1. Federal Acquisition Service U.S. General Services Administration GSA’s Governmentwide Integrated Travel Solutions Rick Freda Center for Travel Management GSA Smart Pay Conference August 10-12, 2010

2. Federal Acquisition Service 2 Overview of GSA’s Integrated Travel Programs  E-Gov Travel Service (ETS)  City Pair Air Program  GSA Lodging ®  Travel Management Information System (MIS)  Travel Training  Travel Services Solution (TSS)

3. Federal Acquisition Service 3 What are integrated travel programs?  GSA offers an integrated approach for agencies to manage travel  Programs support Federal Travel Regulation (FTR) compliance  Air, lodging and car rental programs are delivered online through the E-Gov Travel Service and offline through government contracted travel management centers (TMCs)  Travel MIS provides tools to help agencies analyze and contain travel expenses  GSA Travel Programs’ Goal: Provide agencies with programs and tools to get more and spend less on travel.

4. Federal Acquisition Service 4 What are integrated travel programs? (cont’d)  Provides shared, governmentwide solutions that help customers manage their travel efficiently and effectively while accomplishing their mission  E-Gov Travel Service (ETS)  City Pair Air Program  GSALodging ®  Travel MIS  Travel Training  Travel Services Solution (TSS) schedule  Includes customer service and acquisition support

5. Federal Acquisition Service 5 E-Gov Travel Service (ETS)  ETS provides a web-based, FTR policy aligned travel management service that includes:  Online Booking Engine  Authorization  Voucher processing  Travel Management Center support

6. Federal Acquisition Service 6 ETS embeds  Existing Policy Federal Travel Regulation (FTR) Per Diem Hotel registration in FEMA approved/fire safe properties Fly America Act

7. Federal Acquisition Service 7 ETS embeds (cont’d)  Programs Contract City Pair Program (CPP) – Air FedRooms ® – Lodging –Meeting Planning (New in FY 10) U.S. Government Rental Car Program – Defense Travel Management Office (DTMO)

8. End-to-End Travel Components of ETS Online Booking Engine (OBE) + FTR Required Use Travel Authorization & Voucher Service (TAVS) Travel Management Center Services (TMC) Choice + ETS = INTERFACE to Financial & Human Resource Systems OPTIONAL

9. Federal Acquisition Service 9 Travel Management Centers (TMC)  Federal Travel Regulation requires Executive Branch agencies to use ETS’ TAVS and OBE but allows for a choice of TMCs  Federal Agency can choose a TMC by: Utilizing ETS vendor’s travel agent Utilizing Travel Services Solution schedule 599 Contracting direct

10. Federal Acquisition Service 10 ETS Contracts Awarded to Three Vendors  CWGT – E2 Solutions  www.cwgt.com  EDS – FedTraveler.com  www.fedtraveler.com  NGMS – GovTrip  www.govtrip.com

11. Source: https://ets.uat2.carlson.com

12. Federal Acquisition Service 12 Source: www.fedtraveler.com

13. Federal Acquisition Service 13 Source: www.govtrip.com

14. Federal Acquisition Service 14 ETS Deployment as of July 2010  Trends  80+ civilian agencies and bureaus have awarded their ETS task orders  58 agencies and bureaus are fully deployed  1.8 million vouchers processed in FY 09  2.3 million vouchers estimated for FY 10

15. Federal Acquisition Service 15 Current ETS benefits being demonstrated  Travelers are being reimbursed in less than 4 days instead of weeks  Agencies have more transparency into travel costs  Online reservations are reducing agencies’ travel costs  Agencies have virtually eliminated capital investment costs and maintenance expenses for travel management systems  Security, policy and utilization of other travel programs is enhanced

16. Federal Acquisition Service 16 City Pair Program (CPP)

17. Federal Acquisition Service 17 City Pair Program FY 10  11 Contract Carriers  Over 5,000 domestic and international City Pairs  Airfares average 67% below lowest unrestricted commercial rates  Over $6 billion in potential annual savings to the Government in FY 10  Southwest, Continental, Hawaiian Airlines added in FY 11

