HomeMy WebLinkAboutCORRESPONDENCE - RFP - P687 TRAVEL MANAGEMENT SERVICESAdministi,ve Services
Purchasing Division
Citv of Fort Collins
November 22, 2002
New Horizons Travel
300 E. Boardwalk Drive
Ft. Collins, CO 80525
Attn: Dale Clarken
Re: P-687 Travel Management Services
JAN 13 2003
The City of Fort Collins has elected to renew P-687 Travel Management Services for the City of
Fort Collins with your firm. The terms and conditions of this renewal will be the same as stated in
the original bid documents, including the 2003 revised pricing and also including the following:
One $35.00 service fee for each ticket issued and will include the delivery fee for paper tickets.
There will be no fees for refunds and exchanges.
If the renewal is acceptable to your firm, please sign this letter in the space provided and return
along with a current copy of your insurance to the City of Fort Collins, Purchasing Division. If
delivered, please deliver to 215 North Mason Street, 2"' Floor, Fort Collins, CO 80521. If
mailed, the mailing address is P.O. Box 580, Fort Collins, Colorado 80522-0580.
If this renewal is not acceptable with your firm, please send us a written notice stating that you
do not wish to renew the bid. If you have any questions regarding this renewal, please contact
Jim Hume, CPPB, Senior Buyer, at 970-221-6776.
Sincerely,
B. O'Neill II, CPPO, FNIGP
r of Purchasing and Risk Management
(Please indicate your desire to renew P-687 by signing this letter and returning it with a current
copy of insurance forms to Purchasing Division within the next fifteen (15) days.)
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
EXHIBIT B
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement"
"The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the
City may deem proper and may deduct the cost of such insurance from any monies which
may be due or become due the Service Provider under this Agreement. The City, its
officers, agents and employees shall be named as additional insureds on the Service
Provider's general liability and automobile liability insurance policies for any claims arising
out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain
during the life of this Agreement for all of the Service Provider's employees engaged
in work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000
disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during
the life of this Agreement such commercial general liability and automobile liability
insurance as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise directly
or indirectly from the performance of work under this Agreement. Coverage for
property damage shall be on a "broad form" basis. The amount of insurance for
each coverage, Commercial General and Vehicle, shall not be less than $500,000
combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall
be responsible for any liability directly or indirectly arising out of the work performed
under this Agreement by a subcontractor, which liability is not covered by the
subcontractor's insurance.
E4
EXHIBIT C
YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY
Ber,tion 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.
Year 2000 is correctly treated as a leap year within all calculation and calendar logic.
lion 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:
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
E5
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 5 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.
E6
Sep-24-98 10:39 John Martinez
970 223 0984 P.01
CERTIFICATE OF INSURANCE
*of
® STATE FARM FIRE AND CASUALTY COMPANY, Bloomington. Illinois
STATE FARM GENERAL INSURANCE COMPANY, Bloomington, Illinois
ing policyholder for the coverages indicated below.
policyholder DALE CLARKEN DBA NEW HORIZONS TRAVEL COMPANY
Address of policyholder 1025 E SWALLOW RD
FORT COLLINS, CO
Location of operations 1025 E SWALLOW RD, FORT COLLINS, CO 80525
Description of operations TRAVEL AGENT
The policies listed below have been issued to the policyholder for the policy periods shown. The insurance described In these poll(
subject to all the terms exclusions and conditions of those rollcies The limits of liability shown h b d
POLICY NUMBER
TYPE OF INSURANCE
._.,..
POLICY PERIOD
may eve eon re LIM by any paid clahns.
LIMITS OF LIABILITY
Effective Date Exioiratio,n Date
at beginning of policy period)
Comprehensive
BODILY INJURY AND
96-14-6169-2
BusinessU:bilit
12/11/97 12/11/98
PROPERTY DAMAGE
This insurance includes ® Products - Completed Operations
® Contractual UsblAy
® Underground Hazard Coverage
Each Occurrence $ 1, (100, non
Personal Injury
® Advertising Injury
General Aggregate $ 2 Ono 00n
❑ Explosion Hazard Coverage
Products - Completed
❑ Collapse Hazard Coverage
Operations Aggregate $ 7 on,0 non
❑ General Aggregate Limit applies to each project
71
EXCESS LIABILITY
POLICY PERIOD
BODILY INJURY AND PROPERTY DAMAGE
Effective Date Ex Iration Date
(Combined Single Limit)
[� Umbrella
Each Occurrence $
❑ Other
Aggregate $
Part t STATUTORY
Part 2 BODILY INJURY
96-CZ-4265-7
Workers' Compensation
01/01/98
01/01/99
and Employers Liability
Each Accident $
Disease Each Employee $
Disease - Policy Limit $
POLICY NUMBER
TYPE OF INSURANCE
POLICY PERIOD
LIMITS of LIABILITY
Effective Data Expiration Date
at beginning of policy period)
Name and Addreae of Certificate Holder
CITY OF FORT COLLINS
ATTN: JIM HUME
300 LAPORTE AVE
FORT COLLINS, CO 80521
SM-99e a 2-00 Primed in U.S.R.
If any of the described policies are canceled before As
expiration date, State Farm will try to mail a written notice to
the certificate holder days before cancellation. If,
however, we fail to mail such notice, no obligation or liability
will be imposed on State Farm or its agents or
representatives.
