|CHAPTER��6�-�TRAVEL�UNDER�SPECIAL�CIRCUMSTANCES
    PART�A:��INVITATION�TO�TRAVEL
        C6004��AVAILABILITY�OF�GOVERNMENT�TRAVEL�AND�TRANSPORTATION�CONTRACT�FARES�OR�PRICES�TO�GOVERNMENT�CONTRACTORS
|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------



| |                                                                                                                 | 
| | --------------------------------------------------------------------------------------------------------------- | 
|
| | C6004� AVAILABILITY OF GOVERNMENT TRAVEL AND TRANSPORTATION CONTRACT FARES OR PRICES TO GOVERNMENT CONTRACTORS� | 
|
|

| |                                                                                                                                                                                                                                                                 | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Individual contracts or agreements between GSA and the vendors determine whether contractors are eligible to utilize the travel cost saving programs - except that contract city pair fares must not be used by Government contractors or contractor employees. | 
|
|

| |                   | 
| | ----------------- | 
|
| | A.Contractor(s).� | 
|
|

| |        | 
| | ------ | 
|
| | Means: | 
|
|

| |                                                                     | 
| | ------------------------------------------------------------------- | 
|
| | 1.Contractors working under a cost reimbursable contract (CRC); and | 
|
|

| |                                                                                                                                                                                                                                                                                                                 | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 2.Contractors working for the Government at specific sites under special arrangements with the contracting agency, and which are wholly Federally funded (e.g., Government-owned, contractor� operated (GOCO), Federally funded research and development (FFRDC), or management and operating (M&O) contracts). | 
|
|

| |                                                    | 
| | -------------------------------------------------- | 
|
| | B.Contract Air Passenger Transportation Practices. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Use of GSA contract air passenger fares is governed by GSA's contracts with the airlines and by the Defense Transportation Regulation, Part I. (DOD 4500.9-R) Chapter 103.� As of October 1, 1998, under GSA's contracts for air passenger transportation services, contractors aren't eligible to use GSA's contract city pair fares.� Invitational travel orders must not be issued for contractors to receive air fares at the Government contract city pair fare, nor should contractor travel be issued on Government centrally billed accounts at the Government contract fare.� For more information contact: | 
|
|

| |                                                                                                                                       | 
| | ------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Service Acquisition Center (FCXB) 
Federal Supply Service General Services Administration 
Washington, DC� 20406-0001 
(703) 305-7261 | 
|
|

| |                           | 
| | ------------------------- | 
|
| | C.Discount Rail Service.� | 
|
|

| |                                                                                                                                                                                                                                                                      | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | AMTRAK voluntarily offers discounts to Federal travelers on official business.� These discounted rates may be extended to eligible contractors traveling on official Government business.� A contractor-issued letter of identification is required (See subpar. H). | 
|
|

| |                                      | 
| | ------------------------------------ | 
|
| | D.� Discount Hotel/Motel Practices.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                 | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Several thousand lodging providers extend discount lodging rates to federal travelers.� Many currently extend their discount rates to eligible contractors traveling on official Government business.� A contractor-issued letter of identification is required (See subpar. H).� For more information contact: | 
|
|

| |                                                                                                                              | 
| | ---------------------------------------------------------------------------------------------------------------------------- | 
|
| | GSA Travel and Transportation (9FTB-1) 
450 Golden Gate Avenue, 4th Floor W. 
San Francisco, CA� 94102-3400 
(415)� 522-4671 | 
|
|

| |                                | 
| | ------------------------------ | 
|
| | E.� DOD Car Rental Practices.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | DOD's Military Traffic Management Command negotiates special rate agreements with car rental companies available to all Government employees while traveling on official Government business.� Some car rental companies offer these discount rates to eligible Government contractors at the vendor's option, with appropriate identification from the contracting DOD component (See par. H).� For more information contact. | 
|
|

| |                                                                                                                                                                                          | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Military Traffic Management Command� 
5661 Columbia Pike� 
ATTN:� MTOP-QE
Falls Church, VA� 22041-5050� 
(703) 681-6393 
Complaints/Discrepancies/Claims - Chris Braswell� (703)681-6292 | 
|
|

| |                           | 
| | ------------------------- | 
|
| | F.� Vendor Requirements.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                          | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | The vendor providing the service may require that the Government authorized contractor furnish a letter of identification signed by the authorizing DOD component's contracting officer.� Par. H illustrates a standard letter of identification to request eligible Government contractors use of travel and/or transportation discounts negotiated by the Government, where available. | 
|
|