18. Federal Acquisition Service 18 Benefits  No advance purchase required  No stay restrictions  No airline change /cancellation fees  Tickets are fully refundable  Last seat available  Dual fares (YCA, _CA)  No blackout periods  Fares are priced on 1-way routes  Non-stop service 95% of the time where offered  Best Value Determination

19. Federal Acquisition Service 19 Dual Fares  Two contract fares: YCA and _CA  YCA – best value discounted unrestricted fare  _CA – more highly discounted capacity controlled fare –Dual Fares in over 2,400 markets –Book early, save more YCAYCA CACA

20. Federal Acquisition Service 20 Dual Fares (cont’d)  Use of the _CA flights can save billions  YCA 63% below benchmark market fare and 45% below comparable corporate discounted fares  _ CA Additional 18% below YCA fare YCAYCA CACA

21. Enter Departure City or Airport Code Enter Arrival City or Airport Code Click Search FY10

23. Represents the latest baggage policy change

24. Federal Acquisition Service 24 Required Forms of Payment  SmartPay ® 2 Travel Card Centrally billed Individually billed  Government Transportation Request (GTR) (rarely used paper form of payment for travel)

25. Federal Acquisition Service 25 GSALodging ® Programs

26. Federal Acquisition Service 26 GSALodging ®  Variety of lodging programs to support customers and agencies  FedRooms® - Transient Travel (TDY) –1 to 29 nights –Individual, leisure, groups & meetings, contractor travel  Long Term Lodging –30+ nights –Turn-key fully furnished apartments  Emergency Lodging Services –For lodging when there is a disaster and/or emergency

27. Federal Acquisition Service 27 FedRooms ® Value  What’s in it for me, the traveler?  How do you know for sure you are getting rates at or below per diem?  What’s in it for your organization/agency?

28. Federal Acquisition Service 28 How do I know with certainty that the hotel rate is at or below per diem?

29. Federal Acquisition Service 29 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 Desk @ 800.226.1741

30. Federal Acquisition Service 30 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 early departure fees and cancellation policies that add up to a bigger bill at checkout–No help for travelers!

31. Federal Acquisition Service 31 Global Distribution System Snapshots FedRooms® vs. Government Rate ** DIRECT CONNECT AVAILABILITY ** ** BEST WESTERN INTL RESPONSE ** BW0041486 BEST WESTERN DANVILLE INN AVP ADDR- 79 OLD VALLEY SCHOOL ROAD 20SEP-2NT1 DANVILLE PA 17821 DANVILLE PHONE- 1-570-275-5750 ** SELL 0H1‡LINENBR FAX- 1-570-275-9310 TAXES- 9 PERCENT RATING- NOT AVAILABLE 1 FEDROOMS 70.00USD GUAR /C-6P 2 DOUBLE BEDS,SMOKING,HI SPEED ET,COFFEEMKR, HAIR,IRON,CONTINENTAL BREAKFAST 2 FEDROOMS 70.00USD GUAR /C-6P 2 DOUBLE BEDS,NOSMOKE,HI SPEED NET COFFEMAKR, HAIR,IRON,CONTINENTAL BREAKFAST‡ 11 GOVT RATE*SHOW ID AT CHK IN 90.00USD GUAR /C-6P 2 DOUBLE BEDS,SMOKING,HI SPEEDNET,COFFEEMKR, HAIR,IRON,CONTINENTAL BREAKFAST ** DOUBLE CLICK ON HOTEL NAME FOR MAPS AND PHOTOS ** ** DIRECT CONNECT AVAILABILITY ** ** SYNXIS RESPONSE ** YX0009397 DANBURY PLAZA HOTEL DXR ADDR- 18 OLD RIDGEBURY ROAD 20SEP-2NT1 DANBURY CT 06810 I84 PHONE- 1-203-7940600 ** SELL 0H1‡LINENBR FAX- 1-203-7987735 TAXES- 12PCT TTL RATING- NTM 3 CROWN 1 FEDROOMS 76.00USD GUAR /C-6P C TTL TAX 18.24 APPROX. TOTAL PRICE 170.24 USD INCLUDES TAXES AND SURCHARGES 2 DOUBLES ACCESSIBLE 2 FEDROOMS 76.00USD GUAR /C-6P C TTL TAX 18.24 7 BEST AVAILABLE RATE 125.00USD GUAR /C-6P C TTL TAX 30.00 APPROX. TOTAL PRICE 280.00 USD INCLUDES TAXES AND SURCHARGES‡

