RFP 049302406 Athletic Travel Management Services

This Request for Proposal (RFP) is issued by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia, to solicit proposals for Athletic Travel Management Services. The RFP seeks to establish a 3-year contract, with two 1-year renewal options, to provide comprehensive travel management services for Virginia Tech's 22 varsity sports teams, recruiting travel, and administrative travel. These services include booking airline, lodging, car rental, and charter travel, providing travel profiles and itinerary delivery, monitoring fare changes, and assisting with travel requirements like visas and passports. Virginia Tech spends approximately $5 million annually on athletic travel and is looking for an experienced travel agency that can leverage discounts and provide tailored services, such as an on-site travel agent and expertise in group airfare. Proposals are due by February 26, 2024, and the evaluation criteria include the quality and suitability of services, qualifications and experience, methodology, cost, and participation of small, woman-owned, and minority-owned businesses.

The RFP allows for cooperative purchasing, meaning other public entities may access the resulting contract. There are no set-aside designations or restrictions on the types of organizations that can respond. The current contract is set to expire 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 does not provide a specific award value or budget range, but it does indicate that payments are made via a combination of department credit cards and direct billing/invoicing.