Designated Travel Agency - Illinois Institute of Technology

More documents

Recommendations

Info

$Math 152 - Lecture Notes # 3 - David Maslanka THE CATENARY A ...$

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
• Provide travel management recommendations to IIT and its departments • Provide resources for leisure travelers separate from IIT business related travel needs These services are the minimum required. IIT’s intent is to work with the selected agency to build and promote a travel program that will attract a high level of participation, be perceived as a benefit and as the preferred way of handling travel arrangements. D. PROPOSAL Proposals should clearly describe the service levels to be provided in managing IIT’s travel requirements. This includes: 1. General Capabilities a. Company profile (local, regional, national, or international.) b. Service Goals, Mission Statement, Sustainability Policy c. Background and experience of personnel to be assigned to our account d. Provide a copy of the firm’s most recent audited financial statement 2. Service Plan in Detail a. Implementation i. Timeline ii. Challenges iii. Training iv. Automation b. Operations, please describe: i. How the firm plans to provide travel management services ii. How the firm will work to secure air travel at the lowest applicable and available fares. Explain how the firm will monitor air fare rates to determine if fares have decreased after issuance of tickets to a traveler. Explain how oftern review of fares will be conducted and the feasibility of re-ticketing at a lower rate. iii. All agreements between the firm and the ticketing systems providers iv. Website based tools v. The ticketing process vi. Procedures for handling after hour and emergency calls from a university traveler vii. The firm’s performance standards viii. Reports available ix. Lesiure travel x. Accounting for returned and unused tickets 3. Financial Proposal a. Fees for services b. Discounts available with agency contracted travel providers c. Added benefits included (insurance for travelers, upgrades, etc.) 4. Contractural Arrangements a. Provide any form or contract the university may be required to sign The RFP is intended to solicit your answers related to: Illinois Institute of Technology - Request for Proposals – Designated Travel Agency Page 7 of 10
Page 1 and 2: Illinois Institute of Technology RE
Page 3 and 4: J. QUESTIONS: Please direct all que
Page 5: IIT CONDITIONS OF PURCHASE: See App
Page 9 and 10: 9. Summarize your firm’s anti-dis
Page 11 and 12: APPENDIX A ILLINOIS INSTITUTE OF TE
Page 13 and 14: APPENDIX A C. Contractor shall main
Page 15 and 16: APPENDIX A Project. Referrals are s
Page 17 and 18: APPENDIX A 220 S. Ashland Ave., #10
Page 19 and 20: FORM 100M Illinois Institute of Tec
Page 21 and 22: Appendix B DESIGNATED TRAVEL AGENCY
Page 23 and 24: Appendix D DESIGNATED TRAVEL AGENCY
Page 25 and 26: PROJECT: DESIGNATION AS PREFERRED T

Designated Travel Agency - Illinois Institute of Technology

Create successful ePaper yourself

Delete template?

Save as template?