Federal Acquisition Service U.S. General Services Administration GSA Lodging® Programs Providing Quality and Service at Properties Worldwide Rick Freda GSA FAS Lodging Program Manager GSA Training Conference and Expo May 4-6, 2010

Federal Acquisition Service U.S. General Services Administration 2 GSA Lodging ® Programs  Variety of lodging programs to support customers and agencies  FedRooms® - Transient (1 – 29 nights)  Long Term Lodging (30+ nights)  Emergency Lodging Services

Federal Acquisition Service U.S. General Services Administration 3  FedRooms® - Transient 1 – 29 nights Official TDY travel ETS, fedrooms.com, TMC Contractors and leisure travel – (subject to hotel approval) Groups & Meetings – (provide market research for group/meeting sites)

Federal Acquisition Service U.S. General Services Administration 4 Background  FedRooms® governmentwide lodging program was created to…  hotels that are within per diem and policy compliant  hotels in the right places, at the right price, and always at the best value

Federal Acquisition Service U.S. General Services Administration 5 What is FedRooms®?  The largest government-wide, government-sponsored lodging program  Negotiates hotel rates on behalf of the federal government based on travel charge card data  Your hotel program

Federal Acquisition Service U.S. General Services Administration 6 Who can use FedRooms®? FedRooms® rates are available to all federal government employees on official travel.

Federal Acquisition Service U.S. General Services Administration 7 When can FedRooms® Rate be used?  Federal government employees on official TDY travel  Federal employees attending conferences/meetings  Federal employees on leisure travel when the hotel allows  Government groups & meetings when the hotel allows  Government contractors when the hotel allows

Federal Acquisition Service U.S. General Services Administration 8 FedRooms ® Offers  Best price/value: always at or below per diem rates  Policy compliant hotels: Fire Safe/FEMA-certified Flexibility: cancellation deadline 4pm (or later) day of arrival; no early check-out fees  Lodging where you need it, when you need it! Your favorite hotel is probably in the Program. There are 11,000+ hotels worldwide

Federal Acquisition Service U.S. General Services Administration 9 FedRooms ® Offers (Cont’d)  No unadvertised fees  Did you know …  You get your hotel brand reward points with the FedRooms® rate  You also get any “free” hotel amenities (e.g., breakfast and internet)

Federal Acquisition Service U.S. General Services Administration 10 How to Reserve FedRooms ® Hotel  ASK for the FedRooms ® RATE!  ETS or DTS  TMC or CTO   Direct with hotel Verify FedRooms ® (XVU) rate at hotel check-in Request tax exemption at hotel check-in (city specific) Pay with your SmartPay ® travel card

Federal Acquisition Service U.S. General Services Administration 11 Lodging Program Stakeholders  Hoteliers  Low program participation fees  Increased exposure in all government distribution channels  Government sponsored program marketing and communication  Travel Agencies  Quick access to FedRooms® rates  Managed global hotel program  ETS and DTS  GDS accessible rates

Federal Acquisition Service U.S. General Services Administration 12 Lodging Program Stakeholders (Cont’d)  Travelers  Rates at or below Per Diem  Hotel reward points  Hotel amenities (e.g., breakfast, internet, business center, local calls, newspaper)  Rates accessible through multiple distribution channels

Federal Acquisition Service U.S. General Services Administration 13 Lodging Program Stakeholders (Cont’d)  Federal Agencies  Lower hotel costs – reduces time to search for hotels  Policy Compliant – built in oversight  Government contractors may use (at hotel’s discretion)

Federal Acquisition Service U.S. General Services Administration 14 The FedRooms® rate and the “government” rate are not the same FedRooms® Rates  FedRooms® rates are negotiated specifically for federal government travelers  Hotels must agree to the programs terms & conditions  FedRooms® holds hotels accountable if a traveler is overcharged – please call the FedRooms® Help

Federal Acquisition Service U.S. General Services Administration 15 The FedRooms® rate and the “government” rate are not the same (Cont’d) “Government” Rates  “Government” rates are set by each hotel  15% of “government” (GOV) rates are over per diem (per recent GDS audit)  May have undisclosed fees and cancellation policies that add up to a bigger bill at checkout–No help for travelers!

Federal Acquisition Service U.S. General Services Administration 16 Snapshots of ETS

Source:

FedRooms® Rate (noted by white star in red block and negotiated rate)

GOV rates comes with length of stay restrictions

Wow, FedRooms rate is $94 less

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Federal Acquisition Service U.S. General Services Administration 24 Behind the scene!

