GSA Lodging Programs - The Global Business Travel Association
GSA Lodging Programs - The Global Business Travel Association
GSA Lodging Programs - The Global Business Travel Association
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U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>GSA</strong> <strong>Lodging</strong>® <strong>Programs</strong><br />
Providing Quality and Service at Properties Worldwide<br />
Rick Freda<br />
<strong>GSA</strong> FAS <strong>Lodging</strong> Program Manager<br />
National <strong>Travel</strong> Forum<br />
June 29 – July 1, 2010
U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>GSA</strong> <strong>Lodging</strong> ® <strong>Programs</strong><br />
www.gsa.gov/lodging<br />
‣ Variety of lodging programs to support<br />
customers and agencies<br />
• FedRooms® - Transient (1 – 29 nights)<br />
• Long Term <strong>Lodging</strong> (30+ nights)<br />
• Emergency <strong>Lodging</strong> Services<br />
2
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Background<br />
‣ FedRooms® governmentwide lodging program was<br />
created to ensure travelers that …<br />
• hotels that are within per diem and policy<br />
compliant<br />
• hotels in the right places, at the right price, and<br />
always at the best value<br />
4
U.S. General Services Administration<br />
Federal Acquisition Service<br />
What is FedRooms®?<br />
‣ <strong>The</strong> largest government-wide, government-sponsored<br />
lodging program<br />
‣ Negotiates hotel rates on behalf of the federal<br />
government based on travel charge card data<br />
‣ Your hotel program<br />
5
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Who can use FedRooms®?<br />
FedRooms® rates are available to all federal<br />
government employees on official travel.<br />
6
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Who else can use FedRooms® Rates?<br />
‣ Federal employees attending conferences/meetings<br />
‣ Federal employees on leisure travel when the hotel allows<br />
‣ Government groups & meetings when the hotel allows<br />
‣ Government contractors when the hotel allows<br />
7
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms ® Offers<br />
‣ Best price/value: always at or below per diem rates<br />
8
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms ® Offers<br />
‣ Policy compliant hotels: Fire Safe/FEMA-certified<br />
Flexibility: cancellation deadline 4pm (or later) day of<br />
arrival; no early check-out fees<br />
9
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms ® Offers<br />
‣ <strong>Lodging</strong> where you need it, when you need it!<br />
Your favorite hotel is probably in the Program. <strong>The</strong>re are<br />
11,000+ hotels worldwide<br />
10
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms ® Offers<br />
‣ No unadvertised fees<br />
11
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms ® Offers<br />
‣ Did you know …<br />
• You get your hotel brand reward points with the<br />
FedRooms® rate<br />
• You also get any “free” hotel amenities (e.g., breakfast<br />
and internet)<br />
12
U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>Lodging</strong> Program Stakeholders<br />
‣Hoteliers<br />
• Low program participation fees<br />
• Increased exposure in all government distribution channels<br />
• Government sponsored program marketing and<br />
communication<br />
‣<strong>Travel</strong> Agencies<br />
• Quick access to FedRooms® rates<br />
• Managed global hotel program<br />
‣ETS and DTS<br />
• GDS accessible rates<br />
13
U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>Lodging</strong> Program Stakeholders (Cont’d)<br />
‣<strong>Travel</strong>ers<br />
• Rates at or below Per Diem<br />
• Hotel reward points<br />
• Hotel amenities (e.g., breakfast, internet, business<br />
center, local calls, newspaper)<br />
• Rates accessible through multiple distribution<br />
channels<br />
14
U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>Lodging</strong> Program Stakeholders (Cont’d)<br />
‣Federal Agencies<br />
• Lower hotel costs – reduces time to search for hotels<br />
• Policy Compliant – built in oversight<br />
• Government contractors may use (at hotel’s discretion)<br />
15
U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>The</strong> FedRooms® rate and the “government” rate<br />
