RFP - Travel Agency Services 5-21-19 .docx

Bidder must enter company name here

STATE OF MICHIGAN

Department of Technology, Management and Budget—Procurement

Statewide Travel Administrator Services Request for Proposal No. 190000002051

Solicitation Manager Name: Courtney Floes Direct Phone: 517-249-0452 Email: floresc@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

Statewide Professional Travel Agency Services – Reservations Systems for Domestic and International lodging and travel accommodations by air, car and/or rail services.

RFP Timeline

Pre-proposal meeting

N/A

Anticipated date State will post answers to bidder questions on www.michigan.gov/SIGMAVSS

5/24/2019

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

Confidential Treatment Form

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include, but are not limited to: Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

6. EVALUATION PROCESS

The State will evaluate each proposal based on the following factors:

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service -disabled veteran owned business(QVD/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

7. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

8. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

9. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in Section 6, Evaluation Process, if the State receives only one proposal.

10. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 8, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS .

11. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest electronically at BidProtest-DTMB@michigan.gov no later than 3:00 p.m., 5 calendar days after posting the Notice of Recommendation for Award on SIGMA VSS, or by 3:00 p.m. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

12. STATE ADMINISTRATIVE BOARD. Contracts equal to $500,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

13. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

14. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information. Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See Section Error! Reference source not found. of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary. The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

STATE OF MICHIGAN

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Number of years in business and number of employees

Legal business name and address of parent company, if any

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran/Service Disabled Veteran-Owned Business Program

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

If you entered “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

Will your company, or an employee, agent, or representative of your company, participate in the evaluation of the proposals received in response to this RFP?

If you entered “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with Section 8 Evaluation Process must be provided with Bidder’s proposal.

7. Other

Request for Proposal No. 190000002051 Statewide Travel Administrator Services

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

This Request for Proposal (RFP) for Professional Travel Agency Services. The Department of Technology, Management and Budget, Vehicle and Travel Services contracts with a Professional Travel Agency to provide agent support and online supported travel reservations for the State of Michigan employee traveling on official business.

During Fiscal Year (FY) 2018 (October 1, 2017 – September 30, 2018) the State of Michigan utilized the following bookings:

· Travel by Air: 5,149 tickets

· International travel: 1% of total

· Lodging reservations: 10,177 rooms

· Average cost of $89.00 per night

· Car Reservations: 471 bookings

· Average cost of $44 per day

SCOPE

The Contracted Travel Agency will be required to provide access to professional travel agent(s) and an online reservation system that can process all travel reservations requested 24/7/365. This will include domestic and international travel reservations for air, car, hotel and railway services.

All commissions earned on State travel must be returned to the State of Michigan. The Contractor may also be required to collect on behalf of the State from each traveler booking airfare a “service fee” determined by the State of Michigan. The “service fee” will be charged to the air travel credit account that is charged for the airfare. Th awarded Contractor will be required to submit on a monthly basis a reconciliation of the transaction fees incurred during the past month offset by the commissions earned and any service fees collected on behalf of the State.

REQUIREMENTS

Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary for or incidental to the performance of work as set forth below:

1. General Requirements

1.1. Reservations

Air Reservations The Contractor must be able to provide all travel reservations, domestic and international – When booking travel by Air, the Contractor must:

A. Offer the lowest airfare available, including web-fare to meet the travelers’ itinerary and offer alternated cost-effective itinerary options.

Please Note: Alternate itinerary options must be made available by online reservation system and consulting/booking agents.

Bidder must acknowledge acceptance to 1.1A and briefly describe how this requirement will be met:

Bidder Response:

B. Each State Department has a Travel Credit Card Account – All Air Tickets purchased must be charged to the traveler(s) applicable Department Travel Credit Card Account.

Please Note: All account information must be maintained in the Department profile and the traveler(s) profile.

Bidder must acknowledge acceptance to 1.1B and briefly describe how this requirement will be met:

Bidder Response:

C. In the event exceptions to State Policy, or exceptions to requirement 1.1B are necessary. The Contractor must document and report all exceptions taken and provide a copy of documentation to the State at the conclusion of each business week, additional copies must be provided upon request. In addition, the Contractor must also track, document, and utilize any unused air travel tickets.

Bidder must acknowledge acceptance to 1.1C and briefly describe how this requirement will be met:

Bidder Response:

1.2 Hotel Reservations

A. The Contractor must have in place, a system to ensure that travelers are booked at the best value available. The Contractor must identify and offer the lowest cost possible at qualifying hotels*.

Please Note: qualified hotels are considered as: room at a 2 or 3-Star, Diamond, or Crown rated hotel at the lowest rate. Suites are excluded from booking.

