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HomeMy WebLinkAboutRFP - P687 TRAVEL MANAGEMENT SERVICES101 City of Fort Collins Purchasing CITY OF FORT COLLINS ADDENDUM No. 1 0 July 14, 1998 SPECIFICATIONS AND CONTRACT DOCUMENTS O Description of Proposal P-687 Travel Management Services OPENING DATE July 23, 1998, 2 30p m (Our Clock) O To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made Change opening date from July 23, 1998 to August 11, 1998, 2:30p.m. (Our Clock) ® Change the second sentence of RFP cover letter from The City anticipates negotiation with a maximum of five (5) contracts with authorized travel agencies/travel management centers for official, government travel by City Personnel Change to The City anticipates negotiating one or two contracts with authorized travel agencies/travel management centers for official, 0 government travel by City personnel. Section 1 0 Proposal Requirements, 1 1 General Description - Change second sentence from The City anticipates entering into a maximum of five (5) contracts with authorized travel agencies ® for official travel by City Personnel Change to The City anticipates negotiating one or two contracts with authorized travel agencies/travel management centers for official, government travel by City personnel. 0 Contact Jim Hume, CPPB, Buyer, at 970-221-6776 if you have questions 0 RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THATTHIS ADDENDUM HAS BEEN RECEIVED. 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 time without cause by providing written notice of termination to the Service Provider Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses City: Service Provider: City of Fort Collins Purchasing ® PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services ® rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement Such payment shall be the Service Provider's sole right and remedy for such termination Q 6. Contract Sum The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the amounts invoiced and properly due for travel expenses, either F, J via the Diners Club account or via direct payment 7. City Representative The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement All requests concerning this agreement shall be directed to the City Representative 8. Independent Service provider The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins The City shall not be responsible for withholding any u portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose 9. Personal Services It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City 9 10. Acceptance Not Waiver The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement 11. Warranty Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature 12 Default Each and every term and condition hereof shall be deemed to be a material element of this ® Agreement In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof 13. Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period often (10) days within which to cure said default In the event the default remains uncorrected, the party declaring default may elect to a Terminate the Agreement and seek damages, b Treat the Agreement as continuing and require specific performance, or ® c Avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default R 14. Binding Effect This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and ' assigns of said parties. 15. Indemnity/Insurance a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or 10 ® occurring in connection with the performance of any service hereunder b The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property c Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an ® additional insured under this Agreement of the type and with the limits specified within Exhibit _, consisting of (_) pages[s], attached hereto and incorporated herein by this reference The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk ® Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City 16. Entire Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties Covenants or representations not contained in this Agreement shall not be binding on the parties ® 17. Law/Severability The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render ® unenforceable any other provision of this Agreement. 18. Special Provisions [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement ® are set forth in Exhibit _, consisting of page[s], attached hereto and incorporated herein by this reference 11 0 EXHIBIT C ® YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY Section 1 Contractor hereby certifies that all information resources or systems to be provided or used in connection with the performance of this Agreement are "Year 2000 Compliant', except ® as otherwise expressly described in Section 2, below "Year 2000 Compliant' shall mean that information resources meet the following criteria a Data structures (e g , databases, data files) provide 4-digit date century recognition For example, "1996" provides date century recognition, "96" does not b Stored data contains date century recognition, including (but not limited to) data stored in databases and hardware/device internal system dates ® c Calculations and programs logic accommodate both same century and multi -century formulas and date values Calculations and logic include (but are not limited to) sort algorithms, calendar generation, event recognition, and all processing actions that use or produce date values ® d Interfaces (to and from other systems or organizations) prevent non -compliant dates and data from entering any state system e User interfaces (i e , screens, reports, etc ) accurately show 4 digit years ® f Year 2000 is correctly treated as a leap year within all calculation and calendar logic Section 2 Contractor has identified the following information resources or systems that will be provided or used in connection with the performance of this Agreement that are not, or will not by ® December 1, 1998, be Year 2000 Compliant 0 1 Z IF Section 3 a Contractor hereby certifies that the instances of information resources or systems ® not Year 2000 Compliant identified in Section 2, above, will be Year 2000 Compliant no later than December 1, 1998, and that Contractor shall notify the City of the status of Year 2000 Compliance for such resources or systems upon the earlier of the date Year 2000 Compliance is achieved or on June 30, 1999 b Contractor hereby certifies that the instances of information resources or systems identified in Section 2, above, as not Year 2000 Compliant, and for which Year 2000 Compliance is or will not be achieved by December 1, 1998, are not related to and do not impair the performance by Contractor of the terms of this Agreement, and do not produce new non -compliant information resources or systems Section 4 Contractor agrees to notify the City immediately of any information resources or systems that are not Year 2000 Compliant upon encountering the same in connection with the 0 performance of the Agreement, including without limitation any information resources or systems in use by Contractor in the performance of the Agreement or information resources or systems of the City regarding which Contractor obtains information in the course of its performance of the Agreement Section 5 Contractor agrees to permit examination, by the City or agents thereof, of any and all information resources and systems in use in connection with this Agreement, and related Year 2000 Compliance implementation plans, in order to evaluate Year 2000 Compliance and potential implications of the same for the City and for performance of the Agreement Section 6 The Contractor shall indemnify and hold harmless the City, and its officers, agents and employees, from and against all claims, damages, losses, and expenses, including attorneys fees, arising out of or