TRAVEL MANAGEMENT CONTRACT STATEMENT OF WORK -2020.docx

UNITED STATES AGENCY FOR INTERNATIONAL DEVELOPMENT

SOLICITATION ANNOUNCEMENT No 72061220R00004

TRAVEL AGENCY SERVICES

TRAVEL MANAGEMENT CONTRACT STATEMENT OF WORK

BACKGROUND

The travel needs of USAID/Malawi demand time conscious, comprehensive, and reliable travel management services through an experienced Travel Management Contractor. USAID Malawi funds over 200 travelers per year and makes hotel arrangements for over 200 visitors/travelers.

PURPOSE

The purpose of this contract is to procure, on an as needed basis, technical services of a travel management Contractor (TMC) to manage travel needs for USAID Malawi employees and guests as specified in this Statement of Work.

CONTRACT TYPE

This will be a Blanket Purchase Agreement (BPA), so as a result of this award no Government funds will be obligated. Obligations will be made in the Travel Authorizations for official travel.

SCOPE OF WOR K

The Travel Management Contractor must be International Air Transportation Association Network (IATA) certified and must be able to provide corporate travel services for official and personal domestic and international travel to US Government employees and their eligible family members. Domestic and international travel includes travel within Malawi and travel outside of the country (including travel within the U.S. and other foreign countries). The corporate travel services must include as a minimum the following travel services: travel arrangements (regular and emergency), reservations and ticketing, airport assistance, etc. All official travel must be through the most direct route.

· The Contractor must provide comprehensive travel services for USAID employees for official and personal travel, both domestic and international. This includes assisting with travel plans, issuing, re-writing or re-routing airline tickets as needed and delivering tickets in a timely manner; making and confirming airline or other means of transportation, arranging for advance seat assignments, boarding passes, package tours, etc.

· The Contractor must arrange, upon request, hotel reservations including researching, making, confirming and canceling reservations (when necessary), and obtaining US Government discount rates whenever available.

· The Contractor will assist travelers with the planning of their trips including research, reservations, ticketing and detailed itinerary of travel. The Contractor must, upon request, provide information on car rental, travel brochures, pamphlets, maps, and other travel resources, and advise USAID Malawi or travelers about health, visa and other requirements.

· The Contractor must deliver on an as-needed basis tickets, itineraries, and boarding passes (if applicable), and other travel documents, as determined necessary by the client agency. Tickets must routinely be provided no later than two business days in advance of travel unless otherwise requested.

· The Contractor must provide up-to-date information on "layover services" to all USAID personnel and employees traveling on both international and domestic flights. This service shall include the provision of logistical and guidance information (including but not limited to information about hotels, transportation, etc.) as well as making arrangements for day rooms.

· The Contractor must provide both domestic and international pet travel services as needed and required, including the provision of information and logistical support.

· The Contractor will adhere to established US Government contractual agreements with airlines for reduced air fares between numerous city/airport pairs which are published monthly in the Official Airline Guide (OAG).

· The Contractor must comply with mandatory Government programs for air travel, including the Fly America Act when booking official travel.

· The Contractor must be able to provide airport assistance including police and customs formalities, baggage registration and use of a lounge, if possible.

· The Contractor must provide routing, reservation, confirmation/reconfirmation, cancelation when necessary and ticketing services for all official and personal air travel at net cost. The cost to USAID or the individual traveler, as the case may be, must in each case be equal to, or less than, the cost of a ticket if purchased directly from the airline.

· Ticket endorsement and rewrite services must be provided by the Contractor at no cost to USAID, or the traveler, for official or personal travel; however, any additional fares imposed by the airlines will be borne by USAID or the traveler. The Contractor must provide free airfare and class upgrades and re routing services whenever possible and/or when made available by any airline as a travel incentive, and timely information on airline special fares and other travel offers.

· While it is agreed that the Contractor shall obtain the most economical and cost effective rates available it is also agreed that the Contractor may retain any and all commission's payable by Airlines or other suppliers of travel services.

· Contractor shall provide travel services to any individual sponsored by a participating agency under this agreement, including personnel on temporary assignment. Contractor shall direct any queries as to whether or not a service should be provided to a particular person to the account holders nominated Travel Administrator.

· Contractor shall, upon request, arrange for assistance to persons with disabilities traveling on official USAID business, including but not limited to airline seating, in-terminal transfers, ground transportation, etc.

· The Contractor must book the lowest available fare for official and personal travel which satisfies Federal agency mission requirements subject to the constraints of the airlines contractual agreements and the Fly America Act. The Contractor shall research alternate itineraries and make every effort to obtain the most cost effective rates including making advance bookings, special discounts, city-pair contract fares, etc. The Contractor guarantees that it will not give any of its other customer’s lower fares or prices, for the same or comparable services and facilities, than the fares and prices provided to USAID Malawi. Contractor must ensure that the rate does not include taxes for which diplomatic personnel are exempt.

· Whenever the USAID Executive Officer determines that the Contractor has failed to obtain an available price discount, special fare, or other financial advantage available to an official traveler, USAID may assess a deduction equal to the financial advantage not so obtained. USAID may deduct said amounts from the next payment to the Contractor. When an available financial advantage is not realized for an unofficial traveler, the Contractor must pay to the traveler within 30 (thirty) days a sum equal to the advantage not so obtained.

AUTHORIZED REPRESENTATIVES

The following USAID staff members shall be authorized to place orders under this Travel Service Agreement using the Travel Authorization or the attached form:

NAME & POSITION

No other person(s) may place an order against this BPA unless authorized in writing by the contracting officer.

USAID designates _____________________________ as the Travel Administrator under this Travel Service Agreement. As such he/she is authorized to act for the Contracting Officer in matters concerning technical clarifications; acceptance; emergency requests; and other oversight functions. Specifically he/she is authorized to certify work in progress; to review and approve invoices for payment; and to appoint (ad hoc and otherwise) technical monitors to assist in the administration of this Service Agreement.

PERIOD OF PERFORMANCE

Services under this contract shall begin on or around October 1, 2020 and end on or about September 30, 2021 with three one-year option years.

OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

The Government may extend the term of this contract by written notice to the Contractor within 60 days.

PAYMENT:

Payments will be made using the Government Corporate Credit Card.

SELECTION CRITERIA:

Note: Agencies that are not IATA Certified will not be considered.