Federal Acquisition Service U.S. General Services Administration 25 GDS Examples ** DIRECT CONNECT AVAILABILITY ** ** LUXURY COLLECTION RESPONSE ** LC FAIRFAX AT EMBASSY ROW DC DCA ADDR MASSACHUSETTS AVE. NW 11MAY - 2NT1 WASHINGTON DC EMBASSY ROW PHONE ** SELL 0H1‡LINENBR FAX TAXES PCT RATING- NTM 5 CROWN 1 2D XVU: FEDROOMS PROGRAM. FEDE USD GUAR /C-1D GOVERNMENT ID REQUIRED 4PM CXL/1 BRKFST PN SUPERIOR NON-SMOKING:LUXURY PILLOWTOP BED:42 6 1K : FEDERAL GOVT RATE-ID REQU USD GUAR /C-1D NOT VALID FOR GOVERNMENT CONTRACTED VENDORS HARP Crown ** DIRECT CONNECT AVAILABILITY ** ** HAMPTON INN RESPONSE ** HX HAMPTON INN MANHATTAN TIMES SQ JFK ADDR- 851 EIGHTH AVENUE 14JUN - 1NT1 NEW YORK NY DOWNTOWN FROM APT PHONE ** SELL 0H1‡LINENBR FAX TAXES PCT T RATING- NTM 2 CROWN 1 FEDROOMS USD GUAR /C-6P 1 KING BED NONSMOKING FREE HI SPEED-LAPDESK-CURVED SHOWER ROD 2 FEDROOMS USD GUAR /C-6P 2 QUEEN BEDS NONSMOKING FREE HI SPEED-LAPDESK-CURVED SHOWER ROD 4 US FED GVT MILITARY RT IS WITH USD GUAR /C-24H 2 QUEEN BEDS NONSMOKING FREE HI SPEED-LAPDESK-CURVED SHOWER ROD 19 BEST AVAILABLE RATE USD GUAR /C-24H 1 KING BED NONSMOKING FREE HI SPEED-LAPDESK-CURVED SHOWER ROD

Federal Acquisition Service U.S. General Services Administration 26 ** HYATT HOTELS AND RESORTS RESPONSE ** HY HYATT REGENCY CHICAGO ORD ADDR- 151 EAST WACKER DRIVE 14JUN - 2NT1 CHICAGO IL DOWNTOWN PHONE ** SELL 0H1‡LINENBR FAX TAXES- 15.4PCT ST15.4PCT OC 11.5PCT FA RATING- NTM 4 CROWN 1 FEDROOMS 1 KING ROOM USD GUAR /C-4P C TTL TAX APPROX. TOTAL PRICE USD INCLUDES TAXES AND SURCHARGES 1 GRAND BED:IHOME STATION:LRG PLASMA TV: FREE TRANSPORTATION COMP 24 HR. GYM 3 1 KING ROOM USD GUAR /C-24H C TTL TAX APPROX. TOTAL PRICE USD INCLUDES TAXES AND SURCHARGES 1 GRAND BED:IHOME STATION:LRG PLASMA TV: 4 DDBL BED ROOM USD GUAR /C-24H C TTL TAX APPROX. TOTAL PRICE USD INCLUDES TAXES AND SURCHARGES SI SHERATON SUITES SAN DIEGO SAN ADDR- 701 A STREET 14JUN - 2NT1 SAN DIEGO CA DOWNTOWN SAN DIEGO PHONE ** SELL 0H1‡LINENBR FAX TAXES PCT RATING- NTM 3 CROWN 1 1K XVU: FEDROOMS PROGRAM. FEDE USD GUAR /C-1D NC GOVERNMENT ID REQUIRED 6P CXL/BKFST/HSIA/CKTL 2 ROOM SUITE NON-SMOKING:LIVING AREA WITH 7 1K : GOVERNMENT RATE-ID REQUIR USD GUAR /C-1D NC NOT VALID FOR GOVERNMENT CONTRACTED VENDORS GOVERNMENT EMPLOYEE ID REQUIRED. CHECK-IN 1 1K : BEST AVAILABLE RATE USD GUAR /C-1D C 2 ROOM SUITE NON-SMOKING:LIVING AREA WITH PULLOUT SOFA:32 INCH FLAT SCREEN LCD TV

Federal Acquisition Service U.S. General Services Administration 27 Government FedRooms.com 10% Best Practice Corporate Model

Federal Acquisition Service U.S. General Services Administration 28 “Go Green” on fedrooms.gov Hotel groups have opportunity to add links to showcase “Green” initiatives

Federal Acquisition Service U.S. General Services Administration 29 $5 below per diem $56 below per diem

Federal Acquisition Service U.S. General Services Administration 30 Summary – GOV Rate vs. FedRooms® Rate Hotel owned and managed GOVERNMENT RATE (GOV)  Not managed by the government  Not necessarily below per diem  Not necessarily FEMA compliant  Possible hidden fees  Cancellation fees  Early check-out fees My agency spent $19 per night above per diem in Orange Park, FL. Hotel said it’s what everyone charges the Government. Can you help me get $250 back?

