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U.S. General Services Administration Garlette Jordan, Center For Travel Management General Services Administration September 18, 2014 SGTP EdCon ‘14 Federal.

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Presentation on theme: "U.S. General Services Administration Garlette Jordan, Center For Travel Management General Services Administration September 18, 2014 SGTP EdCon ‘14 Federal."— Presentation transcript:

1 U.S. General Services Administration Garlette Jordan, Center For Travel Management General Services Administration September 18, 2014 SGTP EdCon ‘14 Federal Acquisition Service Making Informed Cost Saving Travel Decisions

2 Federal Acquisition Service 2 GSA Mission Statement “The mission of GSA is to deliver the best value in real estate, acquisition, and technology services to government and the American people.”  Delivering Better Value and Savings  Serving our Partners  Expanding Opportunities for Small Businesses  Making a More Sustainable Government  Leading with Innovation  Building a Stronger GSA

3 Federal Acquisition Service 3 What are GSA’s Integrated Travel Programs?  E-Gov Travel Services (ETS)  Airline City Pair Program (CPP)  GSA Lodging®  Travel Services Solutions (TSS)  Travel Training

4 Federal Acquisition Service How Do GSA’s Integrated Travel Programs Benefit Me?  Provides shared, government-wide solutions that:  Help customers manage their travel efficiently and effectively  Assist customers in accomplishing their mission  Support federal guidance on travel spending (OMB Memo M-12-12, Exec. Order 13589)  GSA Travel Programs’ Goal: Provide agencies with programs and services to get more and spend less on travel. 4

5 Federal Acquisition Service Customer Scenarios  We are going to follow three Federal customers who use GSA’s Integrated Travel Programs to complete their missions  We will highlight the benefits and utility of using GSA’s Travel Programs  Let’s meet our Federal customers! 5

6 Federal Acquisition Service Meet Bob  Bob is a GS-13, Contracting Officer for the Department of Transportation  Let’s follow Bob as he prepares for a trip to his regional office in Chicago 6

7 Federal Acquisition Service Bob Uses E-Gov Travel Service (ETS)  ETS is a web-based, online booking engine that incorporates FTR policy to ensure efficient, one-stop travel reservation booking. Its features include:  Online reservation services for air, rail, lodging and rental car  Authorization  Voucher processing  Travel Management Center support  Quick reimbursement of approved expenses 7

8 Federal Acquisition Service ETS Benefits for Bob and His Agency  Online reservations are reducing agencies’ travel arrangement costs -- the service can be configured to emphasize the most cost effective travel alternatives  Agencies have more transparency into travel costs and internal control over approved expenses  Security, policy and utilization of other travel programs is enhanced  Travelers are reimbursed in less than 4 days 8

9 Federal Acquisition Service ETS2 Vendors  Concur – CGE – https://www.concur.com  CWTSatoTravel - E2 Solutions – 9

10 Federal Acquisition Service ETS Integrates  Existing Policies Federal Travel Regulation (FTR) Per Diem  GSA Travel Programs  City Pair Program (CPP) – Air FedRooms ® – Lodging U.S. Government Rental Car Program – Defense Travel Management Office (DTMO) Travel Agencies 10

11 Federal Acquisition Service 11 Bob Uses GSA’s FY15 City Pair Program (CPP) to Book His Flights  CPP provides discounted air transportation services for Federal travelers government-wide  On average, government fares are 23% off comparable commercial fares  8 Contract Carriers  Over 7,800 domestic and international City Pairs  Saves the federal government ~ over $2.3B annually

12 Federal Acquisition Service 12 CPP Benefits to Bob and His Agency  One-way routes, ideal for multiple destinations  No advance purchase required  No min or max length of stay required  No airline change/cancellation fees  Tickets are fully refundable  Last seat availability  No blackout periods  Stable pricing enabling travel budgeting  Dual fare YCA and discounted _CA Markets

13 Federal Acquisition Service Bob Should Choose the _CA Fare  Deeply discounted fare code is called _CA (“Dash C A”)  Available in more than 6,921 markets, an increase of 142% over FY14  Airline controls inventory of _CA availability  Example: Washington (DCA) to Chicago (ORD) for (FY15) – YCA fare: $181 – _CA fare: $90 13 Book and approve travel early to take advantage of deeply discounted fares!

