RFP385992604 Travel Management Services

Virginia Polytechnic Institute and State University (Virginia Tech), located in Montgomery County, Virginia, is issuing RFP #385992604 to procure comprehensive travel management services for faculty, staff, and authorized travelers. The solicitation seeks a qualified Travel Management provider capable of delivering domestic and international travel services including airline and rail ticketing, lodging arrangements, vehicle rentals, itinerary management, traveler support, policy compliance, and detailed reporting. The successful contractor must support an online booking platform specifically compatible with DEEM or functionally equivalent systems integrated with Virginia Tech's expense management systems, provide 24-hour reservation services with a minimum eight-hour business day support window (8:00 a.m. to 5:00 p.m., Monday through Friday), process refunds within 30 days, and furnish itemized invoices with comprehensive reporting capabilities. Proposals are evaluated on a 100-point scale weighted 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). Inquiries must be submitted by 12:00 p.m. on Friday, May 22, 2026, to Derek Spraker at (540) 231-4524 or dsprake@vt.edu, and proposals must be submitted electronically through Virginia Tech's procurement portal (https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech) by Wednesday, June 10, 2026, at 3:00 p.m. The contract term is one year with four optional one-year renewals, with Virginia Tech reserving the right to award multiple contracts and cancel or reject proposals at its discretion.

Virginia Tech encourages Small, Women-owned, and Minority-owned (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 requiring economy class for domestic travel and business class for international travel where applicable. All travel credits, discounts, and complimentary services accrue to Virginia Tech. Contractors must maintain Worker's Compensation insurance 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 of any increases and documentation verifying general price changes in materials, labor, and transportation. Virginia Tech reserves the right to terminate the contract without penalty upon 60 days' written notice. No incumbent vendor or budget range information was provided in the solicitation materials.