Bidder must acknowledge acceptance to 1.2A and briefly describe how this requirement will be met:

Bidder Response:

B. In the event exceptions to State Policy, or exceptions to requirement 1.2A are necessary. The Contractor must document and report all exceptions taken and provide a copy of documentation to the State upon request.

Please Note: Documentation of exceptions should include, but is not limited to the following:

· Travelers’ name, destination, date and time

· Reason for exception

· Cost of exception

Bidder must acknowledge acceptance to 1.2B and briefly describe how this requirement will be met: As a separately labeled attachment – Please provide a sample log your organization intends to use to track at a minimum the above required material.

Attachment Name:

Bidder Response:

C. To guarantee hotel reservations – Official State Travelers will provide one of the following forms of payment:

· Personal credit-card

· State issued hotel credit-card

Please Note: All commissions for lodging must be document and returned to the State – please refer to requirement 2.1C for further detail.

Bidder must acknowledge acceptance to 1.2C and briefly describe how this requirement will be met:

Bidder Response:

1.3 Other Travel

A. Rail Reservations – The Contractor must provide the lowest cost rail reservation(s) for travelers that prefer this method of travel.

Bidder must acknowledge acceptance to 1.3A and briefly describe how this requirement will be met:

Bidder Response:

B. Rental Car Reservations – The Contractor must provide the lowest cost car rental reservation(s) for travelers when authorized and approved.

Please Note: All commission for rental cars must be documented and returned to the State – please refer to requirement 2.1C for further detail.

Bidder must acknowledge acceptance to 1.3B and briefly describe how this requirement will be met:

Bidder Response:

1.4 Reservation Changes and Cancellations

The following conditions will apply when a Reservation change or cancellation occurs:

· A transaction fee will not be applied for cancellations of Reservations, or a change in reservation that does not generate a new ticket

· A transaction fee may be applied only when:

· A change generates a new ticket

Bidder must acknowledge acceptance to 1.4 and briefly describe how this requirement will be met:

Bidder Response:

2. Online Reservation System The Contractor must provide a managed Online Reservation Tool (system) that will accommodate the State of Michigan Travel Policies*.

*Current travel policies can be viewed at: www.michigan.gov/dtmb

A. The Contractor must, establish, maintain, and update traveler profiles for all official State Travelers. This will include electronic means by which the traveler can easily complete or update their profiles.

The Contractor must identify the proposed Reservation tool(system) and accompanying access tool. Along with a description of:

· System capabilities and features

· Description of ease of usage

· Data Reporting Capabilities – if any

· Any associated licensing fees or usage fees that may apply

Please Note: Any and all proposed Reservation Tool(system) for Online Reservations will be evaluated on the following criteria:

· Ease of use

· Licensing fees or other access fees that may apply

· Security of personal information inputted

· Date collection capabilities

Bidder must acknowledge acceptance to 2.A and briefly describe how this requirement will be met:

Proposed Software Name:

Proposed Software Fees (if applicable):

Bidder Response:

B. The Contractors proposed Reservation tool(system) must allow users to set-up an online travel account personalized to each user.

· Upon notice from the State the Contractor must establish, maintain and update State of Michigan traveler(employee) profiles.

· The Contractor must also provide the traveler(employee) with access to their online account to make updates to their profile and complete reservation bookings.

Bidder must acknowledge acceptance to 2.B and briefly describe how this requirement will be met:

Bidder Response:

C. Any and all proposed Reservation Tool(system) for Online Reservation must also be capable of the following:

· Providing users travel options within State Travel Policy

· Capture and display web-fares in compliance with State Travel Policies.

· Identify Contracted travel vendors

· Identify unused ticket segments for exchange

· Allow the travelers profile to sync with the Contractors Global Distribution System (GDS).

Bidder must acknowledge acceptance to 2.C and briefly describe how this requirement will be met:

Bidder Response:

D. IT Policies, Standards and Procedures (PSP) – All proposals must conform with State IT policies and standards – all services and products provided as a result of this RFP must comply with all applicable State IT polices and standards. Please refer to Public IT Policies, Standards and Procedures (PSP): http://www.michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html

Please Note: Not all applicable PSP’s are available publicly. Controlled PSP’s application to the RFP are available after signing and returning to the State the required Nondisclosure Agreement (NDA) agreement. Failure to return a signed NDA may be grounds for disqualification.

Bidder must acknowledge acceptance to 2.D and briefly describe how this requirement will be met:

Bidder Response:

E. ADA Compliant – All proposed software items must adhere to the State’s Look and Feel Standards.

Please refer to https://www.michigan.gov/som/0,4669,7-192-86761---,00.html for further information regarding ADA Compliance and Accessibility.

