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Commercial Travel Programs Overview Andrea Carlock Chief, Travel Services Branch Defense Travel Management Office May 2011. Agenda. Commercial Travel Office Acquisition Background CTO Procurement Update – Small Business

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Agenda

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  1. Commercial Travel Programs OverviewAndrea CarlockChief, Travel Services BranchDefense Travel Management OfficeMay 2011

  2. Agenda • Commercial Travel Office Acquisition Background • CTO Procurement Update – Small Business • Contracting Officer’s Technical Representative and Quality Assurance Evaluator Roles and Responsibilities • Contracting Officer’s Technical Representative and Quality Assurance Evaluator Computer Based Training Tool • Global Distribution System Content

  3. Commercial Travel Office Acquisition Background • National Capitol Region Contracting Center (NCRCC), formerly Information Technology and Electronic Commerce Commercial Contracting Center (ITEC4), awarded/initiated: • 31 Small Business Set Aside (SBSA) contracts in 2003 • 8 Worldwide Indefinite Delivery Indefinite Quantity contracts to eight vendors in 2007 • 11 Worldwide Task Orders in 2008 – 2011 • 1 Korea contract • 6 Bridge contracts to extend SBSA contract expiration dates

  4. Commercial Travel Office Acquisition Background (continued) • In 2010, DTMO transitioned to a new contracting agency, the Defense Human Resource Agency (DHRA) • DHRA initiated Bridge contracts to extend all SBSA contracts expiration dates, excluding Military Entrance Processing Stations (MEPS) to July 31, 2011 • DHRA is the procuring agency for Small Business (SB) recompete

  5. Commercial Travel Office Procurement Update – Small Business (SB) • Current SBSA Characteristics • 30 contracts • (2) DoD Agencies • (2) USMC • (20) USAF • (6) MEPS • Five year contracts, two year base period w/ three one-year options periods • Firm fixed price

  6. Current SBSA Approach • Three transaction fees: • DTS • DTS Touch • Traditional • Non Air/Rail • Point of Sale (POS) transaction fee

  7. Current SBSA Travel Areas (Excluding Military Entrance Processing Stations)

  8. New SB Approach • Six contracts by MAJCOM/Services (USMC/select DoD Agencies) • Standalone locations aligned with nearest MAJCOM • 5 year contract, one year base period w/ four one year option periods • Performance based contract • Firm Fixed Price

  9. New SB Approach (continued) • Two transaction fees • DTS • CTO Assist • Non Air/Rail • Point of Sale

  10. Advantages to New SB Approach • Reduces administrative resources required • Leverages buying power • Transaction fees maybe lower or similar to World Wide fees • Promotes synergy amongst Services