14 Federal Acquisition Service Lowest Available Airfare Opportunities 14 The $502 roundtrip economy commercial (non-contract) fare was found on 7/14 on USAirways.com. The Government contract YCA fare is also with USAir for $276 each way (or $552 round trip).

15 Federal Acquisition Service  Alternate airports may have lower fares  Weigh the pros and cons of a connection –Example: Washington – Phoenix  Non-stop from BWI (one way)  $238 _CA  Departing from DCA with connection (one way)  $175 _CA  Non-stop from IAD with connection (one way)  $247 _CA 15 Consider alternate airports and connecting flights

16 Federal Acquisition Service CPP Requires Govt Form of Payment 16  SmartPay® 2 Travel Card Centrally billed Individually billed Government Transportation Request (GTR) rarely used paper form of payment for travel

17 Federal Acquisition Service Bob Uses FedRooms ® to Book His Hotel  Book the FedRooms rate  Always at or below per diem  A multitude of amenities – Complimentary breakfast – Wireless Internet  FEMA-certified and ADA compliant  Hotel loyalty points are applicable  In FY12 and FY13, FedRooms rates sold averaged 5% below per diem on 1 million room nights for savings of $5M per year 17

18 Federal Acquisition Service FedRooms® Hotels: % Savings off Per Diem 18 FedRooms Hotel and Location GSA Per Diem Lodging Rate FedRooms (XVU) Rate % Off Per Diem Comfort Inn – Downtown DC$219$1999% Omni Shoreham – Washington, DC$219$18416% Hampton Inn Old Town – Alexandria, VA$219$1999% Radisson – Arlington$219$18916% Comfort Suites, Denver - Aurora$156$10930% Hyatt Place – Denver Airport (Aurora)$156$11924% La Quinta Inn & Suites - Chicago$209$1909% Holiday Inn Express - Hillside*$209$12938% Residence Inn – Lakewood, CO$156$11239%

19 Federal Acquisition Service FedRooms Rate is NOT the GOV Rate  Fedrooms Rate – negotiated in advance on behalf of the Federal Government  GOV Rate – determined by individual hotels  NOT always per diem  Hidden charges may apply 19

20 Federal Acquisition Service Rate Comparison HotelGovernment Rate Per Diem Rate Cost Exceeding Per Diem Best Western Seattle Airport$186$152$34 Hampton Inn Old Town – Alexandria*$219$210$9 Wyndham Philadelphia Historic District $199$155$44 Marriott - Oakland$214$112$102 Courtyard Marriott - Landover$179$167$12 20 * Only hotel to offer cancellation on day of arrival Searches conducted 7/18 & 7/21

21 Federal Acquisition Service FedRooms ® Benefits for Bob and His Agency  Program offers feedback mechanism to improve traveler satisfaction and corporate goals  Program reflects traveler needs & desires Offers hotels that travelers want to use Travelers earn rewards’ points Many hotels offer amenities travelers value – free internet, shuttle service, parking, etc. Near business locations Cancellation deadline of 4pm or later on day of arrival Avoid charges, such as early check-out fees 21

22 Federal Acquisition Service 22 13,000+ FedRooms’ Hotel Participants FedRooms has your brand!

23 Federal Acquisition Service 23 Changes for FedRooms in FY15  Two-tiered approach to securing hotel accommodations for the Government Tier 1 - Covers top 105 domestic and top 10 international destinations Tier 2 – Covers remaining destinations

24 Federal Acquisition Service Meet Steve  GS-12 Program Analyst from the Department of Agriculture  Planning an upcoming conference 24

