Q&A 19-2051 DTMB Travel Admin. 'Final'.docx
DOCX document 81 KB Posted
- Attached to
- TRAVEL ADMINISTRATOR SERVICES STATEWIDE
- Solicitation number
- RFP-171-190000002051-3
- Issued by
- Michigan
About this file
This document is a Questions and Answers (Q&A) file for Request for Proposal (RFP) 190000002051 issued by the Michigan Department of Technology Management & Budget (DTMB) for Statewide Professional Travel Agency Services. The RFP seeks a travel management company to provide reservation systems for domestic and international lodging and travel accommodations, including air, car, and rail services. The document details specific clarifications about reporting requirements, transaction fees, and administrative expectations for the proposed contract.
The Q&A provides critical insights into the State of Michigan's expectations, including bi-weekly reporting during implementation, ad-hoc reporting within 5 days of request, and transaction fee policies for reservation changes and cancellations. While quarterly review meetings are not currently anticipated, the state reserves the right to schedule them if necessary. The travel management company will be expected to provide detailed reporting to the Contract Manager via email, with flexibility in reporting format, and maintain a responsive approach to reservation and cancellation services.
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| File | Type | Posted |
|---|---|---|
| RFP - Travel Agency Services 5-21-19 .docx | DOCX document |
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STATE OF MICHIGAN PROCUREMENT
| Department of Technology Management & Budget |
| 525 W. Allegan, 1st Floor, Lansing, MI 48913 |
| P.O. BOX 30026 Lansing, MI 48909 |
Bidder Questions & Answers Request for Proposal (RFP): 190000002051 Statewide Professional Travel Agency Services – Reservations Systems for Domestic and International Lodging and Travel Accommodations by Air, Car, and/or Rail Services.
| Q # |
| Document and Section |
| Page # |
| Bidder Question |
| Answer (to be completed by the State) |
| 1 |
| 1.4 – |
Reservation Changes and Cancellations
| 15 |
| The RFP states the transaction fee will not be applied for cancellations of the reservation. |
Can you provide some clarity here?
Is SOM implying that the original reservation/ticket will not incur a services fee?
No, the State expects for every ticket issued/ reservation confirmation there will be a transaction fee.
It is expected that when an individual needs to cancel a reservation that the Travel Management Company will not charge a transaction fee to process the cancellation.
| 2 |
| 2.1B – |
Data Collection Reporting and Security
| 17 |
| The State of Michigan has Bi-Weekly reporting regarding work accomplished and on real or anticipated problem. |
Can SOM provide an example of what SOM would be looking for here specifically? Would SOM want this be in the form of a Word document, Excel spreadsheet, etc.?
Bi-weekly reporting on work accomplished will be required during implementation phase and can be via email to the Contract Manager. Or, any form that is mutually acceptable to the State and Travel Management Company.
Bi-weekly or as needed reporting on real or anticipated problems will be expected throughout the Contract via email to the Contract Manager.
| 3 |
| 2.1D – |
Data Collection Reporting and Security
| 18 |
| In the proposal, SOM has asked for reporting to be available 5 days after request. Is SOM referring to ‘ad-hoc’ report requests? |
Yes, ad-hoc or special reporting requests should be fulfilled within 5 days of the request.
| 4 |
| General |
| N/A |
| To confirm, is SOM now looking to have scheduled quarterly review meetings with their Travel Management Company? |
At this time the State does not anticipate that quarterly meetings will be needed throughout the contract life.
However, the State reserves the right to schedule quarterly review meetings, if deemed necessary throughout the life of the Contract.
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