Travel Management Services

The University of Wisconsin System Administration Office of Procurement is seeking comprehensive Travel Management Services through a Request for Proposal (RFP) for three distinct service categories: Employee Travel Services, University Group Block Travel Services, and UWS Athletic Travel Services. The procurement targets travel management for approximately 20,000 annual travelers across 13 four-year universities, 13 branch campuses, UW Extension, and System Administration offices. Required services include corporate self-booking technology through Concur, airline ticketing, ground transportation coordination, hotel accommodations sourcing, after-hours emergency support, ad hoc reporting, benchmarking analysis, and duty of care advisory services. Proposers must be a Concur-preferred and certified reseller for Employee Travel Services and can submit proposals for one, two, or all three service categories. A mandatory tele-conference was scheduled for July 31, 2019, with proposals due August 22, 2019, at 2:00 PM CST. The evaluation period is estimated to conclude by September 30, 2019, with intent to award notification by October 1, 2019, Board of Regents approval by December 5-6, 2019, and contract award by December 10, 2019.

The contract will run from July 1, 2020, through June 30, 2025, with three automatic one-year renewal options. Minority Business Enterprises may receive a 5% preference weighting if certified by the Wisconsin Department of Commerce. Proposers must maintain specific insurance requirements, including $2,000,000 commercial general liability, $1,000,000 automobile liability, and statutory worker's compensation limits. The current incumbent contractor serves all three categories with annual service fees of approximately $1.2 million. The University currently spends approximately $24 million in total air travel annually, with 60% domestic and 40% international transactions. Pricing must follow an all-inclusive model with no additional fees for account management, implementation, profile transitions, technology licensing, reporting, duty of care access, or rate loading. Cost proposals must include per-transaction fees for various booking categories and pricing for dedicated full-time agents. The total annual air travel spend is estimated at $17-$20 million for Employee Travel Services and $500,000-$850,000 for Athletic Travel Services.