FBODaily.com | FedBizOpps: SRCSGT | V | Commercial Travel Services - Sources Sought

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 06, 2013 FBO #4304
SOURCES SOUGHT

V -- Commercial Travel Services - Sources Sought

Notice Date: 9/4/2013
Notice Type: Sources Sought
NAICS: 561510 — Travel Agencies
Contracting Office: Department of Health and Human Services, Program Support Center, Division of Acquisition Management, 12501 Ardennes Avenue, Suite 400, Rockville, Maryland, 20857, United States
ZIP Code: 20857
Solicitation Number: 13-PSC-MK-SS-00001
Archive Date: 9/17/2013
Point of Contact: Margo Katzper, Phone: 301-443-3589
E-Mail Address: Margo.Katzper@PSC.hhs.gov
(Margo.Katzper@PSC.hhs.gov)
Small Business Set-Aside: N/A
Description: Sources Sought This is a sources sought notice only. This is NOT a solicitation, request for proposal (RFP), proposal abstracts, nor a request for quotations (RFQ). The purpose of this notice is to obtain information regarding the availability and capability of all qualified 8(a) small businesses (above and below the 8 (a) non-competitive threshold), who can perform the requirements described below under the applicable North American Industry Classification System (NAICS) code assigned to this procurement. These are commercial services under the applicable NAICS code is 561510, with a size standard of $19.0 million. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement, and to determine the method of acquisition. This is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. The notice is strictly for market research and information purposes only. This notice will close at 9:00am Eastern on September 16, 2013. All 8(a) small businesses with the capability and availability to perform the requirement as described below under the applicable NAICS code are invited to submit a response to this notice. BACKGROUND: In February 2006, the DTMO was established to serve as the single focal point for commercial travel within DoD. DTMO provides central oversight for commercial travel management, travel policy and implementation, travel card program management, customer support and training, allowance and entitlement program management, and functional oversight of the Defense Travel System (DTS).Within the Office of the Under Secretary of Defense for Personnel and Readiness, the DTMO receives direct oversight from the Deputy Assistant Secretary of Defense for Military Personnel Policy, and is administratively serviced by the Defense Human Resources Activity. DTS is a fully integrated, electronic, end-to-end travel management system that automates temporary duty travel for DoD. DTS meets unique DoD mission, security and financial system requirements within the guidelines of Federal and DoD travel policies and regulations. DTS is a DoD world-wide travel management system that allows travelers to access and review travel options, make travel arrangements that accommodate mission requirements, and electronically provide Commercial Travel Offices (CTOs) with their selections. Travelers access DTS to review available airline, rail, hotel, and rental car options, and select the reservations that best meet their needs. DTS converts traveler selections into Passenger Name Record (PNR) formats and sends them through one of the Global Distribution Systems (GDS) to the CTO supporting the traveler. CTOs are a vital factor to the success of DTS. PROJECT DESCRIPTION: The Department of Health and Human Services (DHHS), Program Support Center (PSC), on behalf of the Department of Defense (DoD), Defense Travel management Office (DTMO) Commercial Travel Office (CTO) requires contractor support services to provide all personnel, equipment, material, supervision and other items or services necessary to perform the management and operation of contracted Commercial Travel Offices (CTOs), for commercial travel office support services for the CONUS/OCONUS Military Entrance Processing Stations (MEPS) locations. The DTMO requires support services from Contractors knowledgeable in the areas of travel authorization, reservation, ticketing, fulfillment, reporting and management, to support official travel activities of authorized DoD travelers. The Contractor shall provide official travel services in accordance with Government Regulations, Statutes and DoD/Services Travel Policies and Regulations, to all persons holding Government travel authorizations. Official travel includes: Temporary Duty (TDY), Permanent Change of Station (PCS), Leisure in Conjunction with Official Travel (LICWO), evacuation; and travel by Reserve Component/National Guard members. Official travel also includes travel by civilians on invitational travel authorizations in connection with official business of the United States Government and performed under orders at the expense of federal appropriated and non-appropriated funds, with the exclusion of LICWO. The Contractor shall have the ability, knowledge, and skills in the areas of: information technology; call center services; GDSs; government travel suppliers; and government travel policy, in accordance with the: • Joint Federal Travel Regulation (JFTR) Volume I: o http://www.defensetravel.dod.mil/Docs/perdiem/JFTR(Ch1-10).pdf o http://www.defensetravel.dod.mil/Docs/perdiem/Appendices.pdf • Joint Travel Regulation (JTR) Volume II: o http://www.defensetravel.dod.mil/Docs/perdiem/JTR(Ch1-7).pdf o http://www.defensetravel.dod.mil/Docs/perdiem/Appendices.pdf • Defense Transportation Regulation (DTR): o http://www.transcom.mil/dtr/dtrHome/ The Contractor shall provide personnel fluent in written and spoken English. CONTRACT FORMAT: Indefinite Delivery Indefinite Quantity Contract, with Fixed Priced Per Transaction Rates. Based on historical data (transaction volume would not be guaranteed) contractors will be required to propose fully burdened fixed transaction fees. The contractor shall provide for all labor, material and equipment necessary to support the activities. The fully burdened fixed transaction fees awarded will apply for the duration of the requirement. Absent any out of scope change to the contract, transactions fees are fixed-priced and will not be adjusted if actual quantities of transactions vary from the historical data provided. A such, Offerors must price the risk accordingly. Offerors are cautioned that the fixed-price must account for the risk of emergency and surge requirements described in the PWS. Any post award contract disputes will be processed in accordance with the contract clause 52.212-4, "Contract Terms and Conditions - Commercial Items", which incorporates the Disputes Clause, FAR 52.233-1 at paragraph (d). In addition, the DFARS Clause 252.243-7002, "Request for Equitable Adjustment" provides the procedure for submitting requests for equitable adjustment. Submission of a request for an equitable price adjustment does not guarantee that such a request will be granted by the Contracting Officer. PERIOD OF PERFORMANCE Base period of twelve (12) months, with up to nine (9) twelve (12) month option periods. SPECIFIC REQUIREMENTS: Contractors must have the ability to pass a PNR validation test (compatible with - Apollo, Sabre, and Worldspan). GENERAL REQUIREMENTS: 3.1.1. The Contractor shall accept payment for official travel by all forms of the Government Travel Charge Card (GTCC) (i.e., Individually Billed Accounts (IBA), or Centrally Billed Accounts (CBA) and Unit Cards.) Additionally, U.S. Government Transportation Requests (GTRs) shall be accepted in accordance with travel industry standards. For official hotel and rental car reservations, the Contractor shall accept IBA, CBA (Unit Cards), and personal charge cards. 3.1.2. The Contractor shall assist with resolving complaints, disputes, or claims between the DoD/Government customer and any principal with whom the contractor has arranged travel or other services. 3.1.3. The Contractor shall notify the Contracting Officer's Representative (COR) when the Contractor is unclear about requirements and provide to the COR any communication or request submitted to the Contracting Officer. 3.2. Payment Methodology The Government will utilize the Point of Sale (POS) payment methodology for commercial travel office services at travel areas listed under PWS section 3.8.3. Under the POS method of payment, the Contractor shall charge a fixed fee for each transaction in performance of the contract. 3.3.3. Transaction Types 3.1. Types of POS transactions include: DTS, CTO Assist, CTO Assist Non-Air/ Non-Rail, Human Remains, Bus, Leave in Conjunction with Official Travel (LICWO), Contractor, Pet, and Military Working Dog Travel. 3.1.1. DTS Transaction. Any transaction that comes across the Passenger Name Record-Gateway (Web Portal) requiring ticketing that may or may not autobook/price due to the limitations of the GDS being used by the contractor, or Bank Settlement Plan (BSP) currency conversion requirements or whether airlines participate with the Airline Reporting Corporation (ARC). This also includes any processes required by the CTO to meet all PWS requirements for DTS transactions. 