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Home My WebLink AboutR-02-0960J-02-766 09/11/02 RESOLUTION NO. 02— 960 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER APPROVING THE FINDINGS OF THE EVALUATION COMMITTEE, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 01-02-099, THAT THE MOST QUALIFIED FIRMS TO PROVIDE TRAVEL AGENCY SERVICES, FOR THE OFFICE OF THE CITY MANAGER, ARE, IN RANK ORDER: (1) BUSINESS TRAVEL ADVISORS, INC. AND (2) SUMMIT TRAVEL OF KENDALL, INC.; AUTHORIZING THE CITY MANAGER TO NEGOTIATE A PROFESSIONAL SERVICES AGREEMENT WITH BUSINESS TRAVEL ADVISORS, INC., THE TOP-RANKED FIRM, FOR AN INITIAL PERIOD OF TWO (2) YEARS, WITH THE OPTION TO EXTEND FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH THE SECOND -RANKED FIRM, IN THE EVENT NEGOTIATIONS FAIL WITH THE TOP-RANKED FIRM; FURTHER DIRECTING THE CITY MANAGER TO PRESENT THE NEGOTIATED AGREEMENT TO THE CITY COMMISSION FOR ITS CONSIDERATION. WHEREAS, the City issued Request for Proposals (RFP) No. 01-02-099 on March 5, 2002, seeking to secure a full-service travel agency to provide travel services for employees who travel while on City business, on an as -needed basis; and WHEREAS, the City received two (2) proposals by the advertised deadline of April 1, 2002, both of which were deemed responsive; and CITY COMMISSION, MEETING S F r 1 1 2002 Resolution DEO, 02- 960_ x_' WHEREAS, an Evaluation Committee was appointed by the City Manager to evaluate the proposals received pursuant to the RFP; and WHEREAS, the Evaluation Committee evaluated the proposals, and ranked the firms to provide the required consulting services in the following order: 1) Business Travel Advisors, Inc., and (2) Summit Travel of Kendall, Inc.; and WHEREAS, the City Manager has approved the findings of the Evaluation Committee; and WHEREAS, the City Commission accepts the City Manager's recommendation and further authorizes the City Manager to negotiate an agreement with Business Travel Advisors, Inc., the top-ranked firm, and should negotiations fail with the top-ranked firm, the City Manager shall negotiate an agreement with the second -ranked firm; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Page 2 of 4 02- 960 Section 2. The recommendation of the City Manager to approve the findings of the Evaluation Committee pursuant to RFP No. 01-02-099, that the firms to provide travel agency services for the City of Miami are, in rank order: (1) Business Travel Advisors, Inc., and (2) Summit Travel of Kendall, Inc., is accepted. Section 3. The City Manager is authorized!' to negotiate an agreement, with Business Travel Advisors, Inc., the top-ranked firm, for an initial period of two (2) years, with the option to extend for three (3) additional one year periods. Section 4. The City Manager is authorized to negotiate an agreement with the second -ranked firm, Summit Travel of Kendall, Inc., in the event negotiations fail with the top-ranked firm. Section 5. The City is directed to present the negotiated agreement to the City Commission for its consideration. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2/ The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable provisions of the City Charter and Code. z/ If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 3 of 4 02— 960 PASSED AND ADOPTED this 11th day of September , 2002. F -roe, I MANUEL A. i'i • - ATTEST: PRISCILLA A. THOMPSON CITY CLERK APPROVED_,K9 TOXORM AND CORRECTNESS:g/ 4�AVRO VILARELLO CIT /ATTORNEY 6519:LB:AS:13SS Page 4 of 4 02- 960 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Members of the City Commission RECOMMENDATION DATE: A 2 � , �/��- FILE: SUBJECT: Approving the Findings of the Evaluation Committee: RFP No. 01-02-099: Travel Agency Services REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission --approve the findings of the Evaluation Committee for Request for Proposals (RFP) No. 01-02-099 for Travel Agency Services, and