Vietnam Mission-Wide Travel Management Services

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.