| |                                      | 
| | ------------------------------------ | 
|
| | G.� DOD Component Responsibilities.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | DOD components should know which hotels and car rental companies offer Government discount rates to Government contractors and ensure that their authorized contractors know how to obtain this information.� This information is provided to and published by several commercial publications including the Official Airline Guides Official Traveler (800) DIAL-OAG, Innovata (800) 846-6742, and National Telecommunications (201) 928-1900.� In addition, GSA contract Travel Management Centers (TMCs) and DOD's Commercial Travel Offices (CTOs) have this information. | 
|
|

| |                                                                                                                                                                         | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | All DOD components should circulate this information to contracting officers and to Government authorized contractors, where applicable.� For more information contact: | 
|
|

| |                                                                                                                                                        | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | Renita Townsend Nowlin 
Service Acquisition Center� 
Service Contracts Division (FCXB) 
Crystal Mall #4, Room 506 
Washington, DC 20406 
(703)305-7640 | 
|
|

| |                                           | 
| | ----------------------------------------- | 
|
| | H.� Contractor Letter of Identification.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                   | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | DOD components should furnish Government contractors with the following identification letter, for presentation to AMTRAK, hotel/motel, car rental firms and/or use of DOD facilities (when permitted) upon request.� It should be noted, however, that the vendors are under no obligation to extend the discounted Government rates to contractors working on behalf of the Federal Government. | 
|
|

| |                            | 
| | -------------------------- | 
|
| | OFFICIAL AGENCY LETTERHEAD | 
|
|

| |                         | 
| | ----------------------- | 
|
| | TO:Participating Vendor | 
|
|

| |                                                   | 
| | ------------------------------------------------- | 
|
| | SUBJECT:OFFICIAL TRAVEL OF GOVERNMENT CONTRACTORS | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | (FULL NAME OF TRAVELER), the bearer of this letter, is an employee of (COMPANY NAME) which has a contract with this agency under Government contract (CONTRACT NUMBER).� During the period of the contract (GIVE DATES), AND WITH THE APPROVAL OF THE CONTRACT VENDOR, the named bearer is eligible and authorized to use available travel discount rates in accordance with Government contracts and/or agreements.� Government Contract City Pair fares aren't available to Contractors. | 
|
|

| |                                                               | 
| | ------------------------------------------------------------- | 
|
| | SIGNATURE, Title and telephone number of Contracting Officer� | 
|
|

| |                          | 
| | ------------------------ | 
|
| | C6005� CITY-PAIR PROGRAM | 
|
|

| |                                                                                                                                                                                | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | Regulations applicable to the Contract City Pair Program are found in DoD 4500.9-R, Part I, Chapter 103, pars. A2 and E.� Following is an edited extract from that regulation. | 
|
|

| |            | 
| | ---------- | 
|
| | A.� POLICY | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | 2.GSA airlift contracted through the Contract City Pair Program shall be used for Government employees.� EXCEPTION TO THE USE OF CONTRACT CARRIERS: One or more of the following travel conditions which must be certified on the travel order, travel voucher, or other document provided by the traveler or agency-approved authorizing official, must apply if a non-contract carrier or a contract carrier other than the primary contractor is used for travel within a contract route.� Those conditions are as follows: | 
|
|

| |                                                                                                                                                                                                                                                    | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | a.Space or scheduled flights aren't available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip; or� | 
|
|

| |                                                                                                                                                                              | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | b.The contractor's flight schedule is inconsistent with explicit policies of individual federal departments and agencies to schedule travel during normal working hours; or� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | c.A non-contract (DOD approved) carrier offers a lower fare available to the general public, the use of which results in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses.� NOTE: This exception doesn't apply if the contract carrier offers a comparable fare and has seats available at that fare, or if the lower fare offered by a noncontract carrier is restricted to Government and military travelers on official business and only may be purchased with a Government procurement document (e.g., a GTR), contractor issued charge cards, or centrally billed account. | 
|
|

| |                                                                                                           | 
| | --------------------------------------------------------------------------------------------------------- | 
|
| | d.Rail service is available and that� service is cost effective and consistent with mission requirements. | 
|
|

| |                                                                                                                                                            | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | e.Smoking is permitted on the contract carrier flight and the nonsmoking section of the aircraft for the contract flight isn't acceptable to the traveler. | 
|
|

| |                                                                                                                   | 
| | ----------------------------------------------------------------------------------------------------------------- | 
|
| | f.A through fare, special fare, commutation fare, excursion fare or reduced-rate roundtrip fare is available and; | 
|
|

| |                                                                                                                                       | 
| | ------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | (1) the agency determines prior to the employee's travel that this type of service is practical and economical to the Government; and | 
|
|

| |                                                                                                                                                                                                 | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | (2) in case of a fare that is restricted or has specific eligibility requirements, it is known or can reasonably be anticipated, based on the travel as planned, that the ticket will be used.� | 
|
|

