Travel Management Services, RFQ # 19TC1026Q0003

Form / Attachment / Pricing Sheet

This document is a checklist designed to help offerors confirm they have submitted all required documents for RFQ # 19TC1026Q0003. It is explicitly stated that this checklist is NOT part of the evaluation.

• SF-1449 Cover Page: Blocks 17a, 23, 24, 30a, 30b & 30c as appropriate.
• Demonstration of Ability to Perform:
  • Resumes for all Key Personnel (confirming current employment and English proficiency).
  • Automated Reservation System identification (e.g., Amadeus, Sabre, Galileo) and note if two forms of payment are not accepted.
  • Government Fare Ticketing capability.
  • Methods for making reservations on carriers not subscribing to a CRS and providing reservations/tickets when CRS is not operational.
  • Procedures for data capture of reservations on airlines not subscribing to a CRS, and for instances when CRS is not operational.
  • Staffing Plan outlining procedures to maintain adequate staffing levels.
  • Quality Control Plan describing how prompt, courteous service and lowest available fares will be ensured.
  • Proof of Established UAE Business (7+ years operation, permanent address, phone listing, valid commercial license; no subcontractors).
  • Past Performance (3+ years): For each relevant contract (last 10 years), provide award date, completion date, place of performance, contract value, client contact name, phone, email, and brief description of services.
• SAM Registration: Proof of active SAM registration, UEI number, and CAGE Code.
• On-Site Travel Agent: Demonstrate capacity to provide at least one dedicated, on-site travel management agent at the U.S. Embassy.
• Strategic Plan: Including (a) work plan covering all PWS elements; (b) equipment/supplies inventory and acquisition plan; (c) quality assurance and contract oversight plan.
• Workers' Compensation Insurance: Valid certificate(s).
• Audited Financial Statements: For the past three years.
• Representations & Certifications: Section 5 completed.

This checklist serves as a critical guide for bidders to ensure they have included all necessary documentation in their submission. By cross-referencing their submission against this list, bidders can minimize the risk of disqualification due to incomplete proposals.

Solicitation / RFP / RFQ

This solicitation is for on-site travel management services for the U.S. Embassy in Abu Dhabi, United Arab Emirates. The contract will be a requirements-type contract for all travel management services required by the agencies set forth in Section 1, paragraph 27.0. The contract period is one year from the Notice to Proceed, with four one-year options to renew.

• Provide at least one (1) dedicated travel management agent stationed on-site at the U.S. Embassy.

• Arrange travel reservations and ticket issuance for air, rail, and other authorized transportation carriers.

• Utilize a Computer Reservation System (CRS) / Global Distribution System (GDS) for booking and management of airline reservations.

• Provide travelers with detailed travel itineraries and electronic ticket documentation.

• Generate and provide airline billing reports and perform Central Billed Account (CBA) reconciliation.

• Provide monthly billing and reconciliation reports.

• Offer 24/7 support for emergency itinerary changes and ticket issuance.

• Provide support for personal travel arrangements on an open-market basis.

• Maintain the highest level of responsibility for Personally Identifiable Information (PII) protection and data security.

• Provide lodging reservation services and coordinate commercial rental car services.

• Provide guidance on visa and entry requirements.

• Assist with obtaining visas for foreign travel.

• Arrange conferences, seminars, and meetings.

• Develop and distribute information pamphlets for travelers.

• Provide management information reports, including quarterly problems and solutions reports, quarterly sales activity reports, reconciliation reports, monthly sales activity reports, monthly transaction fee reports, monthly unused ticket reports, and annual premium class travel reports.

• Contract type: Requirements type contract.

• Period of Performance: One base year with four one-year options.

• Estimated Value: Not explicitly stated, but pricing is detailed per transaction.

• Proposals must be submitted electronically via email by July 9, 2026, at 04:00 pm (UAE time).

• Pricing and Technical Quotations must be submitted separately.

• Award will be made to the quoter with the lowest transaction fees.