32. Federal Acquisition Service 32 Benefits – Cost Avoidance  FedRooms ® rates are never above per diem  May be used for leisure travel and contractors*  Negotiate amenities such as free internet or breakfast  Avoid charges such as early departure  FedRooms ® rate applies to groups & meetings “The government conference rate was $215, the FedRooms® rate was $157 … same hotel … same room”

33. Federal Acquisition Service 33 GSALodging ®  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

34. Federal Acquisition Service 34 GSALodging ®  FedRooms® for Groups & Meetings powered by Cvent 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

35. Federal Acquisition Service 35 FedRooms® has your Brand!* *FedRooms® has over 10,000 participating hotels, all brands may not be listed

36. Federal Acquisition Service 36 Travel Management Information Service (Travel MIS)

37. Federal Acquisition Service 37 The Problem we addressed:  The federal government is the world’s largest buyer of travel: $17.4B spent in 2009, however  There was a lack of transparency and visibility on spend & compliance  Traveler compliance to the FTR was unknown  Ability to supply mandated First Class Travel, TRIP, and CO2 Emissions reports was limited or not available  Data required for Strategic Sourcing was not available  Responding to FOIAs, Congressional, or Administrative data calls required extensive resources and time (and was still, often an estimate)

38. Federal Acquisition Service 38 Why Did This Gap Exist?  Reservations are made through numerous and multiple channels  Data is difficult to aggregate  Data is inconsistently defined and used  Travel Management is not centralized

39. Federal Acquisition Service 39 Agency and Industry MIS Collaboration  85 participating agencies on board  22 TMC’s providing data feeds  59.7M transactions loaded  $2.9B in air sales

40. Federal Acquisition Service 40 Our suite of governmentwide standard reports and interactive dashboards include –  Regulatory Reports meet regulatory reporting requirements  Travel Spend Reports  Programs Utilization Reports  Group Travel Reports  Data Source and Data Quality Reports  Sourcing Reports

41. Federal Acquisition Service 41 Benefits of the GSA Travel MIS include:  Cost containment – via increased utilization of existing travel programs  A means for effective policy development and oversight  Improved agency policy compliance  Improved ability to detect fraud  Time and resource savings associated with more efficient fulfillment of FOIAs and data requests

42. Federal Acquisition Service 42 Why Now?  On October 5, 2009, President Obama signed Executive Order (EO) 13514 to establish an integrated strategy towards sustainability in the Federal government and to make reduction of greenhouse gas (GHG) emissions a priority for Federal agencies.

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44. Federal Acquisition Service 44 EO 13514  EO 13514 requires agencies to “measure, report, and reduce their greenhouse gas emissions from direct and indirect activities.”  Federal agencies are now required to report and reduce their own greenhouse gas (GHG) emissions, as well as that of their transportation contractors (Scope 3 emissions)  Milestones, which require immediate action:  January 2010 – Percentage reduction target for scope 1 and 2 GHG emissions for fiscal year 2020 relative to a FY 2008 baseline† COMPLETED  June 2010 – Reduction target for scope 3 GHG emissions for FY 2020 relative to a FY 2008 baseline COMPLETED  January 31, 2011 – FY 2008 Base Year and FY 2010 Comprehensive inventory of absolute GHG emissions, including scope 1, scope 2, and specified scope 3 emissions  FY 2011 onward – Annual Comprehensive inventory of absolute GHG emissions, including scope 1, scope 2, and specified scope 3 emissions Source: EO 13514, Section 2(a), (b), and (C) †Emissions are divided into scopes 1, 2, and 3, as depicted in Figure 1.

