or Damage (Liability)

• 22.0 - Insurance

• 23.0 - Bonding of Employees

• 24.0 - Permits

• 25.0 - Post Award Conference

• 26.0 – Task Order Issuance

• 27.0 – Requiring Activity

CONTINUATION TO SF-1449

RFP NUMBER 191N6525R0002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

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. Domestic and international travel includes travel within the country in which the U.S. Embassy, New

Delhi and its Consulates in Hyderabad, Chennai, Mumbai, and Kolkata, are located and travel outside that country, including travel within the U.S and other countries. The corporate travel services that the Contractor shall provide include:

• Travel reservations, issuance, and delivery of tickets for air, rail, bus and steamship carriers including cruises; and where possible, advance seat assignments as per Embassy’s corporate agreements with Indian domestic and international airlines and advance boarding passes.

• Reservations for lodging accommodations.

• Commercial automobile rental services.

• Airport/railway station/bus station transfers for arrival and departures and meet and assist services at the airport.

• Assistance in obtaining passports, visas, and advice regarding health requirements and airport transfers, if necessary. The contractor is required to provide, daily visa deliveries/pickups. 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 on as needed basis.

• Detailed travelers' itineraries in multiple options.

• Management information and billing reports derived from the booking database.

• Automated reconciliation of travel charges incurred through the Government's

CBA accounts;

• Issuance of quarterly No Dues Certificates (NDC) certifying that the government has paid all dues until that quarter.

• Seminars, meetings, and workshops at sites selected by the Government

(including conference rooms, lodging, meals, ground transportation, audio-visual equipment, and related services); and,

• Information pamphlets for Government travelers who use the contract.

• Accommodate walk-in customers as necessary.

• GST Collection Services

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".

Notwithstanding any provisions of USG regulation, any benefits derived from the airlines should be discounted to the USG where possible.

1.3. The Contractor shall also provide travel services and support for Government employees and their dependents requesting personal deviations from authorized itineraries associated with office, U.S. Government-funded travel. An individual seeking a personal deviation from official travel is required to use the Contractor’s services to arrange the deviation if the Contractor is capable of ticketing using the common carrier(s) and fares(s) requested by the traveler. The Contractor may charge a const construct fee, personally paid by the traveler in addition to the transaction fee for the official portion of the travel. The Contractor shall post and publish the transaction fees associated with such service.

1.4. The Contractor shall also provide travel services for any individual sponsored by a participating agency under this contract, including personnel on temporary duty.

Additionally, the Government is often called upon to assist U.S. citizens who wish to return to the U.S. The Contractor may be called upon to assist with the travel arrangements in such cases. The Contractor shall direct any question as to whether or not a service should be provided to a particular person, to the Contracting Officer or the

Contracting Officer’s Representative.

1.5. Upon the request of employees or other persons with disabilities traveling on official business, the Contractor must arrange necessary and reasonable accommodations, including but not limited to airline seating, in-terminal transfers, ground transportation and barrier-free or otherwise accessible lodging.

2.0 DEFINITIONS AND ACRONYMS

Agency – U.S. Government activity at post, such as State Department, Foreign Commercial

Service, or Foreign Agricultural Service.

ARC - Airlines Reporting Corporation. Website: https://www2.arccorp.com/

Authorized Itinerary – The:

• Lowest cost.

• Usually traveled routing.

• Between a traveler’s authorized origin and authorized destination.

• On the authorized date of travel (for travel that is date-specific).

• In the authorized class of service.

• Using the fare type (unrestricted or restricted) authorized.

• That complies with the GSA City Pair Program

• And complies with the Fly America Act, the US government regulation, and the Mission

Travel Policy.

Business Day – Monday through Friday except holidays listed in Section 2, DOSAR 652.237-72, “Observance of Legal Holidays And Administrative Leave”.

CBA - Centrally Billed Account. Account established by a charge card Contractor at the request of an agency as defined in this document. Consolidated airline ticket charges accrued through use of centrally billed accounts shall be billed monthly. Expenses billed against centrally billed accounts are paid to the Government travel charge card program Contractor.

Commission - Amount paid to the Contractor by another entity not a party to this contract, such as an airline, for each airline ticket the Contractor books for that airline.

