Travel Management Services

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for Travel Management Services for the U.S. Embassy in Vilnius, Riga, and Minsk. The U.S. Government intends to award a contract or purchase order to the responsible company offering the lowest acceptable price based on initial quotations.

• Provide corporate travel services for official domestic and international travel for Government employees and their dependents.

• Services include travel reservations (air, rail, bus), lodging reservations, commercial automobile rentals, assistance with passports/visas and health requirements, detailed itineraries, and information pamphlets.

• Air reservations must utilize a Computer Reservations System (CRS) interfacing with a Global Distribution System (GDS).

• Automated reconciliation of travel charges incurred through Government's Centrally Billed Account (CBA).

• Provide services for seminars, meetings, and workshops, including venue, lodging, meals, transportation, and audio-visual equipment.

• Offer travel services and support for personal deviations from authorized itineraries.

• Assist U.S. citizens returning to the U.S. with travel arrangements.

• Arrange necessary and reasonable accommodations for travelers with disabilities.

• Contract type: Requirements type contract.

• Period of Performance: One-year base period from the Notice to Proceed, with four one-year options to renew.

• Quotations are due by April 7, 2026, 4:00 p.m. local time.

• Proposals must be in English.

• Submissions must be electronic to Vilnius.Procurement@state.gov in MS-Word, MS-Excel, or PDF format.

• File size must not exceed 30MB; larger submissions must be split into multiple emails.

• Required submission documents include SF-1449, Section I (Pricing), Section 5 (Representations and Certifications), and additional information as required in Section 3.

• Evaluation will be based on lowest transaction fees and overall compliance with RFQ terms.

• Not specified in the provided document excerpts.

• A pre-quotation conference will be held on March 31 at 10 a.m. local time at the U.S. Embassy Vilnius. Interested parties should contact Vilnius.Procurement@state.gov by March 30, 9 a.m. for information or to arrange entry.

• Value Added Tax (VAT) is not applicable and should not be included in CLIN rates or invoices due to the Embassy's tax exemption.

Form / Attachment / Pricing Sheet

This document is a pricing matrix provided as an attachment to the opportunity. It outlines various travel-related services and their associated estimated quantities and costs across a base year and four option years. Bidders are expected to use this matrix to understand the cost structure for potential services and may need to populate or reference it as part of their proposal.

• Service Categories: Includes flight tickets (continental and intercontinental), train tickets, ferry bookings, visa assistance, emergency services, and other travel-related transaction fees.
• Quantities: Estimated quantities are provided for each service type per year.
• Pricing: Columns for "price/service" and "Cost for [Year]" are included, with the provided data showing 0.0 for all prices and costs, indicating no specific pricing is currently entered.
• Contract Period: Covers a base year and four option years.

This pricing matrix is crucial for bidders to understand the potential scope and cost components of the opportunity. While the current values are zero, bidders should review the listed services and estimated quantities to determine their ability to meet potential future pricing requirements and to inform their own cost proposals. It serves as a template for how pricing should be structured and presented.

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Items, specifically a Request for Quotation (RFQ), for travel management services. The acquisition is unrestricted.

• The primary deliverable is travel management services.

• The services are structured into a base year and four option years.

  • Base Year: 05/12/2026 - 5/11/2027
  • Option Year 1: 5/12/2027 - 5/11/2028
  • Option Year 2: 05/12/2028 - 5/11/2029
  • Option Year 3: 05/12/2029 - 5/11/2030
  • Option Year 4: 05/12/2030 - 5/11/2031

• The solicitation number is 19LH5026Q0010.

• The solicitation issue date is 03-23-2026.

• The offer due date is 04-07-2026, local time.

• The contract is administered by the Financial Management Office at the American Embassy Vilnius.

• Payment will be made by the Financial Management Office at the American Embassy Vilnius.

• This is an RFQ (Request for Quotation).

• Offerors are required to complete blocks 12, 17, 23, 24, and 30.

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4. FAR 52.212-3 and 52.212-5 are attached.

• Offerors must sign and return the document with their offer.

• The acquisition is unrestricted.

• The document is Standard Form 1449.