3.1.2. CTO Assist Transaction. Any transaction that requires CTO intervention to book other than those reservations that may not autobook due to the limitations of the GDS being used by the Contractor, or whether or not airlines participate with the ARC. 3.3.3.1.3. CTO Assist Non-Air/Non-Rail Transaction. Any transaction for which the services of the CTO are used to complete one DoD travel authorization, which may include one or more of the following hotel, rental car, and ferry arrangements. 3.1.4. LICWO Transaction. Any transaction for which the services of the CTO are used to book leisure travel services requested by a traveler concurrent with and/or in addition to authorized official travel. 3.1.5. Human Remains Transaction. Any transaction for which the services of the CTO are used to book the movement of human remains. 3.1.6. Contractor Travel Transaction. Any transaction for which the services of the CTO are used to book and/or ticket travel arrangements for contractors. 3.1.7. Bus Transactions: A transaction for which the services of the CTO are used to make individual bus reservations or a bus charter for multiple travelers. 3.1.7.1. Bus Reservation. Any transaction for which the services of the CTO are used to complete a bus reservation. 3.1.7.2. Charter Arrangements. Any transaction for which the services of the CTO are used to make arrangements for one bus or more, for multiple travelers. 3.1.8. Pet Travel Transactions. Any transaction for which the services of the CTO are used to make pet accommodations for PDT. 3.1.9. Military Working Dog Transactions. Any transaction for which the services of the CTO are used to make accommodations for Military Working Dogs. 4. Application of POS Transaction Fees 4.1. The Contractor shall charge the DTS transaction fee, if the reservation does not autobook/price due to the limitations of the GDS being used by the Contractor: if airlines do not participate with the Airline Reporting Corporation (ARC); or due to Bank Settlement Plan (BSP) currency conversion requirements, thereby requiring Contractor intervention to book the reservation. 4.2. The Contractor shall charge the CTO Assist transaction fee if the DTS PNR does not contain all the data elements noted in CTO Orientation and User's Guide available at the following URL: http://www.defensetravel.dod.mil/Docs/Training/CTO_Orientation_and_Users_Guide.pdf 4.3. The Contractor shall charge a CTO Assist transaction fee if DTS is used to send an email request to the CTO and no reservation has actually been made in the DTS system. 4.4. The Contractor shall charge a CTO Assist transaction fee if directed by the Government to use workaround solutions to ensure optimal customer service due to temporary system problems. 5. Traveler Support Requirements Applicable to Both CTO Assist and DTS Transactions 5.1. The Contractor shall have the capability to access all airline fares and schedules in order to ensure that the lowest available airfare and route are available in accordance with DoD policy. CTO travel services support shall include the ability to issue tickets for all airlines to include those, which require ticketing from a CONUS location for travel in connection with an OCONUS reservation. The Contractor also shall take into account, in their proposed fees, any industry changes that affect revenue agreements between vendors. 5.2. The Contractor shall provide high-quality customer service that is capable and responsive. Customer service shall be provided continuously; 24 hours a day, seven days a week. The contractor shall provide a toll-free telephone number, where capability exists, as well as toll free numbers for fax capability. If toll free number capability does not exist, the CTO shall accept collect calls. Caller wait time shall not exceed three minutes. After three minutes, the caller's telephone number shall be annotated immediately and a return call to the customer shall be placed by the Contractor within one hour of annotation. The percentage of dropped calls shall not exceed 2% of total monthly calls. 5.3. The Contractor shall confirm air/rail, rental car, ferry, bus, ground/surface and lodging as requested by the traveler or designated government POC and identified in the remarks section for reservations not autobooked by DTS. 5.4. The Contractor shall make air reservations in accordance with the GSA City Pair contract unless an exception applies as documented in the DoD regulations. 5.5. The Contractor shall establish quality control procedures to ensure that all reservations booked on all foreign flag carriers (excluding code-shares) are booked in coach/economy class. 5.6. The Contractor shall provide in-transit passenger visibility through best industry practices which affords the Government the ability to track/monitor travelers from origin/destination, e.g., airline check-in for reservations within 24 hours upon request. 5.7. The Contractor shall make rental car reservations in accordance with the U.S. Government Rental Car Agreement available at the following URL: http://www.defensetravel.dod.mil/Docs/CarRentalAgreement.pdf. 5.8. The Contractor shall use Government/DoD negotiated volume discount lodging programs where available. All U.S. commercial lodging institutions used shall be on the master list issued by the U.S. Fire Administration, Federal Emergency Management Agency (FEMA), unless there is no listed property with available space within a reasonable driving distance from the TDY location. The current listing of approved lodging institutions is located on the World Wide Web at http://www.usfa.dhs.gov/applications/hotel/. To the maximum extent possible, confirmed reservations shall only be made at commercial facilities that accept the GTCC. 5.9. The Contractor shall provide support for en-route changes or make reservations for air/rail, rental car, ferry, bus, ground/surface and lodging as requested by the traveler. A CTO Assist fee shall apply for changes requiring new ticket issuance. 5.10. The Contractor shall modify or cancel any CTO-arranged travel and record the appropriate cancellation confirmation numbers if provided by the commercial travel supplier. In the event that confirmation numbers are not used or are unavailable, the Contractor shall document the name of the individual(s) accepting the cancellation, as well as the date of cancellation. Accordingly, the Contractor shall specify in the PNR whether the traveler was contacted. 5.11. The Contractor shall assist the Government in research of unused tickets. 5.11.1. For all forms of payment, a copy of the request for refund shall be provided to the traveler or designated government POC at the time the refund was initiated. For CBA transactions, a copy of the request for refund shall be provided to the Government Transportation Office when the reconciliation package is provided. 5.11.2. Identify and cancel all unused or partially unused e-tickets, to include non-ARC unused tickets, 30 days from the date of the last air travel segment, and initiate the process for refunds. E-ticket refunds shall be processed upon notification of an airline's non-use status. Upon receipt of an unused paper ticket, immediately process the refund. A copy of the request for refund shall be provided to the designated government POC at the time the refund is initiated. 5.11.3. The Contractor shall have the capability to document and maintain unused non-refundable tickets and notify travelers regarding opportunities for exchange. 5.11. 4. Upon notification of a restricted ticket non-use status, and every 30 days thereafter until expiration, the Contractor shall notify the traveler or designated government POC via email of the value of the unused ticker, the penalty fee for exchange and the ticket expiration date. Thirty days prior to the ticket expiration date, the Contractor shall notify the traveler or designated government POC via email of the impending expiration date and lost value if the ticket remains unused. 5.11.5 The Contractor shall not provide the traveler with a cash refund for a totally or partially unused ticket issued for official Government travel, and not allow a credit, based on a refund, toward the purchase of personal travel. 5.12. The Contractor shall provide lost ticket applications and assist the traveler in filing the application. 5.13. The Contractor shall assist customers with travel related inquiries, via telephone, email, fax or in person. 5.14. The Contractor shall bear additional expense when a traveler incurs additional costs to obtain alternate travel and accommodations, as a result of a CTO error. 5.15. The Contractor shall assist travelers with enrolling in frequent traveler programs. 5.16. The Contractor shall immediately notify travelers or designated government POC about changes made to travel arrangements when commercial travel vendors initiate a change/cancellation to previously scheduled arrangement or transmit OSI or Supplementary Service Request (SSR) messages in PNRs. Traveler notification shall be made by phone or email message. If the Contractor is unable to contact the traveler or designated government POC, the Contractor shall leave a message at the phone number(s) or email address(es) as contained in the PNR. The Contractor shall ensure all PNRs, originated in DTS, with schedule changes are placed on the outbound/polling queue. For those sites using a Contractor's GDS to make reservations, ensure all schedule changes are placed on the Government booking entities queue. 