PS-20-2542 Travel Management Services_7-22-2019.pdf

RFP PS-20-2542

UNIVERSITY OF WISCONSIN SYSTEM

REQUEST FOR PROPOSAL (RFP) PS-20-2542

Travel Management Services

DATE OF ISSUE:

July 22, 2019

Issued By

University of Wisconsin System Administration

Office of Procurement

PROPOSAL DUE DATE: August 22, 2019 2:00 PM (CST)

There will be no public opening

Late Proposals will not be accepted and will be rejected!

State of Wisconsin

DOA-3261 (R08/2003)

s.16.75, Wis. Statutes

PROPOSALS MUST BE SEALED AND ADDRESSED

TO:

Remove from proposer list for this commodity/service. (Return this page only.)

AGENCY ADDRESS:

Paul D. Schlough

University of Wisconsin System Administration

Office of Procurement

780 Regent Street, Suite 105

Madison, WI 53715

Proposal envelope must be sealed and plainly marked in lower corner with due date and

Request for Proposal #PS-20-2542. Late proposals will be rejected. Proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the proposal is due. Proposals dated and time stamped in another office will be rejected. Receipt of a proposal by the mail system does not constitute receipt of a proposal by the purchasing office. Any proposal which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Proposals must be submitted separately, i.e., not included with sample packages or other proposals.

Proposal openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Proposer should contact person named below for an appointment to view the proposal record. Proposals shall be firm for acceptance for sixty (60) days from date of proposal opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award. REQUEST FOR PROPOSAL THIS IS NOT AN ORDER Proposals MUST be in this office no later than

August 22, 2019 2PM CST Public

Opening

PROPOSER (Name and Address)

No Public

Opening

X

Name (Contact for further information)

Paul D. Schlough

Phone

608-265-0557

Date July 22, 2019

Quote Price and Delivery FOB

N/A

Description

REQUEST FOR PROPOSAL (RFP): Travel Management Services for the University of Wisconsin System

Payment Terms: Delivery Time:

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business

Enterprises. Bidder must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal.

Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

Yes No Unknown

In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Name of Authorized Company Representative (Type or Print)

Title

Phone ( )

Fax ( )

Signature of Above Date

Federal Employer Identification

No.

Social Security No. if

Sole

Proprietor (Voluntary)

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

Table of Contents

Section A

1 General Information

1.1 Introduction

1.2 Background

1.3 Scope of Work

1.4 Definitions

1.5 Calendar of Events/Time Table

1.6 Fixed Offer Period

1.7 Procuring and Contracting Agency

1.8 Clarification and / or Revisions to the Specifications and Requirements

1.9 Reasonable Accommodation

1.10 Contract Term

1.11 Vendor Net Registration

2 Preparing and Submitting Proposal

2.1 General Instructions

2.2 Proposer Tele-Conference Meeting

2.3 Incurred Costs

2.4 Submitting the Proposal

2.5 Proposal Organization, Format and List of Requirements

2.6 Cover Sheet (DOA-3261)

2.7 Multiple Proposals

2.8 Proposed Contract for Travel Management Services

2.9 Confidential and Proprietary Information

2.10 Certification of Independent Price Determination

3 Required Qualifications

3.1 Name and Address

3.2 Service Project History and Financial Requirement

3.3 Financial Stability

3.4 Description of Claims or Law Suits

3.5 Written Agreement to Terms

3.6 Personnel Background and Social Security Checks

3.7 Company Information

3.8 Business Qualifications

3.9 Affidavit

3.10 Glossary of Terms

3.11 Review Criteria – Scoring Matrix

3.12 Cost Proposal (Scored by UWSA – Procurement Office)

3.13 Required Travel Management Services Technical Response (Scored by Evaluation Committee) (0 to750 Total Points for each individual Category)

