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Travel Program > E-RFP Response Volumes > Business-Alliance Agency Response  BUSINESS-ALLIANCE AGENCY RESPONSE Business-Alliance Agency Response Volume 2A – Travel Management Services Part 1 – Execution of Offer Part 2 – Entity/Background Part 3 – Services Part 4 – Reports/Accounting/Automation Part 5 – Operational Issues Business-Alliance Agency Response Volume 2B – Pricing  VOLUME 2A – TRAVEL MANAGEMENT SERVICES  PART 1 – EXECUTION OF OFFER 1.A. Respondent Entity: Legal Name of Travel Agency _________________________________________________ Operating Name of Travel Agency ______________________________________________ Principal’s Last Name ________________________ First Name ______________________ Headquarters Address _______________________________________________________ City _____________________________ State _____________ Zip _________________ Year Established: 19____ Corporation:___ Partnership: ___ Sole Proprietorship: ___ While this information is optional at the proposal stage, FEIN, VINN or SS# must be provided before any Contract will be issued. VIN No: ________________________ FEI No: ________________________________ If Sole Owner, If a Corporation, SS No: ________________________ State of Incorporation: _____________________ Charter No: ___________________________ 1.B. Respondent Profile: 1.B.i. State that Respondent will provide a copy of Respondent's financial statements for the past two (2) years, if requested by The UT System. 1.B.ii. State that Respondent will provide a financial rating of Respondent and any documentation (such as a Dunn and Bradstreet analysis) which indicates the financial stability of the Respondent, if requested by The UT System. 1.B.iii. If Respondent is currently for sale or involved in any transaction to expand or to become acquired by another business entity, explain the impact both in organizational and directional terms. 1.B.iv. Provide any details of all past or pending litigation or claims filed against the Respondent that would affect Respondent’s performance under a Contract with The UT System. 1.B.v. If Respondent is currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity, specify date(s), details, circumstances, and prospects for resolution. 1.B.vi. Identify if any relationship exists, whether by relative, business associate, capital funding agreement or any other such kinship, between the Respondent and any employee of The UT System. All such disclosures will be subject to administrative review and approval prior to University entering into any Contract with Respondent. 1.C. Verification: 1.C.i. By signature hereon, Respondent offers and agrees to furnish the products and/or services at the prices quoted and to comply with all terms, conditions, and requirements set forth per all E-RFP documents contained herein. 1.C.ii. By signature hereon, Respondent affirms that he/she has not given, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the submitted Proposal. Failure to sign hereon, or signing with a false statement, shall void the submitted Proposal or any resulting Contracts, and the Respondent shall be removed from all future bidders’ lists at the UT System. 1.C.iii. By signature hereon, a corporate Respondent certifies that it is not currently delinquent in the payment of any Franchise Taxes due under Chapter 171, Texas Tax Code, or that the corporation is exempt from the payment of such taxes, or that the corporation is an out-of-state corporation that is not subject to the Texas Franchise Tax, whichever is applicable. A false certification shall be deemed a material breach of contract and, at University's option, may result in cancellation of any resulting Contract or purchase order. 1.C.iv. By signature hereon, the Respondent hereby certifies that neither the Respondent nor the firm, corporation, partnership or institution represented by the Respondent, nor anyone acting for such firm, corporation, or institution has violated the antitrust laws of the State of Texas, codified in Section 15.01, et. seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the Proposal made to any competitor or any other person engaged in such line of business. 1.C.v. By signature hereon, Respondent certifies that all statements and information prepared and submitted in response to this solicitation are current, complete and accurate. 1.C.vi. By signature hereon, Respondent certifies that if a Texas address is shown as the address of the Respondent, Respondent qualifies as a Texas Resident Respondent as defined in Rule 1 TAC 113.6(b)(2)(E). In the case of a tie the award will be made in accordance with Rule 1 TAC 113.6(b)(3)(4). Check below preference claimed under Rule 1 TAC 113.6(b)(3): (  ) Produced in Texas and/or offered by Texas Respondent. (  ) Produced in USA. (  ) No Preference claimed. 1.C.vii. By signature hereon, Respondent certifies it is a small business and/or a minority/female owned business as defined by the State of Texas. Check status below: (  ) Small Business (House Bill 366, 64th Legislature). (  ) Minority/Female Owned Business (House Bill 2626, 73rd Legislature). (  ) Certified by Texas Department of Commerce. (  ) Status not claimed. A travel agency is defined as a small business if the agency’s total revenue over the past three calendar years is an average of less than $1 million. Total revenue includes commission, service fees, and other direct revenue (including those earned by independent contractors) and excludes funds received in trust for an unaffiliated third party, such as bookings or sales subject to commission. If Respondent is a small business according to this definition, identify Agency’s total revenue for the past three years. Calendar Year 1997 Calendar Year 1998 Calendar Year 1999 $________________ $________________ $________________ 1.C.viii. By signature hereon, Respondent certifies as follows: "Under Section 231.006, Texas Family Code, the Respondent certifies that the individual or business entity named in this Contract, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that this Contract may be terminated and payment may be withheld if this certification is inaccurate." 