resulting from the Contractor's failure to disclose instances of information rJ resources or systems that are not Year 2000 Compliant, or failure to comply with the terms of this Exhibit C a 0 2 AGG I E �307 South College Avenue TraVe7��� Wort Colorado 80524 V ll Sort Collins,Col-1235 INTERNATIONAL 970/484-6997 FAX Boulder/Fort Collins/Greeley eAugust 10, 1998 James B O'Neill II, CPPO City of Fort Collins Purchasing Division 256 Nest Mountain Fort Collins, CO 80521 Dear Mr O'Neill, Thank you for considering the enclosed pioposal for Aggie TraveIPOINTS (ATPI) to serve as the primary vendor to provide travel management services for the City of Fort Collins ATPI appreciates the opportunity the City of Fort Collins has extended to us and we are offering the City our travel management services as outlined in the proposal materials I believe ATPI offers four significant benefits to the City of Fort Collins now and in the future • ATPI has a dedicated corporate department and personnel to handle your account ■ ATPI has knowledgeable, experienced corporate travel agents ATPI has 40 years experience in providing travel services to corporate customers a ATPI has negotiated pricing concessions and can offer exclusive airfare pricing to major US cities ATPI has a long history of providing unparalleled travel management services to the City of Fort Collins and we pledge to continue offering the best service possible If you have any questions or need further information, please feel free to contact me at 482-1235 Sincerely, Ann M James Owner/Manager 1745 15th Street 1350 College Avenue 1112 Oakridge Suite 113 3632 B west IOth Street FO Box 2160 Boulder Colorado 80302 Fort Collins Colorado 80525 Bittersweet Plaza Boulder Colorado 80306 303/443-2021 970/223-7999 Greeley Colorado 80634 e 3031442-2340 303/442-2743 FAX 303/442�246 FAX 970/223 1241 FAX 970/356-5080 970/356-0844 FAX 1 0 0 Company History & Experience in Travel Management Services Aggie TravelPOWTS (ATPI) ATPI was formed in 1957: ■ Privately held corporation ■ Owners Don James, Andy James, Ann James, Becky Joyce, and D'ann Duft ■ 70 Employees ■ Fiscal 1997 sales of $25 million ■ Corporate travel accounts for over 60% of our total business ■ Continually grown through new business along the front range of Colorado Service Locations: James TravelPoints 1745 15th Street Boulder PH 442-2340 James TravelPOINTS 1350 College Boulder PH 443-2021 ATPI 307 So College Ft Collins PH 482-1235 ATPI 1112 Oakndge Ft Collins PH 223-7999 TravelPOINTS Bittersweet Plaza Greeley PH 356-5080 ATPI is a member of Hickory Travel Systems: ■ $4 billion company ■ 500 offices worldwide ■ 24-hour toll -free emergency service ■ Most renowned international rate desk in the industry ■ Hotel program with negotiated rates and block space program ■ Hickory affiliated office locations More than 60 affiliated full service agencies within all regions in the United States We have 1 I internationally affiliated agencies with 500 worldwide offices ATPI is committed to customer service We are working toward error free performance 1 within our company ATPI's company motto is C.R.E.W.S.: Customer Relations Evolve With Satisfaction Our mission is to provide our clients with devoted, dedicated, and consistent service ATPI Vision ■ Focus on Corporate travel needs and services required by corporate travelers ■ Strive to be state-of-the-art with products, services, and technologies for our customers' benefit ■ Strive to be one of the top five independent travel companies in Colorado in terms of sales and products ■ Encourage and support involvement in community affairs ® ATPI offers to its customers: fi Exclusive Business Travel Department - A separate corporate travel department allows businesses to call our agent direct Our top agents work with our preferred 1 customers handling only corporate travel arrangements Our agents build a business • relationship with our clients to know their travel needs and wants Dedicated Travel Agents - Our corporate travel agents have a minimum of 10 years of experience in dealing with domestic and international travel for business Agent accessibility for our travelers calling in is our priority ATPI will assign three corporate travel consultants (Ana Romer, Janella Mann, Dawn Gehring) as the City's primary travel agents if any of the three are not available, ATPI has other leisure travel agents as back-up for holidays and sick days • Customer Support - ATPI will support, monitor, and maintain any travel policy in place to maintain the goals and objectives of cost containment ATPI will help negotiate airfare programs with the major airlines and monitor and support any preferred hotel and car programs in place • Open 7 days a Week - ATPI will provide travel reservation access 7 days a week ATPI normal business hours Monday - Friday, 8 00 a in to 5 00 p m ATPI after-hours reservations Monday - Friday, 5 00 p in to 8 00 p in , Saturday & Sunday, 9 00 a in to 5 00 p in ■ 24 Hour Toll Free Reservations - A toll free 800 line is available to ATPI preferred corporate accounts for travelers to change existing or make new reservations during periods when ATPI is normally closed Travelers may call to make airline hotel and car reservations 7 days a week, 365 days a year through an unmatched after-hours reservation program provided by Hickory Travel Systems The toll free number is 1-800-343-0309 • Ticket Delivery - Delivery of ticket/travel documents on a daily basis, Monday through Friday ■ Time Savings - Our experienced agents will search all the airlines, hotels, car rental companies, and any other travel related request for the schedule and pricing option that fits your needs • Personalized Travel Arrangements - Our agents know your travel needs by maintaining profiles of your travel preferences (credit card numbers, seat requests, frequent flyer, special meals, fax numbers, etc ) ■ Timely Information - Our agents will return calls within a timely manner with information and options that best fit your travel needs so you can make an informed decision ■ Unbiased Source of Information - As our customer, we will provide you with more in-depth information about airlines, hotels, resorts, car rentals, destination information, travel restrictions, travel promotions, and special vacation get -a -ways International Travel - Our agents have access to and knowledge about the major carriers and consolidators for international pricing options ■ No Pressure to Buy - Our agents will hold and monitor your reservations for a minimum of 24 hours so you can confirm your appointments and dates if needed or make additional changes before buying the airline ticket ■ Exchanges - Our agents can exchange non-refundable tickets toward the purchase of a new ticket, instead of your travelers having to go to the airport to exchange tickets • Problems - Our travel agents help find solutions to any problems that may occur 2 References Aggie TravelPO1NTS (ATPI) ATPI is proud of the service it offers to corporate customers, including National Pet Care 4 years of service 736 Whalers Way, Bldg F Fort Collins, CO 80525 (970)226-6632 Contact Gary Burge Baker Instruments 1 I years of service 4812 McMurray Ave Fort Collins, CO 80525 (970)282-1200 Contact Dave Schump Lobar (major Fort Collins construction firm) 16 years of service 313 Lincoln Court Fort Collins, CO 80522 G (970)493-9095 ® Contact William McCullough BARI (Busch Agricultural Research Institute) 7 years of service 3515E County Road 52 Fort Collins, CO 80524 (970) 221-5622 Contact Les Wright ESC (Electrical Systems Consultants) 8 years of service 212 W Mulberry Street Fort Collins, CO 80524 (970)224-9100 Contact Jerry Hager U L H 3.1 Contractor Requirements 3 1 (la) Describe your company's demonstrated ability to provide automated reservation and ticketing services provide your company's