4 Proposal Selection and Award

4.1 Preliminary Evaluation and Review of Required Qualifications

4.2 Evaluation Committee Responsibilities

4.3 Right to Reject, Waive and Negotiate Proposal

4.4 Oral Presentation

4.5 Award / Best and Final Offer

4.6 Notification of Intent to Award Contract

4.7 Dispute Process

Section B

1 Parties to the Contract

2 Applicable Law

3 Excused Performance

4 Disclosure

5 Incorporation of Documents

6 News Releases

7 Contact with Employees of the State

8 Personnel – Report of Child Neglect or Abuse

9 Requirements for Criminal Background Checks

10 Insurance Requirements

11 Certificate of Insurance Requirements

12 Commercial General Liability

13 Notice Required Before Cancellation

14 Evidence of New Insurance

15 Right to Cancel Contract

15.1 Cancellation by University

15.2 Written Notice

15.3 Cancellation by Contractor

15.4 Termination by Either Party

16 Contractor Agrees to Indemnify and Hold Harmless

17 Nondiscrimination and Affirmative Action

18 Contractor to Provide Required Services

19 Permits, Licenses and Taxes

20 Service Performance Expectation

21 Business Review

22 Additions to the Contract

23 Sub-Contracts

24 Invoicing Technical Requirements

25 Payment Terms

26 Service Agreements

27 Intent to Add Additional Travel Management Services to Contract

Section C

1 Cost Proposal Form (Scored up to 250 points by UWSA)

1.1 Cost Proposal: Travel Management Services

1.2 Addenda Acknowledgement

2 Standard Terms and Conditions

Section D

1 Exhibit No. 1 Employee Travel Services

1.1 Required Business Components

2 Exhibit No. 2 – University Group Block Travel Services

2.1 Group Airfare Process Requirements

2.2 Group Block Travel vs. Group Air Travel

2.3 Group Accommodations, Ground Transportation, and Air Sourcing

3 Exhibit No. 3 – UWS Athletic Travel Services

3.1 Purpose

3.2 Scope

3.3 UWS Athletic Travel Required Business Components

4 Appendix No. 1

4.1 Travel Management Services Current State Program

5 Attachments

5.1 Attachment No. 1 - Vendor Information – DOA 3477

5.2 Attachment No. 2 – Vendor Client Reference - DOA 3478

5.3 Attachment No. 3 – Bank Reference

5.4 Attachment No. 4 – Terms and Conditions

5.5 Attachment No. 5 - Proposer Information

5.6 Attachment No. 6 – Designation of Confidential and Proprietary Information DOA 3027

5.7 Attachment No. 7 - Affidavit

5.8 Attachment No. 8 - Bid Submittal Checklist

Section A

1 General Information

1.1 Introduction

The University of Wisconsin System Administration is seeking proposals to partner with a quality travel management company for support and optimization of the University’s business travel program, including managing faculty, staff, guest and student travel in an efficient and cost effective manner, by offering state-of-the-art corporate self-booking technology, and optional on-site or optional agency full-service.

The University of Wisconsin System intends to use the results of this solicitation to award a single contract for a corporate self-booking tool and related travel management services for use by all University of Wisconsin System

Institutions. The University of Wisconsin Madison Athletic Department is not included in this contract.

1.2 Background

The University of Wisconsin System is one of the largest systems of public higher education in the country, serving more than 181,000 students each year and employing more than 39,000 faculty and staff statewide. The University of Wisconsin System is comprised of 13 four-year universities and 13 branch campuses. The University of

Wisconsin System also includes state-wide UW Extension, UW-Extend and University System Administration offices. Together, these institutions are a tremendous academic, cultural, and economic resource for the State of

Wisconsin, the nation, and the world.

An estimated 20,000 individuals travel annually on University paid business and represent the following UW

System institutions and campuses.

University of Wisconsin System locations (with headquarters):

UW System Administration (Madison)

UW Extension & Administration (Madison)

UW Extend & Administration (Madison)

Four-year Universities:

o Eau Claire o Green Bay o La Crosse o Madison o Milwaukee o Oshkosh o Parkside (Kenosha) o Platteville o River Falls o Stevens Point o Stout o Superior o Whitewater

UW Branch Campuses:

o UW-Platteville at Baraboo/Sauk County (Baraboo) o UW-Eau Claire at Barron County (Rice Lake) o UW-Oshkosh at Fond du Lac o UW-Oshkosh at Fox Valley (Menasha) o UW-Green Bay at Manitowoc o UW-Stevens Point at Marathon County (Wausau) o UW-Green Bay at Marinette o UW-Stevens Point at Marshfield/Wood County o UW-Platteville at Richland (Richland Center) o UW-Whitewater at Rock County (Janesville) o UW-Green Bay at Sheboygan o UW-Milwaukee at Washington County (West Bend) o UW-Milwaukee at Waukesha

1.3 Scope of Work

The University of Wisconsin System seeks to establish contract(s) with one or more travel management service firms which are experienced with University (or similar) institutional travel. Contractor is responsible to stay informed about University policies, procedures and service agreements related to travel and assure that

Contractor information and services provided are in compliance. The current applicable policies are listed on the

UW Travel WIse website https://uw.foxworldtravel.com/policies-and-procedures/. One item to note is that the

University has mandated, and will continue to mandate all airline tickets to be booked with our designated

Contractor(s) as a result of our RFP in order to be reimbursed. Another important item to note is that we have recently updated our Air Purchasing Policy (410) to allow exceptions for certain categories (such as students doing a study abroad program) that may impact volumes going forward. We currently do not track student versus employee travel, but we estimate it could impact overall air volumes as much as 5% less overall with the recent policy changes.

The University is very cost conscious. Contractor(s) must demonstrate how University designated travel agents will be provided the scope of information necessary to make highly informed decisions from the broadest offering of relevant options. Contractor is encouraged to exercise all creativity which results in cost savings utilizing reliable services, and incurring minimal risk of cancellation/change financial penalties assessed by the service providers.

