federal acquisition service u.s. general services administration gsa’s comprehensive travel...

Federal Acquisition Service

U.S. General Services Administration

GSA’s Comprehensive Travel Programs

Native Americans Gathering

GSA ExpoMay 4-6, 2010

GSA’s Comprehensive Travel Programs

Native Americans Gathering

GSA ExpoMay 4-6, 2010

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Federal Acquisition Service

Overview of GSA Travel Programs

E-Gov Travel Service (ETS)

City Pair Air Program

GSA Lodging®

Guidance on use of government travel programs by Tribes and Tribal organizations Other non-Federal Entities

Agenda

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Federal Acquisition Service

What is GSA Travel?

GSA Travel is an integrated approach for customer agencies to manage their travel

Provides shared, government-wide, operational solutions that help customers manage their travel efficiently and effectively while accomplishing their mission

E-Gov Travel Service (ETS) Travel Services Solution (TSS) schedule City Pair Air Program GSA Lodging® Travel Training

Includes customer service and acquisition support

Saves taxpayer dollars

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Federal Acquisition Service

E-Gov Travel Service (ETS)

ETS provides a travel management service that includes: On-line Booking Engine Authorization Voucher processing Travel Management Center support

End-to-End Travel Components of ETS

Online BookingEngine

(OBE)+

FTR Required Use

TravelAuthorization &Voucher Service

(TAVS)

TravelManagement

Center Services(TMC)

Choice

+ ETS=

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Federal Acquisition Service

Travel Management Centers (TMC)

Federal Travel Regulation (FTR) requires Executive Branch agencies to use ETS’ TAVS and OBE but allows for a choice of TMCs

Federal Agency can choose a TMC by:

• Utilizing ETS vendor’s TMC

• Selecting TMC off Travel Services Solution (TSS) schedule 599

• Contracting directly

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Federal Acquisition Service

ETS Contracts Awarded to Three Vendors

CWGT – E2 Solutions www.cwgt.com

EDS – FedTraveler.com www.fedtraveler.com

NGMS – GovTrip www.govtrip.com

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Federal Acquisition Service

Current benefits being demonstrated

Cycle time has been reduced

Financial interfaces are providing near real time accounting

Agencies are consolidating systems and saving millions in maintenance costs

Online utilization is saving millions

Security, policy and utilization of other travel programs is enhanced

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Federal Acquisition Service

ETS embeds

Existing Policy

• Federal Travel Regulation (FTR)• Per Diem

Programs

• City Pairs - Air

• FedRooms® - Lodging

• U.S. Government Rental Car Program – Defense Travel Management Office (DTMO)

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Federal Acquisition Service

City Pairs Air Program

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Federal Acquisition Service

City Pair Program FY 09

11 Contract Carriers

Over 5,000 domestic and international City Pairs

Airfares average 67% below lowest unrestricted commercial rates

Over $6 billion in potential annual savings to the Government in FY10

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Federal Acquisition Service

Benefits

No advance purchase required No stay restrictions No airline change /cancellation fees Tickets are fully refundable Last seat available Dual fares (YCA, _CA) No blackout periods Fares are priced on 1-way routes Non-stop service 92% of the time where offered Best Value Determination

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Federal Acquisition Service

YCA

Dual Fares

Two contract fares: YCA and _CA The Best Value discounted YCA

The more highly discounted _CA

– Only difference: capacity-controlled

– Dual Fares in over 2,400 markets

– Book early, save more

Use of the _CA flights provides

significant savings

CA

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Federal Acquisition Service

City Pair Airfare Search

Source: http://apps.fss.gsa.gov/citypairs/search

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Federal Acquisition Service

Required Forms of Payment

SmartPay® 2 Travel Card • Centrally billed • Individually billed

Government Transportation Request (GTR) for International travel only

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Federal Acquisition Service

Mandatory Users of the CPP Under the Indian Self-Determination and Education Assistance Act a tribe

or tribal organization is eligible to use the City Pair Program if traveling on authorized government business.

Each tribe or tribal organization must petition the CPP contracting officer to be added to the list of approved users.

Each eligible tribe or tribal organization will be added individually as a mandatory user by the contracting officer at the sole discretion of the Government and at no additional cost to the Government.

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Federal Acquisition Service

GSA Lodging® Programs

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Federal Acquisition Service

Variety of lodging programs to support customers and agencies

FedRooms® Long Term Lodging

(formerly Corporate Housing) Emergency Lodging Service

GSA Lodging®

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Federal Acquisition Service

FedRooms® - Transient

• 1 – 29 nights • Official TDY travel• ETS, fedrooms.com, TMC• Contractors and leisure travel

– (subject to hotel approval)• Groups & Meetings

– (provide market research for group/meeting sites)

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Federal Acquisition Service

Best price/value: always at or below per diem rates

Policy compliant hotels: Fire Safe/FEMA-certified

Flexibility: cancellation deadline 4pm (or later) day of arrival; no early check-out fees

Lodging where you need it, when you need it!