25 Federal Acquisition Service Steve uses the FedRooms® “Groups & Meetings” Tool to identify a venue for his conference  Provides hotel market research for government meeting planners  Utilizes an industry leading on-line research tool  Provides a rapid response for worldwide market research  Furnishes research considered informational in nature and does NOT constitute an offer or formal proposal 25

26 Federal Acquisition Service How the FedRooms® “Groups & Meetings” Tool Works  Go to click the Groups & Meetings tab, open link to online questionnaire  Fill out online questionnaire & specify requirements  Requirements are sent to FedRooms® hotels in the city(s) selected; hotels respond within 24 to 36 hours  Once responses are received, FedRooms® sends a Groups & Meetings Response Sheet within 48 hours  Response Sheet information includes:  hotel name, date availability, guest room rate, meeting room charges, est. food & beverage costs, if required and any other information that you request 26

27 Federal Acquisition Service Name:Intercontinental TampaSheraton Tampa Riverwalk Supplier Type:Hotel Chain:Loews HotelsCrowne Plaza Hotels Website: City, State:Tampa, Florida Total Guest Rooms: Total Meeting Space:14,000 Sq. Ft.12,000 Sq. Ft. Largest Meeting Room: 5,046 Sq. Ft.4,500 Sq. Ft. Overview:Contemporary comfort awaits you in the heart of Tampa Bay. InterContinental Tampa is centrally located in the Westshore business and shopping district offering guests the most convenient access to world class shpping, dining, entertainment, sports and West Coast Florida's most memorable attractions. The Sheraton Tampa Riverwalk is a deluxe waterfront property offering a more intimate hotel experience in the heart of it all in downtown Tampa. The recently renovated property is located on the banks of the beautiful Hillsborough River overlooking the historical University of Tampa and Henry B. Plant Museum. The Sheraton Tampa Riverwalk Hotel beautifully appointed over-sized guest rooms & suites with the Sheraton Sweet Sleeper Beds offering a view of either downtown or the waterfront. Hotel amenities include 500 foot of riverfront deck featuring a heated outdoor pool, complimentary high speed wireless Internet access throughout the property, complimentary fitness center; award winning Ashley Street Grille and Lounge waterfront dining; 200 foot private boat dock; Club Level accommodations and Lounge; 12,000 square foot of meeting & function space. Within walking distance are the Tampa Museum of Art, the Tampa Bay Performing Arts, the Tampa Convention Center, Florida Aquarium, Channelside and Ybor City entertainment districts, 27

28 Federal Acquisition Service Proposed Dates:08-Jul Jul Jul Jul-2013 Availability:-Available 1st OptionAvailable 2nd Option Additional Info:I do have availability for your preferred dates. Guestrooms and meeting space are not on hold at this time. However, we will be happy to do so at the request of a contract. Currently we have the following dates: June 24-27, $84 per night July 15-19, 2013-$79 per night July 22-25, $89 per night 15-Jul Jul-2013 Available 2nd Option General Information Proposal Status:Submitted Proposal Proposal Sent Date:13-Mar-2013 Proposal Availability and Cost: Proposed Dates: 8-Jul Jul-2013 Availability:Available 1st Option Additional Information: Not currently holding space.Please check your box for a more in-depth proposal via our E-Proposal! Concessions/ Two(2) Upgrades to Junior Suites at Group Rate; Complimentary Airport Shuttle; Complimentary self-parking; Complimentary Meeting Room Rental for General Session Room; Proposal is based on no breakout rooms; Complimentary Guestroom Internet; 10% Discount on AV Equipment; Plated Lunch: $15 Inclusive: Chef's Menu; ** No Space is being held at this time ** Complimentary Full American Breakfast Buffet included in room rate; Complimentary Welcome Reception hosted by hotel; Complimentary overnight valet parking; Complimentary wireless internet in guest rooms; Complimentary wireless internet in meeting space; Group rates available three days pre and post event; Special lunch pricing for group; Group can bring in outside AV, no fees; (3) suite upgrades at group rate; (1) welcome amenity for VIP (1 per 50) 28