Please Note: The State is required to comply with the Americans with Disabilities Act of 1990 (ADA) and as adopted a formal policy regarding accessibility requirements for websites and software applications. The State is requiring that Bidder’s proposed Solutions, where relevant, to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0. Bidder may consider, where relevant, the W3C’s Guidance on Applying WCAG 2.0 to Non-Web Information and Communications Technologies (WCAG2ICT) for non-web software and content. The State may require that Bidder complete a Voluntary Product Accessibility Template for WCAG 2.0 (WCAG 2.0 VPAT) or other comparable document for the proposed Solution.

Bidder must acknowledge acceptance to 2.E and briefly describe how this requirement will be met:

Bidder Response:

2.1 Data Collection, Reporting and Security

The Contractor must provide an online database for State Agencies to access to run reports and track trends of Contract usage.

A. The Contract must propose an online database for State Agencies to access that can track trends, producing reports such as ad hoc. Agencies must be able to pull the following types of data Reports:

· Air Travel Reports – Should include:

· Point-to-point departures and destinations information

· Average ticket costs

· Tickets issued, including ticket status: Refunded, exchanger or voided

· Compliance and deviation from policy reports

· Hotel Reservation Reports – Should include:

· Points earned

· Average room costs

· Reservations booked, including refunds or cancellations

· Compliance and deviation from policy reports

· Car Rentals – Should include:

· Points earned

· Average rental costs

· Reservations booked, including refunds or cancellations

· Compliance and deviation from policy reports

Please Note: Reporting requirements are subject to change. The Contractor must work with the State to accommodate additional reporting requests.

Bidder must acknowledge acceptance to 2.1A and briefly describe how this requirement will be met, along with a brief description of proposed software capabilities and ability to meet reporting requirements.

Please also indicate proposed software and any applicable fee below:

Proposed Software Name:

Proposed Software Fees (if applicable):

Bidder Response:

B. Bi-Weekly Reporting – The Contractor must submit, to the Program Manager, and applicable Contract Administrator a brief written summary of the following items on each bi-weekly Monday:

· Work accomplished during the reporting period – current and subsequent

· Problems real or anticipated

· Which should be brought to the attention of the Program Manager

· Summary of any significant deviation from previously agreed upon work plans

Bidder must acknowledge acceptance to 2.1B and briefly describe how this requirement will be met. Please also provide a sample reporting template that meets the specifications of 2.1B:

Attachment Name:

Bidder Response:

C. Monthly Reporting – The Contractor must submit, to the Program Manager, and applicable State Agency the following reports no later than the 20th of each month:

· Usage Report for all Services Booked under Contract

· Statewide and by individual Department, usage summaries that include:

· Point-to-point departures and destinations

· Air Travel

· Costs for all tickets issued, refunded, exchanges and/or voided

· Hotel Reservations

· Issued, refunded and or/cancelled reservation

· Car Rentals

· Issued, refunded and or/cancelled reservation

· Summary of all Services and corresponding costs and usage

· Revenue reporting, including points and rewards accumulated

· Activity and Revenue Sharing Summary

· Quality Assurance Reports, including summaries of:

· Compliance reporting

· Service level requirements

· Exceptions Report – should identify travelers who choose a more-costly accommodation when offered a lower cost option

· Ad-hoc Reporting – please indicate capability through online database quires

· Industry Monitoring – please indicate current capabilities that monitor industry changes, enhancements, and problems real or anticipated.

Please Note: Monthly reporting requirements are subject to change. The Contractor must work with the State to accommodate additional reporting requests.

Bidder must acknowledge acceptance to 2.1C and briefly describe how this requirement will be met. Please also provide a sample reporting template that meets the specifications of 2.1C:

Attachment Name:

Bidder Response:

Bidder must acknowledge acceptance to 2.1D and briefly describe how this requirement will be met:

Bidder Response:

E. Account Security – Personal Information: The Contractor must protect and keep confidential, all traveler reservation information, protecting it from identity theft and abuse.

Please indicate the following, in your response:

· Security system to protect traveler information from identity theft and abuse

· Standard practice and procedures to ensure security

· Any additional measures taken to ensure security

Please Note: Proposed Security systems and software must be in compliance with Exhibit C, Section 31 & 33 of the Standard Contract Terms. Please provide any supplemental documentation that supports compliance with Exhibit C.

Bidder must acknowledge acceptance to 2.1E and briefly describe how this requirement will be met:

Attachment Name:

Bidder Response:

3. Accounting and Commission Reconciliation The Contractor must have a means in-place, at the time of bid submission, to track Commission or points earned on all State Reservation Transactions, and posses the capability of reconciling transaction fees.