COR - Contracting Officer's Representative. See Section 2, DOSAR 652.242-70, Contracting

Officer's Representative (COR).

GTM – Government Technical Monitor

CRS - Central Reservation System. A major airline computer reservations system, such as

Amadeus, Sabre, ABACUS, GALILEO or World span.

Cost Construct – Travel that deviates from the authorized itinerary or authorized class of service.

The Government will pay no more than the value of the authorized itinerary. A traveler-requested deviation from the date(s) of travel on their travel authorization shall not constitute a cost-construct unless, because of the date change, the base fare changes relative to the base fare of the authorized itinerary.

DS-4022 – Exception Form for use of non-contract carrier

DS-3093 – Exception Form for use of Foreign Flag Carrier

DS-4087 – Exception Form for Premium/Business Class Travel

DSSR – Department of State Standard Regulations

Embassy – Refers to U.S. Embassy New Delhi and it’s consulates in Hyderabad, Chennai, Mumbai and Kolkata.

Emergency - An unforeseen combination of circumstances that calls for immediate action. The term emergency includes, but is not limited to, disasters, forest fires, evacuations, floods, and civil unrest.

eTS – also known as E-Gov Travel Service, ETS is a government-wide, automated web-based worldwide travel management service launched in April 2002. Additional information may be accessed through GSA’s website, http://www.gsa.gov/portal/category/270966 .

Federal Travel Regulation (FTR) - See 41 CFR Chapters 300-304. Chapter 301 governs travel and transportation allowances for Federal civilian employees. except for DOD personnel, who are subject to the JTR. The regulation can be accessed at website: https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

Fly America Act - See 49 U.S.C. 40118. 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.

Government - U.S. Government, including all participating U.S. Government agencies.

Government Excess Baggage Authorization/Ticket (GEBAT) - Issued by the carrier to the traveler when presented with a GTR that authorizes the carriage of excess baggage. The GEBAT is used by the carrier(s) to support subsequent billing of charges. Excess baggage is reimbursable up to the weight authorized. NOTE: GEBAT’s are gradually disappearing. If the traveler is not using a GTR, the traveler will pay for excess baggage with a credit card or cash.

Government Travel Charge Card - General Services Administration (GSA) Contractor-issued charge card to be used by travelers of an agency to pay for passenger transportation services, subsistence expenses and other allowable travel and transportation expenses incurred in connection with official travel. Although the employee is liable for payment of all charges incurred, including those for ATM withdrawals, the employee shall be reimbursed by his/her agency for all authorized and allowable travel and transportation expenses.

http://www.gsa.gov/portal/category/270966 https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

GSA - U.S. Government General Services Administration.

GTR - Government Travel Request issued on a SF-1169 which is provided to a carrier or a carrier’s agent to procure passenger transportation services for the account of the U.S.

Government. The GTR shall be used as a supporting document with the bill for the transportation charges.

Hotel and Motel Fire Safety Act of 1990 - Public Law 101-391, September 25, 1990. An Act to amend the Federal Fire Prevention and Control Act of 1974 to allow for the development and issuance of guidelines concerning the use and installation of automatic sprinkler systems and smoke detectors in places of public accommodation affecting commerce, and for other purposes.

A copy of the Act can be obtained by writing: Hotel/Motel Fire Safety, Office of Fire Prevention and Arson Control, Fire Administration, 16825 S. Seton Ave., Emmitsburg, MD 21727, USA.

As defined in the Act, this only applies to the United States and its territories as described on the website at http://www.usfa.fema.gov/hotel.

Hotel and Motel Fire Safety Act National Master List - Places of public accommodation in the

United States and its territories that meet the fire prevention and control guidelines under the

Hotel and Motel Fire Safety Act. Current information is also available on the internet at http://www.usfa.fema.gov/hotel.

IBA – Individually Billed Account, certain travelers (primarily U.S. direct hires) may be eligible to hold a U.S. Government contractor-issued individually billed account (IBA), commonly referred to as a travel card. An IBA should be used to procure transportation for official travel only when a CBA cannot be used or when travel is of an unanticipated, emergency nature and arranging travel through a TMC, thus using a CBA, would prevent accomplishment of the purpose of travel.

