Vietnam Mission-Wide Travel Management Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "19VM3026Q0014 - Travel Management Services" solicitation.

• Incumbent Contractor: The current contract (Contract #19VM3022D0005) is with Blue Sky Travel Company Ltd. The services are similar to those required in this solicitation.
• Contract Value: The contract maximum for the base and all option years is 10,300 transactions.
• Staffing: A minimum of one staff member per site is required. Full-time on-site presence during business hours is mandatory, with additional or after-hours support potentially being remote or hybrid.
• Data Security: While there is no specific requirement to integrate security features into the GDS system, contractor employees must attend a security briefing covering Embassy protocols and sensitive traveler information protection.
• Subcontracting: Subcontracting is permitted, provided the contractor remains fully responsible for subcontractor compliance.
• VAT: VAT applies to the transaction fee for this contract; there is no VAT exemption for the Embassy/Consulate General.
• Involuntary Schedule Changes: For involuntary airline schedule changes requiring ticket reissuance, the reissuance fee is typically borne by the airline, not the traveler or contractor.
• Incumbent GDS: The incumbent TMC uses Amadeus and Abacus GDS platforms. The successor contractor will receive copies of agency and traveler profiles.
• Office Space: The typical workspace is about 5 square meters per cubicle. High-speed internet, backup power, and air conditioning are already in place.
• Transition: The incumbent contractor is required to support transition activities (See question 20).

These clarifications provide specific details on contract value, staffing, security, subcontracting, VAT, handling of schedule changes, incumbent systems, and office space provisions, which bidders should consider when preparing their proposals. The incumbent contract expires on September 30, 2026.

Questions & Answers / Clarifications

These minutes document the Pre-Quotation Conference held on April 17, 2026, for Solicitation No. 19VM3026Q0014, concerning Travel Management Services for the U.S. Mission in Vietnam. The document highlights key sections of the solicitation and provides answers to vendor questions.

• Quotation Currency: Vendors registered in Vietnam must submit quotes in VND. Overseas vendors must submit quotes in USD. The exchange rate used for evaluation will be the rate in effect on the date of award determination.

• VAT Applicability: VAT will be applied to the transaction fee only; it will not apply to airfare, hotel, or car rental. The Embassy/Consulate General does not benefit from VAT exemption for any portion.

• Performance Indicators: Further details on Key Performance Indicators (KPIs) and service level expectations can be found in Section 1/ 8.0 Contractor's Quality Control Plan and Section 1/ 28.0 Quality Assurance And Surveillance Plan (QASP).

• The solicitation package includes Standard Form SF1449, pricing tables, technical proposals, and requirements related to SAM registration and telecommunications equipment.

• Important FAR clauses highlighted include FAR 52.204-7 (System for Award Management) and FAR 52.204-25 (Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment).

• Award will be made to the lowest priced, technically acceptable, responsible offeror.

• The submission deadline for quotations is May 27, 2026, at 17:00 Vietnamese local time, via email to HanoiGSOProcurement@state.gov.

• Questions were to be submitted by April 20, 2026. Answers referenced in "19VM3026Q0014 - Travel Management Services - QA" were to be posted on SAM.gov and the Embassy website by April 28, 2026.

Solicitation / RFP / RFQ

This document is a presentation for a pre-quotation conference regarding Travel Management Services for the U.S. Mission in Vietnam (RFQ # 19VM3026Q0014). The U.S. Embassy in Hanoi and the U.S. Consulate General in Ho Chi Minh City are seeking a professional and reliable Travel Management Center to provide on-site services, support official travel needs, and deliver comprehensive travel management, including air ticketing, hotel accommodation, and ground transportation. The anticipated period of performance is one base year with one option year.

• On-site Services: International and local transaction fees for air/rail travel reservations (with/without accommodation/vehicle rental), and local/international transaction fees for accommodation/vehicle rental only (no air/rail travel). Refer to Section 1 - Scope of Work for details.

• Quotation Package: Must include Volume I (Standard Form SF1449 with completed pricing table in Section 1, paragraph 2.3.B) and Volume II (Performance schedule in the form of a Technical Proposal).

• SAM Registration: Contractors must be registered in the System for Award Management (SAM) prior to award.

• Telecommunications Equipment: Compliance with FAR 52.204-25 is required, including completion of FAR Provision 52.204-24 (d)(1) & (2) and FAR Provision 52.204-26 (c) in Section 5.

• Period of Performance: One base year with one option year.

