Solicitation - Travel service fee.pdf

This is a Request for Quotations (RFQ) for Travel Management Services to be provided to the U.S. Embassy in Vilnius, Lithuania, and consulates in Riga and Minsk. The solicitation was issued March 23, 2026, with quotations due by April 7, 2026 at 4:00 p.m. local time. Award will be made to the responsible company submitting the lowest-priced quotation based on transaction fees. The contract is a requirements-type agreement for a one-year base period with four one-year renewal options, for a maximum five-year duration. The contractor must provide comprehensive travel management services including air, rail, and bus reservations; lodging reservations; vehicle rentals; visa and passport assistance; detailed itineraries; management information and billing reports; automated reconciliation of travel charges; seminars and meetings support; and information pamphlets. All services must comply with Federal Travel Regulation (FTR), Fly America Act, GSA City Pair Program, and the Mission Travel Policy. A pre-quotation conference is scheduled for March 31, 2026 at the Embassy in Vilnius.

The contractor must establish one Travel Management Center in Vilnius staffed by qualified personnel fluent in English and the local language. Key personnel include a Project Manager, Site Manager(s), and full-time Travel Counselors/Reservationists. The contractor shall provide 24-hour emergency services and maintain a computerized reservation system capable of issuing tickets using government discount rate codes. Transaction fees are charged per issuance of tickets for common carrier transportation; estimated annual transactions include five within-city-limit services, zero on-site services, ten online booking fees, zero overnight delivery fees, and five courier delivery fees. The contractor must provide monthly sales activity reports, quarterly problems and solutions reports, reconciliation reports of transportation billings, transaction fee reports, unused ticket reports, and annual premium class travel reports. Quality assurance requires no more than one customer complaint per month. Quotations must include completed SF-1449, pricing, representations and certifications, Section I (pricing), Section 5 (representations and certifications), and additional information demonstrating capability to perform, including past performance information for the prior two years, personnel qualifications, automated reservation system capabilities, quality control procedures, and insurance evidence.