Our current contractor has compared our average agent call times, which on average are 1.5 times greater than a

“regular” corporate client. The University often has more flexibility in travel times and request more options to ensure best use of University funds.

Contractor(s) is/are responsible for timely communication of conditions (e.g., work stoppage, weather, Department of State warnings, etc.) that may affect University traveler safety and institution financial resources.

Our current contractor is providing all of the services that we are breaking up into three distinct categories of services in this RFP. We will award contracts to each category separately, to each contractor with the highest score (combining both the technical score and the pricing) for each service category. We currently spend about $24M in air (across the three categories). Additionally, we have are including the relevant data provided by our current contractor that should be considered. *Note: Please view Section D, No. 4 Appendix No. 1, Item No. 4.1.1 Volume.

The three categories that can be bid on are for this RFP are as follows:

https://uw.foxworldtravel.com/policies-and-procedures/

1. Employee Travel Services – This is the majority of our travel, and will include all non “group block” travel and all non-athletic travel. In order to bid on this category, the Contractor must be a Concur preferred and certified reseller. We estimate about $17-$20M in airline spend taking into account the reduction of the

Group Block Services and Athletic Services that we are putting into specialized categories. We have numbers of transactions estimated in the Cost Proposal section. Additional estimated number of transactions (based on 7/1/2018-6/30/2019) was 7,617 additional airline tickets booked as “group live sell” tickets that will positively impact volume. We estimate that a number of these were in conjunction with a “group block” of airline tickets (individual travelers that were part of group but purchased outside of the block). We believe these 7,617 tickets will likely be somewhat split between categories 1, 2 and 3, with the majority of airline tickets likely going to the contractor that is awarded this category (Employee

Travel Services), but have no accurate way to estimate the number of these tickets that were booked under “group air” and which category or contract they might be booked under in the future, and have done our best to estimate for purposes of this RFP.

2. University Group Block Services – This category is for servicing larger groups that cannot be individually reserved and a special block or airline tickets or hotel rooms need to be reserved. For purposes of this RFP we are considering group blocks to be 10 or more individuals (excluding NCAA/UWS Athletic Travel). The estimated volume currently includes athletic travel, which we estimate to be about 15% of the overall group air volume (and should be subtracted from the volume listed below). We also estimate a portion of the 7,617 “group live sell” tickets will positively impact volume as noted in the above category:

a. Block Air: 6,252 airline tickets (estimate about 500 – 1,000 additional tickets may be requested for “individual/live” sell tickets

i. 257 Block Air Groups

3. UWS Athletic Travel Services – this category is for all NCAA related athletic travel across the below four-year Universities, as well as some individual athletic related travel (for athletic staff and consultants and contractors). Note: UW Madison is not in scope. This service category is responsible for booking all NCAA travel for UWS campuses below. Note we had only one chartered flight in 2017 and two in 2018, but the need to quote chartered flights is required.

a. Eau Claire (Division 3)

b. Green Bay (Division 1)

c. La Crosse (Division 3)

d. Milwaukee (Division 1)

e. Oshkosh (Division 3)

f. Parkside (Division 2)

g. Platteville (Division 3)

h. River Falls (Division 3)

i. Stevens Point (Division 3)

j. Stout (Division 3)

k. Superior (Division 3)

l. Whitewater (Division 3)

Our best estimates for Athletic Travel Services is approximately 1,008 airline tickets for 32 groups.

Approximate volume is between $500,000- $850,000 annually. Hotel volume was approximately $33,308 for 211 stays for 328 nights. We believe hotel or lodging volume may increase with selected vendor, as it is not currently mandated to use preferred vendor for lodging and transportation (only air is mandated).

The University plans to award contracts with a five (5)-year term with a University option to automatically renew for three (3) additional one year periods with the mutual ability to negotiate terms and conditions and pricing as needed if we mutually agree that there are significant industry changes with a documented business case. When responding to the RFP, please respond only to the category questions you are bidding on.

Successful Contractor(s) coordination with all University travel agencies, airlines, car rental agencies, preferred hotels, credit card companies, etc. is required. Areas of cooperation shall include coordination during the phased program start-up and implementation estimated to start in December 2019, and shall continue for up to three months after the end of any contract to ensure data and accounting reconciliation.

Each successful contractor must provide a detailed implementation plan for establishing University travel services including tasks, schedules, staff hours and any University assistance necessary for implementation.

As the end of the contract term approaches, the University requires a smooth and orderly transition from the

Contractor to any successor contractor to ensure minimum disruption. The Contractor must be available and cooperative during transition at the contract close out. The Contractor shall book and service all of the travel requests it receives prior to the expiration of the contract regardless of the date of commencement of travel.

Contractor shall continue to provide customer assistance on all ticketed reservations made prior to the contract expiration and up to the conclusion of the travel.