are not the same<br />
FedRooms® Rates<br />
‣ FedRooms® rates are negotiated specifically for federal<br />
government travelers<br />
• Hotels must agree to the programs terms & conditions<br />
• FedRooms® holds hotels accountable if a traveler is<br />
overcharged – please call the FedRooms® Help Desk<br />
@ 800.226.1741<br />
16
U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>The</strong> FedRooms® rate and the “government”<br />
rate are not the same (Cont’d)<br />
“Government” Rates<br />
‣ “Government” rates are set by each hotel<br />
• 15% of “government” (GOV) rates are over per diem (per<br />
recent GDS audit)<br />
• May have undisclosed fees and cancellation policies that<br />
add up to a bigger bill at checkout–No help for travelers!<br />
17
U.S. General Services Administration<br />
Federal Acquisition Service<br />
How to Reserve a FedRooms ® Hotel<br />
‣ ASK for the FedRooms ® RATE!<br />
‣ ETS or DTS<br />
‣ TMC or CTO<br />
‣ www.fedrooms.com<br />
‣ Direct with hotel<br />
Verify FedRooms ® (XVU) rate at hotel check-in<br />
Request tax exemption at hotel check-in (city specific)<br />
Pay with your SmartPay ® travel card<br />
18
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Snapshots of on-line<br />
booking tools …<br />
19
Federal Acquisition Service<br />
U.S. General Services Administration
Source: https://ets.uat2.carlson.com
FedRooms® Rate<br />
(noted by white star in<br />
red block and<br />
negotiated rate)
GOV rates comes with<br />
length of stay restrictions
Wow, FedRooms<br />
rate is $94 less
U.S. General Services Administration<br />
Federal Acquisition Service<br />
27
U.S. General Services Administration<br />
Federal Acquisition Service<br />
https://www.fedrooms.com/<br />
28
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Search by<br />
address<br />
feature<br />
added<br />
Groups &<br />
Meetings<br />
tab<br />
29
U.S. General Services Administration<br />
Federal Acquisition Service<br />
$5 below<br />
per diem<br />
$56 below<br />
per diem<br />
30
Federal Acquisition Service<br />
U.S. General Services Administration
Federal Acquisition Service<br />
U.S. General Services Administration
Federal Acquisition Service<br />
U.S. General Services Administration
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Behind the scenes!<br />
34
GDS Examples<br />
U.S. General Services Administration<br />
Federal Acquisition Service<br />
SI0033451 SHERATON ISTANBUL MASLAK HOTEL IST<br />
ADDR- BUYUKDERE CAD UCYOL MEVKIL 49 11AUG - 2NT1<br />
ISTANBUL TR 80670 DOWNTOWN ISTANBUL<br />
PHONE- 90-212-3359999 ** SELL 0H1‡LINENBR<br />
FAX- 90-212-2850951<br />
TAXES- 8.00 PCT<br />
RATING- NOT AVAILABLE<br />
1Q XVU: FEDROOMS PROGRAM.<br />
FEDE 120.00EUR GUAR /C-4P NC<br />
TTL TAX 19.20<br />
APPROX. TOTAL PRICE 259.20 EUR<br />
INCLUDES TAXES AND<br />
SURCHARGES<br />
5 1Q : GOVERNMENT RATE-ID REQUIR 150.00EUR GUAR /C-<br />
4P NC‡<br />
TTL TAX 24.00<br />
APPROX. TOTAL PRICE 324.00 EUR<br />
INCLUDES TAXES AND SURCHARGES<br />
NOT VALID FOR GOVERNMENT CONTRACTED VENDORS<br />
Per diem is $252USD, FedRooms rate loaded at $120EUR or $143USD<br />
(with 4pm cancel policy), lowest GOV converts to $179.18USD.<br />
HY0044780 HYATT AT OLIVE 8 SEA<br />
ADDR- 1635 8TH AVENUE 11AUG - 2NT1<br />
SEATTLE WA 98101<br />
PHONE- 1-206-695-1234 ** SELL 0H1‡LINENBR<br />
FAX- 1-206-774-6311<br />
TAXES- 8.8PCT ST 6.8PCT OCC<br />
15.6PCT TT<br />
RATING- NOT AVAILABLE<br />
1 FEDROOMS DELUXE<br />
KING 159.00USD GUAR /C4P C<br />
TTL TAX 49.61<br />
APPROX. TOTAL PRICE 367.61<br />
USD<br />
INCLUDES TAXES AND<br />
SURCHARGES<br />
3 FEDERAL GOV RTE* PREMIER QUE 189.00USD GUAR<br />
/C-24H NC<br />
TTL TAX 58.97<br />
APPROX. TOTAL PRICE 436.97 USD<br />
INCLUDES TAXES AND SURCHARGES<br />
35
U.S. General Services Administration<br />
Federal Acquisition Service<br />
HI0079267 HOLIDAY INN EXP STES<br />
WARRINGTO PNS<br />
ADDR- 307 NEW WARRINGTON ROAD 11AUG -<br />
2NT1<br />
PENSACOLA FL 32507 PENSACOLA FL<br />
PHONE- 1-850-696-2800 ** SELL 0H1‡LINENBR<br />
FAX- 1-850-696-2801<br />
TAXES- 11.50PCT<br />
RATING-<br />
NOT<br />
AVAILABLE<br />
1 FEDROOMS 89.00USD GUAR<br />
/C-6P<br />
TWO QUEEN BEDS NONSMOKING RELAX ON<br />
A COZY TRIPLE SHEETED BED<br />
AS YOU SURF THE FREE HIGH SPEED WIRED<br />
