1. U.S. General Services Administration Garlette Jordan Program Analyst General Services Administration July 31, 2014 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.”  Savings  Sustainable Solutions  Small Business  Innovation

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 - July 31 st @ 9:00 a.m.

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 travelers 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 travelers! 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 – www.govtrip.com www.govtrip.com  CWTSatoTravel - E2 Solutions – www.cwt.com www.cwt.com 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 FY14 City Pair Program (CPP) to Book His Flights  CPP provides discounted air transportation services for Federal travelers government-wide  On average 59.7% off comparable commercial fares  8 Contract Carriers  Over 6,300 domestic and international City Pairs  Saves the federal government ~$2B 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 2,855 markets  Airline controls inventory of _CA availability  Example: Washington (DCA) to Chicago (ORD) for (FY14) – YCA fare: $129 – _CA fare: $108 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 – Portland  Non-stop from DCA (one way)  $149 _CA  Departing from BWI with connection (one way)  $176 _CA  Non-stop from IAD (one way)  $382 _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 $5.2M 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% **Searched conducted on 7/18 for 9/22 – 26**

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 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 gov’t rates 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 Meet Steve  GS-12 Program Analyst from the Department of Agriculture  Planning an upcoming conference 23

24. 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 24

25. Federal Acquisition Service How the FedRooms® “Groups & Meetings” Tool Works  Go to http://www.fedrooms.com, 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 25

26. Federal Acquisition Service Name:Loews Philadelphia HotelCrowne Plaza Hotel Philadelphia-Downtown Supplier Type:Hotel Chain:Loews HotelsCrowne Plaza Hotels Website:view website City, State:Philadelphia, Pennsylvania Total Guest Rooms:581443 Total Meeting Space:40,000 Sq. Ft.16,000 Sq. Ft. Largest Meeting Room: 9,594 Sq. Ft.4,851 Sq. Ft. Overview:Feel the comforts of home in accommodations that perfectly balance the contemporary with the elegant. Where every detail from the lofty ten-foot ceilings to the miles of spectacular views is designed to serve one purpose – yours. Whether you’re working hard or playing hard, you can always rest easy. The hotel provides 581 luxurious guest rooms each providing a magnificent view of the Philadelphia skyline. The Crowne Plaza Hotel Philadelphia Downtown has just expanded its lobby to a spacious welcoming area. The Hotel is surrounded by Philadelphia's most prominent businesses, hospitals, universities and government offices. The hotel is located just blocks from the Pennsylvania Convention Center, Amtrak's 30th Street Station and Philadelphia's historic sites and attractions. The Philadelphia Museum of Art, Liberty Bell, National Constitution Center, Independence Hall & Philadelphia Zoo are just a few of the Philadelphia attractions to experience during your getaway. The hotel offers 16,000 square feet of flexible meeting space including our elegantly appointed ballroom which accommodates up to 450 banquet style. 26

27. Federal Acquisition Service Contact Information Contact Name:Bill McHattiePamela Trovato Title:Associate Director of SalesSales Manager Organization:Loews Philadelphia HotelCrowne Plaza Philadelphia Downtown Email Address:bmchattie@loewshotels.comPamela.Trovato@ihg.com Numbers:215-231-7320 215-231-7205 215-825-6707 215-561-2556 General Information Proposal Status:Submitted Proposal Proposal Sent Date:04-Mar-2010 Proposal Description: Thank you for the opportunity to provide a proposal for your event in September 2010. Please, should you have any questions, do not hesitate to contact me. Once again thank you. Proposal Availability and Cost: Proposed Dates:20-Sep-2010 - 24-Sep-2010 Availability:Available 1st Option Additional Information: Not currently holding space.Please check your email box for a more in- depth proposal via our E-Proposal! Commission: Total Estimated Cost: - - Concessions/ Contractual Requirements: Not currently holding space.Complimentary Breakfast Refreshments served daily in your Event Space. 10% off of final billing, prior to tax/service Free High Speed Internet in Guestrooms Free Access to Philadelphia Sports Club 27

28. Federal Acquisition Service Sleep Room Needs Met? Yes Not currently holding space. Yes Sleep Room Dates19-Sep-2010 - 23-Sep-2010 Rates: Any (Run of House)USD $153.00 (below per diem) Single (1 Bed)USD $153.00 (below per diem) Double (2 Beds)USD $USD $170.00 (at per diem) SuiteUSD $ Additional Information: Not currently holding space.Hotel accepts PA Tax Exemption forms either individually or as a whole for the group. Our hotel has 196 doubles, please verify if all 200 are this occupancy. Additional Fees: Occupancy15.200%8.200% State 6.000% City 1.000% 28

29. 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 29

30. Federal Acquisition Service Meet Nancy  An Emergency Coordinator for Federal Emergency Management Agency (FEMA)  A recent wildfire in California has left citizens without housing  Nancy’s staff has been commissioned to be first responders on the scene 30

31. Federal Acquisition Service Nancy Uses the Emergency Lodging Services (ELS) Blanket Purchase Agreement (BPA)  GSA’s ELS BPA supports Federal agencies, state, and local governments, for—  mission-related responsibilities and emergency first responders  displaced disaster and emergency victims  COOP events  Provides:  1-800 number to secure accommodations quickly  24-hour Traveler Support Center 31

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:  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 32

33. 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 33

34. 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  FedRooms ® provides policy compliant hotels with rates at or below per diem in over 13,000 locations  GSA is your source for efficient conference planning and emergency planning needs 34

35. Federal Acquisition Service Thank You! travel.programs@gsa.gov Or Call 888-472-5585 For additional information visit: www.gsa.gov/travel 35