Your favorite hotel is probably in the Program. There are 11,000+ hotels worldwide

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Federal Acquisition Service

Always select a FedRooms® hotel and ASK/BOOK a FedRooms® RATE!

• ETS and DTS • TMC and CTO – request the FedRooms® rate• FedRooms.com• Direct with hotel - ask for the FedRooms® rate

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Federal Acquisition Service

Hotel owned and managed GOVERNMENT RATE (GOV) Not managed by the government Not necessarily below per diem Not necessarily FEMA compliant Possible hidden fees Cancellation fees Early check-out fees

The FEDROOMS® RATE Managed by the government Always at or below per diem Always FEMA compliant No unadvertised fees Cancel by 4pm day of arrival No early check-out fees

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Federal Acquisition Service

Guidance on use of Government Travel

Programs

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Federal Acquisition Service

Eligibility

Tribes and Tribal Organizations generally have access to GSA travel programs when performing travel functions necessary to carry out a

contract, grant, or funding/cooperative agreement Under the Indian Self-Determination and Education Assistance Act with the:

– Department of the Interior

– Department of Health and Human Services

Other non-Federal Entities (qualified nonprofit agencies and mixed ownership government corporations) as authorized by GSA when making or providing an approved commodity or service to the government

Tribes, Tribal Organizations and other non-Federal Entities cannot use the GSA travel programs for non-authorized use, such as:

Other business travel not authorized above Program specific exclusions Leisure travel

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Federal Acquisition Service

Prerequisite is participation in the GSA SmartPay® 2 program Submit GSA SmartPay® 2 Program application for a

travel card to Elizabeth Skolnik elizabeth.skolnil@gsa.gov or via FAX at 703-605-9834

If approved, GSA Contracting Officer will determine use of the card for the specific programs

For example, to use the airline City Pair Program the Tribes, Tribal Organizations must have statutory authority. GSA’s contracting officer and legal counsel will research this determination

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Federal Acquisition Service

Obtaining Government Travel Services Once the Tribes, Tribal Organizations and other non-Federal Entities have a GSA

SmartPay® 2 Travel Card and authorization to access government travel programs, there are several options available to access the government travel services:

1. Use a travel agent that is available under the GSA TSS schedule (599). The Tribes, Tribal Organizations and other non-Federal Entities can:

• Place its own task order• Tag along under an existing task order from another organization• Partner with other participating organizations to issue a pooled task order

– TRAVCO provides a pooled TSS task order– Contact onthego@gsa.gov, subject: GSA Pool for further information

• GSA can also assist in finding other task orders with which the Tribes, Tribal Organizations and other non-Federal Entities can use

2. Obtain travel through use of own Travel Agent, which can book government rates using the traveler’s GSA SmartPay® 2 Travel Card

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Federal Acquisition Service

Obtaining Government Travel Services3. Use one of the E-Gov Travel Services (ETS) vendors

Issue a separate task order (Note: ETS vendors are not obligated to honor any task order less than $2500)

Entering into a cross servicing arrangement with one of the cross servicing agencies that have current task orders for ETS – Dept. of the Treasury - Bureau of Public Debt

Diane.Bonnell@bpd.treas.gov 304-480-5573

– Dept. of the Interior - National Business Center Mark_d_Reuter@nbc.gov 303-969-5820

– GSA Kevin.young@gsa.gov 202-501-1063

The GSA ETS Program Management Office is available to assist Tribes, Tribal Organizations and other non-Federal Entities interested in obtaining a travel management service through ETS

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Federal Acquisition Service

4. Utilize City Pair Program GSA SmartPay® 2 Travel Card is required

5. Utilize FedRooms® for hotel rooms GSA SmartPay® 2 Travel Card is not required Government ID or travel orders required

– Check with hotel policy

6. Utilize U.S. Government Rental Car Program (DTMO) GSA SmartPay® 2 Travel Card is not required Government ID or travel orders required

Obtaining Government Travel Services

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Federal Acquisition Service

EXPO Sessions of Interest

Tuesday May 4, 10:30 am – GSA Government-wide, Integrated Travel Solutions Room 208 AB

Wednesday May 5, 1:00 pm – GSA Government-wide, Integrated Travel Solutions Room 208 AB

Thursday May 6, 8:00 am – GSA Lodging Programs Room 208 AB

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Federal Acquisition Service

Questions

For additional information visit:www.gsa.gov/travel