Questions_and_Answers.docx

QUESTIONS (QN) AND ANSWERS (ANS)

Please note that the Embassy is not requesting or requiring anything “free of charge.” All “at no cost to the Government” statements will be removed from the solicitation via a forthcoming solicitation amendment.

Qn: Is the currency for all payments in UGX or does the RFQ request to quote in local currency apply only to the service fees?

Ans: See 2.3, Pricing, of the solicitation.

Qn: Can we quote for the service fees in US $ if all other payments are likely going to be made in US $ as well?

Ans: See 2.3, Pricing, of the solicitation.

Qn: Are tickets for air travel covered by the contract paid for on a corporate credit card? Or paid for on a traveler’s credit card?

Ans: Most of the tickets issued are paid for using US Embassy corporate credit card (about 90%). If a carrier will not accept credit cards, we expect the Travel Company to pay for the ticket, and invoice the Embassy with their monthly bill. Personal travel, cost construct fare differences, or upgrades are to be charged directly to the traveler’s credit card, or settled in cash.

Qn: For tickets that cannot be issued with a credit card, can the contractor collect payment with a CNP (Card Not Present) at a point of sale?

Ans: Yes this is possible.

Qn: Who would pay for the merchant fee in that case?

Ans: This should be incorporated in your fixed transaction fee, which would be billed to the embassy on a monthly basis.

Qn: Would you be able to advise which estimated percentage of all transactions might be paid for with a corporate credit card and which might be paid for through standard monthly invoicing?

Ans: About 90 percent of all transactions are paid for by the corporate credit card. However, there are airlines that do not accept credit card payments which is about 10 percent. If a carrier will not accept credit cards, we expect the Travel Company to pay for the ticket, and invoice the Embassy with their monthly bill.

Qn: Can you please advise on the total number of - and countries where - visa assistance was requested for, during the last 24 months so that we may better consider the free of charge request as per the RFQ?

Ans: There were 316 visa requests for the past 12 months and details attached, this mirrors prior year activity. All interested offerors should quote for the services based on the outlined transaction levels.

Qn: Can you please advise on the total number of MGE (meetings, groups & events) as well as departments requesting and group sizes, during the last 24 months so that we may better consider the free of charge request as per the RFQ?

Ans: We believe this question is in reference to section 3.5.6 of the solicitation which will be deleted via a forthcoming solicitation amendment.

Qn: Can you please advise on the total number of Emergency & After Hours services provided to the embassy during the last 24 months so that we may better consider the free of charge request as per the RFQ?

Ans: There were about 30 services provided for the past 24 months.

Qn: Can you also advise on the line in 2.3 PRICING, Page 5: 'Online Booking (Domestic/International Transaction Fee' by comparison to the above. Does this require a website / internet based 'online' booking platform on our part as booking through a GDS such as Amadeus, Sabre, Galileo is considered 'off line'?

Ans: The Travel Company should use an online booking platform, such as Amadeus, Sabre, or an equivalent standard GDS system.

Qn: Please clarify the following section: '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.' Does this mean we cannot charge refund or cancellations fees as these are also not listed in the service fee section 2.3 Pricing?

Ans: The Travel Company cannot charge the USG a cancellation fee, however any cancellation fee charged by the carrier, or hotel, can be deducted from the refund amount/purchase price. The Travel Company has already charged a transaction fee for the booking service.

Qn: Please advise if section 3.2.4 and 3.10.2 mean that 'After Hours and Emergency' services must be provided 'free of charge' as they are not listed in section 2.3 Pricing?

Ans: These services should be part of the transaction fees as they are unpredictable and would virtually occur at any given time and the Embassy expects support to be provided. The associated expense, for the rare occurrence, should be priced into your proposed transaction fees.

Qn: Please also advise if section 3.2.8 means that the 'Amendment of Bookings after Ticket Issue' must be provided as a 'free of charge' service as this is also not listed in section 2.3 Pricing?

Ans: This should be part of the ticket issuing process and no extra fee should be billed for any change of tickets. The Travel Company cannot charge a change fee, there can only be one transaction fee for the trip. Generally, the fares which are typically booked do not come with change fees.

Qn: Please confirm if section 3.5.5 means that all MGE (Meetings, Groups & Events) services for the six departments listed must be provided completely 'free of charge'?

Ans: We believe the section reference should be 3.5.6, Seminars and Meetings, in lieu of 3.5.5, Airport Expediting. Please note that section 3.5.6 will be deleted via a forthcoming solicitation amendment.