ESBD_File_345218_RFP730-24011 Addendum 2 - QA.docx

RFP730-24011 Executive MBA International Business Trip Addendum 2 - All Questions and Answers

1. Could you please clarify the meaning of this? "Travelers: M/TH L22=14, F/S L46=6, 2 staff and 1 faulty total (23)". I understand the days of the week, but we are unsure what L22=14 and what L46=6 means. Will there be a different amount of people during different days of the week? Also, in the RFP I read it should be for up to 25 travellers. Would you prefer us to show exactly 23 or would you prefer us to show up to 25?

Answer: 1. The M/Th and F/S are the EMBA cohorts. We have 2 different programs (Weeknights & Weekends). Both programs partake in the IBR experience. We would prefer to show 25 travelers.

2. When referring to the "Cost and Delivery Proposal" in 4.2.3 are you referring to the Pricing and Services of the proposal? Or would you like us to include a document listing our cost of preparing and sending the Proposal? Please note that we understand there will be no reimbursement for the cost of preparation and delivery of the proposal. Additionally, which Bonding Letter are you referring to? We will provide related corporate documents as per request in the General Information Questionnaire Answer: 2. Referring to the pricing and services of the proposal

3. Will it be beneficial for evaluation purposes for ABC Company to submit the Exhibits C, D, and E, that are not required but shared in the RFP? Or by submitting, do you infer that we accept and will comply with these documents?

Answer: The submission of the documents with the proposal serves as an acknowledgment and adherence to the terms.

4. For Payments, with travel services industry, it is a standard operating procedure to receive payment before travel. Typically we receive payment in full from our university partners before trips. However, if necessary, we can agree to have 75-90% pre-trip payment and the remaining balance post-travel.

Answer: This is what we normally do. We understand agencies need to book travel and hotel and other necessities. Pre-payment is ok

5. As we are not a software provider, must we complete and submit the following: a) HECVAT, b) Section 2054.0593(d)-(f) of the Texas Government Code, c) Voluntary Product Accessibility Template (VPAT 2.4) ACR 508 Edition?

Answer: Failure to include the HECVAT in your proposal submission will not disqualify your bid and will not be factored into your score(s).

6. Considering the extent of information and documents requested, along with the holidays in the middle of the RFP, as well as the requirement to deliver the RFP physically by 11am CT and not just digitally, are you able to extend the delivery deadline at all? Please note that we were expecting to receive notification of this RFP publication since October, but we never were notified. Only did we obtain the RFP by searching online before the end of year holiday break. Any additional time, will be greatly appreciated.

Answer: We prefer to keep the original date but if it does need to be extended, we can possibly extend it to the end of the this month only.

7. How many lunch and dinner meals would you like us to include? We always include Breakfast with the hotel room nights, and we typically have a Welcome Dinner and a Farewell Dinner. Some programs also ask us to include lunches either when logical according to itinerary, and some ask for lunch Monday thru Friday. Frequently it is the EMBA programs that ask for Lunch every business day as the EMBA students are used to being fed when on campus as meals are part of their cost of program. We can include as many lunches and dinners as you would like to see. Answer: Breakfast would be done at the hotel as part of the hotel package and then lunch would need to be covered. Students are responsible for their own dinner with the exception of the welcome dinner and farewell dinner that would be included in the proposal.

8. How many group cultural activities would you like to see included in the proposal and cost? We will often have a City Tour near the start of the trip, and then we can include as many group activities as you would like. Flights leaving Brazil such as the direct flights on United leave in the evenings. This means we could have a group activity included for Saturday day, or we could leave it as a free day for participants to decide and pay on their own what they would like to do.

Answer: We would like at least 2-3 cultural activities. This should be included in the proposal. If a free day is given then that is at the financial responsibility of the travelers.

9. How much educational meeting and project support would you like us to include? At ABC Company, we do not only provide logistical support for Universities on the ground in the form or hotel, flights, transport, meals, and cultural activities. We also arrange/source meetings and projects for about 95% of our groups. We can either organize all of the educational business meetings and projects, a portion of the academic content, or none at all per your request.

Answer: Yes we would like the vendor organize all of the educational business meetings and projects. This should be planned out for each day of the trip except for the free day.

10. Could you share where you are posting replies to these questions if it is in public forum?

Answer: Q&A will be posted to the ESBD link for this RFP

11. Group Size: Could you please confirm the number of participating students and faculty? Should faculty costs be included per person?

Answer: 25 total and faculty cost should be included in the 25 as if they were students.

12. Cultural Activities: Will you need us to arrange this, and if so, how many activities are needed?

Answer: Yes please and at least 2 or 3.

13. Company Visits: Would you like us to arrange the company visits?

Answer: Yes we are hoping that you are familiar with the best companys to work with in this country. And we need one for each day and they will have one free day on their own.

14. Meeting Space: Will your group need hotel meeting space? If yes, please share your specific requirements.

Answer: We will only need meeting space if an event is required to be host at the hotel.

15. Meals: Would you like Welcome and Farewell dinners? Should we also quote for group breakfasts, lunches, and dinners?

Answer: Yes to the welcome and farewell dinners. Please quote for all breakfasts which should be part of the hotel package, lunches when we are out on company visits or excursions. All other dinners will be taken care of by the students or faculty.

16. Airfare: Should we quote a round-trip flight in our proposal?

Answer: Yes a round tip flight and we will also need bus transportation to the hotels, company visits, excursions and back to the airport.