Designated Travel Agency - Illinois Institute of Technology

SOLICITATION RESPONSE REQUIREMENTS
A. SUMMARY OF SUPPLIES AND SERVICES REQUIRED
Illinois Institute of Technology (IIT) is soliciting proposals from qualified companies to
Provide Travel Arrangement Services as IIT’s Designated Travel Agency.
B. IIT’S GOAL
IIT is a private, Ph.D.-granting university with programs in the sciences, mathematics,
engineering, architecture, design, business and law. IIT has approximately 6,800 full-time and
part-time, graduate and undergraduate students, which includes a significant international student
population. IIT is also a major research institution, which annually receives significant sums of
governmental and private researching funding. We are looking for vendors who share our
commitment to education, research and technology to help us meet our goals.
More information about IIT and its operation, mission and structure can be found on its Website –
www.iit.edu, and respondents are encouraged to review this information before submitting their
proposals.
C. DETAILED REQUIREMENTS
At IIT, purchasing decisions, including travel arrangements, are made on a decentralized basis.
Currently, approximately 20% of a $1.5 million air travel spend is placed through a designated
travel agency. Charges are processed through an American Express BTA “ghost” account.
Purchases made outside the control of the travel agency are made through use of an IIT issued
credit card directly billed to IIT or personal credit cards that are reimbursed through the expense
reporting process.
IIT will not guarantee any specific volume of business.
:
At a minimum, we are looking for the following in a designated travel agency:
• Provide professional customer oriented travel management services
• Provide the lowest available fares on domestic and foreign flights
• Maintain profiles on all travelers that use its services
• Assist travelers by recommending travel options to provide best value
• Assist IIT in growing acceptance of using the travel agency and increasing the amount
controlled in this manner from 20% to 80+%
• Provide 24 hour real-time assistance to the traveler throughout the travel event including
resolution of issues related to canceled flights, overbookings, and accommodation of last
minute itinerary changes
• Assist IIT in presenting itself to travel providers in order to obtain better pricing and
increased services
• Provide access to agency negotiated and controlled programs as alternatives to IIT
specific programs
• Assist IIT in updating and communicating its travel policy
• Assist IIT by following IIT procedures including gathering information from travelers
regarding the proper IIT internal accounts being charged for the specific trip
• Bill the “ghost card” account for travel expenses booked through the travel agency
• Provide reporting to facilitate IIT to correctly charge back costs to departments and to aid
in managing IIT’s travel program
• Work with IIT departments to educate them on travel issues and cost savings approaches
Illinois Institute of Technology - Request for Proposals – Designated Travel Agency
Page 6 of 10