A. The Contractor must submit, on a monthly basis, a monthly reconciliation of transaction fees and commissions earned with any monies due or owed identified and submitted by the 25th of each month.

Please Note: All commission earned and generated on State travel must be returned to the State.

Bidder must acknowledge acceptance to 3.A and describe how this requirement will be met:

Bidder Response:

B. If requested, the Contactor must collect, a “Service Fee”, on behalf of the State, with monthly reconciliation of service fees collected, transaction fess billed, and commissions earned.

Bidder must acknowledge acceptance to 3.B and describe how this requirement will bet met:

Bidder Response:

4. Transition & Implementation Plan The Contractor must carry out this project under the direction and control of the Department of Technology, Management and Budget (DTMB), Vehicle and Travel Services, Program Manager(s).

Please Note: All transition and implementation plans are subject to the approval of the Program Manager(s).

Please refer to 4.A for further details regarding Implementation plans.

A. The Contractor must provide an Implementation Plan (also referred to as the Project Plan or Work Plan) which outlines the transition of services and current accounts to be performed.

Currently there are 24 agencies profiles and approximately 5,600 employee profiles.

The Implementation Plan must describe in detail:

1. All major project milestones – with anticipated outcomes

2. Detailed corresponding calendar/timeline schedule for the Implementation Period

3. A detailed work plan describing how the Contractor will manage a possible transition from the current Contractor.

4. All tasks, duties and responsibilities associated with the implementation must be outlined in the work plan.

5. The Contractor must describe its project management capabilities, including but not limed to methods, tools and processes that will be utilized for oversight and completion of the implementation process.

6. The Contractor must describe how issues/changes will be conveyed to the Program Manager, give a brief description of suggested resolution processes, or applicable strategies

Please Note: Transition/implementation must be completed by the Contract Services Effective Date (Start Date): April 1, 2020. No payment will be made to the Contractor during the implementation period, or for the transfer of existing account from the current Contractor.

Bidder must acknowledge acceptance to 4.A and describe how this requirement will be met. Please provide a proposed Implementation Plan as a separately labeled attachment and provide attachment name in the textbox below:

Attachment Name:

Bidder Response:

B. There must be continuous liaising between the Program Manger and the Contractor during the Implementation Period and over the course of this Contract.

The Program Manager will meet with the Contractor for initial review of the Contractor’s Work Plan prior to beginning service deliver and periodically as needed.

These meeting will include but are not limited to:

· Reviewing progress and,

· Providing necessary guidance to the Contractor regarding the timing of activities and solving issues.

Bidder must acknowledge acceptance to 4.B and describe how the requirement will be met:

Bidder Response:

5. Training The Contractor must provide the following training:

· System implementation training – if applicable

· Travel Account Training

· For new and existing travelers

· Re-fresher training – when requested

· The Contractor must explain its training capabilities and any training that is included in its proposal.

· The Contractor must provide documentation and training materials.

Please Note: The preferred means for training is online tr

Bidder must acknowledge acceptance to 5. and briefly describe how this requirement will be met. If you choose to provide supplemental training information documents, please submit the supplemental documents as a separately labeled attachment.

Attachment Name:

Bidder Response:

6. Meetings The Contractor must attend the following meetings:

· Kick-off meeting within 30 calendar days of the Contract Effective Date

· Weekly/bi-weekly implementation update meetings – if applicable

· Introduction meeting – if applicable

· Weekly review and status meeting:

· This meeting will be held between the Contractor’s Program Manger and the State, to review process and performance of the program.

· Quarterly Review meetings

· Any other meetings deemed appropriate by the State.

Bidder must acknowledge acceptance to 6.:

Bidder Response:

7. Project Management

7.1 Project Plan

The Contractor will carry out this project under the direction and control of the Department of Technology Management and Budget.

A. The Contractor will carry out this project under the direction and control of the Program Manager. Within 5-business days of the Effective Date, the Contractor must submit to the Department of Management and Budget, Vehicle and Travel Services, a project plan to the Program Manager for final approval.

The plan must include:

(a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals;

(c) time phased plan, in the form of a graphic display, showing each event, task and decision point in the work-plan; and

(b) the project breakdown showing sub-projects, tasks, and resources required.

Bidder must acknowledge acceptance to 7.1 and briefly describe how this requirement will be met. Please provide your organization chart as a separately labeled attachment:

Attachment Name:

Bidder Response:

8. Services Levels

8.1. Time Frames

All Contract Activities must be delivered within times frames specified below in order to meet the needs of the State.