Travel Management Services

The Virginia Lottery is requesting sealed proposals for travel management services under RFP PR13393KA, with proposals due September 21, 2026, at 1:00 p.m. ET (extended from September 11 to accommodate eVA system upgrades). The Lottery strongly encourages small, women- and minority-owned business participation, with a goal that 50 percent of purchases be made from DMBE-certified SWaM-owned businesses; SWaM-certified contractors automatically receive 10 evaluation points.

Offerors must demonstrate a minimum of two years of experience providing comparable travel planning and VIP services. The scope encompasses full-service travel management for lottery prize winners, including round-trip airfare, upscale hotel accommodations, private ground transportation, curated VIP experiences, travel insurance options, and 24/7 emergency support. Contractors must provide proposed itineraries within three business days of receiving winner information and maintain one-hour response times to inquiries and service issues. The Lottery anticipates awarding approximately 15 trips during the initial contract year, though this volume is an estimate and not guaranteed; the Lottery reserves the right to make multiple awards with no guaranteed minimum work volume, and work assignments will be allocated at the Lottery's sole discretion.

Pricing must be submitted at cost for all trip components with administrative fees calculated as a separate percentage fee. Offerors must provide detailed pricing for two sample trips: a five-day, four-night trip to Las Vegas for two travelers budgeted at $6,500, and a ten-day trip to Athens, Greece, for 20 travelers budgeted at $100,000. Contractors are responsible for advance payment of supplier deposits with reimbursement on Net 30 terms. The contract carries a one-year initial term with up to three successive one-year renewal options; the Lottery reserves the right to terminate without penalty upon 60 days' written notice.

Proposals are evaluated on capability and methodology (30 points), past performance case studies (20 points), sample trips (20 points), price (20 points), and SWaM participation (10 points). Questions are due in two rounds: by August 19, 2026, and September 2, 2026. The tentative award date is November 12, 2026. Minimum insurance includes workers' compensation, employer's liability of $1 million, commercial general liability of $1 million per occurrence, and automobile liability of $1 million per occurrence. Offerors must acknowledge receipt of Addendum 1 and Addendum 2 in their proposals.