5.17. The Contractor shall provide Leisure in Conjunction With Official (LICWO) travel services to individuals on an official trip and to family members or others accompanying that individual when requested by the traveler or designated government POC. Travelers are responsible for any costs that exceed the official portion of the trip; the Contractor shall not invoice the Government for leisure reservations or services. The appropriate transaction fee shall be charged to the Government for the official portion of the LICWO travel service request. The LICWO transaction fee shall be charged directly to the traveler. The Contractor shall segregate official travel costs from leisure travel costs. 5.17.1. The Contractor shall accept requests for LICWO travel in person for staffed locations, as well as by email, phone, fax, or via DTS. The Contractor shall, at a minimum, accept personal charge cards, cash, checks, and money orders in accordance with industry standards for LICWO travel and shall process timely refunds to travelers as required/appropriate. 5.17.2. The Contractor shall not advertise, solicit, or sell any leisure travel services other than the following specified services for making LICWO arrangements: • Point-to-point reservations and ticketing on scheduled common carriers for all modes of travel • Rental vehicle reservations • Lodging reservations • Delivery of travel documents 5.18. The Contractor shall make arrangements and/or issue Miscellaneous Charge Orders (MCO) in accordance with industry standards for authorized excess baggage. If an MCO is not used, the appropriate documents, in accordance with industry standards, for authorized excess baggage shall be used. Arrange for excess baggage as allowed by the carrier and provide the traveler with pertinent information related to the booking of the excess baggage to include carrier rules and fees. 5.19. The Contractor shall obtain travel orders before travel begins, unless an urgent and unusual situation prevents prior issuance. If official travel must begin or is performed before orders are issued, the travel must be pursuant to oral, letter, or message authority from an Approving Official (AO). The method of AO approval, (e.g., Verbal Orders of Commanding Officer (VOCO), email, memo, etc.) shall be documented in the PNR. For reservations originated in DTS, the Contractor shall use the applicable PNR comments to document the method of approval. There will be no liability borne by the CTO if the confirmatory travel order/authorization is not provided by the AO. The contractor shall notify the Transportation Office at the time of CBA reconciliation that the confirmatory travel order/authorization was not provided. 5.20. The Contractor shall not issue tickets more than three business days prior to travel, except when specifically requested by the Government. If electronic ticketing is available and the traveler requests issuance and delivery of a paper ticket in lieu of accepting an e-ticket, the transaction fee shall be charged to the Traveler. If electronic ticketing is not available the Contractor shall deliver tickets to the traveler or authorized Government official. 5.21. The Contractor shall issue tickets for urgent and unusual situations in accordance with JTR/JFTR. 5.22. The Contractor shall ensure travel documents issued in connection with international travel do not contain any markings, stamps, or other indicators which might identify the traveler as a military member or government civilian employee or dependent thereof. 5.23. The Contractor shall provide an itinerary and invoice to the traveler or designated government POC via email to ".mil", ".gov", or other addresses specified by the Government. The itinerary and invoice shall include: • Traveler's name • Applicable routing information o carrier name o flight number o reservation/confirmation numbers(s) o class of service, (i.e., coach class, business class or first class). o statement indicating notification to the carrier of any excess baggage request • Contractor's toll-free assistance number • Rental car and hotel data as applicable • Instructions for return of unused travel tickets • Other pertinent travel documents required • Traveler's form of payment: IBA, CBA, or GTR • Last four digits of the CBA/IBA/GTR number billed • Total transportation charges, to include ticket number(s) and cost, transactions fee number and transaction fee cost 5.23.1. List telephone numbers, via the itinerary, for duty hours and after duty hours. Stipulate that the "after duty hours" phone number shall be used for emergencies only, by travelers who are en-route. 5.23.2. If an email address is not available, the contractor shall fax the itinerary and invoice to the traveler or designated government POC. 5.24. The Contractor shall provide standard remarks in the PNR that, at a minimum, include the Contractor's toll free assistance numbers for voice and fax, telephone number for collect calls, and instructions for return of unused travel documents. 5.25. The Contractor shall ensure the PNR, itinerary and invoice state: "If your Individually Billed Account is used as the form of payment for air/rail reservations, this is a reimbursable expense. If the Government Centrally Billed Account is used as the form of payment for air/rail reservations, this is not a reimbursable expense." 5.26. The Contractor shall ensure all PNRs contain the OSI messages indicating the traveler is using a Government or Military fare in the applicable airline format. 5.27. The Contractor shall, for both CTO assist and DTS transactions, utilize a unique 13 digit transaction fee number beginning with 890 (e.g. 8901234567890) and shall not use the associated thirteen digit air/rail ticket number as the transaction fee number. Additionally, the unique transaction fee number contained in the PNR remark or PNR accounting line, and invoiced by the contractor, shall be transmitted to the GTCC vendor. The transmission to the GTCC vendor shall include at a minimum the travelers name as it appears in the reservation, the 13 digit transaction fee number, and the transaction fee amount. The transaction fee remark qualifier shall be used exclusively for passing transaction fee data through the GDS/DTS interface. 5.28. The Contractor shall establish branch/bridge access between the Government designated Help Desk PCC and each of the Contractor's PCCs which supports the creation, modification, cancellation, and ticketing of all DoD PNRs. The Contractor shall ensure the branch/bridge access includes PCCs designated for on-site staffed offices and off-site support/fulfillment such as call center service, emergency after-hours support, sub-contractor support, virtual agents, quality control, satellite, etc. Additionally, the Contractor shall ensure the branch/bridge access provides the Government with capability to view and queue place all DoD PNRs. 5.29. The Contractor shall register at least one primary and one alternate user for access to the Government designated Help Desk. 5.30. The Contractor shall notify the QAE and the COR immediately of any deviation from the Contractor's proposed approach to supporting travel services. 6. Traveler Support Requirements Applicable Only to CTO Assist Transactions 6.1. The Contractor shall reimburse the Government for the cost of foreign flag carrier airfare if appropriate approval has not been obtained in accordance with regulatory requirements. 6.2. The Contractor shall make complete car rental reservation services to coincide with airline arrival/departure times, where applicable. Reservations shall be booked in accordance with the U.S. Government Rental Car Agreement available at the following URL: http://www.defensetravel.dod.mil/Docs/CarRentalAgreement.pdf. In the event it is necessary to reserve a rental car with a company or location that does not participate in the U.S. Government Rental Car Agreement, the Contractor shall advise the traveler. 6.3. The Contractor shall advise the traveler or designated government POC at the time of reservation: • if any travel arrangements have cancellation or penalty charges, or nonrefundable deposits, including timeframes and other conditions. This information shall be specified on the itinerary and invoice. Any special requirements or restrictions (e.g., the shipment of weapons or military impedimenta) shall be provided to the traveler. • when cost savings exceeds $200 for domestic flight reservations and $300 for international through the use of a restricted fare ticket. The contractor shall consider alternate routes and times within a two hour window and shall ensure priority is given to the GSA contract city pair carrier when using restricted fares. The contractor shall document the cost of the restricted fare offered and the cost savings from the YCA or unrestricted coach fare on the itinerary/invoice. 6.4. The Contractor shall provide advance seat assignment and advance boarding passes in accordance with respective airline policies. 6.5. The Contractor shall obtain a copy of the travel order/authorization prior to ticketing for CTO Assist (traditional) transactions using a CBA as a form of payment. For CTO Assist (traditional) transactions using an IBA as a form of payment, the Contractor shall view a hard copy of the travel order/authorization prior to ticketing. For IBA transactions, the CTO is not required to maintain a copy of the travel order/authorization. 