RFP 049302406_Addendum 1.pdf
PDF 204 KB Posted
- Solicitation number
- 57344
- Issued by
- Montgomery County, Big Rock CDP, Virginia
About this file
This document is an Addendum to a Request for Proposal (RFP) issued by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia, for Athletic Travel Management Services. The RFP seeks proposals to establish a contract through competitive negotiations. The RFP clarifies that teams are not required but strongly encouraged to book travel through the Travel Management Company. The current contract expires on April 30, 2024 with no more renewals. Virginia Tech's current travel management solution works well, but they would benefit from more yearly reporting on cost savings. The RFP provides a breakdown of Virginia Tech's 2023 travel spend, including air, hotel, car, shuttle services, group bookings, air charters, and bus charters.
The RFP indicates that payments are made via a combination of department credit cards and direct billing/invoicing. Virginia Tech uses the Concur OBT and would not be interested in exploring alternate OBTs. The main challenges Virginia Tech is looking to solve include obtaining more yearly reporting on cost savings. The RFP covers the jurisdictions of Montgomery County and Big Rock CDP in Virginia.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 049302406_Athletic Travel Mgt Svcs_Final.pdf | ||
| RFP 049302406_Addendum 2.pdf |
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Text version
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY
PROCUREMENT DEPARTMENT
ADDENDUM NO. 1
DATE: February 14, 2024 TO: All Offerors FROM: Kim Widrig, Contracting Officer TOTAL PAGE(S): 2 pages (not including attachments) SOLICITATION TITLE: Athletic Travel Management Services
SOLICITATION NUMBER: 049302406
I. CLARIFICATIONS AND ADDITIONAL INFORMATION
NONE
II. REQUESTS FOR INFORMATION
1. Are teams required to book travel through the Travel Management Company?
Virginia Tech Response: No, but it is strongly encouraged.
2. What are the main reasons driving this RFP?
Virginia Tech Response: Our current contract expires on April 30, 2024 with no more renewals.
3. What is the current service configuration (onsite, offsite, number of agents)?
Virginia Tech Response: On-site is expected with after-hours support (1 agent)
4. With your current solution, what works and what doesn’t?
Virginia Tech Response: Current solution works well. More yearly reporting would be beneficial.
5. Do you currently have contractual agreements with any Private airline charter?
Virginia Tech Response: No
6. Do you currently have contractual agreements with any Bus charter?
Virginia Tech Response: Yes, Black Tie (bus Wrap only), teams will use different charter providers.
7. Does Virginia Tech have a direct agreement with an OBT or a reseller?
8. What is the current OBT being used? Would Virginia Tech be interested in exploring Alternate OBT’s?
Virginia Tech Response: Current OBT used is Concur. We would not be interested in Alternate.
9. Are motor coaches being booked thru the OBT?
10. Does Virginia Tech have a HR feed populating traveler profile?
Virginia Tech Response: No, traveler’s profiles are updated in Concur.
11. Payment: are all air/hotel/car/shuttle services/air charters and bus charters going to be billed to a P-CARD?
Virginia Tech Response: Payments are made via a combination of department credit card (not a P-Card) issued through the university and direct billing / invoicing.
12. What are the payment terms for fees for invoices submitted thru Wells Once AP Control
System?
Virginia Tech Response: You can find more information on Wells One at https://www.procurement.vt.edu/vendor/wellsone.html. If you have any additional questions, please contact acctpay@vt.edu.
13. Who is your travel expense provider?
Virginia Tech Response: Anthony Travel
14. What are your main challenges that you are looking to solve?
Virginia Tech Response: More yearly reporting on cost savings.
15. Could you provide a breakdown of transactions/travel spend for 2023 for:
o Air o Hotel o Car o Shuttle services o Group bookings o Air charters o Bus Charters
Virginia Tech Response: See Attachment A. Please note this is just an estimate.
Flights Hotels Air Charters
Jan 72,148.63$ 90,180.19$ STM 338,119.29$ Feb 93,578.10$ 104,753.62$ Pass Charters 436,865.60$ March 136,706.55$ 196,961.91$ Air Planning 84,027.13$ April 152,902.86$ 737,690.77$ Total 859,012.02$ May 97,724.22$ 190,016.52$ June 55,075.05$ 166,547.82$ Car July 131,938.30$ 106,884.26$ Enterprise / National August 71,759.72$ 59,030.82$ Avg $2K - $7k per week / 4 bills per month September 114,115.35$ 229,452.69$ Bus Charters October 100,362.10$ 96,256.51$ 563,266.28$ November 42,522.06$ 229,034.34$ This is an estimate December 131,493.33$ 242,501.51$
Total 1,200,326.27$ 2,449,310.96$
Travel Spend (Recruiting ,Team and Conference)
ATTACHMENT A: Breakdown of spend for 2023
| Attachment A - Breakdown of Spend for 2023.pdf |
| Sheet1 |
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