Indirect Travel – Travel that deviate, in routing, from the routing of the authorized itinerary.

JTR – Military Joint Travel Regulations

Lowest Available Fare - Except for the constraints of the airline contract program described in

Section 1, continuation of block 20, paragraph 3.2.2 and the Fly America Act, Section 1, continuation of block 20, paragraph 3.2.3, the Contractor shall book the lowest available fare and the most direct flight in accordance with agency policy, if any, as expressed in the contract. If reservations made by the Contractor are not at the lowest available rate allowed, at the time of ticketing, the Contractor shall refund the difference to the Government.

Media - A broad spectrum of methods used to provide a permanent record of communications

(examples include paper, EDI, electronic, floppy disk, optically stored media, computer disks, http://www.usfa.fema.gov/hotel microfiche, microfilm, computer to computer communications via mode, Networks (value added), facsimile or any other acceptable method of available communication).

OBT – The Online Booking Tool is provided by CWT Sato using the “Get There” program

OAG - Official Airline Guide. Official Airline Guide (both Flight and Travel Guides). The OAG is available on the internet at http://dos.oag.com/reg.htmm .

Official Travel - Travel that is paid for and/or for which the traveler is reimbursed by the

Government.

Open Skies Agreement – The EU Open Skies agreement can be a valid exception to the Fly

American Act. Other Open Skies agreements are not as liberal as the EU agreement.

Personal Travel - Travel that is paid for by the employee/dependent and for which reimbursement will not be provided by the Government.

PNR - Passenger Name Records

Post – Embassy, consulate general, consulate, consular agency, presence post, branch office, or mission of the United States.

Premium Class Travel Report – Report, by agency, containing all Premium Class travel tickets issued by the contactor where the USG authorized Premium Class Travel.

Refund - Ticket refund consists of the value of the ticket but does not include transaction fee or other service fee associated with issuing of the ticket. For billing purposes under this contract, a refund is not a separate transaction.

SOP – Standard Operating Procedures – Document provided by Contractor to Post detailing processes and procedures for service delivery of all contract requirements.

Service Fee - Pricing, if any, for a value-added service.

Standard Carrier Alpha Code (SCAC) - Used by the Government to audit the Contractor’s billings. SCAC code may be obtained from the National Motor Traffic Association, Inc. 2200

Mill Road, Alexandria, VA 22314; telephone (703) 512-1800. The current cost is $28.00

($24.00 to renew). The SCAC is only applicable if a GTR is used for payment.

Taxes and Fees - Charges for transportation imposed on travelers by other authority, such as U.S.

Government federal taxes, airport passenger facility charges.

Tenant agencies – Other U.S. Government Agencies assigned to a given Embassy.

http://dos.oag.com/reg.htmm

Transaction - Issuance of a ticket for common carrier transportation, or changes to that ticket after issuance. Other travel reservations associated with the travel under that ticket, including but not limited to, hotel reservations, car rental, and other traveler services, are not considered a transaction for purposes of charging a transaction fee.

Transaction Fee - Fee, charged by the Contractor, for issuance of a ticket for common carrier transportation or changes to that ticket, after issuance. Paragraph 17.0 addresses when a transaction fee may be charged for a transaction.

Travel Authorization - Document authorizing official Government travel. May also be referred to as Travel Order.

Travel Management Center (TMC) - A commercial travel firm under contract to U.S. Embassy

New Delhi and its consulates in Hyderabad, Chennai, Mumbai, and Kolkata that provides reservations, ticketing, and related travel management services for Federal travelers.

Travel Services - Transportation reservations, for all modes of transportation issuance and delivery of tickets; reservations for lodging and vehicle rental services; and ancillary support related to travel.

Traveler’s Checks - GSA Government travel charge card program Contractor-issued traveler’s checks.

User- Friendly - Ease of use geared towards those with a rudimentary or limited knowledge of computer systems and operations. The knowledge base includes how to log on and off the system, simple menu-based functions in a typical graphical user interface Windows-like environment, (for example, as point and click functions such as file, open, close), simple one-step commands, such as search, print and save.

