federal acquisition service u.s. general services administration gsa’s comprehensive travel...
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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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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 [email protected] 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 [email protected], 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
[email protected] 304-480-5573
– Dept. of the Interior - National Business Center [email protected] 303-969-5820
– GSA [email protected] 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