1.C.ix. By signature hereon, Respondent certifies that Respondent has not been an employee of any University of Texas Component within the immediate twelve (12) months prior to Respondent’s E-RFP Response. All such disclosures will be subject to administrative review and approval prior to University entering into any Contract with Respondent. 1.C.x. By signature hereon, Respondent affirms that no compensation has been received for participation in the preparation of the specifications for this E-RFP. (ref. Section 3.102, Article 601b, V.T.C.S.) 1.C.xi. Respondent represents and warrants that all articles and services quoted in response to this E-RFP meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health Law (Public Law 91-596) and its regulations in effect or proposed as of the date of this solicitation. 1.C.xii. By signature hereon, Respondent signifies the Respondent’s compliance with all federal laws and regulations pertaining to Equal Employment Opportunities and Affirmative Action. 1.C.xiii. By signature hereon, Respondent certifies that the individual signing this document and the documents made part of the E-RFP is authorized to sign such documents on behalf of the Respondent and to bind the Respondent under any Contract which may result from the submission of this Proposal. 1.C.xiv. By signature hereon, Respondent agrees that the submitted Proposal constitutes an offer to The University of Texas System and shall be valid for a period of 120 calendar days after the date of submission or until a Contract is fully executed between the University of Texas System and a Contractor, whichever date is earlier. 1.C.xv. By signature hereon, the Respondent agrees that, if awarded a Contract based on the Respondent’s Proposal, to deliver services and products as specified in the submitted Proposal. 1.C.xvi. By signature hereon, the Respondent acknowledges that this E-RFP including all appendices, and including service, financial and program specifications and terms and conditions will be incorporated in its entirety in any award issued in response to this E-RFP. Other documents to be incorporated in the Agreement shall include the Respondent’s entire Proposal, including all attachments and supplementary information. 1.C.xvii. By signature hereon, the Respondent acknowledges that he/she has examined and is fully familiar with both the E-RFP’s requirements and the Respondent’s submitted Proposal and that any exceptions to the Terms and Conditions are indicated herein. Check One:  No Exceptions are necessary  Exceptions are attached Contact (last name) ________________________ (first name)_______________________ Title ___________________________________ E-mail Address: ____________________ Signature _______________________________ Date:____ (mon) ____ (date) ____ (year) Phone: ( _____) ______ - _________ Fax: ( _____) ______ - _________ 1.D. Indication to Joint Venture or Subcontract (leave blank if Respondent does not propose a joint venture or subcontracting arrangement): Indicate if Respondent is submitting Proposal as part of either a joint venture and/or Subcontract. Joint Venture: Yes ____ No _____ Subcontract: Yes ____ No _____ 1.E. Joint Venture or Subcontracting Respondent Information: If Respondent is submitting Proposal as a joint venture and/or if Respondent intends to subcontract portions of the required services, read Informational Section 4 (2.4.D. & 2.4.E.) carefully and provide information on participating agencies below: Legal Name of Participating Travel Agency _______________________________________ Operating Name of Participating Travel Agency ____________________________________ Principal’s Last Name ________________________ First Name ______________________ Headquarters Address __________________________________________________ City __________________________________ State ______ Zip __________________ Year Established: 19____ Corporation:___ Partnership: ___ Sole Proprietorship: ___   While this information is optional at the proposal stage, Agency FEIN, VINN or SS# must be provided before any Contract will be issued. VIN No: ________________________ FEI No: ________________________________ If Sole Owner, If a Corporation, SS No: ________________________ State of Incorporation: _____________________ Charter No: ___________________________ 1.F. Participating Respondent Profile: 1.F.i. State that Participating Respondent will provide a copy of Participating Respondent's financial statements for the past two (2) years, if requested by The UT System. 1.F.ii State that Participating Respondent will provide a financial rating of Participating Respondent and any documentation (such as a Dunn and Bradstreet analysis) which indicates the financial stability of the Participating Respondent, if requested by The UT System. 1.F.iii. If Participating Respondent is currently for sale or involved in any transaction to expand or to become acquired by another business entity, explain the impact both in organizational and directional terms. 1.F.iv. Provide any details of all past or pending litigation or claims filed against the Participating Respondent that would affect Participating Respondent’s performance under a Contract with The UT System. 1.F.v. If Participating Respondent is currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity, specify date(s), details, circumstances, and prospects for resolution. 1.F.vi. Identify if any relationship exists, whether by relative, business associate, capital funding agreement or any other such kinship, between the Participating Respondent and any employee of The UT System. All such disclosures will be subject to administrative review and approval prior to University entering into any Contract with Participating Respondent. 