3.0 CONTRACTOR REQUIREMENTS FOR PROVIDING OFFICIAL TRAVEL

SERVICES

3.1 ESTABLISHMENT OF A TRAVELER’S AUTHORIZED ITINERARY

3.1.1 Upon receipt of a travel authorization, the contractor is responsible for determining a traveler’s authorized itinerary. The Contractor is not separately paid to establish the authorized itinerary since such work does not constitute a transaction under the terms of this contract. There is often a degree of subjectivity involved in the establishment of a traveler’s authorized itinerary, with an inherent tension between the principles of economy (lower cost) and efficiency (shorter or more convenient travel). The Contractor shall make authorized itinerary determinations that balance these principles in accordance with “reasonable person” and “prudent traveler” standards.

3.1.2 Any deviation from the authorized itinerary (other than a deviation in date that does not change the cost) constitutes a cost-construct. The value of the authorized itinerary determines the basis of any traveler-requested cost-construct. (Note: all indirect travel is cost-constructed, but not all cost-constructed travel is indirect.)

3.1.1.1 Should the traveler’s deviation from the authorized itinerary result in common carrier transportation costs in excess of the value of the authorized itinerary, the traveler is responsible for paying the difference prior to or simultaneous with the issuance of the ticket(s).

3.1.1.2 In cases when the value of the cost-constructed itinerary is less than the value of the authorized itinerary, savings accrue to the USG, not to the traveler or to the Contractor, and may not be used to offset any other expense, such as a Contractor-charged cost-construct service fee.

3.1.3 When a traveler disputes that the Contractor-established itinerary should constitute their authorized itinerary in accordance with USG travel regulations, the traveler may request a review by the GSO or Management Officer at the relevant post, who will either concur with the

Contractor’s determination or identify an alternate itinerary that constitutes the traveler’s authorized itinerary. The Transportation and Travel Management division in Washington, DC has the authority to make a final determination regarding the itinerary that constitutes a traveler’s authorized itinerary.

3.1.4 For traveler-initiated online bookings, the traveler is expected to select itinerary components that comply with the FAM, FTR, and/or JTR. The Contractor is responsible only for identifying non-compliant selections, such as those that result in lost savings, and for preventing the issuance of tickets for selections that would be inconsistent with the traveler’s authorized class of service, with the provisions of the GSA City Pair program, or with the Fly America Act.

3.1.5 Taxes - When reservations are made for official business, the Contractor shall ensure that the rate does not include taxes for which diplomatic personnel are exempt. The

Contractor shall always comply with the host government regulations and keep the Contracting

Officer and Contracting Officer’s Representative informed of any changes to this.

3.2 TRANSPORTATION

3.2.1 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.

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.

3.2.2.2. Promotional or other types of discount fares can be used on contract city/airport pair routes if they are offered by the contract carrier and are lower in cost than contract fares.

Contract fares shall not be used for any personal travel, including those instances where portions of personal travel are substituted for a leg of an officially authorized trip.

3.2.2.3. There are a limited number of non-contract fares (YDG or similar), restricted to official Government travelers, which are obtainable only with a GTR, Government Travel

Charge Card, or CBA. Such fares can only be used when contract fares are not available or when offered by the contract carrier in that city/airport pair route at a lower cost than the contract fare.

3.2.2.4. When non-contract carriers offer restricted or unrestricted coach fares to the general public which are lower than the Government contract fares, the Contractor may only use such lower fares on the application of exceptions contained in the current GSA Airline City-Pair

Program. GSA contracts annually for air passenger transportation services between designated city/airport pairs. Since the contract is awarded annually the contractor must check the most current contract found on the Internet at http://www.gsa.gov, then click on “Travel on

Government Business”.

3.2.2.5. Restricted fares which provide for a monetary penalty for itinerary changes or flight cancellations shall not be used without the written consent of Mission Management, such as being noted in the Mission Travel Policy. When restricted fares have been authorized, the

Contractor shall include a description of the applicable fare rules in the itinerary confirmation.

The contractor shall reference the Mission Travel Policy and other Post resources.

3.2.2.6. As a last resort, the Contractor shall provide lowest unrestricted fare if no reduced fares are available, as the U.S. Government must use the lowest unrestricted or lowest restricted fare within policy without regard to particular fare bucket (e.g., if a B class fare is available and unrestricted, a Y class fare cannot be booked).

