Federal Acquisition Service U.S. General Services Administration GSA Lodging® Programs Providing Quality and Service at Properties Worldwide Rick Freda

Federal Acquisition Service

U.S. General Services Administration

GSA Lodging® ProgramsGSA Lodging® ProgramsProviding Quality and Service at Properties WorldwideProviding Quality and Service at Properties Worldwide

Rick FredaGSA FAS Lodging Program Manager

GSA Training Conference and ExpoMay 4-6, 2010

Rick FredaGSA FAS Lodging Program Manager

GSA Training Conference and ExpoMay 4-6, 2010



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GSA Lodging® Programs www.gsa.gov/lodging

Variety of lodging programs to support customers and agencies

FedRooms® - Transient (1 – 29 nights)

Long Term Lodging (30+ nights)

Emergency Lodging Services



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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)



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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



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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



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Who can use FedRooms®?

FedRooms® rates are available to all federal government employees on official travel.



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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



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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



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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)



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How to Reserve FedRooms® Hotel ASK for the FedRooms® RATE!

ETS or DTS TMC or CTO www.fedrooms.com 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



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Lodging Program StakeholdersHoteliers

Low program participation fees Increased exposure in all government distribution channels Government sponsored program marketing and

communicationTravel Agencies

Quick access to FedRooms® rates Managed global hotel program

ETS and DTS GDS accessible rates



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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



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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)



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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



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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!



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Snapshots of ETS

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

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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Behind the scene!



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GDS Examples

** DIRECT CONNECT AVAILABILITY **

** LUXURY COLLECTION RESPONSE **

LC0026049 FAIRFAX AT EMBASSY ROW DC DCA

ADDR- 2100 MASSACHUSETTS AVE. NW 11MAY - 2NT1

WASHINGTON DC 20008 EMBASSY ROW

PHONE- 1-202-293-2100 ** SELL 0H1‡LINENBR

FAX- 1-202-293-0641

TAXES- 14.50 PCT

RATING- NTM 5 CROWN

1 2D XVU: FEDROOMS PROGRAM. FEDE 226.00USD 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 382.50USD GUAR /C-1D

NOT VALID FOR GOVERNMENT CONTRACTED VENDORS

HARP 206287

5 Crown

** DIRECT CONNECT AVAILABILITY **

** HAMPTON INN RESPONSE **

HX0004144 HAMPTON INN MANHATTAN TIMES SQ JFK

ADDR- 851 EIGHTH AVENUE 14JUN - 1NT1

NEW YORK NY 10019 DOWNTOWN FROM APT


FAX- 1-212-974-7502

TAXES- 14.75PCT T

RATING- NTM 2 CROWN

1 FEDROOMS 248.00USD GUAR /C-6P

1 KING BED NONSMOKING

FREE HI SPEED-LAPDESK-CURVED SHOWER ROD

2 FEDROOMS 318.00USD GUAR /C-6P

2 QUEEN BEDS NONSMOKING


4 US FED GVT MILITARY RT IS WITH 318.00USD GUAR /C-24H

2 QUEEN BEDS NONSMOKING


19 BEST AVAILABLE RATE 249.00USD GUAR /C-24H

1 KING BED NONSMOKING




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** HYATT HOTELS AND RESORTS RESPONSE **

HY0000955 HYATT REGENCY CHICAGO ORD

ADDR- 151 EAST WACKER DRIVE 14JUN - 2NT1

CHICAGO IL 60601 DOWNTOWN


FAX- 1-312-239-4412

TAXES- 15.4PCT ST15.4PCT OC

11.5PCT FA

RATING- NTM 4 CROWN

1 FEDROOMS 1 KING ROOM 211.00USD GUAR /C-4P C

TTL TAX 64.99

APPROX. TOTAL PRICE 486.99 USD

INCLUDES TAXES AND SURCHARGES

1 GRAND BED:IHOME STATION:LRG PLASMA TV:

FREE TRANSPORTATION COMP 24 HR. GYM

3 1 KING ROOM 299.00USD GUAR /C-24H C

TTL TAX 92.09



1 GRAND BED:IHOME STATION:LRG PLASMA TV:

4 DDBL BED ROOM 299.00USD GUAR /C-24H C

TTL TAX 92.09



SI0020935 SHERATON SUITES SAN DIEGO SAN

ADDR- 701 A STREET 14JUN - 2NT1

SAN DIEGO CA 92101 DOWNTOWN SAN DIEGO

PHONE- 619-696-9800 ** SELL 0H1‡LINENBR

FAX- 619-696-1555

TAXES- 12.57 PCT

RATING- NTM 3 CROWN

1 1K XVU: FEDROOMS PROGRAM. FEDE 137.00USD 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 147.00USD GUAR /C-1D NC

NOT VALID FOR GOVERNMENT CONTRACTED VENDORS

GOVERNMENT EMPLOYEE ID REQUIRED . CHECK-IN

1 1K : BEST AVAILABLE RATE 185.00USD GUAR /C-1D C

2 ROOM SUITE NON-SMOKING:LIVING AREA WITH

PULLOUT SOFA:32 INCH FLAT SCREEN LCD TV



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Government

FedRooms.com10%

Best Practice Corporate Model



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“Go Green” on fedrooms.gov

Hotel groups have opportunity to add links to showcase “Green” initiatives



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$5 below per diem

$56 below per

diem



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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?



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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



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FedRooms® has your Brand!*

*FedRooms® has over 11,000 participating hotels, all brands may not be listed



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FedRooms® Awareness Campaign – April 2010

Toolkit to display agency and traveler benefits Program updates Pre/mid/post surveys to gauge customer awareness Monthly e-mail messages for travelers FedRooms® informational flyers

FedRooms® ads



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Continued… Quarterly electronic newsletter, advertisements, door

hangers, email banner for agency intranet Easy to use marketing toolkit Webinars Downloadable presentations

FedRooms® Awareness Program (Cont’d)



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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



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FedRooms® for Groups & Meetings (Cont’d)

FedRooms® for Groups & Meetings powered by Cvent

• The group/meeting planner will go to www.fedrooms.com and be asked to complete a check list of important questions so that we can understand the group and/or meeting requirements.



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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



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FedRooms® for Groups & Meetings



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Long Term Lodging (formerly Corporate Housing)

• 30+ nights• Relocation• Training• Single or Group



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Long Term Lodging (Cont’d)

Schedule 48 TRANSPORTATION, DELIVERY AND RELOCATION SOLUTIONS

Category Description-Special Item Number (SIN) 653 9 Long Term Lodging - Commercial services for the provision of corporate housing lodging services in an apartment/condominium type property



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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



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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)



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Long Term Lodging (formerly Corporate Housing)



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Emergency Lodging Services• For lodging when there is a

disaster and/or emergency• Special/limited use• Think ahead, prepare• www.gsa.gov/lodging Select




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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



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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



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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



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GSA Lodging® Contact Information

GSA Travel Programs1-888-472-5585

Fax (703) [email protected]

Documents

Federal Acquisition Service U.S. General Services Administration GSA Lodging® Programs Providing Quality and Service at Properties Worldwide Rick Freda