1.4 Definitions

The following definitions are used in this RFP:

Agent Assistance: Partner agent booking assistance for reservations initiated, but not completed by users of the Self-Booking Tool.

ARC: Airlines Reporting Corporation.

Authorized User(s): Any University approved user.

Chartfield: A series of values assigned by the University to identify funding information for financial expenditures.

Contract Administrator/CA: UWSA Contract Administrator. The individual appointed by UW System to administer the resulting contract on behalf of the UW System

Contractor: Proposer awarded the contract.

Corporate Travel Card: A University approved, personal liability, VISA charge card used as payment for individual travel expenses that are reimbursed to the traveler.

C.S.T.: Central Standard Time

CTA: Central Travel Account, using a University liability corporate charge card or Ghost account, with authorization process for the central payment of travel at the institution level.

F.T.E: Full time University employee.

F.Y.: Fiscal year. For the University of Wisconsin System, the fiscal year runs from July 1 – June 30.

Group: For purposes of this RFP and use requirements of resulting contract, a group is defined as any number of identical itineraries for multiple passengers that could not be successfully booked within the

Self-Booking Tool.

Guest: For purposes of this RFP, a guest is defined as any non-employee that requires business travel arrangements at the request and expense of the University.

GDS: Global Distribution System.

IATA: International Air Transport Association.

Institution: Individual UW campus, college, or extension that comprise the UW System.

Master Site: Main configuration of SBT for University System use.

PNR: Passenger Name Record(s) and other profile data, including preferences.

Proposer: Company which has submitted a proposal in response to this RFP.

Proposal: A firm offer submitted in response to a request for proposal.

Purchasing Card: A University liability, VISA charge card for central payment of airfare and lodging.

RFP: Request for Proposal

SBT: Corporate Self-Booking Tools, corporate online booking site, software, or other web-based application used for the self-booking of airfare and other travel arrangements.

Sister Site(s): Multiple instances and configurations of the SBT to support mandatory requirements of this RFP and optimized use.

Statement of Work (SOW): A statement of work, project, and business services to be completed by the contractor accompanied by any pricing required of the addition services.

State: State of Wisconsin.

Student: For purposes of this RFP, a student is defined as an enrolled student of the University that is traveling on behalf of University business, University sponsored event, or an enrollment requirement.

System Procurement Office: University of Wisconsin System Administration (UWSA) Office of

Procurement

Travel Arranger: University staff person with responsibility to book air and other travel services for other employees, students, or guests.

Traveler: For purposes of this RFP, a traveler is any employee, guest or student traveling on behalf of and at the expense of the University for business purposes.

Travel Management Company (TMC): For purposes of this RFP, a Travel Management Company (TMC) is a licensed travel agency that is awarded a contract by The University of Wisconsin System.

Travel Record: past/current reservation information, including complete itineraries.

University: All institutions that comprise the University of Wisconsin System.

University Data: Any data or information that the proposer creates, obtains, accesses (via records, systems, or otherwise), receives (from the University or on behalf of the University by an authorized user), or uses in the course of its performance of the contract which include, but not be limited to: social security numbers; credit card numbers; any data protected or made confidential or sensitive by the

Family Educational Rights and Privacy Act, as set forth in 20 U.S.C. §1232g ("FERPA"), the Gramm-Leach-

Bliley Act, Public Law No: 106-102, Wisconsin state statute 134.98 or any other applicable federal or

Wisconsin law or regulation

UWS: University of Wisconsin System.

UWSA: University of Wisconsin System Administration.

1.5 Calendar of Events/Time Table

Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the UW System. In the event that the UW System finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

EVENT DATE

Release RFP to Vendor July 22, 2019

Proposer Tele-Conference Meeting July 31, 2019 @ 1:00 pm CST

Vendor Written Specification & Requirement Questions to UWSA August 1, 2019 Close of Business

Answer to Vendor Questions (Estimated): August 9, 2019

Proposals Due at 2pm CST to UWSA Office of Procurement in Madison August 22, 2019

Evaluation Team Meeting #1 (Estimated) August 27, 2019

Evaluation Team Proposal Evaluation Timeframe (Estimated) August 27, 2019 - September 30, 2019

Notification of Intent to Award Contract (Estimated) October 1, 2019

Dispute Process Time Frame (Estimated) October 1, 2019 to October 8, 2019

Board of Regent Approval of Contract (Estimated) December 5-6, 2019

Contract Award (Estimated) December 10, 2019

Certificate of Insurance & Contract Signature Complete (Estimated) December 10, 2019 – December 13, 2019

Contract Transition Activities January 1, 2020 – June 30, 2020

Start of Contract (Estimated) July 1, 2020

1.6 Fixed Offer Period

All Proposals submitted to obtain Travel Management Services shall remain fixed and valid for acceptance for a one hundred eighty (180) day period starting on the proposal due date August 22, 2019.

