Travel Services for the State of Maryland Q&A final.docx

Travel Services for the State of Maryland REQUEST FOR PROPOSALS (RFP) BPM057915 Q&A # 1 Issued: July 24, 2026

This list of questions and responses is being issued to clarify certain information contained in the above-referenced RFP. The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the Department of General Services (“Department”) unless the RFP is expressly amended. Nothing in any response to any questions is to be construed as agreement to or acceptance by the Department of any statement or interpretation on the part of the entity asking the question.

1. Question: Minimum-qualification documentation placement RFP References: Sections 1.1 and 5.3.2, Table A Section 1.1 directs the minimum-qualification documentation for ARC, IATAN, and Amtrak approval or good standing to be submitted under Tab D, while Table A identifies Minimum Qualifications under Tab E. Please confirm the required placement of this documentation.

Response: Minimum Qualifications documentation for ARC, IATAN, and Amtrak approval or good standing to be submitted under Tab E. In amendment #2, “the proofs shall be submitted in the Executive Summary under Tab D,” is deleted. “The proofs shall be submitted in Minimum Qualifications under Tab E,” is added.

2. Question: Transition-out duration RFP References: Sections 2.8, 3.2, and 3.2.1 Section 2.8 references 60 days of transition-out support, while Section 3.2 requires a Transition-Out Plan 120 Business Days before the end of the Contract and Section 3.2.1 references up to 90 days of transition assistance. Please confirm the controlling transition-out support period and the applicable timing requirements.

Response: The controlling transition-out support period and the applicable timing requirements are 60 days.

3. Question: Consolidator ticketing fee RFP Reference: Section 2.2.3.f Section 2.2.3.f includes an “and/or” reference concerning consolidator ticketing compensation. Please clarify whether a separate consolidator ticketing fee may be charged in addition to the single per-trip service fee, or whether consolidator ticketing must be included within the single per-trip fee.

Response: Single-trip fee only applies.

4. Question: Maryland Living Wage form RFP Reference: Section 5.3.2, Table A, Tab Q Table A identifies the Maryland Living Wage Affidavit as Attachment F, while the posted State form is identified as Attachment G. Please confirm which form and attachment designation Offerors should submit under Tab Q.

Response: Attachment G should be submitted under Tab Q. In amendment# 2, attachment F is deleted, and attachment G is added.

5. Question: Certificate of Insurance at proposal submission RFP References: Section 5.3.2, Table A, Tab L, and Section 3.14.5 Table A requests a Certificate of Insurance under Tab L with the Technical Proposal, while Section 3.14.5 requires the Certificate of Insurance within five Business Days after notice of recommended award. Please confirm what insurance documentation is required at proposal submission. Specifically, should Offerors submit a current Certificate of Insurance, evidence of existing coverage, or a letter confirming the ability to obtain the required coverage upon award?

Response: As outlined in Table A of the solicitation, the Offeror shall provide a copy of its current certificate of insurance showing the types and limits of insurance in effect as of the Proposal submission date. As outlined in Section 3.14.5, the recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits, and requirements set forth in this section within five (5) Business Days from notice of recommended award.

6. Question: Travel policy: Does the State of Maryland fall all under one travel policy? Who is included in this policy, and who is not?

Response: Yes, one policy for all executive branch agencies. Non-executive branches may use the contract but must then follow our policies.

7. Question: In section 2.3.7, what do you mean by special travel? How is that defined and who falls under special travel?

Response: Occasionally, we have instances where medical assistance may be needed to transport healthcare clients, prisoners with medical concerns, etc. However, I believe this mostly refers to VIP travel.

8. Question: What concierge services are you looking for? Who falls under this and are you looking for group coverage? How many executives do you have and what level of servicing are you looking for?

Response: The primary need for concierge services is for the Governor’s Office; however, it may include Secretary-level travelers as well. Total potential users would be 30, with additional travelers joining them at various times of travel.

9. Question: What does traveler acknowledgement tracking mean?

Response: The traveler needs to acknowledge receipt of the reservations and ancillary travel documents.