6.6. The Contractor shall negotiate with travel service suppliers for volume discounts or special fares and provide group travel support for 10 or more travelers at no additional cost to the Government. The Contractor shall search multiple sources and offer volume discounts, including unpublished fares from the universe of subscribers and any special fares negotiated with travel service suppliers. Make travel arrangements for group travel in accordance with the Transportation Officer (TO) or other authorized government representative. 6.7. The Contractor shall arrange for the movement of human remains when requested by the Government. 6.8. The Contractor shall ensure the traveler's frequent traveler account number, if provided by the traveler, is provided to the travel service supplier at the time of booking. 6.9. The Contractor shall prepare and maintain traveler profiles for all travelers, with the exception of recruit travel. 6.10. The Contractor shall make confirmed reservations for travelers requesting PDT accommodations to include travel of pets. The traveler will pay all costs for pet travel. 6.11. The Contractor shall make arrangement for the movement of DoD military working dogs. 6.12. The Contractor shall not issue an other than economy/coach class (first class or business class) ticket at Government expense without receiving a signed or otherwise properly authenticated travel authorization, in accordance with JTR/JFTR, specifically authorizing that class of service. All travelers are authorized to upgrade to business class at their personal expense or use their frequent travel benefits. Reimburse the Government for the cost difference between the other than economy/coach class travel (business or first class) and the YCA/lowest unrestricted coach fare if business or first class arrangements are used without appropriate approval in accordance with DoD/Government travel policy. 7. Traveler Support Requirements Applicable Only to DTS Transactions 7.1. The Contractor shall, within one hour of receipt of a new or amended PNR/reservation in the urgent queue, complete the quality control review to ensure the auto-booked air, hotel, and rental car reservations are complete and coincide with airline arrival/departure times and immediately place the PNR on the outbound/polling queue. 7.2. For DTS generated authorizations, using the DTS Reservation Module and an IBA as the form of payment, the CTO is not required to view a paper copy of the travel order/authorization prior to ticketing. The contractor's authorization for ticket issuance is based on the Tickets Are Waiting (TAW) date applied. 7.3. The Contractor shall manually book the reservation when those carriers cannot be autobooked due to limitations of the GDS being used by the Contractor, or if airlines do not participate with the ARC, the Contractor will receive a "long-sell" message or a comment requesting booking assistance in the remarks section of the PNR to manually book the reservation. 7.4. The Contractor shall within one business day of receipt of a new or amended PNR/reservation in the inbound queue, complete the quality control review to ensure the auto-booked air, hotel, and rental car reservations are complete and coincide with airline arrival/departure times and immediately place the PNR on the outbound/polling queue. The QC review shall also establish procedures to identify price savings exceeding $200 for domestic flight reservations and $300 for international through the use of a restricted fare ticket. The contractor shall consider alternate routes/times within a two hour window and shall ensure priority is given to the GSA contract city pair carrier in accordance with DoD policy. The contractor shall document the price of the restricted fare offered and the price savings from the YCA/unrestricted coach fare on the itinerary/invoice. 7.5. The Contractor shall establish quality control procedures to ensure the most economical route is obtained upon receipt of a Non-Contract City Pair Market (NCPM) reason code located in the PNR indicating that there are no GSA City Pair Fare markets awarded. Utilize the applicable PNR comment to document whether the traveler selected the lowest fare or the availability of a lower cost alternative to include the commercial carrier, date(s), departure and arrival times, and cost savings. Travel arrangements must be consistent with DoD policy, service regulations and policy, JFTR and JTR, and consider alternate departure times and routes. A CTO Assist transaction fee shall apply. For formats and additional instructions see the CTO Orientation and User's Guide available at the following URL: http://www.defensetravel.dod.mil/Docs/Training/CTO_Orientation_and_Users_Guide.pdf 7.6. The Contractor shall process email requests from the Government for commercial reservations for "group travel movement requests" originated in DTS for two or more travelers. Upon receipt of the Government's request for 10 or more travelers, negotiate with travel service suppliers for volume discounts or special fares and provide group travel support at no additional cost to the Government. Search multiple sources and offer volume discounts, including unpublished fares from the universe of subscribers and any special fares negotiated with travel service suppliers. Make travel arrangements for group travel in accordance with TOs or other authorized government representative. A CTO Assist transaction fee shall apply for each transaction. 7.7. The Contractor shall, when utilizing the ARC automated Travel Agency Service Fee (TASF) to process point of sale transaction fees, ensure the 13 digit TASF number beginning with 890 (e.g. 8901234567890) is contained in the DTS PNR as a valid accounting line. CTOs not utilizing the ARC TASF shall place a 13 digit unique transaction fee number beginning with 890 (e.g. 8901234567890) in a PNR remark. The transaction fee remark shall be placed in the DTS PNR by the CTO using the remark qualifier, GDS format, and data elements provided in the CTO Orientation and User's Guide available at the following URL: http://www.defensetravel.dod.mil/Docs/Training/CTO_Orientation_and_Users_Guide.pdf Transaction fee remark data elements shall include; the transaction type, fee amount, transaction fee number, and the type of GTCC used as payment. 7.8. The Contractor shall verify that all ticketed and unticketed segments received in the inbound or cancel queue have been cancelled within one business day of receipt. If a ticket has been issued, ensure the PNR is placed on the outbound/polling queue and process the refund. For those carriers that cannot be auto cancelled due to the limitations of the GDS being used by the Contractor, or if the airline does not participate with the ARC, cancel the reservations manually and record the cancellation confirmation numbers if provided by the carrier. In the event that confirmation numbers are not used or are unavailable, document the name of the individual, date of cancellation and provide the traveler any cancellation, refund, or modification information via email. 7.9. The Contractor shall ensure the ticketed PNR, to include the point of sale fee, is placed on the outbound/polling queue immediately upon completing the ticketing transaction(s). 7.10. The Contractor shall ensure the DTS Retention Line is not removed and included in the DTS PNR placed on the outbound/polling queue. 7.11. The Contractor shall ensure multiple, associated PNRs are placed on the outbound/polling queue consecutively upon completing the quality control review. 7.12. The Contractor shall place modified DTS PNRs on the outbound/polling queue if the modification is prior to commencement of TDY. 7.13. The Contractor shall report DTS problems encountered when processing DTS PNRs to both the COR and Government designated Help Desk. 7.14. The Contractor shall apply a CTO Assist justification code at time of ticketing. The applicable transaction fee and justification code shall be contained in the DTS PNR using the remark qualifier, GDS format, and applicable code provided in the CTO Orientation and User's Guide available at the following URL: http://www.defensetravel.dod.mil/Docs/Training/CTO_Orientation_and_Users_Guide.pdf Additional codes may be introduced at the local level during the contract period. 7.15. The Contractor shall adhere to the guidelines and utilize comments outlined in the CTO Orientation and User's Guide (available at the following location) for DTS PNR processing. URL:http://www.defensetravel.dod.mil/Docs/Training/CTO_Orientation_and_Users_Guide.pdf. The comments should be used exclusively for communicating to DTS travelers and AOs regarding air, car, hotel, and rail reservations in DTS PNRs. 7.16. The Contractor shall ensure DTS profiles are free of GDS edits and credit card data prior to ticket issuance. GDS edits that are activated only at time of ticketing are authorized. 7.17. The Contractor shall use workaround solutions to ensure optimal customer service due to temporary system problems and charge the CTO Assist transaction fee as directed by the Government. 