HomeMy WebLinkAboutM-86-0957CITY OR MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM .12
TM Honorable Mayor and Members DATE: NOV t 91986 FILL:
of the City Commission
su.JECT: City Commission Discussion
Item - RFP for Travel
Services
FROM: REFERENCES:
Cesar H. Odio
City Manager
ENeLosullts:
We are placing as a City Commission discussion item the Finance
Department's request to authorize distribution of the attached
request for proposal for travel services under the premise that a
travel agent or a professional firm in the travel services
industry can provide lower costs to the City related to air
fares, hotel rates and car rental rates. Alternatively, the
Admin i strati on may con tin ue issuing f 1 i to -cheks or airline
tickets and directly making reservations wi th hotels an d
airlines.
Travel Agents can obtain lower fares since they have direct
access to airline reservation systems which provide all fares
available. They can also obtain corporate rates with hotels and
car rental agencies.
The City would also save manpower otherwise required to make
reservations, issue tickets and deliver them.
k
.
CITY OF MIAMI
REQUEST FOR PROPOSALS/QUALIFICATIONS
I. BACKGROUND
The City of Miami; (The City) incurs over $200, 000 in
travel -related expenditures each fiscal year. Requests for
proposals and qualifications are being solicited in order to
determine if the appropriate services can be provided by a travel
organization in an economical; efficient; and professional
manner.
H. GENERAL
r
The purpose of this Request for Proposals/Qualifications
(RFP/RFQ) is to evaluate the concept of using a commercial
organization (s) to procure transportation,, lodging; and other
travel related services at the greatest savings to the City.
The process may conclude with a contract (s) for services for an
initial two (2) year test period. The City may award more than
one contract for the required services. The City requests
proposals from travel agents, and any other qualified full -
service travel organizations.
The POoposer(s) must submit both technical and business
management qualifications which set forth accurate and' complete
responses to this solicitation.
The sole compensation for the service provided under the
contract will be in the form of commissions or other
con si derati on s received by the Proposer (s) for carriers and
suppliers of accomodati on s, rental of vehicles, and other travel
services. The City accepts no responsibility or liability for,
and offers no guarantees with respect to; the payment of such
commission or other considerations. The Proposer (s) will be
limited to actual carrier rates or fares effective for all
tickets issued to The City personnel for official travel.
II1. AUDIT REVIEW
The City will have the right to audit the records of the
Proposer(s) as well as to have access to an airline reservation
terminal to monitor Proposer (s) performance.
w
IV* TECHNICAL REQUIREMENTS
The technical section of the proposal shalt specifically
address the manner in which the Proposer (s) will meet the
requirements presented below. The proposal shall provide enough
information so that the evaluators will be able te•djetermine the
Proposer W ability to meet each requirement set fQrtfi. ! •'
A. UNDERSTANDING THE SPECIFIC TASKS REQUIREMENTS:
The Proposer(s) shall describe individually his plan
for meeting the requirements of each of the following
elements of performance:
1. Official Travel Support:
a. ten (10) hours a day; year-round, official
travel support.
b. local and toll free telephone access.
c* place reservations, issue and deliver tickets,
and provide travel information.
d. emergency situations, on a limited basis
occurring after normal working hours during
weekdays and on weekends and holidays.
e. insure maximum use of state, federal and other
discounts and/or special rates.
f. process for guaranteeing room rates and late
arrival confirmation.
g. process for handling promotional or "bonus"
programs offered to users.
h. prepaid tickets.
i. process refunds.
J. create itineraries.
2. Management Reports:
a. Concept for developing management and
financial data reports required for all facets
of travel.
r
i
B. --PROJECT MANAGEMENT:
The Proposer(s) shall provide a narrative which set
forth his/her proposed project management plan
addressing each of the following elements:
1. The approach proposed to assure quality control of
all work to be performed, achievement of
deliverable product deadlines, prompt customer
relations, and corrective measures to be utilized
in the event of delay.
I. The proposed organization and personnel staffing
plan with a description of the relationship between
company's Project Manager and company management
including plans for backup personnel support
identifying the use of subcontractors where
necessary.
3. Description of all computer hardware and software
including automated reservation and ticketing
systems proposed for use by Proposer(s) in
performance of the contract.
