Posted Date : April 02,2020
Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID : TRAVEL-0252
Government Authority located in Memphis, Tennessee; USA based organization looking for expert vendor for travel agency service.
[A] Budget: Looking for Proposal
[B] Scope of Service:
(1) Vendor needs to provide travel agency service to the government authority located in Memphis, TN.
- Provide airfare quotes and make bookings for agency faculty and professional staff traveling for approved programs in support of the district’s educational purposes. The bookings should be at the most advantageous rates for the district. In addition to airfare, the district may require bookings for hotel accommodations and car rental.
- Vendor must have the ability to secure bookings by means of a vendor credit card. The district will reimburse the vendor for expenditures incurred on behalf of the district with proper invoicing to include employee name, trip id, itinerary, etc.
- The vendor should have minimum hours of operations of 8:00 a.m. to 5:00 p.m. Monday through Friday year-round. In addition to standard business hours, the district requires 24/7 supplementary travel services through other means – ex. toll free number. All fees and costs associated with “after-hours” calls and reservations must be identified in the response.
- Create and deliver detailed travel itinerary documents for each traveler, including advance seat assignments. Trip Identification numbers are assigned to district travellers and should serve as the authorizations for airline tickets, car rentals, and hotel accommodations. The agency should not make any confirmed bookings without receipt of the travel identification numbers.
- Vendor should outline any additional costs for flight, hotel, or car rental changes after booking.
- Obtain and maintain traveler(s) profile (s) for future travel arrangements. Traveler profile should include traveler’s preferences and other information to identify traveler’s preferred travel accommodations.
- Ensure maximum use of governmental and other corporate discounts, rebates, and special rates. Indicate how the district will pay the lowest available fare, and how it will be verified and reported.
- Manage frequent traveler program and any other discount programs to be utilized for overall cost savings to the district. All discounts should be for the benefits of the district as a whole and not for personal gain of any agency staff and administrators.
- Negotiate special fares and rates on behalf of agency and the ability to notify the district's designee if costs are outside normal costs.
- Assign an account manager or higher-level employee to manage and oversee the account of agency. The assigned account manager must be the point of contact to coordinate agency travel requirements, handle any problems or inquiries that may arise, and have authority to act on behalf of the agency to make decisions and resolve issues.
- Describe method of reimbursement to agency for cancelled travel arrangements in the event agency faculty, students, or staff cannot travel.
- Provide procedures for notification of flight changes and cancellations.
- Provide the time period for discounted versus non-discounted travel arrangements.
(2) All questions must be submitted no later than April 6, 2020.
(3) Contract term will be one year.
[C] Eligibility:
- Onshore (USA Organization Only);
[D] Work Performance:
NA
Budget :
Deadline to Submit Proposals: April 21,2020
Cost to Download This RFP/RFQ/RFI/Solicitation/Tender/Bid Document : 5 US$
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Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID : TRAVEL-0252
Government Authority located in Memphis, Tennessee; USA based organization looking for expert vendor for travel agency service.
[A] Budget: Looking for Proposal
[B] Scope of Service:
(1) Vendor needs to provide travel agency service to the government authority located in Memphis, TN.
- Provide airfare quotes and make bookings for agency faculty and professional staff traveling for approved programs in support of the district’s educational purposes. The bookings should be at the most advantageous rates for the district. In addition to airfare, the district may require bookings for hotel accommodations and car rental.
- Vendor must have the ability to secure bookings by means of a vendor credit card. The district will reimburse the vendor for expenditures incurred on behalf of the district with proper invoicing to include employee name, trip id, itinerary, etc.
- The vendor should have minimum hours of operations of 8:00 a.m. to 5:00 p.m. Monday through Friday year-round. In addition to standard business hours, the district requires 24/7 supplementary travel services through other means – ex. toll free number. All fees and costs associated with “after-hours” calls and reservations must be identified in the response.
- Create and deliver detailed travel itinerary documents for each traveler, including advance seat assignments. Trip Identification numbers are assigned to district travellers and should serve as the authorizations for airline tickets, car rentals, and hotel accommodations. The agency should not make any confirmed bookings without receipt of the travel identification numbers.
- Vendor should outline any additional costs for flight, hotel, or car rental changes after booking.
- Obtain and maintain traveler(s) profile (s) for future travel arrangements. Traveler profile should include traveler’s preferences and other information to identify traveler’s preferred travel accommodations.
- Ensure maximum use of governmental and other corporate discounts, rebates, and special rates. Indicate how the district will pay the lowest available fare, and how it will be verified and reported.
- Manage frequent traveler program and any other discount programs to be utilized for overall cost savings to the district. All discounts should be for the benefits of the district as a whole and not for personal gain of any agency staff and administrators.
- Negotiate special fares and rates on behalf of agency and the ability to notify the district's designee if costs are outside normal costs.
- Assign an account manager or higher-level employee to manage and oversee the account of agency. The assigned account manager must be the point of contact to coordinate agency travel requirements, handle any problems or inquiries that may arise, and have authority to act on behalf of the agency to make decisions and resolve issues.
- Describe method of reimbursement to agency for cancelled travel arrangements in the event agency faculty, students, or staff cannot travel.
- Provide procedures for notification of flight changes and cancellations.
- Provide the time period for discounted versus non-discounted travel arrangements.
(2) All questions must be submitted no later than April 6, 2020.
(3) Contract term will be one year.
[C] Eligibility:
- Onshore (USA Organization Only);
[D] Work Performance:
NA
Budget :
Deadline to Submit Proposals: April 21,2020
Cost to Download This RFP/RFQ/RFI/Solicitation/Tender/Bid Document : 5 US$