1.G. Verification: 1.G.i By signature hereon, Participating Respondent offers and agrees to furnish the products and/or services at the prices quoted and to comply with all terms, conditions, and requirements set forth per all E-RFP documents contained herein. 1.G.ii By signature hereon, Participating Respondent affirms that he/she has not given, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the submitted Proposal. Failure to sign hereon, or signing with a false statement, shall void the submitted Proposal or any resulting Contracts, and the Participating Respondent shall be removed from all future bidders’ lists at the UT System. 1.G.iii. By signature hereon, a corporate Participating Respondent certifies that it is not currently delinquent in the payment of any Franchise Taxes due under Chapter 171, Texas Tax Code, or that the corporation is exempt from the payment of such taxes, or that the corporation is an out-of-state corporation that is not subject to the Texas Franchise Tax, whichever is applicable. A false certification shall be deemed a material breach of Contract and, at University's option, may result in cancellation of any resulting Contract or purchase order. 1.G.iv. By signature hereon, the Participating Respondent hereby certifies that neither the Participating Respondent nor the firm, corporation, partnership or institution represented by the Participating Respondent, nor anyone acting for such firm, corporation, or institution has violated the antitrust laws of the State of Texas, codified in Section 15.01, et. seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the Proposal made to any competitor or any other person engaged in such line of business. 1.G.v. By signature hereon, Participating Respondent certifies that all statements and information prepared and submitted in response to this solicitation are current, complete and accurate. 1.G.vi. By signature hereon, Participating Respondent certifies that if a Texas address is shown as the address of the Participating Respondent, Participating Respondent qualifies as a Texas Resident Participating Respondent as defined in Rule 1 TAC 113.6(b)(2)(E). In the case of a tie the award will be made in accordance with Rule 1 TAC 113.6(b)(3)(4). Check below preference claimed under Rule 1 TAC 113.6(b)(3): (  ) Produced in Texas and/or offered by Texas Participating Respondent. (  ) Produced in USA. (  ) No Preference claimed. 1.G.vii. By signature hereon, Participating Respondent certifies it is a small business and/or a minority/female owned business as defined by the State of Texas. Check status below: (  ) Small Business (House Bill 366, 64th Legislature). (  ) Minority/Female Owned Business (House Bill 2626, 73rd Legislature). (  ) Certified by Texas Department of Commerce. (  ) Status not claimed. A travel agency is defined as a small business if the agency’s total revenue over the past three calendar years is an average of less than $1 million. Total revenue includes commission, service fees, and other direct revenue (including those earned by independent contractors) and excludes funds received in trust for an unaffiliated third party, such as bookings or sales subject to commission. If Respondent is a small business according to this definition, identify Agency’s total revenue for the past three years. Calendar Year 1997 Calendar Year 1998 Calendar Year 1999 $________________ $________________ $________________ 1.G.viii. By signature hereon, Participating Respondent certifies as follows: "Under Section 231.006, Texas Family Code, the Participating Respondent certifies that the individual or business entity named in this Contract, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that this Contract may be terminated and payment may be withheld if this certification is inaccurate." 1.G.ix. By signature hereon, Participating Respondent certifies that Participating Respondent has not been an employee of any University of Texas Component within the immediate twelve (12) months prior to Participating Respondent’s E-RFP Response. All such disclosures will be subject to administrative review and approval prior to University entering into any Contract with Participating Respondent. 1.G.x. By signature hereon, Participating Respondent affirms that no compensation has been received for participation in the preparation of the specifications for this E-RFP. (ref. Section 3.102, Article 601b, V.T.C.S.) 1.G.xi. Participating Respondent represents and warrants that all articles and services quoted in response to this E-RFP meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health Law (Public Law 91-596) and its regulations in effect or proposed as of the date of this solicitation. 1.G.xii. By signature hereon, Participating Respondent signifies the Participating Respondent’s compliance with all federal laws and regulations pertaining to Equal Employment Opportunities and Affirmative Action. 1.G.xiii. By signature hereon, Participating Respondent certifies that the individual signing this document and the documents made part of the E-RFP is authorized to sign such documents on behalf of the Participating Respondent and to bind the Participating Respondent under any Contract which may result from the submission of this Proposal. 1.G.xiv. By signature hereon, Participating Respondent agrees that the submitted Proposal constitutes an offer to The University of Texas System and shall be valid for a period of 120 calendar days after the date of submission or until a Contract is fully executed between the University of Texas System and a Contractor, whichever date is earlier. 1.G.xv. By signature hereon, the Participating Respondent agrees that, if awarded a Contract based on the Participating Respondent’s Proposal, to deliver services and products as specified in the submitted Proposal. 1.G.xvi. By signature hereon, the Participating Respondent acknowledges that this E-RFP including all appendices, and including service, financial and program specifications and terms and conditions will be incorporated in its entirety in any award issued in response to this E-RFP. Other documents to be incorporated in the Agreement shall include the Respondent’s entire Proposal, including all attachments and supplementary information. 