C. PROPOSER(S) EXPERIENCE AND QUALIFICATIONS:
The Proposer(s) shall provide adequate information
to describe current as well as previous experience
in providing volume corporate travel services to
large organizations with requirements similar to
those of the City. (Volume travel services are
defined as the handling of at lease one corporate
account with an annual billing in excess of
$200,000.) Proposer(s) should demonstrate the
ability to handle present travel capacity. The
following information is to be included:
I. Name; address and telephone number of current
and past clients for which travel services
have been provided for the last two (2) years.
2. General nature and scope of work performed for
those clients.
3. Dollar value of effort.
4. Project manager and assigned staff.
S. Results achieved.
- 3 41.
f
D. INDIVIDUAL STAFF EXPERIENCE:
The proposal shall include resumes for the proposed
Project Manager and all key personnel committed to
the project. Resumes shall include at a minimum
the following:
1. Current empl4y'mttrt4 status and previous work
experience to include dates of employment and
employing organizations.
2. A clear definition of the present duties
performed and the position held.
3. Types of work to which the individual will be
assigned under this project.
V. BUSINESS MANAGEMENT QUALIFICATIONS:
The Business Management section of the proposal shall
demonstrate the Proposer(s) capacity -to perform the
requirements described in this document. The City
anticipates that substantial financial resources will
be required by the Proposer (s) since the City' s
processing time from the submission of the Contractor's
invoices until payment is expected to be approximately
thirty (30) days.
A. FINANCIAL CAPABILITY:
Provide information regarding the Proposer(s)
financial capacity, working capital, and other
resources necessary to perform under the contract.
B. ORGANIZATIONAL NARRATIVE:
Provide a narrative describing the organization
including history, structure, management,
facilities, number of years involved with travel
Industry,* and other applicable information.
C. ACCREDITATION:
Provide proof of accreditation or authorization to
act as an agent for transportation, hotel/motel and
other industry organizations.
- 4 -
VI; AFFIRMATIVE ACTION; EQUAL EMPLOYMENT AND MINORITY
PARTICIPATION
A policy statement of ' nondiscrimination and equal
employment opportunity is required, as well as an
affirmative action plan which will be reviewed by the City's
Affirmative Action Staff.
The
City has a Minority and
Women -Owned Business
Program
that established a goal
of
procuring fifty-one
percent
annually with women; black
and
Hispanic owned firms
equally.
Your response should indicate
how your proposal
will address this requirement.
Any
questions should be
directed
to Adrienne McBeth; (305)
579-6385.
VII. SELECTION PROCESS
PHASE I - INITIAL PROPOSAL REVIEW
A Selection Committee appointed by the City Manager
will review all submissions and; based on the information
contained therein, will determine which firms are most fully
qualified to furnish the necessary service. Those firms
will then be invited to participate in Phase II - Selection.
Only those firms as determined by the Selection Committee
will be requested to make oral presentations in the Phase II
process. The Selection Committee reserves the right to
reject any and all proposals submitted.
PHASE II - SELECTION
Following the oral presentation and careful
consideration of all facts relevant to the proposals of each
firm, the Committee will select the most qualified firm(s)
and make their recommendation to the City Manager. No
debriefing or discussion session will be held with
unsuccessful Proposer (s) .
PHASE III - NEGOTIATION
A Negotiation Committee will be appointed by the City
Manager, to development a contract with the most qualified
firm(s) to provide the requested service. The City retains
the right to use any ideas or information obtained from or
as a result of any proposal submitted in response to this
RFP/RFQ;
- 5 -
TIMETABLE
The anticipated schedule for this project is:
Advertise RFP/RFQ:
Informatijny6omfer4nce:
Receipt of proposals:
Notice of oral presentations:
Oral presentation:
Award of Contract by City Commission:
Actual operation start-up:
INSTRUCTIONS FOR SUBMITTING PROPOSALS:
All firms interested in being considered for providing
the City`s.request for services are required to submit a
written presentation, plus 5 copies, to the City of Miami,
Director of Finance, City Halls- 3500 Pan American Drive,
Miami, Florida 33133.
For consideration, all replies must be received no
later than 4:30 p.m., on DATE at "the above stated
address. No written material should be delivered to an
individual Selection Committee member by a Proposer(s), and
no such material will be accepted by the City after the date
and time listed. Prospective firms are hereby notified that
aT1 information submitted as part of, or in support of,
their presentation will be available for public inspection
in compliance with Florida Laws.
- 6 -