1.7 Procuring and Contracting Agency

This RFP is issued for the State of Wisconsin by the University of Wisconsin System Administration Office Of

Procurement which is the sole point of contact for the State during the proposal evaluation process. The contract resulting from this RFP shall be between the State of Wisconsin, Board of Regents of the University of Wisconsin

System doing business as the University of Wisconsin System, hereafter referred to as the "University," and the successful proposer hereafter referred to as the "Contractor" for the provision Travel Management Services according to the terms set forth herein. The UWSA Director of Travel, Elizabeth Dressel, shall be the representative of the UWS responsible for the administration of the contract and referred to herein as "Contract Administrator”

(C.A.).

1.8 Clarification and / or Revisions to the Specifications and Requirements

Any questions concerning this RFP must be submitted in writing on or before August 1, 2019 to:

Paul D. Schlough, Procurement Specialist Senior pschlough@uwsa.edu

Questions regarding this RFP should reference “RFP PS-20-2542 Question” in the subject line.

Vendors are expected to raise any questions or exceptions they have concerning the RFP DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately the above named individual of such error and request modification or clarification of the RFP.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or addendums will be provided to all recipients of this initial RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.

mailto:pschlough@uwsa.edu

Failure to acknowledge receipt of supplements or revisions, in accordance with the instructions contained in the supplement or revision, may result in proposals not being considered. Each proposal shall be predicated upon all the terms and conditions of the RFP and any and all supplements or revisions thereof.

If a proposer fails to notify the University prior to the Proposal due date of a known error in the Proposal (an error that reasonably should have been known to the Proposer) and a contract is awarded to that Proposer, the

Proposer shall not be entitled to additional compensation or time by reason of the error or its correction.

Any contact with University employees concerning this RFP is prohibited, except as authorized by the UWSA

Procurement Lead (official RFP Manager) during the period from date of release of the RFP until the notice of intent to contract is released.

1.9 Reasonable Accommodation

The University of Wisconsin System Administration (UWSA) Office of Procurement will provide reasonable accommodations including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If you think you need accommodations at the vendor conference, contact UWSA Office of Procurement, Paul D. Schlough, (608) 265-0557.

1.10 Contract Term

It is the intent of the University to commence the resulting contract on or about July 1, 2020.

The contract shall be effective on the date indicated on the contract and shall run through June 30, 2025 with three

(3) automatic one (1) year renewal options. This contract shall automatically be extended each year from the initial year unless UW System Administration Procurement is notified in writing by the Contractor; or notifies the Contractor in writing, 180 calendar days prior to July 1 of each contractual year of service.

The University may discontinue this contract, in whole or in part, without penalty at any time due to non-appropriation of funds.

1.11 Vendor Net Registration

The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state, including the University of Wisconsin System. Anyone may access

Vendor Net on the Internet at:

http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state, including the University of Wisconsin System. Vendors may use the same Web site address for inclusion on the bidders list for goods and services that the organization wants to sell to the state. Registration, which is free, guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $50,000. Organizations without Internet access may receive paper copies in the mail. Increasingly, state agencies also are using Vendor

Net to post simplified bids valued at $50,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities.

2 Preparing and Submitting Proposal

2.1 General Instructions

In order to meet the current needs of the University of Wisconsin System, the Proposal presented is to consist of

Travel Management Services for University of Wisconsin System for the contract term specified in this Request for

Proposal document. The evaluation and selection of a Contractor and the contract will be based on the information submitted in the Contractor’s proposal plus references and any required on-site demonstrations or oral interviews. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

NOTE: Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.2 Proposer Tele-Conference Meeting

Proposers are invited and encouraged to attend a Proposer Tele-Conference Meeting on July 31, 2019 at 1:00 p.m.

Central Standard Time (CST). Tele-Conference Dial-In Instructions are as follows:

Dial-In Number: 1 (855) 947-8255

Passcode: 5661325#

Proposers may also choose to attend the meeting in person at University of Wisconsin System Office of

Procurement, 780 Regent Street Room 121. At that time a review of the Request for Proposal Document will be completed.

To RSVP Tele-Conference Attendance and to Obtain Parking Instructions if attending in person:

Prospective Proposers are to contact:

Paul D. Schlough Senior Procurement Specialist University of Wisconsin System Administration (UWSA) 780 Regent Street, Rm 105 Telephone: (608) 265-0557 Madison, WI 53715 Email: pschlough@uwsa.edu

2.3 Incurred Costs

The University is not liable for any cost incurred by proposers in replying to this RFP.

2.4 Submitting the Proposal

Twelve (12) hard copies of the completed proposals, including the signed original, may be mailed, delivered by proposer or by a third-party/courier service in a sealed envelope or package with the RFP number on the outside.