authorize the City Manager to enter into negotiations with the recommended firms, in rank order. BACKGROUND On March 5, 2002, RFP No. 01-02-099 was issued, with responses due to the City Clerk by April 1, 2002. Two (2) proposals were received, deemed responsive in accordance with the terms of the RFP, and evaluated by the Evaluation Committee ("Committee"). On June 27, 2002, the Evaluation Committee ("Committee") met, reviewed, evaluated the two (2) responsive proposals, and recommended, in rank order, (1) Business Travel Advisors, Inc. and (2) Summit Travel of Kendall, Inc. It is the recommendation of the Evaluation Committee that the City Manager negotiate with the top ranked firm, and in the event negotiations are not successful, proceed to negotiate with the second ranked firm. CAG/P9C/PB 02� 960 0sterholtConsulting, Inc. ' Riverwalk Plaza 333 N. New River Dr. • Suite 1500 Ft. Lauderdale, FL 33301-2205 July 3, 2002 Carlos A. Gimenez, City Manager 444 SW 2nd Avenue, 10ti' floor Miami, Fla. 33130 RE: Recommendation of Evaluation Committee: Travel Agency Services per RFP 01-02-099 Dear Mr. Gimenez: As Chairperson of the Evaluation Committee ("Committee") for the above services for the City of Miami, it is my responsibility to offer the findings and recommendation of the Committee. The City issued an RFP for Travel Agency Services on March 5, 2002, and two (2) responses were received April 1, 2002. The Evaluation Committee ("Committee"), appointed by the City Manager, met on June 27, 2002, and was comprised of the following individuals: 1. Carol Ann Taylor, Little Havana To Go, Inc. 2. Rita Lagace, Office of the City Manager 3. B. Jack Osterholt, President, Osterholt Consulting, Inc. (Chair) The Committee discussed the merits of both proposals, and evaluated each pursuant to the City's RFP. Following discussion and deliberation, the Committee recommended the following two (2) Proposers, in rank order: (1) Business Travel Advisors, Inc.; and (2) Summit Travel of Kendall, Inc. Should contract negotiations fail with the top ranked firm, Business Advisors, Inc., the Committee recommended the City negotiate with the second ranked firm. To alleviate a concern we had, the Committee discussed the need to ensure, while traveling on City business, the Successful Proposer provides the City with the lowest possible travel costs. The Committee recommended the City negotiate with the Successful Proposer for it to provide the City, while under Contract, with the lowest overall cost(s) for air fare, hotel reservations, and other fees for travel on City business, and recommended the Contract include provisions for random audits by the City. Failure to consistently provide the City with the lowest possible travel cost(s) should subject the Successful Proposer to termination from the Contract. Any other cost savings were recommended. Thank you for allowing each of us the opportunity to participate in this process. Should you concur with our recommendation, please sign below. On of a fal tion Committee for Travel Agency Services, B. Jack Osterholt Chairperson, Evaluation Committee Approve arlos A. i enez City Manager Phone: 954.4627776 C&6r. 954.610.7840 Pager: 954. .2249. 6rwil: aderl+oN@aoraultantaxn — 960 ACCEPTANCE OF CITY MANAGER AND EVALUATION COMMITTEE'S RECOMMENDAT RFP NO. 01-02-099 ITEM: Travel Agency Services DEPARTMENT: City Manager TYPE: Term Contract REASON: It is recommended that Business Travel Advisors, Inc., the top ranked firm, provide travel agency services on a city-wide basis, for the Office of the City Manager; authorizing the City Manager to negotiate and execute a Professional Services Agreement; further recommending that should negotiations fail with the top ranked firm, proceed to negotiate with the second ranked firm. AwardlssueRFP 0211- �90 RFP 01-02-099 TABULATION BY THE EVALUATION COMMITTEE for TRAVEL AGENCY SERVICES APPROVED Approved by: Director / Designee Date: b1&) 0