10. Question: Is VSBE and MBE a requirement? Or is this an overall goal for those targeted percentages?

Response: The MBE goal is 5%, and the VSBE goal is 1%. Both are required. Waivers can be requested as explained in Attachment D, Minority Business Enterprise (MBE) Forms. This will be discussed at the MBE Overview Session scheduled for Thursday, August 6, 2026.

11. Question: Approval process – what does this look like? Do you need tiered levels of approval (i.e. one approval is sent to one person and a second layer of approval is sent to a different person, etc.). Will you need custom approvals?

Response: Ideally, we will operate within your portal, with our policies embedded. No employee can travel independently, and all must have at least a second approval.

12. Question: Are you looking to implement an expense tool as part of this RFP?

Response: Not necessarily, though the option should be provided if available.

13. Question: ARC does not provide certifications. Can you confirm what specific certification you are looking for? We can provide documentation from ARC verifying our HOL ARC Number however this does not include any Amtrak specific information. Will this suffice?

Response: Yes, documentation from ARC verifying your HOL ARC number will suffice.

14. Question: We have reached out to Amtrak regarding the request for good standing. And they advised this is not something they provide to TMCs. Can you advise?

Response: As long as Amtrak can certify/attest that you are eligible to make reservations and are not at odds with them, that is what we need.

15. Question: Will the state mandate the use of the Travel Management company for all the executive branches?

Response: It is already mandated. This RFP expands the requirement from airfare only to include hotels and rental vehicles as well.

16. Question: Can you clarify the process for how travel coordinators typically book travel today?

Response: Currently, they contact our vendor by phone and make the reservation.

17. Question: Approximately how many high level State executives / VIP travelers does the State have?

Response: 30 with additional employees traveling with them in most cases.

18. Question: Are the non-required branches currently utilizing a TMC?

Response: We can only speak to the executive branch, but the non-executive branch generally uses our contract.

19. Question: Approximately how much of the total travel volume listed is made up of the non-required branches?

Response: Nearly zero and certainly less than 5% of the total travel volume listed is made up of the non-required branches

20. Question: Can you confirm there is no Appendix 3.

Response: There is no Appendix 3. Please see Table C APPENDICES, Labor Categories is listed as N/A.

21. Question: What is working well with your program today?

Response: The State would prefer not to disclose that while the solicitation is open and active.

22. Question: Where do you see areas for improvement?

Response: The State would prefer not to disclose that while the solicitation is open and active. Please refer to Section 2, Scope of Work, of the solicitation.

23. Question: Is the State of Maryland currently utilizing an online booking tool? If yes, can you share which tool you are utilizing. If SAP Concur Travel can you confirm if the State holds a direct agreement with SAP or if the State is utilizing your current TMC’s reseller agreement.

Response: The State of Maryland is not currently utilizing an online booking tool.

24. Question: If utilizing and OBT today what is your online adoption rate?

Response: This is not applicable.

25. Question: What percentage of travel is international?

Response: At this time, we do not have a confirmed estimate of the percentage of travel that is international.

26. Question: What percentage of your air spend is through negotiated agreements with carriers, and what carriers do you have agreements?

Response: We do not have any negotiated agreements with carriers.

27. Question: How is travel paid for?

Response: Agencies pay for travel when making a reservation, with the fee being charged at the same time.

28. Question: Can you confirm the state intends to pay for travel at the time of ticketing?

Response: Yes, as far as the ticket. We are hoping for monthly billing of the fees.

29. Question: What percentage of hotel bookings are using negotiated rates?

Response: We do not have negotiated rates. Our vendor does; however, most of our hotel spend is not done through the vendor.

30. Question: What percentage of car bookings are utilizing negotiated rates?

Response: We do not have negotiated rates. Our vendor does, however, most of our rental car spend is not done through the vendor.

31. Question: What percentage of your airline tickets are refunded/exchanged?

Response: This information is not available.

Issued by:

Stephanie Puryear, Procurement Officer image1.png