AND WIRELES INTERNET<br />
7 GOVERNMENT RATE ID REQ 109.00USD GUAR<br />
/C-6P<br />
TWO QUEEN BEDS NONSMOKING RELAX ON A COZY<br />
TRIPLE SHEETED BED<br />
AS YOU SURF THE FREE HIGH SPEED WIRED AND<br />
WIRELES INTERNET<br />
RD0035215 RADISSON HTL LOS<br />
ANGELESW LAX<br />
ADDR- 6161 CENTINELA AVE 11AUG - 2NT1<br />
CULVER CITY CA 90230 3 MILES TO LAX AIR<br />
PHONE- 1-310-649-1776 ** SELL 0H1‡LINENBR<br />
FAX- 1-310-649-4411<br />
TAXES- 12.45 PERCENT<br />
RATING- NTM 3 CROWN<br />
3 FEDROOMS-HIGH SPEED<br />
INTERNET 118.00USD GUAR /C-<br />
6P NC<br />
12 GOVERNMENT RATE-FEDERAL<br />
PLUS 135.00USD GUAR /C-6P C<br />
GOVERNMENT RATE-FEDERAL PLUS-1K-NSK-EXEC<br />
LEVEL<br />
-RATE FOR FEDERAL GOVT EMPLOYEES-ID REQUIRED<br />
36
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Q: How do government travelers<br />
reserve hotel rooms?<br />
A: ??<br />
37
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms.com<br />
10%<br />
TMC/CTO<br />
10%<br />
ETS<br />
18%<br />
Government<br />
FedRooms.c<br />
om<br />
10%<br />
Hotels<br />
Online<br />
6%<br />
Contact<br />
Hotel Direct<br />
56%<br />
Best Practice Corporate Model<br />
<strong>Travel</strong><br />
Agency<br />
31%<br />
Contact<br />
Hotel Direct<br />
4%<br />
Hotels<br />
Online<br />
1%<br />
Online Tool<br />
64%<br />
38
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Summary – GOV Rate vs. FedRooms® Rate<br />
Hotel owned and managed GOVERNMENT RATE (GOV)<br />
• Not managed by the government<br />
• Not necessarily below per diem<br />
• Not necessarily FEMA compliant<br />
• Possible hidden fees<br />
• Cancellation fees<br />
• Early check-out fees<br />
My agency spent $19 per night<br />
above per diem in Orange Park,<br />
FL. Hotel said it’s what<br />
everyone charges the<br />
Government. Can you help me<br />
get $250 back?<br />
39
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Summary – GOV Rate vs. FedRooms® Rate (Cont’d)<br />
<strong>The</strong> FedRooms® Rate<br />
• Managed by the government<br />
• Always at or below per diem<br />
• Always FEMA compliant<br />
• No unadvertised fees<br />
• Cancel by 4pm day of arrival (or later)<br />
• No early check-out fees<br />
40
U.S. General Services Administration<br />
Federal Acquisition Service<br />
NEW FOR 2010!<br />
FedRooms® for Groups & Meetings<br />
41
U.S. General Services Administration<br />
Federal Acquisition Service<br />
‣ FedRooms® for Groups &<br />
Meetings powered by Cvent<br />
− Program testing – 2010<br />
− Free service for government meeting<br />
planners<br />
− Conduct market research for<br />
groups & meetings using FedRooms®<br />
hotels<br />
42
U.S. General Services Administration<br />
Federal Acquisition Service<br />
(Cont’d)<br />
‣FedRooms® for Groups &<br />
Meetings powered by Cvent<br />
• <strong>The</strong> group/meeting planner will go to<br />
www.fedrooms.com and be asked<br />
to complete a check list of important<br />
questions so that we can understand<br />
the group and/or meeting<br />
requirements.<br />
43
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms® for Groups & Meetings (Cont’d)<br />
• FedRooms® hotels will be sent meeting requirements<br />
through Cvent<br />
• Hotels respond within 48-business hours on receipt of<br />
the group and/or meeting requirements<br />
• <strong>The</strong> meeting planner will receive the market research<br />
displaying hotels that can accommodate the event with<br />
associated costs<br />
44
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms® for Groups & Meetings (Cont’d)<br />
45
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms® has your Brand!*<br />
*FedRooms® has over 11,000 participating hotels, all brands may not be listed<br />
46
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms® Awareness Campaign 2010<br />
‣ Agency & traveler benefits<br />
• Program updates<br />
• Pre/mid/post surveys to gauge customer awareness<br />
• Monthly e-mail messages for travelers<br />
• FedRooms® informational flyers<br />
• FedRooms® ads<br />
47
Federal Acquisition Service<br />
U.S. General Services Administration
U.S. General Services Administration<br />
Federal Acquisition Service<br />
FedRooms® Awareness Program (Cont’d)<br />
Continued…<br />
• Quarterly electronic newsletter, advertisements, door<br />