Twelve (12) copies of the video/recorded presentation shall be also mailed on a USB Flash Drive. For each section bid on, note the maximum recoded video presentation times:

Employee Travel Services – 65 minutes

University Group Block Services – 25 minutes

UWS Athletic Travel Services – 25 minutes

If bidding on multiple sections, each section video should be clearly identifiable, as they will be scored separately. If bidding on all sections the video should be 3 separate videos (preferable on one USB drive) and can be up to 65 minutes + 25 minutes + 25 minutes. If you have proprietary information included in your video, please include a second video with any proprietary information redacted if applicable.

Two (2) copies of the proposal must be submitted on a USB Flash Drive: One (1) copy of the proposal must be submitted on a USB Flash Drive in its entirety. This Flash Drive must also include a second (2nd) copy of the Proposal with all proprietary information removed and clearly marked as such. Proposals must be received and date/time stamped prior to 2:00 p.m. CST on the stated proposal due date. Any proposal received after that date and time shall be considered late. Late proposals shall be rejected.

Proposals must be delivered to:

Paul D. Schlough Procurement Specialist Senior University of Wisconsin System Administration’s Office of Procurement 780 Regent St., Suite 105 Madison, WI 53715

Receipt of a proposal by the University mail system does not constitute receipt of a proposal by the Purchasing

Office, for purposes of this RFP.

To ensure confidentiality of the document, all proposals must be packaged, sealed and show the following information on the outside of the package:

Proposer's name and address

Request for proposal title (RFP: Travel Management Services)

Request for proposal number (PS-20-2542)

Proposal due date August 22, 2019 2:00 PM CST

An original plus 1 copy of the Cost Proposal (Section C, No. 1) must be sealed and submitted as a separate part of the proposal. The outside of the envelope must be clearly labeled with the words “Cost Proposal, RFP (Name of

RFP)” and name of the vendor and due date. The cost proposal is due to the addressee on the due date and time noted above. One (1) copy of the cost proposal must also be submitted on USB Flash Drive.

2.5 Proposal Organization, Format and List of Requirements

Proposals should be a complete and concise description of the proposer’s ability to deliver materials, equipment or services. Proposers should clarify whether they agree or take exception to each of the specifications. Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the headings and subheading as listed in the RFP. Each heading and subheading should be separated by tabs or otherwise clearly marked.

2.6 Cover Sheet (DOA-3261)

The cover page DOA-3261 (found on page number 2 of this Request for Proposal (RFP) must be completed by the proposer and submitted with the proposal.

2.7 Multiple Proposals

Multiple proposals from a Proposer will be permissible; however, each proposal must conform fully to the requirements for proposal submission.

Note: Each such proposal must be separately submitted and labeled as Proposal No. 1, Proposal No. 2, etc. on each page included in the response.

Note: Each proposal must also identify the business section: (Employee Travel Services), (University Group Block

Travel), and UWS Athletic Travel Services on each page included in the response.

The University shall only consider proposals alternates from those proposers who have met qualifications and have completed the required submittal format.

2.8 Proposed Contract for Travel Management Services

The PROPOSED CONTRACT provides the terms and conditions the University expects to be in the contract between the University and the successful Proposer. Any changes to a proposed term or condition a proposer wishes the

University to consider must be submitted with the proposal. The University, in its sole discretion, may modify any portion of this proposed contract. It is not the desire of the University to move away from the standard terms and conditions of this agreement.

2.9 Confidential and Proprietary Information

As the University is a state agency, any restrictions on the data contained within a proposal submitted must be clearly stated on the Designation of Confidential and Proprietary Information Form, Section D, Attachment No. 8.

Proprietary information submitted will be handled in accordance with applicable State of Wisconsin law. It is the proposer’s responsibility to defend the determination in the event of an appeal or litigation. Data, documentation and innovations contained in the proposal become the property of the University. Excessive designation of information as proprietary may result in disqualification of your Proposal.

2.10 Certification of Independent Price Determination

By submitting this proposal the proposer certifies (and in the case of joint proposal each party thereto certifies as to its own organization) the following in connection with this RFP:

2.10.1 Independent Pricing, Rates and Fees

The prices, rates and fees in this proposal have been arrived at independently, without consultation, communication or agreement with any competitor for the purpose of restricting competition.

2.10.2 Disclosures

Unless otherwise required by law, the prices, rates and fees which have been quoted in this proposal have not been knowingly disclosed by the proposer prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other proposer or to any competitor.

2.10.3 Restriction of Competition

No attempt has been made or will be made by the proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2.10.4 Proposal Signatory Authority

2.10.4.1 Responsibility

He/she is the person in the proposer’s organization responsible within the organization for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to

2.10.1 through 2.10.3.

2.10.4.2 Agent Authorization

He/she is not the person in the proposer’s organization responsible within that organization for the decision as to the prices being offered herein, but that he/she has been authorized in writing to act as agent for the persons responsible for such decisions; and he/she has the authority to certify that such persons have not participated, and will not participate in any action contrary to 2.10.1 through 2.10.3 and as their agent does hereby so certify; and he/she has not participated and will not participate in any action contrary to 2.10.1 through 2.10.3.