7.18. The Contractor shall ensure the DTS profile contains the Other Supplemental Information (OSI) messages indicating the traveler is utilizing a Government or Military fare in the applicable airline format. In the event, DTS does not populate the OSI message(s) in the correct format or the OSI does not transmit to the airline, the contractor shall apply the applicable OSI message(s) to the PNR and charge the CTO Assist transaction fee. 7.19. The Contractor shall propose changes to the CTO PNR Configuration Parameters (e.g., GDS, PCC and Company Profile) to the Government under a change request (CR) for evaluation. All PNR configuration changes shall be coordinated by the COR. The CR shall provide a detailed discussion of the changes, to include the identification of any associated risks (e.g. additional cost, systems impact, etc.). 8. Centrally Billed Account (CBA) Reconciliation Support 8.1 The Contractor shall perform CBA reconciliation for CTO Assist and DTS transactions unless otherwise directed by the Government. Submit CBA Reconciliation Report as specified in Centrally Billed Account Reconciliation available at PWS section 3.8.5. 8.2. The Contractor shall provide research and other assistance, as required, to support authorized Government officials in resolving reconciliation issues. This assistance may be required on CBA reconciliation issues both in DTS and outside DTS. 9. Emergency and Surge Support Requirements 9.1. The Contractor shall provide Travel Management Services to satisfy surge, emergency, and short-notice requirements. Travel services shall support contingencies, national emergencies, accident investigations, aircraft recovery teams, evacuations, rescue operations, civil disturbances, disasters, military peacetime and wartime contingency operations, exercises, personal emergencies, and mass causalities (human remains). Operating hours may be modified by the QAE. The QAE will notify the COR of the changes. 9.2. The Contractor shall provide temporary staffed offices at remote ticketing sites as designated by the Government within 24 hours. Since the Government has not determined the specific remote ticketing sites, the Contractor shall assume the sites are located in CONUS. Additionally, there could be multiple sites in each geographic area. The remote ticketing sites shall be operational 1 hour prior to the charter aircraft arrival and remain operational until all passengers are serviced. The Contractor will determine and arrange all necessary procedures to ramp up operations, personnel and equipment needs as deemed necessary to support this requirement. 10. Implementation Seminar Support 10.1. The Contractor shall participate in at least two seminar sessions, prior to the end of the 60 day implementation period following contract award, as conducted by the Government over a two or three-day period. The Contractor shall present information to transportation officers and other DoD personnel, relating to its travel management services. The Contractor's presentation shall cover the following topics, at a minimum: CTO Assist Travel Services; after-hours procedures; ticket delivery; and CBA reconciliation procedures. The Contractor shall bear the cost of any of the Contractor's travel related to the implementation seminars. 10.2. The Contractor shall submit proposed implementation presentation materials to the COR for approval 14 calendar days in advance of the start of the implementation seminar session. In addition, make seminar presentations available to seminar attendees. 11. Management Information System (MIS) Reporting Requirements The Contractor shall provide the following reports in accordance with the delivery schedule at PWS Section 3.4. Additional Optional Ancillary Services/ Reports are available at PWS section 3.8.7. 11.1. Unused Paper Ticket Report The Contractor shall submit a monthly Unused Paper Ticket Report generated for each main location, delineated by sites supported by the major location and Service, to the COR/QAE. A consolidated monthly report, delineated by location and Service, shall also be generated and forwarded to the COR and the Service/Agency Headquarters. The reports shall be submitted electronically using Microsoft Excel format and shall consist of the following data elements: Service/Defense Agency, Organization, Commercial Travel Office, Passenger Last Name, Passenger First Name, Two Digit Carrier Code (e.g. AA, B8, DL, UA, etc.), Date of Ticket Issuance, 13 Digit Ticket Number (e.g. 0161234567890), Fare Basis Code, Cost of Original Ticket, Date Refund Requested, Refund Value, Last 4 digits of GTCC/GTR, Form of Payment (i.e. IBA, CBA, GTR), and Travel Order/Authorization number (if available). Date of ticket issuance and date refund requested shall be represented by the two digit month, two digit date, and four digit year separated by slashes (e.g. 02/04/2013 represents February 4, 2013). Cost of original ticket and refund value shall be provided in dollars and cents (e.g. 400.00). The reports shall also include the total number of unused tickets on a monthly basis. 11.2. Unused E-Ticket Report The Contractor shall submit a monthly Unused E-Ticket Report generated for each main location, delineated by sites supported by the major location and Service, to the COR/QAE. A consolidated monthly report, delineated by location and Service, shall also be generated and forwarded to the COR and Service/Agency Headquarters. The reports shall be submitted electronically using Microsoft Excel format and shall consist of the following data elements: Service/Defense Agency, Organization, CTO, Passenger Last Name, Passenger First Name, Two Digit Carrier Code (e.g. AA, B8, DL, UA, etc.), Date of Ticket Issuance, 13 Digit Ticket Number, Fare Basis Code, Cost of Original Ticket, Date Refund Requested, Refund Value, Last 4 digits of GTCC/GTR, Form of Payment (i.e. IBA, CBA, GTR), and Travel Order/Authorization number (if available). Date of ticket issuance and date refund requested shall be represented by the two digit month, two digit date, and four digit year separated by slashes (e.g. 02/04/2013 represents February 4, 2013). Cost of original ticket and refund value shall be provided in dollars and cents (e.g. 400.00). The report shall also include the total number of unused tickets on a monthly basis. 11.3. Other Than Economy/Coach Class Transportation Report and Validation 11.3.1. Other than Economy/Coach Class Transportation Report. The Contractor shall submit a monthly Other than Economy/Coach Class Transportation Report for each site and forward to the COR/QAE. An additional consolidated report, delineated by site, shall be forwarded to the COR and Service/Agency Headquarters. The reports shall be submitted electronically using Microsoft Excel format and shall consist of the following data elements: Service/Defense Agency, Organization, CTO, Passenger Last Name, Passenger First Name, Grade/Rank (Sponsor's name and Grade/Rank if applicable), Passenger Work Phone (Commercial and Defense Switched Network (DSN) with area code), Origin/Destination, Travel Mode (airplane, ship or train), Travel Order/Authorization number (if available), Two digit Carrier Code (e.g. AA, B8, DL, UA, etc.), 13 Digit Ticket Number (e.g. 0161234567890), Fare Basis Code, Date of Travel, Cost of Original ticket, and Cost Difference from the YCA/lowest unrestricted coach fare. Date of travel shall be represented by the two digit month, two digit date, and four digit year separated by slashes (e.g. 02/04/2013 represents February 4, 2013). Cost of original ticket and cost difference from the YCA/lowest unrestricted coach fare shall be provided in dollars and cents (e.g. 400.00). The report shall include the total number of other than economy/coach class tickets on a monthly basis. 11.3.2. Other than Economy/Coach Class Transportation Validation. The Contractor shall support validation of all other than economy/coach class transportation (OTECCT). The DTMO will provide the Contractor a list of OTECCT segment data from Travel Daily and CTO Monthly on a daily basis to a contractor designated email address. The Contractor shall review records for completeness and accuracy and make corrections through the GDS as required. For example, segments identified by the DTMO as OTECCT as a result of an airline automatic upgrade ("UP" fare) or autobooked by the GDS as the lowest applicable unrestricted fare should be corrected in the PNR with the applicable reason code contained in Attachment 1 - CTO Data Requirements. Corrections made to the PNR by the Contractor shall be reflected in the OTECCT listing within 24 hours of queuing the PNR to the DTMO. Therefore, those segments identified by the Contractor as non-premium or GDS upgrades/"UP" fares shall be removed from the listing. The DTMO will also provide the Contractor with a consolidated monthly report of OTECCT electronically. This cumulative report will cover all official DoD travel where the first outbound travel date occurs from the beginning of the fiscal year to the end of the reporting month. The report is automatically compiled; consisting of records queued to the DTMO in the Travel Daily process and from records found in the CTO Monthly data file. The CTO shall review the report and within five business days after receipt of the report, validate whether the records listed constitute the entirety if OTECCT tickets issued during the reporting period. CTO validation shall be provided to an email address designated by the DTMO. 11.4. Travel Daily The Contractor shall provide passenger name record data and support live PNR queue transfer via branch/bridge access to the Government in accordance with Attachment 1: CTO Data Requirements available at PWS section 3.8.2. 