  11. 5 • AFMC • (116,763 transactions) • Est. Trans value only: $ 1.3 M • Rome Lab, NY • Robin AFB, GA • Hancom AFB, MA • Eglin AFB, FL • Arnold AFB, TN • Tinker AFB, OK • Hill AFB, UT • Edwards AF B, CA • Kirtland AFB, NM SB by MAJCOM 1 6 • AFSPC • (74,329 transactions) • Est. Trans value only: $981K • USAF Space CMD, CO • Buckley ANG, CO • Schriver AFB, CO • Malmstrom AFB, MT (AFGSC) • Los Angeles AFB, CA • Barksdale AFB, LA (AFGSC) • Canaveral AFS, FL • Patrick AFB, FL • Peterson AFB, CO • USAF Academy CO • Tucson ANG, AZ • AMC • (125,700 transactions) • Est. Trans value only: • $1.5 M • MacDill AFB, FL • Fairchild AFB, WA • Travis AFB , CA • Scott AFB, IL • Dover AFB, DE • Little Rock AFB, AR • Joint Base McGuire Dix -Lakehurst, NJ • Joint Base Charleston ,SC • Joint Base Lewis-McCord, WA 4 • ACC, • (120,131 transactions) • Est. Trans value only: $ 1.4 M • Seymour Johnson AFB, NC • Joint Base Langley -Eustis VA • Moody AFB, GA • Cannon AFB, NM • Shaw AFB, SC • Dyess AFB, TX • Mt Home AFB, ID • Nellis AFB, NV • Holloman AFB, NM • Davis Monthan AFB, AZ • Hurlburt Field AFB, FL • (AFSOC) • Joint Base Anacostia-Bolling, DC 2 • Joint Base McGuire Dix Lakehurst NJ consists of McGuire and Ft. DIX NJ ONLY under this procurement. • Joint Base Charleston SC consists of Charleston AFB, SC ONLY under this procurement. • Joint Base Lewis McChord consists of McChord AFB ONLY under this procurement. • AETC • (141,641 transactions) • Est. Trans value only: $1.8 M • Tyndall AFB, FL • Columbus AFB, MS • Maxwell AFB, AL • Keesler AFB, MS • Vance AFB, OK • Altus AFB, OK • Sheppard AFB, TX • Goodfellow AFB, TX • Laughlin AFB, TX • Joint Base San Antonio (Lackland/Randolph/Ft Sam Houston) • Luke AFB, AZ Puerto Rico Virgin Islands Panama Cuba 3 • Other Small Business Service/Agencies • (39,073 transactions) • Est. Trans value only: $541 K • DISA, Tinker AFB, OK, 280 tickets • DCAA, Memphis TN, 229 tickets USMC, MARFORES LA, 35,930 tickets • USMC, MCAS Yuma AZ, 1,428 tickets • USMC, Barstow, CA , 1,088 *Joint Base Anacostia Bolling consists of Bolling AFB ONLY under this procurement. (6) proposed travel areas

  12. Quality Assurance Evaluator (QAE) & Contracting Officer’s Technical Representative (COTR)Roles And Responsibilities

  13. QAE/COTR Role • Nominated by the Service/Agency and appointed by the DTMO Contract Officer Representative (COR) to monitor and ensure CTO performance is in accordance with the terms and conditions of the contract • Serves as the local point of contact for travelers, Defense Travel Administrators (DTA), and the CTO • Identifies source of CTO performance issues and when possible, resolve issue locally • Captures/records traveler feedback and forward to COR

  14. QAE/COTR Responsibilities (continued) • Provides COR with quarterly quality surveillance report on Contractor performance • Not authorized to award, agree to or sign any contract (including delivery orders) or contract modifications or in any way, obligate the payment of money by the Government • Will not take any action that may affect contract delivery order schedules, funds or scope • May be personally liable for unauthorized acts

  15. QAE/COTR Computer-based Training Tool

  16. Overview • Web-based course that provides initial and sustainment instructions for QAEs/COTR on World Wide (WW) CTO Task orders • Course design is based on structure of the Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) • Available through Travel Explorer (TraX), www.defensetravel.dod.mil/Passport

  17. Learning Objectives • Student will gain a better understanding of: • PWS Scope of Work • Roles and responsibilities of QAEs/COTRs • QASP • Definition of transaction fees • Transaction fee types • Forms of payment for travel services • Methods of payment under contract

  18. Assessment • Consists of multiple choice and true/false questions • Review: 28 questions • Final test: 25 questions • Retake: 25 questions • If retake is needed, questions are reordered and some questions are replaced with new questions • Reference materials may be used to research each question

  19. Assessment (continued)

  20. Accessing QAE/COTR Training • Access Travel Explorer (TraX) via the DTMO website, www.defensetravel.dod.mil • Users must register through Passport, DTMO’s web portal

  21. 1 2 3 AccessingQAE/COTR Training (continued) After clicking on “View Recommended Training,” a list of courses applicable forQAEs will appear

  22. Search for title of course AccessingQAE/COTR Training (continued)

  23. QAE/COTR Web Training

  24. Web Training Review

  25. Review Question

  26. Use the references on the right of question named “Reference Materials” For example, click on “Performance Work Statement” (PWS) to assist you with the exam Assessment Question Click to display “Reference” Material

