07_Exhibit_2_Specifications.pdf
PDF 117 KB Posted
- Attached to
- SW0210 - Travel Facilitation
- Solicitation number
- EV00000679
- Issued by
- Oklahoma
About this file
The document is an Exhibit of Specifications for a solicitation issued by the State of Oklahoma's Office of Management and Enterprise Services (OMES), seeking travel service providers for airfare, auto rental, and hotel services. Bidders are permitted to respond to one, all, or any combination of these service categories, with the requirement that any bid category must include pricing details in a separate exhibit. The solicitation defines domestic and international travel parameters and outlines comprehensive requirements for each travel service category, including booking capabilities, service classes, cancellation policies, support services, and technology integration.
The specifications detail extensive requirements for each service category, emphasizing the need for flexible, comprehensive travel solutions with robust technological capabilities. Key requirements include 24/7 customer support, ability to book domestic and international services, options for different service classes, comprehensive insurance and liability coverage, and advanced reporting and analytics capabilities. The document mandates centralized billing, online booking platforms that integrate with expense management systems, and dedicated account management for corporate clients. Providers must demonstrate capabilities to manage corporate rates, provide detailed expense tracking, offer multiple booking options, and ensure health and safety standards are met across all service categories.
View the file
Other files
Show all 12
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Exhibit 1: Specifications Page 1
EV00000679 Exhibit 2 Specifications
I. Scope
The State of Oklahoma, Office of Management and Enterprise Services (OMES), seeks solicitation responses from Suppliers for the following services categories:
A. Airfare B. Auto Rental C. Hotel
Bidders may bid on one, all, or any combination from the above categories. Any category that is bid on must have pricing in Exhibit 3 Category Pricing.
II. Definitions
The following terms when used in this solicitation have the following meanings.
1. Domestic
The State of Oklahoma defines domestic travel as traveling to any destination within the United States, including Alaska, Hawaii, and all United States possessions, territories, and entities with free association status.
2. International
The State of Oklahoma defines international travel as traveling to, between, or within countries outside of the United States, Alaska, Hawaii, and all United States possessions, territories, and entities with free association status.
3. Airfare
The State of Oklahoma defines the meaning of airfare as the fare for travel by airplane.
4. Auto Rental
The State of Oklahoma defines auto rental as a service of providing vehicles to people for a short period of time.
5. Hotel
The State of Oklahoma defines hotel or lodging as an establishment providing accommodations, meals, and other services for travelers and tourists.
III. Requirements for Travel Services
In this section, qualifications and the requirements for this contract will be provided for the categories of services.
Exhibit 1: Specifications Page 2
A. Airfare
1 Booking Requirements:
a. Must have the ability to book domestic and international flights.
b. Must have access to multiple airlines (including budget and full-service carriers).
c. Must offer the option to book one-way, round-trip, and multi-city itineraries.
d. Must offer the capability to provide cost comparisons for various airlines and flexible dates.
2 Class of Service:
a. Must offer options for economy, business, and first-class tickets based on traveler preferences and company policy.
b. Must ensure upgrades and discounts are applied where available.
3 Ticket Changes & Cancellations:
a. There must be a clear policy on ticket changes, including costs associated with modifications.
b. Must have the ability to handle last-minute cancellations and refunds, with minimal fees.
4 Travel Support:
a. Must provide 24/7 customer service for booking, changes, emergencies and any other issues that might arise.
b. Must provide assistance with managing flight disruptions, including rebooking due to delays or cancellations.
5 Preferred Airlines:
a. Must have the ability to manage corporate accounts with preferred airline partners (if applicable).
b. Must be able to provide reporting on airline loyalty points, frequent flyer status, and savings on fares.
B. Hotel
a. Must have access to a wide range of hotels, from budget to luxury, in both domestic and international locations.
b. Must have the ability to book short-term (1-3 days) and long-term stays (1 week or more).
c. Must be able to compare pricing and availability from various hotel chains.
Exhibit 1: Specifications Page 3
2 Room Types:
a. Must be able to provide options to select different room types (e.g., standard, deluxe, suites) based on traveler needs.
b. Must be able to provide options for single, double, and family accommodations.
3 Corporate Rates & Discounts:
a. Must be able to negotiate corporate rates with major hotel chains or independent hotels.
b. Must be able to apply discounts, loyalty programs, and free upgrades when available.
4 Cancellation & Refunds:
a. Must have clear terms for cancellation and refund policies (including no-cost cancellations up to a certain period).
5 Additional Amenities:
a. Must have options to include breakfast, Wi-Fi, and parking in the booking package.
b. Must be able to accommodate special requests for business travelers (e.g., early check-in, late check-out, access to business centers).
6 Health & Safety Protocols:
a. Must be able to ensure partner hotels meet required health and safety standards, including cleanliness and hygiene.
C. Auto-Rental
a. Must have access to major car rental agencies (domestic and international).
b. Must have the ability to book a variety of vehicle types (compact, mid-size, SUV, luxury, vans, etc.).
c. Must be able to provide options for short-term and long-term rentals.
2 Insurance & Liability:
a. Must include options for comprehensive insurance coverage (liability, collision, theft protection).
b. Must have clear communication about extra charges for insurance, tolls, mileage, and fuel.
3 Vehicle Preferences:
a. Must have the ability to select vehicles based on fuel efficiency, comfort, and specific business requirements.
Exhibit 1: Specifications Page 4
4 Driver Services:
a. Must have the option to include chauffeured services for executives or VIP travelers.
b. Must be able to provide additional services, such as GPS, child seats, and Wi-Fi.
5 Support & Maintenance:
a. Must be able to provide 24/7 roadside assistance and customer support for vehicle-related issues.
b. Must be able to assure vehicle cleanliness and regular maintenance checks.
6 Cancellation & Extension:
a. Must have a flexible cancellation policies and options to extend rental periods without excessive fees.
D. General Criteria for All Services:
1 Billing & Invoicing:
a. Must have centralized billing and invoicing, including itemized reports.
b. Must have the ability to track expenses based on individual trips or employees.
2 Technology & Integration:
a. Must provide the availability of an online booking platform or app that integrates with company travel policies and expense management systems.
3 Reporting & Analytics:
a. Must be able to provide regular reports on travel spend, savings, and service usage.
b. Must be able to provide data on traveler preferences, frequent routes, and cost-saving opportunities.
4 Customer Support:
a. Must be able to provide 24/7 support for travel bookings, changes, or emergencies across all services (airfare, hotel, car rental).
b. Must have a dedicated account management for corporate clients.
| A. Airfare |
| B. Hotel |
| C. Auto-Rental |
| D. General Criteria for All Services: |
File details come from the government source that posted it. Updated .