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HomeMy WebLinkAboutRFP - P687 TRAVEL MANAGEMENT SERVICESAdmini itive Services ,t", .a Purchasing Division City of Fort Collins CITY OF FORT COLLINS ADDENDUM No. 1 July 14, 1998 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Proposal P-687 Travel Management Services OPENING DATE July 23, 1998, 2 30p m (Our Clock) 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, 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. Contact Jim Hume, CPPB, Buyer, at 970-221-6776 if you have questions RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS 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 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 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 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 E 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 of ten (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 party's reasonable attorney fees and costs incurred because of the default 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. I ndemnitylinsurance 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 0 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 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 Es 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 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 resources or systems that are not Year 2000 Compliant, or failure to comply with the terms of this Exhibit C 2 City of Fort Collins Admin alive Services Purchasing Division REQUEST FOR PROPOSAL 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, U� J rPes B O'Neill II, CPPO girector of Purchasing & Risk Management 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Proposal No. P- 687 Travel Management Services Section 1.0: Proposal Requirements 1 1 General Description 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 References from five or more organizations which have used your company for similar products and services within the last two years 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, internalional 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 Section 3.0: Scope of Work 3 1 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 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 marl 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 Describe 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 3 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 trines 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 The Contractors shall make airline reservations as set forlh 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 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 ♦ 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 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 ♦ 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 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 ♦ List additional services offered to assist City travelers with information on international health requirements, climatic conditions, and regionally based customs and currency exchange rates ♦ Detail services provided to the City for obtaining passports and visas for foreign travel 4 Lod in 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 Carner(s), b Flight, train, bus and voyage number(s), 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), 2 RE 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 6 Management Reoorts 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 (ui) 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 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 11 d' 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 (Top -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 agaun? 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? 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 All proposals shall remain subject to initial acceptance 90 days after the day of submittal SAMPLE SERVICES AGREEMENT 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" 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 _ ( ) 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 1.1