29 Federal Acquisition Service Sleep Room Needs Met? Yes Four Diamond Property Onsite restaurant and lounge 24 hour in room dining Luxury Linens Towel and Linen reuse programs available Flat Screen TV In-Room Safes Mini Refreshment Bars Yes Settle in for a comfortable evening in any of our 277 guest rooms and 16 suites. Each features Sheraton’s own Sweet Sleeper (SM) Beds and deluxe shower package, large work desks, two line telephones, complimentary wireless high speed internet, flat panel LCD TVs, and sleeper sofas. Sleep Room Dates8-Jul Jul-2013 Rates: Single (1 Bed)USD $93 (below per diem) Additional Information:I do have availability for your preferred dates. Guestrooms and meeting space are not on hold at this time. However, we will be happy to do so at the request of a contract. Group rate proposed for the preferred dates are $ % tax per night. Rate is available 3 days pre & post, based on availability. Additional Fees: Service Fee23%22% Applicable Tax 7% State/Occupancy Tax __ / 12%5% / 7% Self-Parking ComplimentaryInclusive 29

30 Federal Acquisition Service Benefits of Conference Planning Tools for Steve and His Agency  Proven tools that consolidate data and market research processes to a simple few steps  Tremendous time savings by having all data needed in a single easy to use set of spreadsheets  Steve can justify his recommendations with documented data driven analyses and market research 30

31 Federal Acquisition Service Meet Nancy  A Travel Manager at Department of Education  Nancy’s staff has been tasked with reducing travel spend, per OMB Memo M

32 Federal Acquisition Service GSA’s Travel Services Solutions (TSS)  A Multiple Award Schedule 599 providing a variety of high-quality commercial travel services, to include:  Travel Consulting Services  Travel Agency Services  Lodging Negotiations and Management Services  Air Charter Services – Owner operated  Air Charter Services – Brokers  Introduction to New Services and Products 32

33 Federal Acquisition Service Benefits of Travel Consulting Solutions for Nancy and Her Agency  Nancy is focused primarily on (SIN 599-1) to procure expert travel consulting services and help her agency evaluating current policy and procedures to ultimately reduce travel costs  Travel Consulting contractors provide advice on travel related matters to include:  Improving aspects of the travel process to realize cost and/or administrative savings  Reengineering business processes  Developing policy  Developing customer satisfaction surveys  Mitigating risk for travel security 33

34 Federal Acquisition Service Benefits of Travel Services Solutions (TSS) for Nancy and Her Agency  Streamlines the acquisition process by using GSA contracts  Schedules rates are ceiling prices  Deeper discounts can be negotiated at the task order level  Provides easy access to pre-qualified contractors to help support federal agency travel management needs 34

35 Federal Acquisition Service New Offering: Car Sharing Program  New Pilot Program – Starting October 1, 2014  Launched in Four Cities  Boston, New York, Washington DC, Chicago  More cities to be considered later  Four Vendors Awarded BPA –  CarPingo, Enterprise, Hertz, ZipCar  Look for Car Sharing updates on GSA’s Travel Site 35

36 Federal Acquisition Service Recap  GSA offers integrated services to manage travel  ETS is an end-to-end solution and aligns policy with programs (preferred booking channel)  City Pair, FedRooms ® and Rental Cars can all be accessed through ETS  City Pair provides flexibility and high value with government-wide savings  FedRooms ® provides policy compliant hotels with rates at or below per diem in over 4,600 locations  GSA is your source for efficient conference planning and travel service needs 36

37 Federal Acquisition Service How to Realize Potential Cost Savings 37 Online Booking Saves avg. of $25 per transaction Book hotel, air, and car rental online at one time Reservations made online vs. offline Book City Pair _CA over YCA Use alternative airports, connecting flights Book Lowest Logical Airfare Ask for FedRooms® rate Make FedRooms® “first choice” Every Trip, Every Time Use GSA Meeting Planning Tools Travel Manager oversight of conference planning Video conferencing / technology in lieu of face to face Airfare Hotel Conference Planning

38 Federal Acquisition Service Thank You! Or Call For additional information visit: 38


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