1.G.xvii. By signature hereon, the Participating Respondent acknowledges that he/she has examined and is fully familiar with both the E-RFP’s requirements and the Participating Respondent’s submitted Proposal and that any exceptions to the Terms and Conditions are indicated herein. Check One:  No Exceptions are necessary  Exceptions are attached Contact (last name) ________________________ (first name)_______________________ Title ___________________________________ E-mail Address: ____________________ Signature _______________________________ Date:____ (mon) ____ (date) ____ (year) Phone: ( _____) ______ - _________ Fax: ( _____) ______ - _________  PART 2 – ENTITY/BACKGROUND 2.A. The UT System requires that the Business-Alliance Contractor have the necessary operational resources and "all-around" profile to manage the complex, diverse, and large-volume needs of The UT System’s business travel. In the breakdown specified below, identify the Respondent’s (i) locations, (ii) sales volume and (iii) business mix profile. 2.A.i. Respondent’s locations: Criteria: # of Offices a. Identify number of full-service offices owned & operated by the Respondent in the U.S. (exclusive of on-sites & exclusive of franchise offices):   b. Identify number of full-service offices owned & operated by the Respondent in the State of Texas (exclusive of on-sites & exclusive of franchise offices):   c. Indicate by checking "yes" or "no" whether Respondent owns & operates a full-service office in the specified city in the State of Texas. In each applicable city, indicate the number of offices Respondent owns and operates (exclusive of on-sites & exclusive of franchise offices): Criteria by City Yes # of offices No • Austin:       • Houston:       • Galveston:       • Dallas:       • Arlington:       • Tyler:       • San Antonio:       • Permian Basin       • El Paso       • Rio Grande Valley       2.A.ii. Respondent’s per calendar year air sales and total sales (include all types of location): Criteria by Region Air Sales 1997 Air Sales 1998 Total Sales 1997 Total Sales 1998 a. U.S. office sales         b. Total Texas office sales         Criteria by City         • Austin:         • Houston:         • Galveston:         • Dallas:         • Arlington:         • Tyler:         • San Antonio:         • Permian Basin         • El Paso         • Rio Grande Valley         2.A.iii. International vs. domestic air business mix per calendar year for all for Respondent’s Texas offices combined (include all types of location): Year  1997 1998 Mix Percentage Air Sales Percentage Air Sales Domestic % $ % $ International % $ % $ Total 100% $ 100% $ 2.A.iv. Corporate vs. groups vs. leisure air business mix per calendar year for Respondent’s Texas offices combined (include all types of location): Year  1997 1998 Mix  Percentage Air Sales Percentage Air Sales Business/Corporate % $ % $ Groups/ Meetings % $ % $ Vacation/Leisure % $ % $ Total 100% $ 100% $ 2.B. The UT System requires that the Partner Contractor have the necessary personnel resources to service the volume and complexity of The UT System’s travel. In the breakdown specified below, identify the number of full-time personnel the Respondent currently employs (include all types of location): Criteria: # of employees i. Number of full time employees in Texas:   ii. Criteria by Function within the State of Texas: # of employees   • MIS/Reporting/Accounting:   • Quality Control/Specialty Faring:   • Corporate Agents:   • Corporate Agent floaters:   • Corporate Operations Managers/Supervisors:   • Leisure Agents:   • Leisure Operations Managers/Supervisors:   • Sales/Customer Service:   • Meetings/Groups:   • Training:   • Administration:   • Executive Staff:   • Other: ______________________________________   • Other: ______________________________________   iii. Criteria by Region within the State of Texas # of Employees   Austin:      • Corporate Agents:      • Corporate Agent floaters:      • Corporate Operations Managers/Supervisors:   Houston/Galveston:      • Corporate Agents:      • Corporate Agent floaters:      • Corporate Operations Managers/Supervisors:   Dallas/Arlington/Tyler:      • Corporate Agents:      • Corporate Agent floaters:      • Corporate Operations Managers/Supervisors:   San Antonio:      • Corporate Agents:      • Corporate Agent floaters:      • Corporate Operations Managers/Supervisors:   El Paso:      • Corporate Agents:      • Corporate Agent floaters:      • Corporate Operations Managers/Supervisors:   Rio Grande Valley:      • Corporate Agents:      • Corporate Agent floaters:      • Corporate Operations Managers/Supervisors:   2.C. The UT System requires that the Business-Alliance Contractor have experience either (a) servicing the travel needs of an organization similar in scope to the University or (b) servicing such an organization’s members/employees. In the breakdown specified below, identify Respondent’s client profile within the specified region: 2.C.i. Client size in State of Texas          Size (in $ air volume) ______ Accounts > $10 million in air  ccounts $5- $10 million in air Accounts $2- $5 million in air Accounts $1- $2 million in air Accounts < $1 million in air Accounts $500,000 - $1 million in air Accounts < $500,000 million in air     # of Corporate Accounts ______ ______ ______ ______ ______ ______ ______ 2.C.ii. Client size in Austin          Size (in $ air volume) ______ Accounts > $10 million in air Accounts $5- $10 million in air Accounts $2- $5 million in air Accounts $1- $2 million in air Accounts < $1 million in air   # of Corporate Accounts ______ ______ ______ ______ ______ 2.C.iii. Client size in Houston/Galveston          Size (in $ air volume) ______ Accounts > $10 million in air Accounts $5- $10 million in air Accounts $2- $5 million in air Accounts $1- $2 million