hangers, email banner for agency intranet<br />
• Easy to use marketing toolkit<br />
• Webinars<br />
• Downloadable presentations<br />
49
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Example: Web Banner
U.S. General Services Administration<br />
Federal Acquisition Service<br />
51
U.S. General Services Administration<br />
Federal Acquisition Service<br />
‣ Long Term <strong>Lodging</strong><br />
(formerly Corporate Housing)<br />
• <strong>GSA</strong> Schedule buy<br />
• 30+ nights<br />
• Relocation<br />
• Training<br />
• Single or Group<br />
52
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Long Term <strong>Lodging</strong> (Cont’d)<br />
‣ Schedule 48 TRANSPORTATION, DELIVERY AND RELOCATION<br />
SOLUTIONS<br />
Category Description-Special Item Number (SIN) 653-9 Long Term<br />
<strong>Lodging</strong> - Commercial services for the provision of corporate housing<br />
lodging services in an apartment/condominium type property<br />
53
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Long Term <strong>Lodging</strong> (Cont’d)<br />
‣ Accommodations for extended stays of 30 nights or more<br />
‣ Completely furnished apartment or condo-type properties<br />
‣ Located US wide and convenient to military bases and<br />
federal facilities<br />
‣ Ideal for--<br />
• Extended training<br />
• Temporary housing or relocation<br />
54
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Long Term <strong>Lodging</strong>…How to Book<br />
• Consult with your organization’s Contracting Officer (CO) on<br />
Agency policy<br />
• All Schedule contract terms & conditions, and pricing is posted<br />
• Standard ordering procedures for <strong>GSA</strong> Multiple Award<br />
Schedule contracts as stipulated by FAR 8.4<br />
• Individuals may buy direct and pay with travel charge card<br />
(per Agency policy)<br />
• Agency may buy direct (per Agency policy)<br />
55
Long Term <strong>Lodging</strong><br />
(formerly Corporate Housing)<br />
U.S. General Services Administration<br />
Federal Acquisition Service<br />
56
U.S. General Services Administration<br />
Federal Acquisition Service<br />
‣ Emergency <strong>Lodging</strong> Services<br />
• For lodging when there is a<br />
disaster and/or emergency<br />
• Special/limited use<br />
• Think ahead, prepare<br />
• www.gsa.gov/lodging Select<br />
Emergency <strong>Lodging</strong> Services<br />
57
U.S. General Services Administration<br />
Federal Acquisition Service<br />
Emergency <strong>Lodging</strong> Services<br />
‣ <strong>GSA</strong> established a Blanket Purchase Agreement (BPA) with<br />
a hotel industry expert to provide assistance to agencies<br />
‣ Vendor secures accommodations for disaster/emergency<br />
victims and relief/emergency support personnel<br />
‣ Currently, there are 33 authorized users of the BPA<br />
‣ BPA can also be used by individuals on TDY when traveling<br />
to an area affected by disaster<br />
‣ Re-procurement in 2010<br />
58
U.S. General Services Administration<br />
Federal Acquisition Service<br />
‣ Program began in 2005 as a result of hurricane Katrina<br />
‣ 28 Million room nights have been used to date to support disasters<br />
‣ $150 Million has been saved supporting Katrina victims alone<br />
59
U.S. General Services Administration<br />
Federal Acquisition Service<br />
‣ Continuity of Operations (COOP) lodging<br />
• Identify quality lodging prior to a COOP event<br />
• Book Coop personnel in blocked rooms during a COOP event<br />
• Consolidate and audit billing after a COOP event<br />
‣ Benefits<br />
• Dedicated company to ensure that specified activities are<br />
completed to your satisfaction<br />
• Clearly defined role definitions for support as it relates to the<br />
mission or emergency<br />
• One central focal point to meet needs and requirements<br />
• An on staff “expert” as an advocate for your needs<br />
60
U.S. General Services Administration<br />
Federal Acquisition Service<br />
<strong>GSA</strong> <strong>Lodging</strong>® Contact Information<br />
<strong>GSA</strong> <strong>Travel</strong> <strong>Programs</strong><br />
1-888-472-5585<br />
Fax (703) 605-9934<br />
<strong>Travel</strong>.<strong>Programs</strong>@gsa.gov<br />
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