  27. Reference Material Type in key word (e.g., “damage”) to narrow your search

  28. Assessment Alert

  29. Assessment Score

  30. Global Distribution System Content

  31. Global Distribution System (GDS) - Content • December 2010 - January 2011 events: • American Airlines (AA) pulled fares from Orbitz • Expedia retaliated and removed AA fares • Sabre (GDS) announced it would remove AA in August 2011, and immediately changed AA displays to be less prominent than other airlines • AA filed a lawsuit against Sabre and a temporary restraining order was issued prohibiting bias of AA fare displays • AA wants greater control of its content and to reduce distribution costs by requiring external sellers and buyers to access inventory directly

  32. Global Distribution System (GDS) - Content (continued) • Future impact is unknown • Other carriers may take similar action • Possible loss of visibility in DTS, e.g. fares and schedules • GSA Contract City Pair Program implications • Commercial Travel Office reservation and ticketing challenges • DTMO collaborating with GSA and monitoring the situation

  33. Resources

  34. Backup

  35. Travel Area 1, Air Force Space Command (AFSPC) Legacy TA • Peterson AFB, CO TA70 • USAF Space CMD, CO “ ” • Buckley ANG, CO “ ” • Schriver AFB, CO “ ” • USAF Academy CO “ ” • Malmstrom AFB, MT TA71 • Barksdale AFB, LA TA 68 • Los Angeles AFB, CA TA72 • Canaveral AFS, FL TA81 • Patrick AFB, FL “ ” • Tucson ANG, AZ TA84 DRAFT

  36. Travel Area 2, Air Education Training Center (AETC) Legacy TA • Tyndall AFB, FL TA63 • Columbus AFB, MS TA65 • Maxwell AFB, AL TA65 • Keesler AFB, MS “” • Vance AFB, OK TA67 • Altus AFB , OK “” • Sheppard AFB, TX “” • Goodfellow AFB, TX TA68 • Laughlin AFB, TX TA69 • Joint Base San Antonio (Lackland/Randolph/Ft Sam Houston) • Luke AFB, AZ TA84 DRAFT

  37. Travel Area 3, USMC and DoD Agencies Legacy TA • DISA, Tinker AFB, OK TA51 • DCAA, Memphis, TN TA52 • USMC, MARFORES, LA TA91 • USMC, MCAS Yuma AZ TA92 • USMC, Barstow, CA “” DRAFT

  38. Travel Area 4, Air Combat Command (ACC) Legacy TA • Seymour Johnson AFB, NC TA62 • Joint Base Langley-Eustis, VA • Moody AFB, GA TA63 • Cannon AFB, NM TA83 • Shaw AFB, SC TA63 • Dyess AFB, TX TA68 • Mt Home AFB, ID TA71 • Nellis AFB, NV TA72 • Holloman AFB, NM TA83 • Davis Monthan AFB, AZ TA84 • Hurlburt Field AFB, FL TA64 • Joint Base Anacostia-Bolling, DC DRAFT

  39. Travel Area 5, Air Force Material Command (AFMC) Legacy TA • Rome Lab, NY TA61 • Robin AFB, GA “” • Hanscom AFB, MA “” • Eglin AFB, FL TA64 • Arnold AFB, TN TA66 • Tinker AFB, OK TA67 • Hill AFB, UT TA71 • Edwards AFB, CA TA72 • Kirtland AFB, NM TA82 DRAFT

  40. Travel Area 6, Air Mobility Command (AMC) Legacy TA • MacDill AFB, FL TA62 • Fairchild AFB, WA TA71 • Travis AFB, CA TA73 • Scott AFB, IL TA66 • Dover AFB, DE TA61 • Little Rock AFB, AR TA65 • Joint Base McGuire Dix -Lakehurst, NJ • Joint Base Charleston, SC DRAFT

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