in air Accounts < $1 million in air   # of Corporate Accounts ______ ______ ______ ______ ______ 2.C.iv. Client size in Dallas/Arlington/Tyler          Size (in $ air volume) ______ Accounts > $10 million in air Accounts $5- $10 million in air Accounts $2- $5 million in air Accounts $1- $2 million in air Accounts < $1 million in air   # of Corporate Accounts ______ ______ ______ ______ ______ 2.C.v. Client size in San Antonio          Size (in $ air volume) ______ Accounts > $2 million in air Accounts $1- $2 million in air Accounts $500,000 - $1 million in air Accounts < $500,000 million in air   # of Corporate Accounts ______ ______ ______ ______ 2.C.vi. Client size in El Paso          Size (in $ air volume) ______ Accounts > $2 million in air Accounts $1- $2 million in air Accounts $500,000 - $1 million in air Accounts < $500,000 million in air   # of Corporate Accounts ______ ______ ______ ______ 2.C.vii. Client size in Permian Basin          Size (in $ air volume) ______ Accounts > $1 million in air Accounts $500,000 - $1 million in air Accounts < $500,000 million in air   # of Corporate Accounts ______ ______ ______ 2.C.viii. Client size in Rio Grande Valley          Size (in $ air volume) ______ Accounts > $1 million in air Accounts $500,000 - $1 million in air Accounts < $500,000 million in air   # of Corporate Accounts ______ ______ ______ 2.D. The UT System requires that the Business-Alliance Contractor have a presence in all major world regions (either directly or through an affiliation). Identify names of any applicable travel agency consortia, associations, etc. 2.E. The UT System requires that the Business-Alliance Contractor provide 24-hour worldwide, toll-free telephone service. Identify Respondent’s 24-hour service provider.  PART 3 – SERVICES 3.A. The UT System requires that the Business-Alliance Contractor have experience conducting qualitative service assessment reviews. (I) Describe how Respondent uses qualitative assessment models (e.g. surveys, customer interviews, etc.) to monitor performance, (ii) identify the Respondent’s philosophy regarding customer-service satisfaction metrics, and (iii) identify one client (preferably in the State of Texas) where the Respondent and client set qualitative benchmarking standards and consistently measured Respondent performance. (Organization will be contacted by The UT System’s representatives as a Respondent reference.) The University requests non-UT System references. Organization Name  Contact Name/Title Phone Number (    ) Client Since Annual Air Volume # of Travelers 3.B. The UT System prefers that the Business-Alliance Contractor have direct experience coordinating air transportation and arranging land accommodations (hotels, transfers, meals, etc.) for groups, such as athletic teams. Describe (i) if Respondent operates a separate group / athletic department and (ii) what experience Respondent has coordinating group air and land movements. 3.C. The UT System prefers that the Business-Alliance Contractor have the established experience to assist the University with chartering aircraft (mainly for athletic teams). Describe Respondent’s experience chartering aircraft. 3.D. The UT System prefers that the Business-Alliance Contractor have direct experience coordinating air transportation and arranging land accommodations (meals, venues, A/V, banquets, registration, etc.) for conferences and meetings. Describe (i) if Respondent operates a separate conference/meeting department and (ii) what experience Respondent has coordinating air and land travel for conferences and meetings. 3.E. The UT System requires that the Business-Alliance Contractor deliver tickets as identified in Appendix A – "Review-At-A-Glance" Travel Agency Information & Service Requirements. Propose a ticket delivery plan, including a plan to deliver tickets to several off-campus locations. 3.F. The UT System prefers that the Business-Alliance Contractor have direct experience rate-checking and quality-controlling a large number of international PNRs. Describe (i) how the Respondent rate-checks international reservations, (ii) if Respondent utilizes a rate desk, identify the types of international reservations that are rate-desk checked, (iii) if Respondent utilizes a rate desk, identify where the rate-desk is located, and (iv) when the Respondent works with consolidators and which consolidators Respondent prefers. 3.G. The UT System prefers that the Business-Alliance Contractor have the established services to meet the needs of the University’s international travelers, many of whom travel to remote destinations. Describe (i) Respondent’s international services and (ii) how The UT System will be assured of high-quality agents familiar with international destinations and faring. 3.H. The UT System prefers that the Business-Alliance Contractor have established experience managing the travel needs of senior executives and VIP guests. (i) Describe Respondent’s executive services and (ii) how the UT System’s senior executives and VIP guests would be assured of a fail-proof system. 3.I. The UT System requires that the Business-Alliance Contractor have the established services to assist University travelers with personal/leisure travel arrangements. Describe (i) the extent of the Respondent’s leisure services, (ii) at what point, if any, leisure transactions are transitioned to a leisure agent (as opposed to serviced by a corporate agent), and (iii) how leisure travel will be accommodated yet not interfere with business travel. 3.J. The UT System requires that the Business-Alliance Agency assist frequent travelers with airline reservations to the fullest extent allowed by the applicable carrier. Describe Respondent’s philosophy regarding accommodating frequent flier reservations. (In Business-Alliance Agency Volume 1B, Part 2, identify associated charges for placing a frequent flier reservation). 