11.5. Commercial Travel Office Monthly The Contractor shall submit monthly CTO Monthly reporting requirements for CTO Assist transactions as specified in Attachment 1: CTO Data Requirements available at PWS section 3.8.2. For DTS transactions, the Contractor shall submit CTO Monthly reporting requirements only for data elements passed through DTS. 11.6. Itemized Activity Report The Contractor shall submit a monthly Itemized Activity Report, delineated by location, to the COR, QAE, and Service/Agency Headquarters. The report shall be submitted electronically using Microsoft Excel format and consist of the following data elements: Travel Order/Authorization Number, Passenger Last Name, Passenger First Name, Ticket Amount, 13 Digit Ticket Number (e.g. 0161234567890), Fare Basis Code(s), last 4 digits of GTCC/GTR, Payment Method (i.e. IBA/CBA), and Transaction Fee amount. Ticket amount and transaction fee amount shall be provided in dollars and cents (e.g 400.00). 11.7. Telephone Report The Contractor shall submit a monthly Telephone Report to the COR. The report shall be separated in two categories: call wait time and dropped calls. At a minimum, the reports shall include the performance specifications detailed in sub-section 3.3.5.2 for quality customer service. Call wait time and dropped calls shall be listed by site and include data from the after-hours call center. 11.8. Workload Data Report The Contractor shall submit a workload data report on a monthly basis. The contractor shall submit a consolidated report, delineated by location shall be forwarded to the Service/Agency Headquarters and the COR. The report shall be submitted electronically using the Microsoft Excel format. Workload data elements include but may not be limited to the following: • Number of Domestic air tickets issued • Number International air tickets issued • Total number of air tickets issued • Number of tickets issued via DTS (No Touch) • Number of tickets issued via CTO Assist (DTS Touch and Traditional) • Percentage of total tickets issued via DTS (No Touch) • Percentage of total tickets issued via CTO Assist (DTS Touch and Traditional) • Number of car bookings with air/rail ticket involved • Number of car only bookings without an air/rail ticket involved • Number of hotel bookings with air/rail ticket involved per site • Number of hotel only bookings without an air/rail ticket involved • Number of air group movements • Number of bus group movements • Number of bus charters • Number of individual bus charters • Number of tickets reissued after ticket issuance • Number of enroute changes • Number of Refunds, exchanges and voids • Percentage of overall transactions involving refunds, exchanges, and voids • Number of tickets issued electronically based upon industry standards • Percentage of tickets issued electronically versus paper from overall transactions • Number of tickets issued for Leisure in conjunction with official travel • Percentage of tickets issued for Leisure in conjunction with official travel from overall transactions • Number of tickets issued for leisure only travel • Number of domestic rail tickets • Number of international rail tickets • Total number of rail tickets • Number of CTO facilitated Patriot Express bookings • Number of Human Remains transactions • Number of tickets issued on day of travel • Number of tickets issued utilizing CBA billing • Number of tickets issued utilizing IBA billing • Number of tickets issued utilizing GTR/LOPA billing • List of staffed sites • List of all individual supported sites 11.9. Restricted Fare Reports 11.9.1. Restricted Fare Report. The Contractor shall submit a monthly Restricted Fare Report generated for each main location, delineated by sites supported by major location, to the COR and QAE. The Contractor shall submit a consolidated monthly fiscal year summary restricted fare report monthly with fiscal year to date summary, delineated by location, to the COR and Service/Agency Headquarters. A new fiscal summary report should begin every October. The reports shall be submitted electronically using Microsoft Excel format and shall consist of the following data elements: Passenger Last Name, Passenger First Name, Passenger Service/Defense Agency, Passenger Unit/Organization, Passenger Duty Station/Location, Ticketing CTO, Date of Ticket Issuance to include the two digit month, two digit date, and four digit year separated by slashes (e.g. 02/04/2013 represents ticket issuance on February 4, 2013), Two Digit Carrier Code (e.g. AA, B8, DL, UA, etc.), 13 Digit Ticket Number (e.g. 0161234567890), Fare Basis Code, Cost of Ticket, Total Cost of the YCA or Lowest Unrestricted Coach Fare, value of ticket minus the penalty fee for exchange, and Travel Order or Authorization Number. The cost of ticket and total cost of the YCA/lowest unrestricted coach fare shall be provided in dollars and cents (e.g. 500.00). The value of the ticket minus the penalty fee for echange shall be provided in dollars and cents (e.g. 150.50 minus 50.00 exchange/penalty has a value of 100.50). 11.9.2. Restricted Ticket Exchange Reports. The Contractor shall submit a monthly Restricted Ticket Exchange Report generated for each main location, delineated by sites supported by the major location, to the COR and QAE. The Contractor shall submit a consolidated fiscal year summary report monthly with fiscal year to date summary, delineated by location, to the COR and Service/Agency Headquarters. A new fiscal summary report should begin every October. The reports shall be submitted electronically using Microsoft Excel format and shall consist of the following data elements: Passenger Last Name, Passenger First Name, Passenger Service/Defense Agency, Passenger Unit/Organization, Passenger Duty Station/Location, Ticketing CTO, Original 13 Digit Ticket Number (e.g. 0161234567890), New/Exchanges 13 Digit Ticket Number (e.g. 0161234567890), Penalty Fee, Cost of New/Exchanged Ticket, Additional Collection Amount, PNR Locator, Two Digit Carrier Code (e.g. AA, B8, DL, UA, etc.), Original Form of Payment (e.g., IBA/CBA), and Total Cost of YCA/Lowest Unrestricted Coach Fare. Penalty fee, cost of new/exchanged ticket, additional collection amount and total cost of YCA/lowest unrestricted fare shall be provided in dollars and cents (e.g. 500.00). 12. Provide Management Support 12.1. The Contractor shall serve in an oversight capacity as the primary point of contact to the CO, COR, and QAE. 12.2. The Contractor shall participate in monthly CTO telephonic outreach discussions at the Government's discretion. The purpose of these conferences/meetings will be to discuss/resolve systemic issues of concern, performance trends, and to share relevant information regarding the CTO program. 12.3. The Contractor shall ensure contractor personnel comply with applicable federal, state, and local policies and procedures. 12.4. The Contractor shall ensure timely submission of draft and final contract deliverables 13. Transition Support 13.1. The Contractor shall provide contract phase-in and phase-out. 13.2. The Contractor shall submit a final transition plan 10 calendar days after award to the COR that describes all necessary transition related activities to ensure successful performance. The plan shall describe a method to support a call center(s), after duty hours support, and emergency travel services during transition. The Contractor shall take all actions necessary to ensure there is no break in service during the transition between the Contractor hereunder and any previous or successor Contractor during phase-in and phase-out of travel operations. The Contractor shall update the transition plan as necessary to accomplish a seamless transition both during the phase-in and phase-out. 13.3. The Contractor shall perform service not later than 60 days after award for CONUS contract locations. The 60 day time period between contract award and the start of performance shall be referred to as the implementation period. 13.4. The Contractor shall issue and deliver tickets that are in the CTO ticketing queue for travel commencing within three calendar days after contract expiration. Tickets shall be delivered no later than the close of business of the last workday of the contract, based on the Contractor receiving authorization for ticketing. The Contractor shall book all requests received prior to expiration of the contract regardless of the date of commencement of travel. 13.5. The Contractor shall continue to reconcile all forms of payment for 180 calendar days after the contract end date (e.g. CBA reconciliation, unused ticket refunds, etc.). The incumbent contractor shall provide contact information for travelers to request refunds for unused tickets. Requests for ticket refunds shall be initiated immediately upon receipt. 