TRAVEL AGENCY RFR PROPOSAL TEMPLATE.docx

TRAVEL AGENCY RESERVATION SERVICES

RFR 2016-EOHED.MOTT-07

PROPOSAL TEMPLATE

A. ELIGIBILITY

Please respond to Eligibility Requirements below and as detailed/specified in Section 2 (A and B) of this RFR.

· Minimum of 5 years travel reservations services

· Massachusetts based office from which travel management services are provided.

· Capability to book travel domestically & internationally, including markets in Europe, Asia, South America and any other countries that may be specified by EOHED agencies.

· Contractor must have experience working with businesses, government agencies preferred, or individuals and/or large groups.

· Must be a member in good standing with International Association of Travel Agents (IATA).

· Contractor must document insurance coverage that provides a minimum of $100,000 coverage for business liability.

· Comprehensive knowledge of domestic and international travel industry structure, practices and procedures.

· Must be fluent in written and spoken English.

B. DESCRIPTION OF COMPANY/ORGANIZATION

Would you please provide the following information:

· Overview and history of your company/organization

· Staff Listing – full and part-time employees, name, title, email, phone, fax

· Policy & Procedures for domestic and international travel - including policy on rescheduling, cancellations, waiving of fees, and resolving of discrepancies regarding invoicing/billing

· Main Contact Person for this RFR – name, title, email, phone, fax

C. ACCOUNT TEAM

Would you please provide a list of the proposed account team who will have the primary responsibility for managing all accounts for EOHED. Please include credentials, experience and range of travel services, length of employment, and work status (permanent vs. contract employee). Identify the person who will have primary responsibility for managing the accounts and the primary day-to-day contact for all EOHED agencies.

D. CAPABILITIES

Please explain how the bidder’s experience and knowledge makes the travel agency equipped to deliver the best services to EOHED as specified in Section 3 of this RFR.

E. BUDGET/COMPENSATION

Please provide billing rates for FY16 and the remaining duration of this RFR. Budget cost in US dollars for all travel reservations and all fees, administrative and/or out-of-pocket costs. Also, please lists all Staff/Account Team members assigned to EOHED accounts, hourly rate for each staff member. NOTE: Cost will be paid in US dollars and on a cost-reimbursement basis.

TRAVEL AGENCY RESERVATION SERVICES

RFR 2016-EOHED-07

PROPOSAL TEMPLATE

F. SUBCONTRACTORS

Please provide any subcontractors which the bidder employs in booking of domestic and international travel. Please include subcontractor/s names, locations, credentials, and length of relationship with bidder. Note, subcontractors are subject to approval by EOHED agency.

G. BUSINESS REFERENCES

Please provide a minimum of three (3) travel clients references which includes client’s name, email address and phone number. Please list the references on the business reference form listed in the Attachment Section of this RFR.

H. DEMONSTRATIVE EFFECTIVENESS

Provide specific information demonstrating the effectiveness at of bidder’s work within the last 36 months. Please focus on ability to identify lowest cost options for requested airline or hotel bookings.

I. SUPPLIER’S DIVERSITY PLAN

Please complete the SDP Form in the Attachment Section of this RFR. See Appendix I for details on Supplier’s Diversity Program.

J. ENVIRONMENTAL PLAN

Please complete form in the Attachment Section of this RFR. See Appendix I for details on Environmental Plan.

K. CONTRACT & BID DOCUMENTS

Please review and complete the contract/bid documents in the Attachment Section of this RFR.