average response lime to requests placed via telephone, far, and electronic marl Detail the company's system interface and reporting capabilities Aggie TravelPOINTS (ATPI) management reporting and automation needs are provided by SystemOne -Amadeus SystemOne Amadeus, the largest central reservation system in the world, provides the process to make airline reservations, car rental and hotel reservations, fare complex itineraries for domestic and international travel, and last minute seat availability 1 ATPI average response time is 30 minutes Travelers or travel coordinators will be able to contact ATPI directly from 8 00 a in to 5 00 p in , Monday through Friday A traveler may request a reservation by calling, faxing, or a -mailing ATPI Corporate Department ATPI is able to secure the lowest fares available for the traveler's itinerary booked Once the traveler's reservation has been ticketed, the ticket is delivered as a paper ticket or E-Ticket (Electronic paperless ticket) to the traveler's office The traveler's information is then transferred into MAX, for future reference and reporting needs Our back room accounting system, MAX, supports an integrated accounting system that maintains accurate data for monitoring business activity and a company's travel activities MAX provides comprehensive travel industry accounting, including ARC reporting, automated ARC refunds, financial and custom reports, commission tracking, multi -company general ledgers, and magnetic tape reconciliation MAX corporate reports show where travelers go, how much they spend, and where they spend it The information e collected from the traveler's itinerary interfaced into MAX contains the invoices for the selected employee, account number, airline segments, fares, form of payment, travel agent, fare basis codes, ticket number, authorization number, date issued, and travel dates ATPI is able to provide the following standardized reports • Travel Cost Summary Report - List of tickets issued, invoice number, Travel Authorization number, the amount, and date ■ Travel Hotel & Car Summary Report - List of the average hotel & car rental rate ■ Dollar Savings & Cost Containment Report - List of the information combinations, including a detailed listing of the lowest fare, amount paid, regular fare, savings, potential savings, and lost savings 0 City Pair Analysis - This report lust the top 10 cities traveled to and the cost per segment per carrier • Airline Market Share Analysis - This report identifies frequently traveled city pairs by carrier, the number of segments flown in each city pair, and in which class of service customers fly for validating and non validating carriers a Account Summary Report - List of the traveler, total ticket purchase, average ticket cost, average hotel cost, and average car rental cost U Administrative Services Purchasing Division REQUEST FOR PROPOSAL City of Fort Collins CITY OF FORT COLLINS TRAVEL MANAGEMENT SERVICES PROPOSAL NO. P-687 ® The City of Fort Collins is soliciting proposals from qualified and competent contractors to provide Travel Management Services required by various City departments The City anticipates negotiation with a maximum of five (5) contracts with authorized travel agencies/travel management centers for official, government travel by City personnel ® Written proposals, four (4) copies, will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521 Proposals will be received before 2 30P M (our clock), July 23, 1998 Proposal No. P-687 Questions concerning the scope of the project should be directed to the Project Manager, Rita Welch, (970) 221-6770 ext 7438 Questions regarding proposal submittal or process should be directed to Jim Hume, Buyer (970) 221-6776 Sales Prohibited/Conflict of Interest No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Collusive or sham proposals. Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, �- Jirpes B. O'Neill II, CPPO rector of Purchasing & Risk Management 3 1 (2a) Provide resumes of three o more employees designated for potential assignment to the City Describe the professional andpersonal qualifications in the delivery of volume travel services Include professional membership designations and certification achievements Outline employee selection process, company training programs, and continuing education opportunities ATPI has an exclusive corporate travel department to handle City of Fort Collins business travel needs for domestic and international reservations ATPI also has dedicated management to assist the City of Fort Collins with its particular travel needs Our team is accessible and available to you Ms. Ana Romero, Corporate Travel Agent 1983-present, Corporate Travel Agent, ATPI Ana has worked for ATPI for the past 15 years She is a very efficient and error free agent with extensive knowledge in international and domestic travel arrangement She is the top producing agent in our office Her yearly sales have exceeded 1 million She has her Certified Travel Consultant Certification and speaks fluent Spanish Ms. Janella Marin, Corporate Travel Agent. 199 1 -present, Corporate Travel Agent for ATPI Janella has been with ATPI for over 7 years She is highly regarded for her 1 knowledge with corporate planning and customer service skills She has arranged travel for many corporate groups She coordinated 3 groups with 70 passengers per group last year She has a photographic memory and her computer skills are beyond reproach Ms. Dawn Gehring, Corporate Travel Agent: 1992-present, Corporate Travel Agent, ATPI Dawn has a very loyal client base that she has built over the many years that she has worked in the travel industry Dawn has extensive knowledge in domestic and international faring Dawn is a very efficient and capable corporate travel agent who has worked for ATPI for over 6 years and sold travel for over 20 years Ms. Ann James, Manager/Owner: 20 years with ATPI ■ Provide leadership and management to two comprehensive travel agencies, including personnel and training ■ Maintain a network of industry contacts cross the United States and around the world j to ensure quality and dependability for leisure travel f� 0 Update and incorporate into daily business practices the latest information and advancements in travel and travel technology ■ Manage a $7,000,000 budget 0 Provide leadership in marketing ATPI's comprehensive travel services throughout northern Colorado • Solicit new corporate and individual accounts ■ Member, Fort Collins Chamber of Commerce (1978-present) 0 Member, Better Business Bureau (1988-present) ■ Volunteer, Poudre School District Volunteer, Poudre Hospital Foundation (1988-present) ■ Sponsor, Lincoln Center Travelogue Series (1997-present) E ^' Member, Downtown Business Association (1987-present) • Board of Directors, Downtown Business Association (1998-present) • Member, Breakfast Rotary (1994-present) ■ Board of Directors, Breakfast Rotary (1998-present) ATPI encourages ongoing training and education for its employees through the following ■ Weekly Sales Meeting - Each week ATPI holds a sales meeting to review new products and or procedures within the office Agents are informed of new updates, Q computer enhancements, or destination updates • CRS Training - Amadeus has semi-annual or quarterly in-house CRS (Computer Reservation System) training An Amadeus trainer visits our office for enhanced training on select areas Agents have the opportumty to review international pncing, new hotel and car formats, updated Inks with new airlines, car rental companies, and hotel firms, new quality control features, and updates on traveler profile management ■ Monthly Destination Training - ATPI hosts a monthly destination information meeting Preferred tour and cruise vendors educate staff on a specific destination and points of interest a client may ask about • C.T.C. (Certified Travel Consultant) - ATPi encourages its travel agents to complete the C T C program after 3 years of full-time employment with ATPI C T C is a 2-year comprehensive travel agent training program 3 1 (3a) Submit your company's plan for managing the delivery of the travel services Describe how you plan to ensure sufficient staffing and project resources for the timely delivery of travel serwcev ATPI Vision • Focus on Corporate travel needs and services required by corporate travelers • Strive to be state-of-the-art with products, services, and technologies for our customers' benefit • Strive to be one of the top five independent travel companies in Colorado in terms of sales and products ■ Encourage and support involvement in community affairs Over the past several years, there have been a number of significant changes in the way travel agencies are compensated for their services These changes have forced some agencies to choose between (1) reducing the number and quality of services an agency offers its clients, and (2) continuing to provide and expand the quality services that offer needed and valuable benefits to our travelers Beginning October 1, 1997 ATPI took a major step toward improved customer service and made a long-term commitment to helping its customers fulfill and exceed their travel objectives at the optimum value possible In order to continue providing the highest level of service and value, ATPI instituted the following transaction fees on just few of the many services we offer • Transaction Handling Fee per ticket $10 00 (Reservations with multiple passengers, maximum charge $20 00) 0 Ticket Exchange $10 00 • Airline Coupon Redemption fee $20 00 • Visas processing fee $25 00 • Passport Photos $10 00 ■ Lost Ticket Application $20 00 1 In return, ATPI continues to offer to its customers ■ Exclusive Business Travel Department - A separate corporate travel department allows businesses to call our agent direct Our top agents work with our preferred customers handling only corporate travel arrangements Our agents build a business relationship with our clients to know their travel needs and wants ■ Dedicated Travel Agents - Our corporate travel agents have a rnmimum of 10 years of experience in dealing with domestic and international travel for business Agent accessibility for our travelers calling in is our priority ATPI will assign three corporate travel consultants (Ana Romer, Janella Mann, Dawn Gehring) as the City's primary travel agents If any of the three are not available, ATPI has other leisure travel agents as back-up for holidays and sick days ■ Customer Support - ATPI will support, monitor, and maintain any travel policy in place to maintain the goals and objectives of cost containment ATPI will help negotiate airfare programs with the major airlines and monitor and support any preferred hotel and car programs in place • Open 7 days a Week - ATPI will provide travel reservation access 7 days a week ATPI normal husmess hours Monday - Friday, 8 00 a m to 5 00 p in ATPI after-hours reservations Monday - Friday, 5 00 p m to 8 00 p m , Saturday & Sunday, 9 00 a in to 5 00 p in ■ 24 Hour Toll Free Reservations - A toll free 800 line is available to ATPI preferred corporate accounts for travelers to change existing or make new reservations during penods when ATPI is normally closed Travelers may call to make airline hotel and car reservations 7 days a week, 365 days a year through an unmatched after-hours reservation program provided by Hickory Travel Systems The toll free number is 1-800-343-0309 ■ Ticket Delivery - Delivery of ticket/travel documents on a daily basis, Monday through Friday ■ Time Savings - Our experienced agents will search all the airlines, hotels, car rental companies, and any other travel related request for the schedule and pricing option that fits your needs • Personalized Travel Arrangements - Our agents know your travel needs by maintaining profiles of your travel preferences (credit card numbers, seat requests, frequent flyer, special meals, fax numbers, etc ) ■ Timely Information - Our agents will return calls within a timely manner with information and options that best fit your travel needs so you can make an informed decision ■ Unbiased Source of Information - As our customer, we will provide you with more in-depth information about airlines, hotels, resorts, car rentals, destination information, travel restrictions, travel promotions, and special vacation get -a -ways 4 a• International Travel - Our agents have access to and knowledge about the major carvers and consolidators for international pricing options ■ No Pressure to Buy - Our agents will hold and monitor your reservations for a minimum of 24 hours so you can confirm your appointments and dates if needed or make additional changes before buying the airline ticket ■ Exchanges - Our agents can exchange non-refundable tickets toward the purchase of a new ticket, instead of your travelers having to go to the airport to exchange tickets • Problems - Our travel agents help find solutions to any problems that may occur 3.2 Services to be Provided by Contractors a1. Fares 3 2 (la) Describe your company's background in volume travel service delivery, listing current and past contracts for all modes of travel, lodging, and car rental, and your experience in negotiating advantageous rates m all designations ATPI was formed in 1957: ■ Privately held corporation • Owners Don James, Andy James, Ann James, Becky Joyce, and D'ann Dull • 70 Employees • Fiscal 1997 sales of $25 million • Corporate travel accounts for over 60% of our total business • Continually grown through new business along the front range of Colorado Service Locations: James TravelPoints 1745 15th Street Boulder PH 442-2340 James TravelPOINTS 1350 College Boulder PH 443-2021 ATPI 307 So College Ft Collins PH 482-1235 ATPI 1112 Oakndge Ft Collins PH 223-7999 TraveIPOINTS Bittersweet Plaza Greeley PH 356-5080 ATPI is a member of Hickory Travel Systems: • $4 billion company • 500 offices worldwide • 24-hour toll -free emergency service ■ Most renowned international rate desk in the industry • Hotel program with negotiated rates and block space program ■ Hickory affiliated office locations More than 60 affiliated full service agencies within all regions in the United States We have 11 internationally affiliated agencies with a500 worldwide offices ATPI has airline ticketing agreements with all the major airlines for domestic and international travel, cruise and tour companies, hotel and car rental agencies ATPI also has negotiated airline discount programs for our specific use and needs with specific carvers Listed below are the corporate discount programs available to our clients 5 TWA Domestic Airfares Discount Program • 25% discount on all TWA Flights F25/C25/Y25 except non -stops to/from St Louis • 15% discount on all other TWA published fares 0 10% discount on all non -stops to/from St Louis TWA International Business Class Airfare Agreement From Denver to one way MILAN $1725 LONDON $1925 BARCELONA $1600 MADRID $1600 PARIS $1600 LISBON $1600 ROME $1735 TWA Economy Class TWA International Discounts 20% discount on any published TWA international airfare TWA Negotiated Domestic Bulk Airfares ATPI has negotiated a domestic bulk airfare agreement with TWA for zones within the Continental U S Please see Attachment A for fares and rules Continental Airlines Domestic Bulk Airfares ATPI has negotiated domestic bulk airfare agreements with Continental Airlines for tickets issued from Denver or Colorado Springs to destinations within the Continental U S A separate agreement has also been negotiated for bulk airfares into Central and South American on Continental Please see Attachment B for fares and rules Frontier Airlines Corporate One -Way Fares QFrontier Airlines