13.6. The Contractor shall electronically transfer to the successor Contractor, all un-ticketed travel records contained in the incumbent Contractor's data repository applicable to the effort under this contract. This includes all un-ticketed records in the pre-travel and travel phases. The electronic transfer shall take place at 4:01 pm local time, on the last working date of contract performance. The Contractor shall indemnify the Government for any costs incurred by the Government as the result of Contractor's failure to deliver accurate and complete information. The successor contractor shall assume travel services at 4:01 pm local time from an alternate location. For on-site staffed locations, the Contractor shall assume travel services the first business day of the following week, i.e. Tuesday if Monday is a holiday. 13.7. The Contractor shall cease operations at 4:01 pm local time and vacate all Government facilities by 12:00 midnight, local time, on the last working day of contract performance, unless otherwise approved by the Contracting Officer. 13.8. The Contractor shall provide to the COR/QAE, no later than 20 calendar days after contract expiration, a report for each payment mechanism containing the following information, for each unbilled transaction (debits and credits), remaining in the incumbent Contractor's database: • Complete ticket number • Traveler's name • Accounting data • Travel authorization number/travel order number • Complete itinerary and dollar amount The Contractor shall indemnify the Government for any costs incurred by the Government as the result of Contractor's failure to deliver accurate and complete information. 13.9. The Contractor shall continue to receive reservations approved prior to the transition on their ticketing queue. During this transition period, DTS users will be unable to create new reservations or modify and cancel existing reservations using the Reservations Module. The CTO may receive approved reservations on their ticketing queue for processing and shall place all ticketed, cancelled, and modified DTS PNRs on the polling queue until the last working day of the contract performance. The CTO shall delete branch or bridge access between their PCC or SID and the DTS PCC or SID at 4:01 pm, local time, on the last working day of contract performance. 13.10. The Contractor shall, upon notification by the Government, ensure the successor contractor has access to Government owned or controlled office space 60 calendar days prior to contract expiration, and as needed for site surveys. 14. Quality Control The Contractor shall establish and maintain a quality control plan (QCP) to ensure work performed conforms to the scope of work. The QCP at a minimum shall provide a method for performing inspections; identifying, correcting, and preventing problems/defective service; addressing customer complaints; providing required management information reports; ensuring accuracy of required reports; record keeping; managing telephone responsiveness; and documenting security of customer Privacy Act Information. The QCP shall also address the contractor's program and strategy for improving quality control over the life of the contract 15. Historical Transactional Volume Data Historical Workload Data. Historical FY11 workload is provided below is provided for informational purposes only to be used for purposes of developing transaction fee pricing. This information does not and should not be indicative of future workload volume increases or decreases. The MEPS requirements are broken down into two sectors East and West. MEPS Workload Data - East Region MEPS Locations: State Historical tickets FY 11 DTS CTO Assist CTO Assist Non Air Human Remains Pet Mil Work Dogs Eastern Sector Boston MA 3,868 0 3,868 0 2 2 2 Eastern Sector Springfield MA 2,969 1 2,968 0 2 2 2 Eastern Sector Portland, ME ME 989 0 989 0 2 2 2 Eastern Sector Albany NY 2,193 0 2,193 0 2 2 2 Eastern Sector Buffalo NY 1,625 0 1,625 0 2 2 2 Eastern Sector New York NY 7,038 0 7,038 0 2 2 2 Eastern Sector Syracuse NY 3,326 0 3,326 0 2 2 2 Eastern Sector Louisville KY 1,868 9 1,859 0 2 2 2 Eastern Sector Baltimore MD 3,671 26 3,645 0 2 2 2 Eastern Sector Fort Dix NJ 3,256 16 3,240 0 2 2 2 Eastern Sector Cleveland OH 3,528 14 3,514 0 2 2 2 Eastern Sector Columbus OH 4,305 3 4,302 0 2 2 2 Eastern Sector Harrisburg/Mechanicsburg PA 3,864 10 3,854 0 2 2 2 Eastern Sector Pittsburgh PA 3,396 6 3,390 0 2 2 2 Eastern Sector Fort Lee, Richmond VA 3,529 16 3,513 0 2 2 2 Eastern Sector Beckley WVA 800 10 790 0 2 2 2 Eastern Sector Jacksonville FL 3,586 15 3,571 0 2 2 2 Eastern Sector Montgomery AL 2,694 8 2,686 0 2 2 2 Eastern Sector Miami FL 4,319 43 4,276 0 2 2 2 Eastern Sector Tampa FL 4,198 15 4,183 0 2 2 2 Eastern Sector Atlanta GA 2,749 15 2,734 0 2 2 2 Eastern Sector Jackson MS 1,291 13 1,278 0 2 2 2 Eastern Sector Charlotte NC 2,003 8 1,995 0 2 2 2 Eastern Sector Raleigh NC 3,284 12 3,272 0 2 2 2 Eastern Sector San Juan PR 2,670 25 2,645 0 2 2 2 Eastern Sector Fort Jackson SC 2,287 10 2,277 0 2 2 2 Eastern Sector Knoxville TN 1,370 12 1,358 0 2 2 2 Eastern Sector Memphis TN 2,158 14 2,144 0 2 2 2 Eastern Sector Nashville TN 1,562 10 1,552 0 2 2 2 Eastern Sector North Chicago IL 1,982 1,396 628 27 2 2 2 Eastern Sector Chicago IL 4,439 0 4,439 0 2 2 2 Eastern Sector Indianapolis IN 4,720 0 4,720 0 2 2 2 Eastern Sector Detroit MI 2,777 0 2,777 1 2 2 2 Eastern Sector Lansing MI 3,092 0 3,092 0 2 2 2 Eastern Sector Milwaukee WI 3,398 0 3,398 0 2 2 2 totals: 104,804 1,707 103,139 28 70 70 70 MEPS Workoad Data - West Region MEPS Locations: State Historical tickets FY 11 DTS CTO Assist CTO Assist Non Air Human Remains Pet Mil Work Dogs Western Sector Anchorage AK 634 35 599 0 2 2 2 Western Sector Phoenix AZ 4,634 32 4,602 0 2 2 2 Western Sector Los Angeles CA 7,082 20 7,062 0 2 2 2 Western Sector Sacramento CA 5,097 29 5,068 0 2 2 2 Western Sector San Diego CA 4,230 38 4,192 0 2 2 2 Western Sector San Jose CA 4,294 20 4,274 0 2 2 2 Western Sector Honolulu HI 1,687 63 1,624 0 2 2 2 Western Sector Boise ID 1,187 20 1,167 0 2 2 2 Western Sector Butte MT 1,173 15 1,158 0 2 2 2 Western Sector Portland, OR OR 3,286 14 3,272 0 2 2 2 Western Sector Salt Lake City UT 3,682 25 3,657 0 2 2 2 Western Sector Seattle WA 3,333 21 3,312 0 2 2 2 Western Sector Spokane WA 1,373 19 1,354 0 2 2 2 Western Sector Kansas City MO 4,174 13 4,161 0 2 2 2 Western Sector Houston TX 5,514 55 5,459 0 2 2 2 Western Sector Little Rock AR 2,455 21 2,434 0 2 2 2 Western Sector Denver CO 3,758 70 3,688 0 2 2 2 Western Sector New Orleans LA 2,983 24 2,959 0 2 2 2 Western Sector Shreveport LA 1,769 14 1,755 0 2 2 2 Western Sector Omaha NE 1,628 12 1,616 0 2 2 2 Western Sector Albuquerque NM 1,166 19 1,147 0 2 2 2 Western Sector Oklahoma City OK 3,123 19 3,104 0 2 2 2 Western Sector Amarillo TX 949 16 933 0 2 2 2 Western Sector Dallas TX 4,664 22 4,571 0 2 2 2 Western Sector El Paso TX 1,357 17 1,340 0 2 2 2 Western Sector San Antonio TX 4,625 79 4,546 0 2 2 2 Western Sector Des Moines IA 2,118 0 2,118 0 2 2 2 Western Sector Fargo ND 1,068 0 1,069 0 2 2 2 Western Sector Sioux Falls SD 1,127 0 1,127 0 2 2 2 Western Sector Minneapolis MN 3,643 0 3,643 0 2 2 2 Western Sector St Louis MO 3,666 12 3,654 0 2 2 2 totals: 91,479 744 90,665 0 62 62 62 16. CBS Reconciliation Procedures (ARMY) CBA (GTS Reconciliation Report Package) Data Item Description: The GTS Reconciliation process requires the CTO Contractor to reconcile all charges provided by the Charge Card Vendor against the CTO's database for a specified reporting period. The package on disk or CD, provided by the CTO Contractor, shall include reports of ticket transactions that the ITO will verify for payment against travel orders, Itinerary/Invoices, and refund notices. Application/Interrelationship: The GTS Reconciliation Report Package is used by the Transportation Officer to verify that all travel services rendered are valid for payment by the Finance and Accounting Office. Preparation Instructions: The CTO Contractor shall provide the GTS Reconciliation on disk, ASCII format, or CD. The disk or CD shall be provided along with two separate packages of travel orders, Itinerary/Invoices and refund notices. One each travel order and corresponding Itinerary/Invoices, or refund notice, shall be stapled together. Travel orders, Itinerary/Invoices, and refund notices shall be provided in ticket number sequence. Reconciliation shall be provided NLT the 5th business day from the government's notification of receipt of the hard copy bill. Distribution Statement: The GTS Reconciliation Package shall be provided by the CTO Contractor on one 3.5 double density, double-sided sector disk, CD, or electronic transmission, along with two separate packages of travel orders, itinerary/invoices, and refund notices in ticket number sequence. NOTE: The CTO Contractor shall provide a CD if requested by the Transportation Office. Charge Card Vendor's Bill Information will be Submitted in the Following Format: INFORMATION ON A 3.5 INCH DISKETTE High Density Double-sided MS-DOS Version 5.0 (or higher) 1.44MB Format DATA WILL BE CONTAINED IN FOUR FILES: GTS.TXT, DISC.TXT, AND PAC.TXT ASCII ITIN.TXT ASCII INFORMATION TO BE INCLUDED ON THE DISKETTE LABEL OR CD: Charge Card Vendor's Invoice Number or Summary Number Charge Card Vendor's Billing Account Number Billing Cycle Dates Date Readable File is Received from the Charge Card Vendor ADDITIONAL RECORD REQUIREMENT: Carriage Return and Line Feed after each Record File Layout GTS.TXT, DISC.TXT, PAC.TXT ASCII Format FIELD NAME TYPE WIDTH POSITIONS Airline Number Alpha/Numeric 3 1-3 Ticket Number Alpha/Numeric 10 4-13 Passenger Name Alpha/Numeric 29 14-42 Credit Type Alpha/Numeric 1 43 A-Advance Credit R-Regular Credit P-Previously Applied D-Discrepancy M-Airport Credit Sign Numeric "-" OR "-" 1 44 Ticket Amount Numeric 9999999.99 10 45-54 Sign Numeric "-" OR "-" 1 55 Base Fare Amount Numeric 9999999.99 9 56-64 Sign Numeric "-" OR "-" 1 65 Discount Amount Numeric BLANK 9 66-74 Sign Numeric "-" OR "-" 1 75 Net Amount Numeric 9999999.99 9 76-84 APPN Account Numeric 15 85-99 *TICKET AMOUNT/BASE FARE/NET AMOUNT SHALL BE THE SAME AMOUNT* Department Code Name of Agency 17 Department of Navy 21 Department of Army 57 Department of Air Force 96 Corps of Civil Engineers 97 Office of the Secretary of Defense Fiscal Year 1 87 0-2000 1-2001 2-2002 3-2003 4-2004 Appropriation Account Alpha/Numeric 12 88-89 Free Form Accounting Data Alpha/Numeric 43 100-142 Fiscal Station Number Alpha/Numeric 6 143-148 Note: Standard Document Number (14 character spaces to be placed in the 43 Free Form Space) **In the future the accounting data line will be extended to accept a larger data field.