3.2.2.7 The airlines provide OSI entries to turn off ticking time limits for U.S. Government fares. U.S. fares generally require ticking 48-72 hours in advance per the fare rules.

3.2.3 The Fly America Act generally precludes use of non-US flag carriers, except as provided in the FTR and the Foreign Affairs Manual, and 14 FAM 583.

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. The Contractor shall be responsible for ensuring that subcontractor any providing such emergency service complies with all conditions of the contract.

3.2.5. The FTR prohibits payment for premium-class travel except for a few specific instances. The Contractor may only issue premium class tickets for which the Government will have to pay an additional amount when the accompanying travel orders provide authority for that travel. This does not apply to situations in which frequent flyer benefits will be used to obtain the premium class tickets.

3.2.6. Back-to-back faring, issuing round trip tickets for one way travel or hidden city ticketing and additional commission mark ups on all fares are prohibited under this contract.

3.2.7. The Contractor shall provide the traveler with last seat availability, advance seat assignment, and advance boarding passes on all airlines for which the Contractor can offer these services.

3.2.8. The Contractor shall make adjustments for any change(s) in flight, train, bus or steamship schedules. Tickets and billings shall be modified or reissued to reflect these changes.

3.2.9. The Contractor shall make a timely effort to notify travelers of airport closings, canceled or delayed flights, trains, buses or voyages. The Contractor shall promote the use of

APP technologies such as CWTSateToGo, trip case, tripit etc. to provide real time flight and gate changes.

3.2.10 The Contractor’s air reservation system shall have the capacity to issue air tickets using any of the Government’s corporate or other discount rate codes.

3.2.11 The Contractor shall assist the travelers and liaise with the airlines for any change(s) in flight within the 24-hour period before departure time.

3.2.12 The Contractor shall maintain the ability to accept two forms of payment when executing cost construct travel as allowed.

3.3. LODGING

3.3.1. The Contractor shall provide lodging reservation services. These services shall include initiating and confirming reservations and confirming the rate at which the reservation is made.

3.3.2. Where the Government has agreements with hotels/motels for discount

Government rates, the Contractor shall endeavor to obtain such rates for Government travelers.

(Frequently these rates are capacity controlled.) If necessary to obtain Government rates, the

Contractor shall call such hotels directly, rather than by toll-free numbers. The Contractor shall also make available to the Government any lower-priced, guaranteed corporate or other discount rates it has negotiated at these or other hotels.

3.3.3. Final selection of accommodations rests with the traveler. If reservations made by the Contractor are not made at the lowest available Government rate, the Contractor shall refund the Government the difference. Since final selection of accommodations rests with the traveler, the reservations made by the Contractor shall be made at the lowest available rate that complies with the traveler’s request, or the Contractor shall refund the Government the difference.

Lodging reservations for Federal Government employees on official business shall comply with the Hotel and Motel Fire Safety Act of 1990 (see Definitions). Selected lodging shall comply with the Hotel and Motel Fire Safety Act of 1990, if available, unless an exception is granted by the COR. As stated in the definition in paragraph 2.0, the Hotel and Motel Fire Safety Act of

1990 only applies to the United States and its territories.

3.4. RENTAL VEHICLES

3.4.1 The Contractor shall reserve commercial vehicles for Federal travelers, if requested. The Military Traffic Management Command, Department of Defense, has negotiated

Government discount rates on an unlimited mileage, flat daily or weekly basis with major rental automobile companies. Participating locations of these companies have agreed to make these rates available to civilian as well as military employees. These companies and their established discount rates are the first source for Federal travelers, as required by the FTR. Considering daily or extended rates, the Contractor shall reserve vehicles from these sources or, if no vehicles are available at Government rates, from other firms at the lowest total cost available to the traveler, which includes full loss/collision damage waiver (LDW/CDW), to the traveler.

3.4.2 Airport/Railway Station/Bus Station Transfers and Meet and Assist Services at airports.

The Contractor shall provide transportation services for airport/railway station/bus station transfers at New Delhi and Consulates as and when requested by the government, or the traveler.