one-way corporate discount program ATPI is authorized by the Statewide Travel Management Program to provide services to the state of Colorado and its agencies and institutions of higher education (Please see attached contract) ATPI's volume travel clients include Colorado State Umversity, the City of Fort Collins, Lanmer County government, National Pet Care, Baker Instruments, Lobar, Busch Agricultural Research Institute, and Electrical Systems Consultants 3 2 (1b) Describe your company's ability to provide cost savings to the City with regard to routing options, travel incentives, and departure dates and times Include additional enhancements and value-added services contractor will deliver to the City ATPI searches for the lowest available airfare based on the travelers itinerary Our travel agents will look for alternative times of the day, alternative cities to connect through, and suggest alternative modes when appropriate Off-line carriers such as Vanguard and Southwest are given as options when a traveler is traveling into select markets Off-line carriers are not listed in the major CRS systems and require our agents to call them directly for availability and airfares 6 Hy ATPI will compare the published airfare pnces to the negotiated corporate agreements ATPI has in place If the negotiated rates are less, our agent will suggest the lower rate to the travelers If the travelers decline to accept the lowest possible rate, then the PNR (Passenger Name Record) is appended with a remark the traveler declined to accept the lowest rate at the time of booking ATPI also uses a low fare checking program called "Fare Assurance " Fare Assurance is a low fare checking product system that performs an extensive, policy based fare audit search for the lowest available airfare and company travel policy compliance Once the lowest fare has been found, Fare Assurance appends the audit results to the passenger's record Fare Assurances improves our ability to confirm the lowest available fare 32 (1c) Outline your quality control plan for assurance for lowest available fares Include demonstrated ability to negotiated fares, lodging rates, and vehicle rental rates Q ATPI is committed to customer service We are working toward error free performance within our company ATPI's company motto is C.R.E.W.S.: Customer Relations Evolve With Satisfaction Our mission is to provide our clients with devoted, dedicated, Qand consistent service ATPI will dedicate the following team of travel agents to handle the City's account ■ A primary expenenced corporate travel consultant on -site ■ A primary back up experienced corporate travel consultant ■ Back up travel consultants located in our Boulder office to handle; overflow of travel arrangements ■ Quality Control agent and ticketing desk to review all records for lowest possible airfare and overall accuracy, correct departments and name I D fields, corporate hotel and car preferred program In addition, the following assurances will be made • All calls will be returned within the hour ■ A minimum of 3 airfare options will be presented with the lowest airfare offered for a travelers particular itinerary ■ ATPI will keep a separate file for non-refundable tickets ATPI uses several quality control functions to accommodate traveler's requests ■ Accurate Traveler Profiles - Traveler Profiles are built according to the quality control parameters of the company's travel policies The profiles are built to include information such as travel account number, travel authorization numbers, cost -saving codes, travel arranger(s) name, segment mileage, and any other information that is necessary in the reservation record to complete an error -free travel reservation and management information ■ Automated Quality Assurance Plus - After a reservation has been completed it is prompted to go through an automated quality control process The quality control N process compares the company's travel policies standards to the traveler's reservation booked • Seat Assurance is an automated system to secure desired seats on a camer's seat map Seat Assurance continually rechecks for availability of preferred airline seat ■ Waidist Assurance is a complete automated advisory re -booking service monitoring waithstmg segments 2. Transportation 3 2 (2a) Explain the process used to reserve, issue, and deliver transportation tickets to the City Describe your company's ability to provide emergency ticket delivery Include applicable timelines When airline reservations are requested by a traveler, our agents will verify the information received from the traveler Our agent will recap the requested information and confirm the price along with the restrictions and penalties associated with fare booked The agent will then issue the airline ticket according to the rules of the airfare booked If the airline ticket rules require ticketing within 24 hours after the reservation has been confirmed, the agent will issue the ticket The agent will issue either a paper or E-ticket (Electronic ticket) E-Tickets or Ticketless a travel is a very efficient method of distributing airlines tickets to passengers originating in another city Distribution costs are reduced and lost tickets in the mad are eliminated All the major carvers support a Ticketless environment in the domestic U S International passengers still require a printed ticket Exchanges on tickets issued for travelers are easier to process because the travel agency does not need the coupons of the ticket to process the exchange Emergency tickets will be distributed via E-Tickets when available Ticket delivery of paper tickets can be delivered on the same day the reservation is booked during normal business hours, Monday through Friday, 8 00 a in to 5 00 p in Emergency ticket requirements for Saturday and Sunday or after-hours will be via E-Tickets or Pre -Pre -paid tickets directly to the airport 3 2 (2b) Describe your company's process and fees associated with such changes Changes to airline tickets with penalties or restrictions are imposed by the Airline ATPI will charge an additional $10 00 fee along with the imposed airline fee associated with the change or exchange of an airline ticket ® 3 2 (2c) Describe your company's emergency services including emergency itinerary changes and notification of airport closings and delayed flights Include the company's procedures for providing after-hours service and emergency 24-hour toll free number C ■ Open 7 days a Week - ATPI will provide travel reservation access 7 days a week A7Pl normal business hours Monday - Friday, 8 00 a m to 5 00 p m ATPI after-hours reservations Monday - Friday, 5 00 p m to 8 00 p m , Saturday & Sunday, 9 00 a m to 5 00 p in 1 ■ 24 Hour 'roll Free Reservations -Atoll free 800 line is available to ATPI preferred corporate accounts for travelers to change existing or make new reservations during periods when ATPI is normally closed Travelers may call to make airline hotel and car reservations 7 days a week, 365 days a year through an unmatched after-hours reservation program provided by Hickory Travel Systems The toll free number is a1-800-343-0309 3 2 (2d) Describe your company's method of arranging for rental vehicles, including availability of government rental rates Car rentals are reserved and booked either directly through our computer reservations system or via the phone Car rental rates are listed according to city of amval Government car rental rates are available provided the City of Fort Collins has an appropriate CDPID number with a specific car rental agency aAggie Preferred Hertz Rent -a -Car Program 1998 a Economy $40 Compact $41 Mid -size $42 Full size $44 Luxury Premium $46 Corporate rentals included unlimited mileage as long as the vehicle is returned to the same renting city 3. International Travel 3 2 (3a) Livt additional