Federal Acquisition Service U.S. General Services Administration 31 Summary – GOV Rate vs. FedRooms® Rate (Cont’d) The FedRooms® Rate  Managed by the government  Always at or below per diem  Always FEMA compliant  No unadvertised fees  Cancel by 4pm day of arrival (or later)  No early check-out fees

Federal Acquisition Service U.S. General Services Administration 32 FedRooms® has your Brand!* *FedRooms® has over 11,000 participating hotels, all brands may not be listed

Federal Acquisition Service U.S. General Services Administration 33 FedRooms ® Awareness Campaign – April 2010  Toolkit to display agency and traveler benefits  Program updates  Pre/mid/post surveys to gauge customer awareness  Monthly messages for travelers  FedRooms ® informational flyers  FedRooms ® ads

Federal Acquisition Service U.S. General Services Administration 34 Continued…  Quarterly electronic newsletter, advertisements, door hangers, banner for agency intranet  Easy to use marketing toolkit  Webinars  Downloadable presentations FedRooms ® Awareness Program (Cont’d)

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Federal Acquisition Service U.S. General Services Administration 36 FedRooms® for Groups & Meetings  FedRooms® for Groups & Meetings powered by Cvent  Program testing – 2010  Free service for government meeting planners  Conduct market research for groups/meetings using FedRooms® hotels

Federal Acquisition Service U.S. General Services Administration 37 FedRooms® for Groups & Meetings (Cont’d)  FedRooms® for Groups & Meetings powered by Cvent The group/meeting planner will go to and be asked to complete a check list of important questions so that we can understand the group and/or meeting requirements.

Federal Acquisition Service U.S. General Services Administration 38 FedRooms® for Groups & Meetings (Cont’d) FedRooms® hotels will be sent meeting requirements through Cvent Hotels respond within 48-business hours on receipt of the group and/or meeting requirements The meeting planner will receive the market research displaying hotels that can accommodate the event with associated costs

Federal Acquisition Service U.S. General Services Administration 39 FedRooms® for Groups & Meetings

Federal Acquisition Service U.S. General Services Administration 40  Long Term Lodging (formerly Corporate Housing) 30+ nights Relocation Training Single or Group

Federal Acquisition Service U.S. General Services Administration 41 Long Term Lodging (Cont’d)  Schedule 48 TRANSPORTATION, DELIVERY AND RELOCATION SOLUTIONS Category Description-Special Item Number (SIN) Long Term Lodging - Commercial services for the provision of corporate housing lodging services in an apartment/condominium type property

Federal Acquisition Service U.S. General Services Administration 42 Long Term Lodging (Cont’d)  Accommodations for extended stays of 30 nights or more  Completely furnished apartment or condo-type properties  Located US wide and convenient to military bases and federal facilities  Ideal for--  Extended training  Temporary housing or relocation

Federal Acquisition Service U.S. General Services Administration 43 Long Term Lodging…How to Book Consult with your organization’s Contracting Officer (CO) on Agency policy  All Schedule contract terms & conditions, and pricing is posted  Standard ordering procedures for GSA Multiple Award Schedule contracts as stipulated by FAR 8.4  Individuals may buy direct and pay with travel charge card (per Agency policy)  Agency may buy direct (per Agency policy)

Federal Acquisition Service U.S. General Services Administration 44 Long Term Lodging (formerly Corporate Housing)

Federal Acquisition Service U.S. General Services Administration 45  Emergency Lodging Services For lodging when there is a disaster and/or emergency Special/limited use Think ahead, prepare Select Emergency Lodging Services

Federal Acquisition Service U.S. General Services Administration 46 Emergency Lodging Services  GSA established a Blanket Purchase Agreement (BPA) with a hotel industry expert to provide assistance to agencies  Vendor secures accommodations for disaster/emergency victims and relief/emergency support personnel  Currently, there are 33 authorized users of the BPA  BPA can also be used by individuals on TDY when traveling to an area affected by disaster  Re-procurement in 2010

Federal Acquisition Service U.S. General Services Administration 47  Program began in 2005 as a result of hurricane Katrina  22 Million room nights have been used to date to support disasters  $150 Million has been saved supporting Katrina victims alone

Federal Acquisition Service U.S. General Services Administration 48  Continuity of Operations (COOP) lodging  Identify quality lodging prior to a COOP event  Book Coop personnel in blocked rooms during a COOP event  Consolidate and audit billing after a COOP event  Benefits  Dedicated company to ensure that specified activities are completed to your satisfaction  Clearly defined role definitions for support as it relates to the mission or emergency  One central focal point to meet needs and requirements  An on staff “expert” as an advocate for your needs

Federal Acquisition Service U.S. General Services Administration 49 GSA Lodging® Contact Information GSA Travel Programs Fax (703)