3.K. The UT System prefers that the Business-Alliance Agency distribute (either in hardcopy or via an electronic means) a newsletter or other periodic information to the UT System’s travelers. Describe Respondent’s periodic material.  PART 4 – REPORTS/ACCOUNTING/AUTOMATION 4.A. The UT System requires that the Business-Alliance Contractor submit to The General Services Commission (GSC) on the UT System’s behalf the following travel management reports on a monthly basis (based on official business transactions incurred at the Business-Alliance Contractor). a. Reasons for Declining GSC Airfare Rates (post ticketing) [  ] Yes   [  ] No b. Lowest Airfare Deviation Report (post ticketing) [  ] Yes   [  ] No c. Air Transaction Volume ($ and #)  [  ] Yes   [  ] No d. Top Origin and Destinations (top 10 domestic; top 10 int’l) [  ] Yes   [  ] No e. Top Carriers (top 10 domestic; top 10 int’l)  [  ] Yes   [  ] No f. Hotel Activity Report ($ and # of transactions, average daily rate, and top 15 vendors and cities)  [  ] Yes   [  ] No g. Car Activity Report ($ and # of transactions, average daily rate, top four vendors, and top 15 cities)  [  ] Yes   [  ] No 4.B. The UT System requires that the Business-Alliance Contractor submit, both centrally to the UT System and individually to the applicable Component, travel management reports (based on transactions incurred at the Business-Alliance Contractor) on a monthly basis and as a year-end summary. Place a check in the "Yes" or "No" column to indicate the Respondent’s commitment to provide the required reports both to the UT System and to each individual Component on a monthly and year-end basis. 4.B.i. Official University Travel a. Reasons for Declining GSC Airfare Rates (post ticketing) [  ] Yes   [  ] No b. Names of Travelers Declining GSC Airfare Rates (post ticketing) [  ] Yes   [  ] No c. Lowest Airfare Deviation Report (post ticketing) [  ] Yes   [  ] No d. Savings Report (savings off lowest available/applicable fare) [  ] Yes   [  ] No e. Tour Code Report (savings comparing UT rates with published fares)¹ [  ] Yes   [  ] No f. Air Transaction Volume ($ and #)  [  ] Yes   [  ] No g. Top Origin and Destinations (top 10 domestic; top 10 int’l) [  ] Yes   [  ] No h. Top Carriers (top 10 domestic; top 10 int’l)  [  ] Yes   [  ] No i. Airline Carrier Marketshare Report [  ] Yes   [  ] No j. Average Ticket Price (domestic, international, combined) [  ] Yes   [  ] No k. Refund ratio; Void ratio [  ] Yes   [  ] No l. Hotel Activity Report ($ and # of transactions, average daily rate, and top 15 vendors and cities)  [  ] Yes   [  ] No m. Car Activity Report ($ and # of transactions, average daily rate, top four vendors, and top 15 cities) [  ] Yes   [  ] No ¹ The UT System anticipates entering into airline contracts for those reimbursed business transactions not covered by the GSC contract (e.g. international routes, non-employees on reimbursable business, etc.) Once these negotiations are complete, a savings report comparing published rates with negotiated UT rates will be required. 4.B.ii. Affiliated Travel (non-University paid but affiliated with University) a. Airline carrier marketshare report [  ] Yes   [  ] No b. Transaction Volume ($ and #) [  ] Yes   [  ] No c. Average ticket price (domestic, international, combined) [  ] Yes   [  ] No d. Top Origin and Destinations (top 20 domestic; top 20 int’l) [  ] Yes   [  ] No e. Top carriers (top 10 domestic; top 5 int’l [  ] Yes   [  ] No 4.B.iii. Personal Travel (leisure/vacation for faculty and staff) a. Airline carrier marketshare report [  ] Yes   [  ] No b. Transaction Volume ($ and #) [  ] Yes   [  ] No c. Average ticket price (domestic, international, combined) [  ] Yes   [  ] No d. Top Origin and Destinations (top 20 domestic; top 20 int’l) [  ] Yes   [  ] No e. Top carriers (top 10 domestic; top 5 int’l [  ] Yes   [  ] No 4.C. The UT System prefers that the Business-Alliance Contractor transmit Travel Management Reports to The UT System electronically. Identify (i) Respondent’s travel management reporting software developer, (ii) how long Respondent has been utilizing this developer’s software, (iii) the benefits of the software, (iv) if the Respondent anticipates making any changes in reporting software within the next 12 months, and (v) how reports would be transmitted to The UT System. 4.D. The UT System prefers that the Business-Alliance Contractor provide occasional reports by individual division (within a Component). Identify Respondent’s ability to provide the reports listed in 4.B for units within each Component that may request division reports (e.g. for athletics only, for admissions only, etc.). 4.E. The UT System requires that the Business-Alliance Contractor be willing to submit data to Partner Contractor if requested to do so by the University. Based on the submitted reports, the Partner Contractor will prepare for the University a consolidated cluster travel agency report. State that Respondent will meet this requirement. 4.F. The UT System requires that the Business-Alliance Contractor’s back office system be Y2K compliant. Identify (i) Respondent’s back-office system (ii) how long Respondent has been utilizing this back-office system, (iii) if Respondent’s back office system is Y2K compliant and (iv) if Respondent plans to make changes to its back-office system within the next 12 months. 4.G. At the Respondent’s location(s) from which the UT System is proposed to be serviced, identify (i) the Respondent’s CRS (check all that are applicable), (ii) if the Respondent uses more than one CRS, indicate which is the Respondent’s primary and secondary CRS, and (iii) if the Respondent also uses Southwest Airlines’ CRS directly. Primary Secondary Primary Secondary Sabre: ________ ________ Worldspan: ________ ________ Galileo/Apollo: ________ ________ Amadeus: ________ ________ Yes No Southwest: ________ ________ 4.H. The UT System requires that the Business-Alliance Contractor have the automated systems and supervisory support to assure quality controlled PNRs. Identify (i) what operational infrastructure is in place to assure that agents input correct PNR information at point-of-sale, (ii) the Respondent’s automated quality-control system, (iii) the name of the system’s software developer, (iv) the benefits and capabilities of this software, and (iv) manual procedures the Respondent deploys for assuring general quality control on all PNRs. 4.I. The UT System requires that each official University business PNR issued by the Business-Alliance Agency capture (i) department code and or name, (ii) caller’s name, (iii) caller’s extension, (iv) account number, (v) travel authorization code and (vi) reasons for travel. Indicate how Respondent will accommodate the required PNR input. 