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 is a Bidders Questions & Answers document issued by the State of Michigan Department of Technology Management & Budget (DTMB) for Request for Proposal (RFP) 190000002051 regarding Statewide Professional Travel Agency Services. The RFP seeks a Travel Management Company to provide reservation systems for domestic and international lodging and travel accommodations by air, car, and rail services. The document addresses four key questions submitted by bidders during the proposal phase, clarifying expectations for reservation cancellations, reporting requirements, and contract management procedures. The State expects transaction fees to be applied to all ticket issuances and reservation confirmations, with the exception that no transaction fees will be charged to process cancellations. Bi-weekly reporting on work accomplished is required during the implementation phase and can be submitted via email to the Contract Manager in any mutually acceptable format.
Ad-hoc or special reporting requests must be fulfilled within five days of submission. The State does not anticipate scheduling quarterly review meetings throughout the contract life but reserves the right to conduct such meetings if necessary. The document indicates that reporting on real or anticipated problems will be required on a bi-weekly or as-needed basis throughout the contract term via email to the Contract Manager. No specific information regarding pricing terms, contract duration, renewal options, incumbent contractor status, or funding amounts is provided in this Q&A document.
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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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