LETTER TO DONALD C. J. GRAY FROM WILLIAM F. DONNELLY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89G00643R000900170023-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 23, 2016
• Document Release Date: December 20, 2011
• Sequence Number: 23
• Content Type: LETTER

Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89GO0643R000900170023-5
D
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
GSA Proposal Concerning Reimbursable Travel
Expenses for Contractors
John M. Ray
Director of Logistics
STAT
TO: (Officer designation, room number, and
building)
STAT-
1 1.
EXA/DDA
7D18 Has
DDA
7D18 Hqs
31
Mt ~J%jw S.
3
3I
". 4PR 1987
FFI R'
INITIALS
COMMENTS (Number each comment to show from whom
to whom. Draw o line across column after each comment.)
Attached at the request
of the EXA/DDA is a
proposed response from the
DDA to the Commissioner of
GSA concerning a recent
proposal sent from GSA to
the DDA.
John M. Ray
6 6 -
FORM USE PREVIOUS it U.S. Government Printing Office: 1 91 5-4/4-5 34/4 5 1 5 6
90 610 EDITIONS
Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89GO0643R000900170023-5
 Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89GO0643R000900170023-5
ST
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
GSA Proposal Concerning Reimbursable Travel
Expenses for Contractors
FROM:
EXTENSION NO. DD A Ref-'''tr
John M. Ray
Director of Logistics
DATE
27 March 1987
T : (Officer designation, room number, and DATE
building)
OFFICER'S COMMENTS (Number each comment to show from whom
INITIALS o whom. Draw a line across column after each comment.)
RECEIVED FORWARDED
1. EXA/DDA
Attached at the request
7D18 H s
of the EXA/DDA is a
2.
proposed response from the
DDA
DDA to the Commissioner of
7D18 H s
GSA concerning a recent
3.
proposal sent from GSA to
the DDA.
4.
4T
John M. Ray
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
FORM 61 A use E-TREVISUS * U.S. aowrnment Printing Office: 1SSS- 4S4-534/4/15{
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Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89G00643R000900170023-5
 Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89GO0643R000900170023-5
Central Intelligence Agency
Mr. Donald C. J. Gray
General Services Administration
Federal Supply Service
Washington, DC 20406
Dear Mr. Gray:
IDD AR(,
This letter is a response to your letter to me dated
24 February 1987 regarding a General Services Administration
(GSA) proposal concerning reimbursable travel expenses for
contractors. We generally support the GSA proposal which could
indeed provide a significant savings to the Federal Government.
This new proposal, however, could present some unacceptable
security risks by identifying our contractors with us. Thus,
this Agency may not be able to implement the GSA proposal in
total, but should use what it can, given the security
constraints. In particular, these constraints may preclude us
from participating in GSA's expanded access to travel discounts.
In September 1984, the CIA requested and received approval
from the Administrator of GSA to contract with commercial travel
agents for the procurement of passenger transportation and
travel services for official travel. This approval was given on
the understanding that travel arrangements negotiated under CIA
contracts would comply with the Federal Acquisition Regulations,
and reimbursements to contractors for transportation would be
limited to actual carrier rates issued to Government travelers
for official travel. Under the terms of this special
delegation, GSA would not receive any management information
regarding Agency travel.
For your information, we have already implemented successful
procedures at CIA to reduce the cost of contractor travel, which
expanded the application of Government discounts to travel
expenses they incur on our behalf. Those procedures which apply
to unclassified contracts include authorization, where
appropriate, to use Government discount fares, the use of a GTR
number, and appropriate contractual provisions for contractor
reporting of travel activity and resulting savings.
Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89GO0643R000900170023-5
 Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89GO0643R000900170023-5
Mr. Donald C. J. Gray
These procedures are especially attractive because they
allow a company to continue its normal travel operations with a
minimum of disruption to the contractor and the Government.
Agency contracting activities have effectively utilized this
procedure for almost two years and have achieved significant
savings. For example, travel savings (direct costs only)
amounting to several hundred thousand dollars were reported by
contractors in 1986. Further cost reductions will be achieved
as more and more contracts reflect this process.
Although we are generally unable to disclose the travel
requirements of our Agency vendors to GSA or any outside
organization, we suggest that GSA keep us advised of progress in
this area and we will continue exploring means of reaping
savings given our security constraints.
STAT
William F. Donnelly
Deputy Director of Administration
Central Intelligence Agency
Declassified in Part - Sanitized Copy Approved for Release 2011/12/20: CIA-RDP89GO0643R000900170023-5