45. Federal Acquisition Service 45 GSA Travel MIS Tool Endorsed to Meet Regulatory Reporting Requirement  GSA Travel MIS tool enables participating agencies to report Greenhouse Gas (GHG) emissions for air travel to meet the EO 13514  Section 9 of the EO directs the Department of Energy’s Federal Energy Management Program to lead an interagency committee and issue guidance to federal agencies on how to carry out GHG accounting and reporting requirements  DoE engaged GSA Travel MIS team to participate and lead in the development of guidance surrounding reporting of business air travel  The Travel MIS GHG methodology / calculation tool garnered DoE and committee endorsement  Final Section 9 Recommendations are out for comment – due back by September 2010

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48. Federal Acquisition Service 48 GSA Travel Training

49. Federal Acquisition Service 49 Travel Training - Background  U.S. General Services Administration (GSA) Travel Training has been delivering professional development and training for over 28 years  Extensive knowledge  Comprehensive courses  Current and relevant  Accessible and flexible

50. Federal Acquisition Service 50 Courses include –  Temporary Duty Travel: FTR (class room and web-based)  Temporary Duty Travel: DoD JTR Vol. 2  Temporary Duty Travel: DoD JFTR V1  Temporary Duty Travel: FAA TP  Advanced Temporary Duty Travel: FTR  Advanced Temporary Duty Travel: JTR V2  Advanced Travel Basics  Approving Officials Responsibility: FTR  Approving Officials Responsibility: JTR Vol 2  Conference Planning  Travel Basics  Relocation Allowances: FTR  Relocation Allowances: JTR Vol 2  Relocation Income Tax Allowances  Shipping Household Goods and Transportation Management Services Solutions www.gsa.gov/traveltraining

51. Federal Acquisition Service 51 NEW Web Based Training  FTR online, Web based training Convenient 24/7 access Flexible, self paced Train almost 4 employees at the price of training one employee in a formal classroom setting ($195 vs. $750) www.gsa.gov/traveltraining

52. Federal Acquisition Service 52 Travel Services Solution Schedule 599

53. Federal Acquisition Service 53 Travel Services Solution (TSS)  TSS is a comprehensive contracting vehicle that encompasses a variety of distinct commercial travel services in support of the Government’s travel needs.  Provides the Federal Government with flexible, streamlines acquisition tools to meet its travel needs, allowing agencies to focus on their mission-critical assignments  Provides agencies flexibility to meet specific requirements such as small business utilization  As a Multiple Award Schedule (MAS), it reflects commercial buying practices, giving customers direct access to commercial services at volume discount pricing.

54. Federal Acquisition Service 54 Travel Services Solution (TSS)  Services available on the schedule include:  599 1 Travel Consulting Services  599 2 Travel Agency Services  599 3 Lodging Negotiations and Management Services  599 4 Air Charter Services – Owner operated  599 5 Air Charter Services – Brokers  599 99 Introduction to New Services and Products

55. Federal Acquisition Service 55 Recap  GSA offers integrated services to manage travel  ETS is an end-to-end solution and aligns policy with programs  City Pair, FedRooms ® and Rental Cars can all be accessed through ETS  City Pair provides flexibility and high value  FedRooms ® provides policy compliant hotels with rates at or below per diem in over 11,000 locations  GSA is your source for travel training and data to manage travel

56. Federal Acquisition Service 56 Send your questions to – travel.programs@gsa.gov Or call 888-472-5585 For additional information visit: www.gsa.gov/travel