4.J. The UT System requires that the Partner Contractor have experience reconciling a multi sub-account ghost card statement. Identify the Respondent’s experience with reconciling a central bill card for a large entity that uses a multi sub-account ghost card.  PART 5 – OPERATIONAL ISSUES 5.A. The UT System prefers that the Business-Alliance Agency have the ability to service Components from agency location(s) that is (are) proximate to several Components. (i) Identify where The UT System’s account would be serviced and (ii) describe the benefits of this configuration. 5.B. Identify Business-Alliance Agency’s standard operating hours. 5.C. The UT System requires that travelers / planners be given several different options for contacting Business-Alliance Agency via telephone. (i) Identify the make and model of the telephone system Respondent proposes using to service The UT System’s account, (ii) identify benefits and capabilities of Respondent’s phone system, and (iii) identify how Respondent would accommodate travelers and planners who may want many different options for contacting Respondent (receptionist, voicemail, etc.). 5.D. The UT System requires that the Business-Alliance Contractor have the necessary operational expertise to administer the proper use of the General Service Commission’s (GSC) contracted airfare rates. (i) Describe Respondent’s familiarity with administering contracted airfare rates, in particular, experience with city-pair contracts, (ii) describe Respondent’s strategy for comparing contracted airfare rates with published air fare rates so that travelers are assured the most competitive option, and (iii) identify one client (preferably in the State of Texas) for which the Respondent is currently required to administer a contracted airfare program. (Organization will be contacted by The UT System’s representatives as a Respondent reference.) The University requests non-UT System references. Organization Name  Contact Name/Title Phone Number (    ) Client Since Annual Air Volume # of Travelers 5.E. The UT System requires that Business-Alliance Contractor have the necessary operational expertise to insure each official University PNR includes a travel authorization number. (i) Identify the Respondent’s experience with entering travel authorization numbers into the traveler’s PNR and (ii) identify one account (preferably in the State of Texas) for which the Respondent is currently required to enter a Travel Authorization number into the PNR. (Organization will be contacted by The UT System’s representatives as a Respondent reference.) The University requests non-UT System references. Organization Name  Contact Name/Title Phone Number (    ) Client Since Annual Air Volume # of Travelers 5.F. The UT System requires that the Business-Alliance Contractor be familiar with the Fly America Act (most of The UT System’s international travel is government funded, which requires compliance with the Fly America Act). Describe the Respondent’s familiarity with ticketing in accordance with the Fly America Act. 5.G. The UT System prefers that the Business-Alliance Contractor have direct experience with implementing a large and geographically spread-out account. Identify (i) experience Respondent has with implementing a large-scale, geographically spread-out account in a timely and efficient manner and (ii) the name of one client (preferably in the State of Texas) that the Respondent has implemented in the past four years. (Organization will be contacted by The UT System’s representatives as a Respondent reference.) The University requests non-UT System references. Organization Name  Contact Name/Title Phone Number (    ) Client Since Annual Air Volume # of Travelers 5.H. The UT System prefers that the Business-Alliance Contractor have experience with a large account’s consolidation efforts. Identify (i) experience Respondent has with consolidating a large, geographically spread-out account and (ii) the name of one client (preferably in the State of Texas) that the Respondent has assisted through a consolidation. (Organizations will be contacted by The UT System’s representatives as a Respondent reference.) The University requests non-UT System references. Organization Name  Contact Name/Title Phone Number (    ) Client Since Annual Air Volume # of Travelers 5.I. Identify (i) two organizations that were previous customers of Respondent that left the Respondent for reasons other than because of a consolidation and (ii) why clients left. (Organizations will be contacted by representatives of The UT System.) Previous Client Name  Contact Name/Title Phone Number (    ) Client Since Annual Air Volume # of Travelers 5.J. The UT System prefers that the Business-Alliance Contractor’s dedicated service team (management team) have experience providing travel management services to an organization of similar size and scope to the UT System. Provide summary resumes for proposed project team members (management team), including their specific experiences with similar projects, and number of years with Respondent. 