• Offerors must demonstrate ability to perform, provide resumes for key personnel, identify reservation systems, demonstrate ability to ticket government fares, outline methods for reservations on non-CRS carriers, explain data capture procedures, and provide staffing plans.

• Offerors must provide proof of active SAM registration, a copy of a valid Workmen Compensation Certificate of Insurance(s), and past three years audited financial statements.

• No specific set-aside is mentioned in the provided pages.

• The document includes extensive details on transportation, lodging, rental vehicles, related services, definitions, contractor requirements, quality control, transition, deliverables, addresses, notice to proceed, period of performance, place of performance, basis of compensation, billing and payment procedures, refund procedures, transaction fee procedures, security, government approval of employees, key personnel, liability, insurance, bonding, permits, post-award conference, task order issuance, requiring activities, quality assurance, and various contract clauses and provisions.

Form / Attachment / Pricing Sheet

This document is a registration form for a pre-quotation conference and site visit related to Solicitation # 19TC1026Q0003 for Travel Management Services.

• Event Details: Pre-Quotation Conference and Site Visit scheduled for Tuesday, June 30, 2026, at 09:30 AM at the U.S. Embassy, Abu Dhabi.
• Registration Deadline: Submit the completed form by or before 09:30 AM on Friday, June 26, 2026.
• Submission Method: Email the form to AbuDhabiContracts@state.gov and copy JohnJM@state.gov.
• Required Information: Company Name, Company Street Address, City, Name and Title of attendees (maximum two representatives per company), Passport or Emirates ID number for attendees, Telephone & Mobile Numbers, Fax Number, and E-mail address.
• Solicitation Reference: The form explicitly references Solicitation # 19TC1026Q0003 for Travel Management Services.

This form is essential for any bidder intending to attend the pre-quotation conference and site visit. Completing and submitting this form by the specified deadline is a prerequisite for participation in these events, which are crucial for understanding the requirements of the solicitation.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for commercial products and services. The U.S. Embassy Abu Dhabi is issuing this solicitation.

This solicitation outlines a schedule of supplies/services with a base year and four option years, plus an option to extend services for 6 months.

• The solicitation number is 19TC1026Q0003.

• The issue date is June 10, 2026.

• The offer due date is July 9, 2026, at 4pm UAE Time.

• The NAICS code is 561510.

• Offers are due by the date specified in Block 8.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-4, and 52.212-5 by reference, with addenda attached.

This acquisition is unrestricted.

• The solicitation is for the Contracting Officer at the U.S. Embassy Abu Dhabi, United Arab Emirates.
• Payment will be made by the Financial Management Officer at the U.S. Embassy Abu Dhabi.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for travel management services. The U.S. Government intends to award a contract to the responsible company submitting an acceptable bid at the lowest price. Award will be based on initial quotations, though discussions may be held if necessary.

• The core requirement is for travel management services.

• Offerors must complete the required portions of the attached document, specifically referencing Standard Form 1449.

• Not explicitly stated, but implied to be a contract order.

• Pre-Quotation Conference: June 30, 2026, at 09:30 am (local time) at the U.S. Embassy Abu Dhabi. Site Visit Registration Form must be submitted by June 26, 2026, 09:30 am.

• Questions Deadline: June 29, 2026, 4:00 pm (local time), the day before the pre-quotation conference.

• Quotation Submission Deadline: July 9, 2026, at 4:00 pm (local time).

• Submissions must be in English, in PDF format, with a total file size not exceeding 10MB. Separate files under 10MB are permitted if the total exceeds the limit.

• Quotations must be submitted electronically to AbuDhabiContracts@state.gov with a copy to JohnJM@state.gov, using the subject line: “Quotation Enclosed – Solicitation No. 19TC1026Q0003."

• Award will be based on the lowest price from a responsible company.

• Offerors must be registered and have an active account in the System for Award Management (SAM) database at the time of quotation submission.

• Required documents for consideration include: SF-1449, Section 1 (Pricing), Section 5 (Representations and Certifications), additional information as required in Section 3, and Proof of SAM Registration.

• Attachments include: Solicitation (Request for Quotation), Site Visit Registration Form, and Document Submission Checklist.