The contractor must provide a vehicle large enough to hold the traveler and luggage. During departures, the vehicle shall pick up travelers along with their luggage from their residence or hotel and drop them off at the departure gate at the airport/railway station/bus station. During arrivals, the rental vehicle shall be parked in the designated parking area while the driver shall wait for the travelers in the arrival hall/area holding up a name signage. Upon pick-up, the travelers along with their luggage shall be dropped off at their residence/hotel/office. The

Contractor shall make the vehicle arrangements at the time of initiating the travel booking and shall provide to the traveler, vehicle confirmation, vehicle registration number at least 24 hours before pick-up, telephone/contact number of the driver, pickup date and time (departure and/or arrival), location of pick-up, and, where applicable, special pick-up instructions.

Upon arrival and departure, the contractor shall provide meet and assist services at the airport to those USG employees, who are not entitled to expeditor services provided by the Embassy’s hired staff. These services shall be provided on “as required” basis, only if requested by the

3.4.3. Under the FTR, it is incumbent upon the traveler to be prudent in selecting the method of ground transportation that best meets the traveler’s needs. Therefore, since the final selection of car rental companies and car sizes rests with the traveler, the reservations made by the Contractor must be made at the lowest available rate which conforms to the traveler’s request, or the Contractor must refund the agency the difference. If reservations made by the

Contractor are not the lowest available Government rate, the Contractor shall refund the agency the difference.

3.5. RELATED SERVICES

3.5.1. Health Requirements. The Contractor shall provide travelers with advice on necessary health requirements, including types of inoculations and vaccinations whether required or suggested for foreign travel.

3.5.2. Local Conditions. The Contractor shall provide information and advice on conditions at the various foreign destinations, including climatic conditions, type of clothing which are appropriate or essential, national, and religious holidays, location of American

Embassies and its Consulates, etc.

3.5.3. Foreign Currency Information. The Contractor shall provide technical advice on such matters as foreign currency exchange rate and transactions, securing auto insurance in conjunction with foreign automobile rentals, excess baggage requirements and fees.

3.5.4. Visas. The Contractor shall assist travelers in obtaining visas for foreign travel.

The Contractor is required to provide to the Government, daily visa deliveries/pickups. 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.

3.5.5. Seminars and Meetings. The Contractor shall make all arrangements necessary for the presentation of conferences, seminars, and meetings for official Government requirements.

The Contractor shall not charge the Government a transaction fee or any other fee for this service, as further outlined in paragraph 17.0. Arrangements shall include:

• the reservation of meeting or classroom space;

• audio-visual equipment;

• attendee lodging;

• meals;

• breakout rooms; and

The Contractor shall make the reservations requested by the U.S. Government employee for this official function regardless of whether travel is involved. The Contractor shall document that such services are competitively obtained from the lowest-cost vendor that complies with requesting agency's quality standards. The agency retains ultimate responsibility for contracting with the facility, auditing final bills, and issuing deposits and/or payment to the facility.

3.5.6 Information Pamphlets

3.5.6.1. The Contractor shall develop, print, and deliver to the Government, pamphlets listing procedures for traveler use of the services under this contract. These should be approximately pocket or letter size, about two pages long, and should provide Contractor phone numbers and other relevant information. The Contractor shall prepare as many pamphlets as required by the Government, subject to approval by the COR, who shall review the pamphlet before it is printed and delivered in quantity to the Government. The Contractor shall maintain at its expense a sufficient supply of these pamphlets throughout the duration of the contract and furnish additional quantities after the initial quantity, when requested by the COR.

3.5.6.2. 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).

3.5.7. Special Fares/Packages - The Contractor shall advertise special fares/packages and tours in the Embassy weekly newsletter. The Contractor shall make arrangements for this advertisement with the COR.

3.6. TRAVELER'S ITINERARIES - The Contractor shall provide to each traveler a complete, printed itinerary document including, but not limited to the following:

• carrier(s);

• flight, train, bus and voyage number(s);

• if applicable, annotate that the traveler refused the contract or lowest fare offered;

• departure and arrival time(s) for each segment of the trip;

• name, phone number, location, room rate(s), confirmation number of hotels/motels booked by the contractor at each destination and guaranteed arrival check-in time, cancellation requirements; and where applicable, tax exempt information. If requested by the Government, the Contractor shall include a clear statement regarding compliance with the Hotel and Motel Fire Safety Act of 1990. If requested, the statement shall read as follows: "The lodging selected satisfies (or does not satisfy) the requirements of the Hotel and Motel Fire Safety Act of 1990." The Government would only make this request if travel will be within an area covered by this Act.

