HomeMy WebLinkAboutRFP - P687 TRAVEL MANAGEMENT SERVICESAdministrative 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,` IPPAO
r"J�"�F
!es B. O'Neill II
ctorof Purchasing & Risk Management
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 parry 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. 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
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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 U 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.
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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:
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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.
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Proposal No. P- 687
Travel Management Services
Section 1.0: Proposal Requirements
1.1 General Descrito ion
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.
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.
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.
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 mail. 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.
3.2 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.
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.
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.
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.
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. Carder(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);
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 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.
(ii) The full name of each traveler, ticket number, travel dates, and
transportation charges by mode of travel.
(iii) 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
3.1 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.
outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the
qualification.
Weighting
Qualification -T
Standard
Factor
2.0
Scope of Proposal
Does the proposal show an understanding of the
objectives and results that are desired from the
City?
2.0
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?
2.0
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?
2.0
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?
3.2 Reference Evaluation (Too -ranked firms)
The Project Managers will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory / Unsatisfactory.
3.3 Qualification and Standard
a. Overall Performance - Would you hire this company again?
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 _ U 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
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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.
B. 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.
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