Department of State Global TMC Services- Request for Information- ETSNext capable GSA Multiple Award Schedule (MAS) Travel Agent Services
ID: DOS-RFI-TMC-2025Type: Sources Sought
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFACQUISITIONS - AQM MOMENTUMWASHINGTON, DC, 20520, USA

NAICS

Travel Agencies (561510)

PSC

TRANSPORTATION/TRAVEL/RELOCATION- RELOCATION: TRAVEL AGENT (V302)

Original Source

https://sam.gov/opp/31f04ed59d63458d9227b6450b5829ed/view
Timeline
    Description

    The Department of State is seeking information from qualified Travel Management Companies (TMCs) to provide Global TMC Services under the ETSNext capable GSA Multiple Award Schedule (MAS) for Travel Agent Services. The procurement aims to gather comprehensive data on TMC capabilities, including fare savings, reporting tools, and operational requirements such as 24/7 service and payment processing, to enhance travel management for federal, state, and local agencies. This initiative is crucial for ensuring efficient and effective travel operations within government entities, particularly in light of the complexities involved in managing international travel. Interested parties should direct inquiries to Travis Keon at KeonTC@state.gov or JoAnn B. Carroll at CarrollJB@state.gov for further details.

    Point(s) of Contact
    Travis Keon
    KeonTC@state.gov
    JoAnn B. Carroll
    CarrollJB@state.gov
    Files
    Title
    Posted
    CBA Reconciliation Requirements for Embassies.docx
    The document outlines the requirements for CBA (Central Billing Account) reconciliation for U.S. Embassies overseas regarding travel charges. The Travel Management Company (TMC) must provide the Embassy with essential documentation, including e-ticket receipts, approved travel authorizations, funding crosswalks for DOD and non-Department of State travel orders, and exemption forms for exceptions to travel policy. Additionally, the TMC needs to produce a complete reconciliation report in a Microsoft Excel format detailing ticket charges, cancellations, refunds, and adjustments. This report should compare the Citi billing transaction report to the Department of State's travel system records, including various data elements such as ticket numbers, passenger names, and amounts charged. The structured requirements ensure transparency, accountability, and compliance in handling travel expenditures for U.S. embassies, highlighting the procedural rigor necessary to maintain financial integrity in government travel operations.
    DOS Airline and Rail Ticketing Counts by TMC FY24.xlsx
    The document presents an overview of ticketing statistics for various air and rail carriers for Fiscal Year 2024, compiling data on the number of tickets issued. It categorizes airlines by name and code, detailing the quantity of tickets sold, totaling over 161,000 for airlines and over 5,000 for rail services. Notably, United Airlines, American Airlines, and Delta Air Lines are among the highest ticket issuers, indicating their prominent market positions. The information serves as estimates based on historical data, emphasizing that these figures are not guarantees of future volumes. This ticketing data could be essential for evaluating demand and strategic planning within the transportation sector, potentially influencing future Requests for Proposals (RFPs) and grant opportunities aimed at enhancing the transportation infrastructure or optimizing scheduling and capacity management. The comprehensive breakdown showcases the competitive landscape in both air and rail sectors and highlights critical insights that may inform federal and state transportation policies and funding priorities.
    DOS Embassies not currently Serviced Under the ETS2 TMC Contract.xlsx
    The document outlines countries that are excluded from the ETS2 TMC Contract as of January 2024, classified by Regional Bureaus of the U.S. government. The excluded countries are organized by four primary regional categories: African Affairs (AF), East Asian and Pacific Affairs (EAP), European and Eurasian Affairs (EAP), and Near Eastern Affairs (NEA). The list includes nations such as Burundi, China, Germany, and Iran, revealing a broad scope across diverse regions, including Africa, Asia, Europe, and the Near East. Each region features numerous countries that are identified as not participating in the contract. This structured information can assist in understanding constraints and potential areas for government contracts, grants, or RFPs in regard to international engagements or collaborations. The document serves as an administrative reference for federal entities involved in international contracts and may influence future procurement strategies and allocation of resources. This summary captures the essential details from the document relevant to government analyses regarding international contracts and engagement strategies.
    DOS Global ETS2 TMC Configuration as of January 2025.xlsx
    The document outlines the current configuration of the Department of State's Transaction Management Centers (TMCs) under the ETS2 system as of January 2025. It lists TMCs located in various countries across Africa, Central America, the Caribbean, and other regions, specifying whether they operate onsite or offsite, as well as the transaction basis (fees or hourly rates). Most TMCs in Africa are offsite with transaction fees and partner relationships established with institutions in South Africa and the United Arab Emirates. In contrast, TMCs in regions like Europe and Latin America show varied management structures, including both offsite and onsite operations with different fee arrangements, such as hourly rates or true-up transactions. The document illustrates the government's approach towards partner relationships and outlines the operational framework for transaction management, reflecting the complexities and logistical considerations inherent in international government contracts and grants.
    FY24 DOS Cost Construct Transactions.xlsx
    The document presents the fiscal year 2024 (FY 24) Cost Construct Transactions categorized by Transaction Management Code (TMC), detailing transaction counts for various domestic and international locations. The total transactions amount to 5,528, with significant figures reported for several countries, including 2,049 for AF RTMC and 1,389 for NEA-SCA RTMC. Specific counts for several countries, such as Argentina, Chile, and Guatemala, are marked as not available, whereas others like Egypt (243), Italy (188), and Ukraine (241) have notable transaction counts. This structured data offers insights into transaction flows and areas of focus which could influence government RFPs and grants aimed at fiscal management or international relations. The document serves as a resource for understanding transaction trends linked to federal, state, and local funding requests.
    Global TMC Capabilities Questionnaire.xlsx
    The document outlines instructions for completing a Request for Information (RFI) concerning Travel Management Companies (TMCs) involved with U.S. government travel. It specifies required details such as TMC name, address, UEI, and contact information. The RFI includes a series of dropdown questions regarding fare savings capabilities, reporting tools, and reconciliation processes, as well as operational requirements, including 24/7 service and payment processing. Each section requests comments or additional information where applicable. The document emphasizes the need for accurate and complete responses and specifies that supporting documentation must accompany the submissions. Contact details for the contracting officer are provided for any issues encountered during the process. Overall, the purpose is to gather comprehensive data from TMCs to assess their capabilities in meeting government travel needs efficiently and effectively, thereby improving travel management for state and local agencies, as well as federal operations.
    Job Aid for TMCs using PCS Portal-Travel Request Form.pdf
    The Official Travel Request Form TMC Job Aid outlines the procedures for managing travel requests within the Travel Management Center (TMC). The document details navigation through the TMC Homepage and Dashboard, providing insights into request statuses, from Quote Requested to Closed and Cancelled Requests. Key processes include reviewing and processing travel requests by selecting request numbers, updating statuses, and providing information via HTML input or attachments. Automatic email notifications inform TMC users and travelers of submission and status changes, maintaining communication efficiency. Travel managers can also analyze request metrics, assessing average processing times and tracking the state of open and closed requests through a dedicated metrics dashboard. Additionally, it highlights the capability of customizing travel attachment tasks required from travelers, enhancing the submission process. This guidance is essential for standardized travel request management, ensuring communication, efficiency, and adherence to protocols, which is critical within federal and state/local government operations regarding travel requirements.
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