• Seat Assignment whenever possible and if offered free of charge by the airline;

• vehicle rental company, to include name and toll free telephone number of supplier, pickup and return dates, location of pickup, confirmed rate and confirmation number and, where applicable, special pickup instructions and hours of operation, notably for off-airport suppliers.

• Itemized statement of transaction fee;

• Ticket number for all tickets issued;

• Fare bucket booked for each flight (air travel only);

• local and toll-free 800 numbers, (the latter only if available in the country in which these services are provided) for both the servicing office and the after-hours emergency services location. If toll-free 800 numbers are not available, then the collect calls shall be accepted, and this notification shall be included on the itinerary.

• a statement and a copy of the passenger receipt coupon of all charges associated with the transportation ticket, including the ticket number, price, fees charged and a description of those fees.

• Indicate type of ticket, electronic or paper.

• if use of a non-contract carrier is authorized, the Contractor shall annotate one or more of the following reasons to show contract city-pair coverage and agency justification for non-use. The Contractor may use alpha or numeric codes for representation.

• Space or scheduled flights are not available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip; or

• The Contractor's flight schedule is inconsistent with explicit policies of individual

Federal departments and agencies, where applicable, to schedule travel during normal working hours; or

• A non-contract carrier offers a lower fare available to the general public, the use of which will result in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses. Note: This exception does not apply if the contract carrier(s) offers a comparable fare and has seats available at that fare, or if the lower fare offered by a non-contract carrier is restricted to Government and Military travelers on official business and may only be purchased with a GTR or Government contractor issued general charge card, such as, YDG, MDG, ODG, VDG and similar fares.

• Listing of ticket numbers for the complete itinerary with price of the ticket to include the TMC service fee being charged. The Itinerary Invoice is a system generated document provided by the GDS.

• Name and address of lodging.

• Nightly rate for lodging (both “base” (pre-tax) and fully encumbered (inclusive of tax and any mandatory fees imposed by a government or hotel/motel);

• Name of rental car provider.

• Pick-up and drop-off locations for car rentals.

• If required by post, an official tax invoice.

• This document shall be presented in a manner that is not readily editable, such as an automated document generated by a GDS. Easily modifiable documents, such as MS

Word, are not acceptable.

3.7. TICKET DELIVERY

3.7.1. The Contractor shall provide delivery to all local delivery points (up to twice a day) of tickets, itineraries, and boarding passes (if applicable), and other travel documents, as determined necessary by the Embassy. The Contractor shall also provide emergency delivery to those local delivery points or the local airport within two hours’ notice. E-Tickets shall routinely be provided no earlier than two days in advance of travel unless the Government requests otherwise. The Contractor shall deliver tickets only to employees designated by the

Government. When agreeable to the traveler and Government, the Contractor may generate electronic tickets.

3.7.2. Travelers shall be provided an itinerary and confirmation number in advance of travel. Prepaid tickets shall not be used as a routine method of providing tickets.

3.7.3 Tickets should include frequent flyer numbers if provided in advance by travelers.

The Contractor’s air reservation system should securely store and automatically add those numbers to issued tickets.

3.8. MANAGEMENT REPORTS AND DELIVERABLES - The Contractor shall provide the Government with management information reports. As a minimum, the Contractor shall develop the following reports which shall be delivered within the time frames set forth in Section

1, continuation of block 20, paragraph 10.0: All ticketing level data is to be available to the

Embassy or Department of State Travel and Transportation Management Division when requested.

3.8.1. Quarterly problems and solutions report - A concise quarterly narrative (no more than one page) of the Contractor's activities. This report shall identify problems and recommend solutions. The report shall include suggestions to enhance service, where appropriate. The

Government encourages interim reports, as deemed necessary by the Contractor;

3.8.2. Quarterly sales activity report - A quarterly summary of sales activity data. The

Contractor shall prepare the report in accordance with the sample in Section 1, Attachment 2.