5.K. On a company-wide basis, identify Respondent’s employee retention rate. Years Employed at Agency # of Employees > 10 years 7-10 years 5-7   years 2-5   years 1-2   years < 1   year Total # of employees ______ ______ ______ ______ ______ ______ ______ 5.L. The UT System requires that Business-Alliance Agency have a formal training program. Describe (i) if Respondent employs a Director of Training and if Respondent supports a separate training department, (ii) how new agents would be trained and tested before being dedicated to The UT System’s account, (iii) frequency of agent training, (iv) where training is held, and (v) whether training is in-house or outsourced. 5.M. Identify (i) what difficulties Respondent anticipates in servicing the University, (ii) how Respondent plans to manage these challenges and (iii) what assistance Respondent will require from University.  VOLUME 2B – PRICING Part 1 – Service Fee Definition 1.A. Pricing Philosophy – The UT System recognizes that there are many pricing terms that may be viable in a partnership. However, in order to assure that Proposals are fairly evaluated, The UT System requests that Business-Alliance Agency bidders provide The UT System with a Proposal based on the specifications identified herein. Business-Alliance Agency bidders are welcome to propose alternative pricing options (see Section 3.2.E.). 1.B. Service Fee Pricing Schedules – The UT System requires that Business-Alliance Agency bidders propose a financial arrangement based on a service fee scenario, as defined herein. Business-Alliance Agency is required to complete one service fee schedule (Business-Alliance Agency Volume 2B Part 2), which shall be based on services provided via an existing Business-Alliance Contractor operation. The Business-Alliance Agency is also required to complete Business-Alliance Agency Volume 2B Part 3, in which Business-Alliance Agency shall address other financial considerations. 1.C. Definition of Service Fee – A "service fee" is defined as a dollar amount charged by Business-Alliance Contractor in addition to the published price of an airline or rail ticket issued, refunded, or exchanged by Business-Alliance Contractor and processed by the Airlines Reporting Corporation or by Southwest Airlines (hereinafter referred to as "ticket"). All commissions, overrides, and other revenue earnings will be retained by the Business-Alliance Contractor. The appropriate service fee will be charged to the form of payment designated by The UT System traveler. 1.D. Applicability of Service Fee – The Business-Alliance Contractor’s "issuing service fee" will be applicable for each ticket issued to The UT System traveler by Business-Alliance Contractor. A separate "refund and exchange service fee" will apply to each ticket that is refunded and/or exchanged. The refund fee and exchange service fee will be in addition to airline-imposed fees and in addition to the issuing service fee. For simplicity’s sake, the issuing, refund, and exchange fee are bundled to include both domestic and international transactions. The proposed service fee must be inclusive of the services requested in this E-RFP. 1.E. Non-Applicability of Service Fee – There will be no other service fees charged by Business-Alliance Contractor to The UT System travelers, including but not limited to: (a) consolidator-fare tickets, (b) hotel and car reservations, even if unaccompanied by a ticket, and (c) voided tickets. Third-party charges, such as those charges associated with express mailing and visa processing are the responsibility of the requesting department or individual traveler. 1.F. Meeting Fees – If The UT System department or affiliated organization requests Business-Alliance Contractor’s assistance with an extensive meeting (a meeting that requires Business-Alliance Contractor’s involvement above-and-beyond airline meeting fare negotiations and hotel-room block negotiations) a separate "meeting service fee" will be negotiated between Business-Alliance Contractor and the requesting department or individual. The meeting service fee will be the responsibility of the department or affiliated organization. 1.G. Merchant Fee – The UT System’s travelers will not be charged a credit card merchant fee in addition to the service fee, regardless of form of payment. 1.H. Economic Adjustment – The UT System and Business-Alliance Contractor shall review their financial Agreement if both American and Continental Airlines impose a reduction in Business-Alliance Contractor’s ARC-ticketed commission income during the course of the Agreement. Part 2 – Full Service Location Service Fee 2. Service Fee Schedule – Respondent shall propose a service fee schedule for providing service to the UT System via an existing Business-Alliance Contractor operation. 2.A. Each issued airline or rail ticket $ ______ /ticket issued 2.B. Each ticket refunded and /or exchanged $ ______ /ticket refunded and/or exchanged 2.C. Each issued airline or rail ticket that is part of a group (A group is defined as 10 or more tickets, such as those issued for an athletic team, issued for the same origin and destination and for the same travel dates.) $ ______ /ticket if within TX $ ______ /ticket other domestic $ ______ /ticket if international Part 3 – Other Financial Considerations 3.A. Frequent flier reservations – Respondent shall propose a service fee for making frequent flier reservations, as requested in Volume 1A, Section 3.J. 3.B. Express Mail Charges – Respondent shall identify its express mail charges. 3.C. Credit Card Reconciliation – For those Components requiring a credit card reconciliation, identify Respondent’s monthly credit card reconciliation charges, if any. 3.D. Soft Dollar Donations – The UT System would prefer occasional donations of complementary airline tickets for important internal events. Describe Respondent’s soft-dollar contribution. 3.E. Other Financial Considerations – Identify any other financial issues that The UT System should consider. Part 4 – Alternative Pricing 4. Respondent may propose an Alternative Pricing Arrangement, as described in Volume 2.B., Section 1.A. Home | Quick Reference | Instructions | Response Volumes | Forms | Information | Addenda | Download | Site Index Copyright © 1999 The University of Texas System