RFP 385992604_Addendum 1.pdf

This is an Addendum No. 1 to RFP 385992604 issued by Virginia Polytechnic Institute and State University's Procurement Department on June 8, 2026. The addendum revises the proposal submission deadline for Travel Management Services from the original date to Wednesday, June 17, 2026, at 3:00 PM. All other aspects of the solicitation remain unchanged. The solicitation seeks a qualified Travel Management provider to deliver comprehensive domestic and international travel services including airline and rail ticketing, lodging arrangements, vehicle rentals, itinerary management, and detailed reporting. The successful contractor must support an online booking platform compatible with DEEM or functionally equivalent systems, provide 24-hour reservation services with a minimum eight-hour business day support window, and process refunds within 30 days. The contract term is one year with four optional one-year renewals. Proposals are evaluated on a 100-point scale across five categories: Quality of products and services (25 points), Qualifications and experience (25 points), Specific plans and methodology (30 points), Cost (10 points), and Small, Women-owned, and Minority-owned (SWaM) Business participation (10 points).

The original inquiry deadline was May 22, 2026, with submission instructions directed to Derek Spraker at (540) 231-4524 or dsprake@vt.edu. Virginia Tech reserves the right to award multiple contracts and cancel or reject proposals at its discretion. The solicitation encourages SWaM business participation and requires contractors to maintain SWaM certification if already certified. Contractors must register with Virginia's eVA electronic procurement system and comply with state travel regulations. Insurance requirements include Worker's Compensation with statutory requirements, Employers Liability of $100,000, General Liability of $2,000,000 combined single limit, and Automobile Liability of $500,000, with Virginia Tech named as an additional insured. No price increases are authorized for 365 days after the contract effective date; thereafter, contractors must provide 30 days' advance notice with documentation verifying price changes. Virginia Tech reserves the right to terminate the contract without penalty upon 60 days' written notice.