services offered to assist City travelers with information on international health requirements, climate conditions, and regionally based customs and currency exchange rates ATPI subscribes to a software program call "WORLD VIEW," which is updated monthly Information can be accessed about any particular country of city, including sightseeing, accommodations, restaurants, shopping, business centers, etc ATPI has available other vendors that provide information about health, climate conditions, and currency exchange rates k 0 Li d 3 2 (3b) Detail services provided to the City for obtaining passports and visas for foreign travel ATPI works with preferred Visas services to obtain visas for mternalional travel Passport eand Visas applications are available within our office 4. Lodging 3 2 (4a) Describe your company's lodging reservation process Include details of government and other discount rates which would be available to the City Hotel reservations are booked either directly through our computer reservation system or via the phone Hotel rates are listed according to corporate, government, and preferred rate programs ATPI has a preferred hotel program through Hickory Travel Systems Preferred Hotel Program ATPI, in association with Hickory Travel System, has negotiated preferred rates at all the major hotels across the world ATPI will honor the discount program specified Enclosed is a copy of our Worldwide Preferred Hotel Program Features of the program include • Preferred Blocked Space Program: - Through our blocked space program, we can confirm rooms in sold -out cities (Booking fee of $6 00 per/room night for confirmed room reservations) • Preferred Hotel Rate Program: - We stand behind our rates by offering you a money -back guarantee if any of your travelers fail to get the confirmed Preferred Hotel rate • Preferred Value -Added Amenities: -Complementary amenities, such as breakfast, airport transfers, and local phone calls, are available with many of the hotels in our program • No -Excuses Guarantee: - The Preferred Hotel program for 1997 offers you something no other program does A full money -back guarantee If your travelers fad to receive the Hickory Preferred rate, valued -added amenities, or blocked space room confirmed by ATPI, we will reimburse our client for the hotel stay 5. Traveler's Itineraries ATPI will comply with items a through g 6. Management Records 3 2 (6a) Detail report types offered by your company and methods used in providing management and billing reports ATPI will provide the following standardized management reports • Travel Cost Summary Report - List of tickets issued, invoice number, Travel Authorization number, amount, and date l0 4 • Travel Hotel & Car Summary Report - List of the average hotel & car rental rate ■ Dollar Savings and Cost Containment Report - List of the information combinations, including a detailed listing of the lowest fare, amount paid, regular fare, savings, potential savings, and lost savings ■ City Pair Analysis - This report lists the top 10 cities traveled to and the cost per segment per carrier ■ Airline Market Share Analysis - This report identifies frequently traveled city pairs by carrier, the number of segments flown in each city pair, and in which class of service clients fly for validating and non validating carriers ■ Account Summary Report - Lists the traveler, total ticket purchase, average ticket cost, average hotel cost, and average car rental cost ATPI recommends the use of a credit card vendor for payment of all air travel Diner's j� and American Express offer two options for a low cost billing system for business travel ® • Ghost Account: A credit card number is issued to McDATA and given to ATPI for all air ticket purchases Air purchases are the only permissible charges on this account eft ■ Direct Billing: ATPI will set up a billing account on a bi-weekly basis for charges that cannot be put onto a credit card (visa/consular fee) and for those persons who do not have access to a credit card for air travel purchases However, because the Airline Reporting Corporation (ARC) drafts the ATPI bank account on a weekly basis for all airline tickets written, billing must not exceed 15% of the total of all airline charges Payment is expected within ten days of the invoice date k I: ": u' r4 11. C Ld II C Proposal No. P- 687 Travel Management Services ® Section 1.0: Proposal Requirements 1 1 General Descnotion The City of Fort Collins is soliciting proposals from companies to provide Travel Management Services when required by various City departments The City anticipates entering into a maximum ® of five (5) contracts with travel agencies for official travel by City personnel 1.2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and ® presentation of their proposal Firms submitting proposals shall submit four (4) copies of the proposal with the following information a Company history and experience in travel management services as described in the ® scope of work b References from five or more organizations which have used your company for similar products and services within the last two years 0 c A written description of the proposed products and services as required below ♦ Proposals must, at a minimum, address the bulleted topics contained in the Scope of Work d The name and resume of the company's representative responsible for ® coordinating travel management services with the City The proposal must be signed by a duly authorized representative of the firm submitting the proposal The signature shall include the title of the individual signing the proposal ® Section 2.0: Background The City of Fort Collins routinely utilizes various travel management services These services include, but are not limited to, air and land travel, rental vehicles, international travel, lodging, and ticket delivery City staff travel requirements are determined by individual departments The ® Purchasing Division will coordinate and review the successful contractors operations but will not process or originate travel requests The City's annual expenditure for airline travel is approximately $90,000 It is understood that the City makes or implies no guarantee of volume to any agency. The City intends to use a major, corporate, credit card for charging travel expenses 9 e IATTACHMENT A ATPI / CONTINENTAL AERLINES "Domestic Bulk Airfare Confidential FratTic Selling Sheet" EFFECTIVE June 01, 1998 R(IgueWareSoftware , Weekday Weekend From Denver or Colorado Spgs R r to Mon-Thur Fn-Sun aZone # 2 CITES. IIOU DFW $333 $365 AUS HRI, BRO IND CRP JAN a Zone # 3 CITIES, CLE LAN $331 $365 BPF LCH BTR LFT CLL LIT CMH LRD CVG MAY DAY MSY ESF I CIL GPI VCT GRR ZONE # 4 CITIES EWE, DTT SDF $399 $439 AIY, GSO STL ALB, ATL, LIAR SYR FIH WAS(DCA/]AH) BDL, ORF BGM, PIT BUF, PVD a BWL RIC CHS, ROC ZONE # 5 CITIES BOS, FLL, ORII, PWM $447 $492 BNA, GSP, ORL RDU BRG, JAX PBl TPA BTV, MHT PHL LLP, MIA PNS • Friday or Saturday Night required • Non -Refundable / Non -Changeable ' Minimum 2 day advance purchase " No open Jaws/ No circle Trips • ' Fares include all taxes, surcharges, and PFC'S Blackout May 22,23,25, Jun 01 - Aug 31, Sep 7, Nov 25,28-30 Dec 23,27-28,30,1998 • Hou fares valid IAH/1-IOU/EFD, WAS fares valid to DCA/IAD • 1 ickets & I ravel Must be issued on/after Jun 01, 1998 - Dec 31, 1998 Minimum 2 mght stay/maximum 30 day stay Valid from Denver or Colorado Spnngs departures only ' Effective Jun 01 - Dec 31, 1998 ' All tickets are non-refundable after issued with no changes allowed ' Standby not allowed STATE OF eOLORADO GENERAL SUPPORT SERVICES DIVISION Of CENTRAL SERVICES 225 East 16th Avemue, Suite Boo 0 Denver Colorado 80203 Phone (303)866.3970 Fax (303)894.2375 Roy Rome June 29, 1998 Covemor Department of Personnel Andre N Perogre EaeCutrve OnMor Aftn ANN JAMES Richard abmr eb AGGIE TRAVEL POINTS