** Next element starts with "S", except for Department of the Air Force. Drop "S" use a "Zero" (Air Force FSN is 6 digits) File Layout GTS.TXT, DISC.TXT, PAC.TXT ASCII Format FIELD NAME TYPE WIDTH POSITIONS Social Security Alpha/Numeric BLANK 9 149-157 Next Element locally devised Travel Order Alpha/Numeric 6 158-163 Invoice Date Alpha/Numeric 7 164-170 Self-explanatory (Provided by Contractor) GTS.TXT, DISC.TXT ASCII Trailer Record Layout FIELD NAME TYPE WIDTH POSITION VALUE Airline Number Alpha/Numeric 3 1-3 "XXX" Diskette Number Alpha/Numeric 10 10 ""MMDDYY" Date of Charge Card Vendor Bill Sign Numeric 1 14 "-" OR " " Total Regular Credits Numeric 10 15-24 9999999.99 Sign Numeric 1 25 "-" OR " " Total Advance Credits Numeric 10 26-35 9999999.99 Sign Numeric 1 36 "-" OR " " Total Debits Numeric 10 37-46 9999999.99 Sign Numeric 1 47 "-" OR " " Total Base Fare Numeric 10 48-57 9999999.99 Sign Numeric 1 58 "-" OR " " Total Discount Numeric 10 59-68 9999999.99 Sign Numeric 1 69 "-" OR " " Total Amount All Numeric 10 70-79 9999999.99 Filler Space Alpha/Numeric 2 80-81 " " NO. Reg. CR Records Numeric 7 82-88 9999999 Filler Space Alpha/Numeric 1 89 " " NO. Advance CR Records Numeric 7 90-96 9999999 Filler Alpha/Numeric 1 97 " " Number Debit Records Numeric 7 98-104 9999999 Filler Alpha/Numeric 1 105 " " NO. Base Fare Records Alpha/Numeric 7 106-112 9999999 Filler Alpha/Numeric 1 113 " " Number Discount Received Numeric 7 114-120 9999999 Filler Alpha/Numeric 1 121 " " Number Total Records Numeric 9 122-130 9999999 Filler Alpha/Numeric 25 131-155 " " *****TOTAL***** 155 *TICKET AMOUNT/BASE FARE/NET AMOUNT SHALL BE THE SAME AMOUNT* FILE Layout for ITIN.TXT ASC II FIELD NAME TYPE WIDTH POSITIONS Airline Number Alpha/Numeric 3 1-3 Ticket Number Alpha/Numeric 10 4-13 Name Alpha 29 14-42 Origin City Alpha 3 43-45 Airline Code Alpha/Numeric 2 46-47 Stop Over Code Alpha/Numeric 1 48 Destination City Alpha 3 49-51 Fare Base Code Alpha/Numeric 15 52-66 Departure Date Numeric CYYMMDD 7 67-73 ITIN.TXT ASCII Trailer Record Layout FIELD NAME TYPE WIDTH POSITION VALUE Filler Alpha/Numeric 13 1-13 Filler Alpha/Numeric 60 14-73 Spaces *****TOTAL***** 73 Army Appropriation Data - DTS Passenger Name Record (PNR) Line of Accounting (LOA) Format Map ARMY 3, 6/6/2003 • Travel Authorization Number (TA) and LOA is applied to PNR upon Authorizing Official (AO) approval • CTOs may view the TA and LOA in PNR A Remarks (*A&Dagger;) • DTS LOA contains ten account fields separated by dashes • Army appropriation data required for CBA reconciliation is contained in Account Fields 1 & 2 Sabre PNR Example: *A&Dagger; 95.A&Dagger;TA - 10MCXL (Travel Order or Travel Authorization Number a.k.a. TANUM) 96.A&Dagger;LOA1 (Line of Accounting) 97.A&Dagger;012152-212010207000000-2424332-1A1102A0000-PRAT21T2-A8AB2929Z8AB-012152--- (1) (2) (3) (4) (5) (6) (1) Fiscal Station Number (FSN) - 6 characters (012152 in the example above) (2) Department Code (DC) - 2 characters (21 in the example above) (3) Fiscal Year (FY) - 4 characters (2010 in the example above) (4) Basic Symbol Number (BSN) - 4 characters (2070 in the example above) (5) *Limit (LMT) - 4 characters (0000 in the example above) (6) *Program Year (PY) - 1 character (0 in the example above) *Limit and Program Year are not required for CBA reconciliation purposes; however, due to their placement in LOA Account Field 2, the CTO may include them as part of the APPN **Note: the Social Security Number (SSN) and Standard Document Number (SDN) are not passed to the DTS PNR and are not required by DFAS for Army DTS Transactions Army Appropriation Data - DTS Passenger Name Record (PNR) Line of Accounting (LOA) Format Map SFIS v3.4 (GFEBS) • Travel Authorization Number (TA) and LOA is applied to PNR upon Authorizing Official (AO) approval • CTOs may view the TA and LOA in PNR A Remarks (*A&Dagger;) • DTS LOA contains ten account fields separated by dashes • Army appropriation data required for CBA reconciliation is contained in Account Fields 1 & 2 Sabre PNR Example *A&Dagger; 112.A&Dagger;TA - 10RONE (Travel Order or Travel Authorization Number a.k.a. TANUM) 113.A&Dagger;LOA1 (Line of Accounting) 114.A&Dagger;0210010212020-00020102010--131-A2ABF-2ABF0067CC-10101901-PI0000--D0131056VENQ (1) (2) (3) (4) (5) (1) Agency Accounting Identifier Code (AAID) - 6 characters (021001 in the example above) (2) Department Regular Code (DEPT RG) - 3 characters (021 in the example above) (3) Main Account Code (MN ACCT) - 4 characters (2020 in the example above) (4) *Sub Account Code (SUB ACCT) - 3 characters (000 in the example above) (5) Period of Availability Fiscal Year Date (AFY) - 8 characters (20102010 in the example above) *Sub account code not required by DFAS as part of the APPN **Note: the Social Security Number (SSN) and Standard Document Number (SDN) are not passed to the DTS PNR and are not required by DFAS for Army DTS transactions RESPONSES: Contractors must satisfy the requirements as stated above. Provide a detailed description of your company's experience and /or demonstrated abilities to meet the requirements. Interested 8(a) small business potential Offerors are encouraged to respond to this notice. However, be advised that generic capability statements are not sufficient for effective evaluation of respondents' capacity and capability to perform the specific work as required. Responses must directly demonstrate the company's capability, and experience to perform the task and requirements as stated. Responses to this notice shall be limited to five (5) pages, and must include: 1) Company name, mailing address, email address, telephone number, website address (if available), and the name, telephone number, and email address of a point of contact having the authority and knowledge to clarify responses with Government representative. 2) Name, title, telephone number and email address of individuals who can verify the demonstrated capabilities in the responses. 3) DUNS number, CASE Code, Tax Identification Number, and company structure. Companies also must be registered in the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ to be considered as potential sources. Please submit copies of any documentation such as letter or certificates to indicate the firms status as an 8 (a) small business. NOTE: Documentation regarding a firm's business size and/or status is not included on the five (5)- page limit for responses to this Sources Sought Notice. To the maximum extent possible, please submit non-proprietary information. Any proprietary information submitted should be identified as such and will be properly protected from disclosure. GENERAL INFORMATION: This is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be concern as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. The notice is strictly for market research and information purposes only. Responses to this notice must be received by the contract specialist, Margo Katzper, via email, at margo.katzper@psc.hhs.gov, no later than 9:00am Eastern on September 16, 2013 for consideration. Responses to this announcement will not be returned, there will not be any ensuing discussions or debriefings regarding any responses. However, information obtained as a result of this announcement may be reflected in a subsequent solicitation, and the Government may contact one or more respondents for clarifications and to enhance the government's understanding. This announcement is for government market research, and may result in revisions in both is requirements, and its acquisition strategy based on industry responses. As previously stated, the Government will not entertain questions regarding this Market Research; however, general questions may be forwarded to Margo Katzper, Contract Specialist via email at Margo.Katzper@PSC.hhs.gov.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/PSC/DAM/13-PSC-MK-SS-00001/listing.html)
Record: SN03173763-W 20130906/130904235849-0363f04bd8cdedfb744c0c8f154fd20b (fbodaily.com)
Source: FedBizOpps Link to This Notice
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V -- Commercial Travel Services - Sources Sought