3 Required Qualifications

The proposer’s response to this subsection must clearly demonstrate the capacity to handle the needs stated in this proposal in addition to the Proposer’s current workload. The University reserves the right to request supplementary information deemed pertinent to assure proposers competence, business organization, and financial resources are adequate to successfully perform services. Each of the requirements must be responded to in the format and order presented in each section even if the answer is simply yes or no.

3.1 Name and Address

The proposer shall submit the name and address of the operating firm on company letterhead. Names of owners or principles of your firm shall be included. If a corporation, provide date of incorporation and president’s name.

If other than corporation or partnership, describe organization and name of principals. If an individual or partnership, provide date of organization and name and address of all partners (state whether general or limited partnership). Complete and return vendor Information Form Section D, 6.1 Attachment No. 1. Describe any sub-contract relationship your firm intends to enter into in order to provide the services related to this contract.

Please include all sub-contract agreements and contact information.

3.2 Service Project History and Financial Requirement

The proposer must have a documented history of performing a Travel Management Services Contract of similar or like scope at a Public University System in order to qualify for award of this Request for Proposal (RFP). Please provide proof.

3.3 Financial Stability

Submit a complete operating statement or annual report as of your last fiscal year of operations. Certification of this report by a Certified Public Accountant may be required.

3.4 Description of Claims or Law Suits

The proposer shall list and describe any claims or lawsuits that have been made against your company for non-performance or inadequate performance as a provider of Travel Management Services or similar venue.

3.5 Written Agreement to Terms

The proposer shall describe your firm’s willingness to agree to as written the terms and conditions specified in section B, proposed Contract for Travel Management Services. Describe your firms approach to meeting these written terms and conditions. Complete and return Section D, 5.4 Attachment No 4.

3.6 Personnel Background and Social Security Checks

The proposer shall provide a statement of procedures for background and social security checks of proposer’s personnel. The UW System requires the Contractor to warrant they are supplying employees that have passed background checks and social security checks. This includes management, full and part-time staff and students. The

Contractor also agrees to defend, indemnify and hold harmless the Board of Regents of the University of Wisconsin

System, its officers, employees and agents for any claims, suits or proceedings alleging a breach of this warranty.

3.7 Company Information

The proposer shall provide a general history of the company and appropriate qualifications to provide the required

Travel Management Services including recommended processes, procedures and certifications.

Provide historical background and capabilities of your company with special emphasis on your ability or your subcontractor’s ability to provide Travel Management Services to institutions of comparable size and complexity to the University of Wisconsin System. Please note if you are using subcontractors.

Please demonstrate in writing, the firm’s ability to deliver the requirements of the contract as documented in this

Request for Proposal (RFP). The written response must clearly demonstrate the capacity to deliver the requirements of this RFP in addition to your current workload.

3.8 Business Qualifications

3.8.1 Business Ownership

The proposer must currently own the specified business and must have owned and operated the specific business continuously a minimum of five (5) years. Please verify that your business has been in operation for a minimum of five (5) years.

3.8.2 Bank References

The proposer must list one bank reference with which your firm is currently transacting business. Complete and return Section D, Attachment No. 3.

3.8.3 Vendor Client References

The proposer shall provide client reference contact information (name, address and phone number) for at least three university institutions where Travel Management Services were performed by your company. At least one reference must be a university system of similar size and scope as the University of Wisconsin System. It is preferred that references include work performed with two year public associate, public bachelor’s, public master’s and public doctoral research institutions. Experience with a state-wide extension program is also preferred.

Complete and return Section D, Attachment No. 2. The University will determine which, if any, references to contact to assess the quality of work performed and personnel assigned to the project. The results of the references will be provided to the review committee and used in reviewing the Proposal.

3.9 Affidavit

Proposals submitted must contain a non-collusion affidavit and signature block information. Complete and return

Section D, Attachment 7.

3.10 Glossary of Terms

Any proposal submitted should provide a glossary of all abbreviations, acronyms, and technical terms used to describe the services or products proposed. This glossary should be provided even if these terms are described or defined at their first use in the proposal response.

3.11 Review Criteria – Scoring Matrix

The following scoring matrix will be used by the evaluation committee and UWSA Procurement Department to evaluate and compare each Contractor’s proposal. Evaluation and selection of a proposal will be based on the assignment of points by the evaluation committee which is then combined with Cost Proposal points for a final score.

Note: Each Travel Category (Employee Travel, University Group Block Travel, and UWS Athletic Travel (Excluding UW-Madison Athletics) will be scored and awarded individually. Individual Scoring Criteria will be as follows:

3.11.1 Scoring Matrix

3.11.1.1 Employee Travel Scoring Matrix

Scoring Matrix Min/Max Score Cost Proposal 0 - 250 points (by Procurement) Required Travel Management Technical Response 0 – 750 points (by Evaluation Committee)

MAXIMUM TOTAL SCORE 1,000 points

3.11.1.2 University Group Block Travel Scoring Matrix

3.11.1.3 UWS Athletic Travel Scoring Matrix

3.12 Cost Proposal (Scored by UWSA – Procurement Office)

COST PROPOSAL SCORING BEGINS HERE:

3.12.1 Cost Proposal

3.12.1.1 Employee Travel Cost Formula

The proposer shall submit a total cost.