D.rwon D„Kto, 307 S COLLEGE AVE FORT COLLINS, CO 80524-2801 ® ial Dear ANN JAMES, r` w; `h H The Statewide Travel Management Program has authorized your travel agency for services to the State of Colorado and its agencies and institutions of higher education. I have included your travel agency information as it will appear in our travel agency listing Please carefully review the inforimation concerning your travel agency and make sure everything is correct Please do so immediately If you would like for us to include a toll - free number or would like to provide additional information concerning special features your agency ofliers, please add them to the information below and return them so we can add them to our directory update We do not intend to include your ARC number in our final listing Here is your travel .agency information Please remember that we do not guarantee anV additional business to State -authorized travel agencies Marketing your travel agency to State agencies and institutions of higher education is your responsibility, Prior to issuing tickets for official State travel, an agency must notify our office in writing that it wishes to use your services My office will then instruct Diners Club to issue a ghost card number for your travel agency to use for that particular State agency Each ghost card number is unique to one travel agency and to one State agency One of the RFO requirements is that newly -authorized travel agencies mist receive training prior to the issuance of Ciners Club ghost card accounts We will soon notify you ooncerni% opportunities for training and marketing to State agencies We look forward to working with your agency Sincerely, Norm Wilson C valvspsy doc Supporting The Buriness of Glorado State Government 0 TA 3E1"d -�3,,-d1 3!4)i," E at hC-6 Sri _I "E E, T, yll,'90 lame l ���T /w� YgTr'�' c+�� Np�yYry�y Y 4 �µ(> ATt��w }� A $� !t`y Y Ch YJ� �.,r't1 C :. l ll,r_lS Y `4i _ R Y� „ 18.h A SI i`� jj RE: � ` S UP-DA'[1_D / uIITL 02 1993 FFFECTIVE DLCEMBER I6 1997 - DFCEMBFR 15 1 )98 NET4.11, TWA P,ULK AiRF"-RES. _ ZONE 5&1 5 & 2 5&3 1 5&4 128.2 2&3 2&4 2&6 1&2 1&3 1&4 $ 409 $ 385 $ 385 $ 361I 205 3 $ 361 $ 09 481 $ 277 $ 205 $V 277 $33T $4097 1 $$43363 57 $ 409$ 433277 9 $ 433$ I \NES 1& G 3& 3 3& 4 3& G 4& 4 4& G JI KIMSY JFK/CLG JFK/VND JF K/Ci2D J. IUDTW' T $433 $301 $313 $3G1 $301 $38b $301 -T $217 -T $?i7 -T $217 -T $217 -T $217 -T $217 -T $ 217 T- $ 217 -T V $505 $373 $C85 $433 $373 $� :7 $301 -T r� u 5 & & &6 1 2z pE�i1 5 14��2 6$73 3T $ 20G 2D 3166$16$ 1V 4 7 $ 2666 i& 6 3 b 3 3&4 3& 6 4& 4 4& 6 JF-K/IJISY JFI(/CLF JFKJIND JFKJORD JFKIDTW '-1 $286 $296 $336 $286 $356 $256 $21G $'L16 $�i6 $216 !TMC, $456 $346 S35G L $?9G $34G $416 $286 $216 $216 4" $21G Tv ONE 5ONrFDEN-COS-ABQ-RDIQ-LAS-PHX-SLC -ONE I • ALB-BDL-DOS-EP. R-Nl C-P1IL-PIT [3W1-CLT-OIZI-RUU-RIC-'A AS __ __ LU\E 3. __ STL ATL-AUS-F1A-C171-CIL-CLF-CM 1 C VG-UAY-DAY-DFW-DS\I-D1A6-FSD-I:Oh-ICT-INU-JAN-L.I t_,v . sly! MKL- hlL1-NlSP-MSY-OKC-OMA-SAT-SDI-SGf-SiIV-STL-IUL-TYS -ONE 4: ALO-IIld\1-13 ll-13RL-C 1-C\ll-COU-DFC-EV\'-T SbI-F\\A-FYV-GKR JLN-LE\-IIt"+I-\1SN-N\\ A-P; H-PI -S1.\ �1'1 SUN- TBN-U1N ' n&i-i �tr i i aa-O\'T-1'D'.-K\U-�4.\-SFA-510-SJC-oVi--SN4 PULES - - - il\'I\tUN STAY Sanuadav NirJtt 1 \\l\IU%l STA1 — -- SLRCHARGES -,dd Son RT to all 7-onec Nov 25129 1998 \dvauce Purchase Reservations made within 30 da5 s requires tickets to be issue whim 72 Lows of Doobine All Tickcis i,iast be issued at leant 7 cl vs >,tor to d1attire CHANGES Once ticketed and before travel has commenced SO5 00 reissue / revalidation fec gpplias in + h du.-timi All changes are sublecl to ,\ ailability once ticket has commenced Return date and / of fii Jit numbers nias be :haw^c,I 'ot a So` + o rztandation fee providedd ongm and destination do not change mmunum / maximum sin icquirenrents are met and space in appropriate booking is available I \RE B \SIS TDOM / VDOPI l IC1E1 DESIGNATOR F3UQo F\CFPTION\t \RhLfS �\on-=topc beiween iFh CLL'Ulll /IN D,DRD 300t.ED-TCLASS is 0 Section 3.0: Scope of Work 0 31 Contractor Requirements Contractors must have as a minimum, the capabilities listed below Proposals must address the bulleted topics contained within this section Contractors must be currently, and remain, authorized to provide travel service under the State of Colorado Statewide Travel Management Program 1 Contractors shall be equipped with necessary office and automated reservation equipment, computer systems and related items necessary to conduct operations to fulfill the contract requirements ® Further, contractors must have a system of direct interface between the reservation, ticketing, and accounting elements capable of issuing passenger reports and summary data automatically generated from point -of -sale information ♦ Describe your company's demonstrated ability to provide automated reservation and ® ticketing services Provide your company's average response time to requests placed via telephone, fax, and electronic mad Detail the company's system interface and reporting capabilities 2 The Contractors shall provide a full-time site manager and other personnel with experience in arranging transportation via all modes and are familiar with lodging establishments and ® vehicle rental firms Provide resume's of three or more employees designated for potential assignment to the City Descnbe the professional and personal qualifications in the delivery of volume travel services Include professional membership designations and certification achievements. Outline employee selection process, company training programs, and continuing education opportunities At a minimum, the Contractors shall be available to provide service 8 00 a m to 5 00 p m , Monday through Friday Emergency services outside working hours shall be provided by the Contractors through traveler access to a 24-hour, toll -free telephone number Submit your company's plan for managing the delivery of the travel services Describe how you plan to ensure sufficient staffing and project resources for the timely delivery of travel services 32 Services to be Provided by Contractors Fares It is the City's intent to obtain the lowest possible fares for authorized official government travel The least expensive routing will be obtained by implementing various routing options and utilizing alternate travel dates and times The City is exempt from federal excise taxes, and no payment will be made for any taxes levied on vendor's employee's wages The City is exempt from state and local sales and use taxes on the service supplied pursuant to this contract In addition, the City shall not pay additional ticketing fees or charges over and above the cost of the tickets It is the responsibility of the contractor to inform travel arranger of any cancellation or rebooking penalty that may exist on fare Travel arranger has the right to refuse offered ticketing based on the cancellation/rebooking penalty policy ♦ Describe your company's background in volume travel service delivery, listing current and past contracts for all modes of travel, lodging and car rental, and your experience in negotiating advantageous rates in all designations ♦ Describe your company's ability to provide cost savings to the City with consideration to routing options, travel incentives, and departure dates and times Include additional enhancements and value-added services contractor will deliver to the City ® ♦ Outline your quality control plan for assurance of lowest available fares Include demonstrated ability to negotiate fares, lodging rates, and vehicle rental rates 2 Transportation Contractors must respond to each of the minimum requirements listed below and may offer ® enhancements a The Contractors shall make airline reservations as set forth in the State of Colorado Statewide Travel Management Program The contractor shall also make