This summary shall reflect all official sales activity for each agency using the contract, whether the travel was purchased using a GTR, Government Travel Charge Card or CBA.

The Contractor shall provide a concise quarterly narrative of the Contractor’s activities. This report shall identify problems and recommend solutions. The report shall include suggestions to enhance service, where appropriate. The Government encourages interim reports, as deemed necessary by the Contractor.

3.8.3. Reconciliation report of transportation billings

3.8.3.1. The Contractor shall provide automated reconciliation of transportation billings charged through user agencies' CBA accounts. The Contractor shall use an automated accounting system with direct interface among the reservation, ticketing, and accounting elements so that all passenger reports and summary data are automatically generated from point-of-sale information.

The accounting system shall also capture ticketing data not originating in the GDS. To facilitate automated reconciliation, the Contractor shall include the Government supplied fiscal data as a reference item when making charges to the CBA account. The Contractor shall participate in enhanced data transmission to the CBA card vendor when requested, at no additional cost to the

3.8.3.2. Agencies participating in the Government's charge card program have agency CBA accounts established with the charge card company. The charge card company will provide the

Contractor with magnetic tapes or floppy disks of a month's CBA billings for each participating agency, at the agency’s request. In order to perform automated reconciliation of accounts, the

Contractor must have a tape drive and sufficient computer capacity. The Contractor shall run these tapes/disks against its own tape of transactions to provide each agency with reconciled charges, no later than five (5) working days from receipt of the charge card vendor’s billing tapes.

3.8.3.3 The Contractor shall deliver reconciliation reports and supporting documents to posts electronically. If a post requests, or the Contractor chooses, to deliver a hard copy in addition to the electronic copy, by courier or other means, the Contractor will pay the shipping, delivery, and customs charges.

3.8.4 Monthly sales activity report

3.8.4.1. The Contractor shall provide a monthly summary of sales activity data. The

Contractor shall prepare the report in accordance with the sample in Section 1, Attachment 2.

This summary shall reflect all official sales activity for each Post and agency using the contract, whether the travel was purchased using GTR, IBA or CBA.

3.8.4.2 Monthly transaction fee report

3.8.4.2.1. A monthly report based on the transaction fee schedule of the contract. This report shall list all transaction fees to be paid by user agency. The fees shall be broken down, not only by agency, but also by type of transaction, following the line items in the pricing portion of this contract. For example, if a courier is used, the transaction fee associated with courier delivery shall be listed separately from the standard transaction fee.

3.8.4.2.2 Upon request of the COR, the Contractor will provide BSP reports listing all official travel tickets paid by the TMC as cash or credit card pass through to the airlines.

3.8.4.3 Monthly unused ticket report

3.8.4.3.1 The Contractor shall provide a monthly report of all unused tickets from the previous 12 months.

3.8.4.4 Annual premium class travel report

3.8.4.4.1 The Contractor shall provide an annual report of all premium class tickets issued in the previous 12 months, excluding tickets upgraded by travelers at their own expense or with their own frequent flyer miles. The report shall show the comparable coach class ticket fare for each itinerary, for comparison purposes.

3.9. COMMUNICATIONS SYSTEM AND EMERGENCY SERVICES

3.9.1. The Contractor shall provide service, Monday through Friday, compatible with the

Embassy’s standard workday. 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.

3.9.2. The Contractor shall be responsible for ensuring that any subcontractor providing

24-hour emergency service complies with all conditions of the contract.

3.9.3. In the event of emergencies (e.g., Presidential-declared disasters, forest fires, evacuations, floods, hurricanes, etc.), the Contractor shall maintain operations necessary to support the Government under this contract. This includes manning the office 24 hours a day as required by the Government responding to the emergency/evacuation and providing necessary delivery of tickets.

3.9.4. The Contractor shall answer at least 80 percent of calls within 20 seconds and provide a recorded message for those calls not answered in 20 seconds. The recorded message shall give the traveler at least two options:

• to hold or

• to leave a message for a call back.

Return calls shall be made within one (1) hour. The Contractor shall respond to facsimile or e-mail requests by close of business on the following business day, unless travel is scheduled on a weekend, holiday, or business day subsequent to the day of the request.

3.9.5. Many times, services required outside normal working hours are as a result of visits by U.S.