• Pricing: Government will pay a fixed rate per transaction. Refer to Section 1, paragraphs 2.0 and 17.0 for definitions and transaction fee information. Section 4 provides the typical annual workload estimate. The contract guarantee minimum is 100 transactions; the maximum for base and option years is 10,300 transactions.

• VAT: VAT will be applied to the transaction fee without exemption.

• Quotation Deadline: May 27, 2026, by 5:00 p.m. Vietnamese local time. Email submissions to HanoiGSOProcurement@state.gov. No late submissions will be accepted.

• Evaluation Factors: Award will be made to the lowest priced, technically acceptable, responsible offeror. Proposals must meet all requirements and include fixed prices. Proposals without fixed prices or with unreasonably low/high prices may be rejected. Refer to Section 4 for further details.

• Questions: Submit questions via email to HanoiGSOProcurement@state.gov by April 20, 2026, 5:00 p.m. local time. Answers will be posted on SAM.gov and the Embassy website by April 28, 2026.

• Not explicitly stated in this presentation, but SF1449 indicates potential for various small business set-asides.

• This presentation summarizes key aspects of RFQ # 19VM3026Q0014. Bidders should refer to the full solicitation documents for complete details.

Amendment / Modification

• The deadline for solicitation question submission has been extended.

• The new deadline for question submission is April 20, 2026, at 17h00 local time.

• The previous deadline was April 15, 2026.

• The deadline for question submission, previously set for April 15, 2026, has been modified.

• The deadline for submitting questions has been extended to April 20, 2026. This may impact the timeline for bidders preparing their proposals.

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for Vietnam Mission-Wide Travel Management Services. The U.S. Government intends to award a contract or purchase order to the responsible company submitting an acceptable offer at the lowest price. Initial quotations will be the basis for award, though discussions may be held if necessary.

The contractor shall provide corporate travel services for official domestic and international travel for U.S. Embassy in Hanoi and U.S. Consulate General in Ho Chi Minh City, Vietnam, and their employees and dependents. Services include:

• Travel reservations and ticketing for air, rail, and bus.

• Lodging reservations.

• Commercial automobile rental services.

• Detailed traveler itineraries.

• Use of a computer reservations system that interfaces with a Global Distribution System (GDS).

• Management information and billing reports.

• Information pamphlets for Government travelers.

• Contract Type: Requirements type contract.

• Period of Performance: One year from the start date, with one one-year option to renew. An additional option under FAR 52.217-8 is included.

• Estimated Value: Not explicitly stated, but transaction fees are based on estimated annual transaction volumes.

• Pre-Quotation Conference: April 17, 2026, at 10:00 AM local time at the US Embassy Annex, Hanoi.

• Questions Due: April 15, 2026, by 12:00 PM local noon.

• Quotations Due: May 27, 2026, by 5:00 PM local time.

• Submission Method: Electronically to HanoiGSOProcurement@state.gov.

• Format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File Size Limit: 15MB per file; multiple emails allowed if necessary.

• Required Documents: SF-1449, Section I (Pricing), Section 5 (Representations and Certifications), additional information as required in Section 3, and proof of SAM registration.

• Evaluation Criteria: Award will be made to the quoter with the lowest transaction fees, determined by multiplying the offered transaction fee by the estimated number of transactions. Quoter acceptability will be assessed based on compliance with RFQ terms, and quoter responsibility will be analyzed based on FAR 9.1 requirements.

• Offerors must be registered in the SAM (System for Award Management) database prior to proposal submission.

• Proposals must be in English.

• Incomplete proposals will not be accepted.

• Failure to be registered in SAM at the time of proposal submission may result in the proposal being considered non-responsible.

Other / Unclassified

This document is a "Quick start guide for new foreign registrations" for the System for Award Management (SAM). It outlines the procedures and requirements for vendors and contractors to register in SAM to do business with the U.S. Government.

• Registration Requirement: Vendors and contractors receiving awards over $30,000 USD must be registered and active in SAM. Awards over $10,000 but less than $30,000 require a Unique Entity Identification number in SAM.
• Process Overview: The guide details a 4-step process: 1. Request a Unique Entity Identifier (UEI) number. 2. Request a NATO Commercial and Government Entity (NCAGE) code. 3. Register in SAM. 4. Renew SAM registration annually.
• Key Information:
  • SAM registration is free.
  • The process can take 5-10 days.
  • Specific links and instructions are provided for obtaining UEI and NCAGE codes.
  • Information required for registration includes banking details, annual sales, staff numbers, and contact information.
  • SAM registration is valid for one year and requires annual renewal.
• Support: Contact information and links for further assistance and common questions are provided.