reservations for other modes of transportation such as bus, rail, and ship Full ® coach fares may be used only if no other reduced fares are available City travel regulations prohibit the use of first-class fares To ensure the lowest available price for the City, off-peak, excursion, promotional and other types of discount fares must be used if other negotiated fare contracts are not applicable If lower in cost, such promotional fares should be used in preference to negotiated rates ® b Ticket Delivery The Contractor shall provide daily delivery of tickets, itineraries and boarding passes if requested by the client Tickets shall routinely be provided not later than 2 days nor more than 5 days in advance of scheduled travel date unless the traveler requests otherwise p ♦ Explain the process used to reserve, issue, and deliver transportation tickets to the City Describe your company's ability to provide emergency ticket delivery Include applicable timelines c The Contractors shall make adjustments for changes in flight, train, bus or ship ® schedules, Tickets and billings shall be modified or reissued to reflect these changes Describe your company's process and fees associated with such changes 0 ♦ Describe your company's emergency services including emergency itinerary changes and notification of airport closings and delayed flights Include the company's procedures for providing after-hours service, and emergency 24-hour toll -free number ® d Contractors shall provide advance seat assignment, advance boarding passes, and last seat availability on airlines for which the Contractors can offer these services e Rental Vehicles The Contractors shall reserve commercial rental vehicles at the lowest rate possible Confirm the rate at which the reservations is made, and p include such information on the traveler's itinerary Vehicle size and mileage costs must be consistent with the minimum -size vehicle needed to achieve traveler's mission and City's interest in economy The City is self -insured and additional insurance coverage is not needed on rental vehicles ® ♦ Describe your company's method of arranging for rental vehicles, including availability of government rental rates 3 International Travel The Contractors shall arrange for international travel, including reservations and ticket ® delivery for air, rail, bus or ship transportation and reservations for lodging accommodations and for car rental services 0 List additional services offered to assist City travelers with information on international health requirements, climatic conditions, and regionally based customs and currency 0 exchange rates ♦ Detail services provided to the City for obtaining passports and visas for foreign travel 4 Lodging The Contractors shall provide lodging reservation services, including initiating and confirming reservations Wherever possible, discounted government rates shall be obtained for City travelers Final selection of accommodations will be made by the traveler ♦ Describe your company's lodging reservation process Include details of government and other discount rates which would be available to the City 5 Traveler's Itineraries The Contractors shall provide to each traveler and Department or Office a complete written trip itinerary including, but not limited to, the following a Carrier(s), b Flight, train, bus and voyage number(s), 0 c Departure and arrival time(s) for each segment of the trip, meals or other amenities, d Ground transportation facilities (e g , taxi or shuttle bus) at destination(s), PI e Name, phone number and location of hotel/motels and room rates booked by the Contractors at each destination, and, f Name, phone number and location of rental cars and rates booked by the ® Contractors at each destination g Company contact name, phone and fax numbers a 6 Management Reports The Contractors shall provide management information reports to the City As a minimum, the Contractors shall develop and submit the following reports a Itemized, monthly, travel reports for City representatives These reports will include, ® at a minimum, the following (1) The Travel Authorization number for the travel documented (u) The full name of each traveler, ticket number, travel dates, and ® transportation charges by mode of travel (uQ Lodging and rental vehicle charges (iv) Exceptions to policy, rates, carriers, and lodging refused by traveler ® b Official transportation services reserved or purchased with the City's credit card account must be to included, to the extent possible, in management information data reports required under this contract The contractors must reconcile credit card billing and contractors's billing ® c Annual usage reports containing a summary of the monthly reporting ♦ Detail report types offered by your company and methods used in providing management and billing reports Section 3.0: Evaluation 31 Evaluation and Assessment of Proposal g� An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below Firms shall be evaluated on the following criteria The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating Recommended weighing factors for the criteria are listed adjacent to the ® qualification 0 C�7 n U outstanding rating Recommended weighing factors for the criteria are listed adjacent to the qualification Weighting Qualification Standard Factor 20 Scope of Proposal Does the proposal show an understanding of the objectives and results that are desired from the City*? 20 Assigned Personnel Do the persons who will work on the contract have the necessary skills? Are sufficient people of the requisite skills assigned to the contract? 20 Value Added Does the firm offer products or services which add value to their response? 1 0 Motivation Is the firm interested and are they capable of doing the work as required? 1 0 Cost How do the firm's service fees to other respondents and industry rates? 20 Firm Capability Does the firm have the experience, equipment, and support capabilities to complete the work? Has the firm previously provided services of this type and scope? 32 Reference Evaluation (Too -ranked firms) The Project Managers will check references using the following criteria The evaluation rankings ® will be labeled Satisfactory / Unsatisfactory 33 Qualification and Standard a Overall Performance - Would you hire this company again? 0 b Services- Were travel management services provided in a satisfactory manner? c Completeness - Was the company responsive to client needs? Did the company anticipate problems? Were problems solved quickly and effectively? a d Job Knowledge - Did company personnel exhibit the knowledge and skills necessary for the efficient completion of the Scope of Work? Section 4.0: Proposal Acceptance ID All proposals shall remain subject to initial acceptance 90 days after the day of submittal 0 0 C7 SAMPLE SERVICES AGREEMENT 40 THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider" n C PC 0 E WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows 1. Scope of Services The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of _ L--) page(s], and incorporated herein by this reference 2. Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within fifteen (15) days following execution of this Agreement 3. Contract Period This Agreement shall commence 199_, and shall continue in full force and effect until 199, unless sooner terminated as herein provided In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end 4. Delay If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause To the extent that the performance is actually prevented, the Service Provider must provide written notice to the ® City of such condition within fifteen (15) days from the onset of such condition 5. Early Termination by City/Notice Notwithstanding the time periods contained herein, the City may terminate this Agreement at any 2 i