Total Combined Cost- Employee Travel (250 maximum points)

Lowest total financial costs (constant) ____________________________________________ X 250 = score Other proposals (varies according to firm being scored)

The lowest cost proposal(s) shall receive 250 points.

Calculation of points awarded to subsequent firms will use the lowest costs proposed as a constant numerator and the total dollar amount of the firm being scored as the denominator. (This result will always be less than one). The result is then multiplied by 250 to total for the final cost score.

3.12.1.2 University Group Block Travel Scoring Formula

Total Combined Cost- Student International/Study Abroad Travel Services (250 maximum points)

Lowest total financial costs (constant) ____________________________________________ X 250 = score Other proposals (varies according to firm being scored)

The lowest cost proposal(s) shall receive 250 points.

Calculation of points awarded to subsequent firms will use the lowest costs proposed as a constant numerator and the total dollar amount of the firm being scored as the denominator. (This result will always be less than one). The

3.12.1.3 UWS Athletic Travel Cost Scoring Formula

Total Combined Cost- UWS Athletic Travel Services (250 maximum points)

Lowest total financial costs (constant) ____________________________________________ X 250 = score Other proposals (varies according to firm being scored)

The lowest cost proposal(s) shall receive 250 points.

Calculation of points awarded to subsequent firms will use the lowest costs proposed as a constant numerator and the total dollar amount of the firm being scored as the denominator. (This result will always be less than one). The

COST PROPOSAL SCORING ENDS HERE.

EVALUATION COMMITTEE SCORING BEGINS HERE:

3.13 Required Travel Management Services Technical Response (Scored by Evaluation

Committee) (0 to750 Total Points for each individual Category)

EVALUATION TEAM EMPLOYEE TRAVEL SERVICES TECHNICAL RESPONSE SCORING BEGINS HERE:

3.13.1 Employee Travel Services (0 - 750 Points)

3.13.1.1 General and Technical Employee Travel Services (Travel Management Company (TMC) Set Up and

Overview)

a. How many years of corporate travel experience will be required for each domestic and international travel consultant/agent assigned to UWS?

b. UWS requires agents to be dedicated to the account. Please list the number of agents your company will assign/dedicate to the UWS account.

c. UWS defines core operating hours as 7am through 8pm, CST Monday through Friday. Please describe how your company will provide dedicated agents to service the account during core hours, including number of dedicated agents. Please list any excluded holidays.

d. Does your company plan to rely on subcontractors to provide travel agency services to UWS? If so, please list the subcontractors and describe how they will be used. Please provide the physical location of each recommended subcontractor.

e. Describe your company’s after hour’s operations. (in-house, subcontracted, number of staff, responsiveness/Service Level Agreements)

f. Can your company book air, hotel, car hire/rental car both on GDS and non-GDS? If no, please highlight your limitations.

g. We currently heavily utilize “Administrative Groups” to allow for staff (primarily administrative staff) to book and pay for others. Please review section D - 1.1.1.6 Group Air and confirm you are able to set up

“Administrative Groups” as outlined in the requirements.

h. Please explain how your company will access competitive rates regardless of platform/inventory/etc., both for airline and hotel/lodging. Please include any special integrations with inventory with any airline or lodging partners such as booking.com or AirBnB.

i. Please describe any affiliate deals your company has with air and hotel suppliers? How has your company’s buying power helped other clients of similar size?

j. Please provide an outline of your company’s visa and passport service offering. Include any preferred partnerships with any visa or passport processing companies.

k. Please discuss your company’s ability to create alternatives to travel requests in terms of timings, routing, quality or cost that would either improve the traveler’s experience or reduce cost to UWS.

l. Explain your company’s ability to maintain traveler profiles online.

m. Explain how your company will keep its staff up to date with UWS travel policy. Explain how UWS policy is applied accurately to all bookings made by your company’s agents.

n. Is your company able to provide Scalable Service that can cope with catastrophes? If yes, please explain how.

o. For all UWS flight requests, what turnaround timeframes will your company offer? What is your company’s recommended Service Level Agreement regarding turnaround timeframe?

p. What turnaround timeframes will your company offer UWS for international flight requests with less than five segments? Explain.

q. Describe a brief overview of the metrics your company will use to measure performance levels of agents and teams that support UWS.

r. What is your company’s turnaround timeframe for reporting issues to UWS Travel Department raised by

UWS employees or Travel Management Company discovered mistakes?

s. Describe the technology strategy of your company, including whether it is an internal process…