| |                          | 
| | ------------------------ | 
|
| | E.SCHEDULED AIR CARRIERS | 
|
|

| |                                                                                                                                                                                            | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | 1.Contract air service between city pairs shall be used for all domestic travel, and for international travel when AMC Category B isn't available or doesn't meet the mission requirement. | 
|
|

| |                                                                                                                                                                                                                           | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 2.Cost reimbursable contractor personnel in possession of invitational travel orders are prohibited from using Government discount fares (including Contract City Pairs fares) when purchasing commercial airline tickets | 
|
|

| |                                                                                 | 
| | ------------------------------------------------------------------------------- | 
|
| | NOTE: See JTR, par. C2001-A2c for policy regarding use of Rail or Bus service." | 
|
|

| |                                                                   | 
| | ----------------------------------------------------------------- | 
|
| | Frequently asked questions about using Contract City Pair Program | 
|
|

| |                                                       | 
| | ----------------------------------------------------- | 
|
| | 1.� What if I can find a cheaper fare - Can I use it? | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Answer: Yes, under certain conditions.� An exception to the city pair contract allows the use of lower fares offered by non-contract carriers, provided the fares are available to the general public, i.e., not restricted to Government travel.� Once a contract is awarded, many non-contract carriers offer matching or lower fares (e.g., DG) in an attempt to increase their share of business in the market.� If travelers routinely use these matching fares as a first choice, without considering the contract carrier, the integrity of the entire program suffers.� Carriers may choose not to participate in future contracts; thereby, causing a loss of program benefits and creating possible higher fares for all. | 
|
|

| |                                                                                                                                                              | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | 2.� How come I never get nonstop service from my area?� I must always use a connecting flight to my destination.� My time should be factored into the costs. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Answer: Reasons for connecting service vary, but most commonly it's a matter of no offer, or an extremely high priced offer from a carrier with nonstop service.� This program relies on carriers submitting offers of service in a given market.� If nonstop service doesn't exist or the carriers choose not to offer, there is little the Government can do.� During the evaluation process, offers are compared to fares available in the market to determine if it is a "smart buy" to make the award.� It doesn't make much sense to contract for a fare that is the same or higher than what is already available in the market.� As to your time, it is factored into the evaluation of offers.� The evaluation process is a "greatest value concept" using price and technical trade offs to reach the best award. Items such as service, flight distribution, elapsed flying time, and number of available flights, are considered.� Contract award criteria place greater emphasis on quality service than on price. | 
|
|

| |                                                                                                 | 
| | ----------------------------------------------------------------------------------------------- | 
|
| | 3.� My area has 3 airports, but fares vary between each of them and certain destinations.� Why? | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Answer: GSA solicits CONUS markets by airport to allow the Government traveler a choice of airports and to provide more options in flight scheduling.� One reason fares vary is that a carrier may serve one airport, but not others.� Also, competition among numerous carriers serving the same airport often produces lower fares to and from that particular airport, and in some instances, the participation of a recognized "low price" carrier in a market can have a dramatic impact on available fares. | 
|
|

| |                                                                                                                            | 
| | -------------------------------------------------------------------------------------------------------------------------- | 
|
| | 4.� Our organization has a lot of Cost Reimbursable Contractors (CRCs).� Why can't they use the government contract fares? | 
|
|

| |                                                                                                                                  | 
| | -------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Answer: Under the terms of the GSA contract, Government contractors aren't eligible for city pair fares under any circumstances. | 
|
|

| |                                                     | 
| | --------------------------------------------------- | 
|
| | Exceptions to the Required use of Contract Carriers | 
|
|

| |                                                                                                                                                                                                                                                             | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | One or more of the following travel conditions, which must be certified on the travel order or travel voucher by an agency-approved authorizing official, must apply if a carrier other than the contract carrier is used for travel with a contract route. | 
|
|

| |                                                                                                                                                                                                                                                   | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 1.� Space or scheduled flights aren't available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs, which would increase the total cost of the trip. | 
|
|

| |                                                                                                                                                                                               | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 2.� The contractor's flight schedule is inconsistent with explicit policies of individual Federal department and agencies or mandatory users of scheduled travel during normal working hours. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 3.� A noncontract (DOD approved) carrier offers a lower fare available to the general public, the use of which results in a lower total trip cost to the Government or other mandatory user to include the combined cost of transportation, lodging, meals, and related expenses.� This exception doesn't apply if the contract carrier offers a comparable fare and has seats available at that fare, or if the lower fare offered by a noncontract carrier is restricted to Government and military travelers on official business and may only be purchased with a Government procurement document (e.g., a GTR), contractor issued charge card, or centrally billed account. | 
|
|



|
|