Signature of Authorized Representative
Titllee(�/-D/� e
Date "%°
APR - 4 znnf
April I, 2002
City of Fort Collins
256 W. Mountain Avenue
Fort Collins, CO 80522-0580
Attn: Jim Hume
RE: P-687 Travel Management Services
300 E. Boardwalk Drive
Fort Collins, CO 80525
970 - 223 - 7400
New Horizons Travel values your business and is committed to meeting all your travel needs
as if they were our own. We take pride in your selecting us to serve as your objective travel
consultant. It is our ongoing mission to sort through the vast options, including the internet, to
find you the best prices and best value for your airline tickets, car rentals, hotel
accommodations, and all your other travel needs. It is our pleasure to handle every step of the
travel transaction for you, saving you from the hassles, uncertainty, and inconvenience of
having to do it on your own.
Until recently, a portion of our revenues came from commissions paid by airlines for the sale
of their tickets. This compensation covered some of our costs, thus enabling us to offer our
services to you at a small fee. But, beginning on March 14, 2002, most airlines cut our
compensation to zero. Unfortunately, we had already trimmed our expenses, which has
brought our cost to issue a ticket to approximately $28.00.
As a result of the airlines cutting our compensation to zero, we have been forced to
increase our fee to issue their tickets. I am requesting an increase to $35.00 for issuing a
ticket. Most agencies in the area have gone to $35.00 or higher. We are confident that
when you weigh these fees against all the services we provide you and the cost savings
we have generated by using consolidators and the internet, you will recognize that we are
still, far and away, the best option.
You may contact me at 970-223-7400 or email at dalec@travelnewhorizons.com.
thank you for your consideration.
Sincerely,
Dale Clarken
President
Fort Collins - Loveland - Greeley - Greenwood Village
SERVICES AGREEMENT
TRAVEL MANAGEMENT SERVICES
NEW HORIZONS TRAVEL
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 New Horizons Travel, 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 Travel Management Services in accordance with the scope
of services attached hereto as Exhibit "A", consisting of three (3) pages, and incorporated herein
by this reference.
2. Contract Period
This Agreement shall commence November 1, 1998, and shall continue in full force and effect until
October 31, 1999, 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.
Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty
(30) days prior to contract end.
3. 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.
4. Early Termination by City/Notice
Notwithstanding the time periods contained herein, the City may terminate this Agreement at any
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:
City of Fort Collins Purchasing
PO Box 580
Fort Collins, CO 80522
Service Provider:
New Horizons Travel
1025 East Swallow Road
Fort Collins, CO 80525
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.
5. 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.
6. 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.
7. 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.
8. 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. 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.
10. 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.
11. 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.
12. 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 party's
reasonable attorney fees and costs incurred because of the default.
13. 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.
14. 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
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 B, consisting of one (1) page, 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.
15. 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.
16. 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.
17. Special Provisions
Special provisions or conditions relating to the services to be performed pursuant to this Agreement
are set forth in Exhibit C, consisting of two (2) pages, attached hereto and incorporated herein by
this reference.
ATTEST:
Corporate Secretary
THE CITY OF FORT COLLINS, COLORADO
By. 2••�
Jam . O'Neill II, CPPO
Dir c r of Purchasing &Risk Management
DATE:
NEW NRIZONS TRAVEL
By:
Dale Clarktrfi
President
Date: I a�%gP,
(Corporate Sea])
Exhibit A
Scope of Work
1.0 Contractor Requirements
Contractor must have and maintain, as a minimum, the capabilities listed below. Contractor
must be currently, and remain, authorized to provide travel service under the State of Colorado
Statewide Travel Management Program.
a. Contractor 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, contractor 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.
The Contractor 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.
C. At a minimum, the Contractor shall be available to provide service 5:00 a.m. to 5:00
p.m., Monday through Friday. Emergency services outside working hours shall be
provided by the Contractor through traveler access to a 24-hour, toll -free telephone
number.
1.1 Services to be Provided by Contractor
Fares:
It is the City's intent to obtain the lowest possible fares for authorized official government
travel.
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, except for ticket exchange fees,
ticket refund fees, and fees associated with processing airline ticket coupons or credits which
reduce a traveler's fare. 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.
2. Transportation
Contractor must comply with each of the minimum requirements listed below.
E1
a. The Contractor 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.
C. The Contractor shall make adjustments for changes in flight, train, bus or ship
schedules. Tickets and billings shall be modified or reissued to reflect these
changes.
d. Contractor shall provide advance seat assignment, advance boarding passes, and
last seat availability on airlines for which the Contractor can offer these services.
e. Rental Vehicles: The Contractor 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.
1 International Travel
The Contractor 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.
4. Lodging
The Contractor 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.
5. Traveler's Itineraries
The Contractor shall provide to each traveler a complete written trip itinerary including, but
not limited to, the following:
a. Carrier(s);
E2
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
Contractor at each destination; and;
Name, phone number and location of rental cars and rates booked by the Contractor
at each destination.
Company contact name, phone and fax numbers.
6. Management Reports
The Contractor shall provide management information reports to the City. At a minimum,
the Contractor 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) Contact name for Contractor employee responsible for answering questions
related to the report.
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 contractor must reconcile credit card
billing and contractor's billing.
C. Annual usage reports containing a summary of the monthly reporting.
E3