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2.1. General
2.1.A. Overview of
Intended Contracts – The
UT System is accepting Travel Management Services Proposals,
hereinafter referred to as "Proposals," from qualified
travel agencies, hereinafter referred to as either
"Respondent" or "Agency" that desire to enter
into agreements and contractual arrangements with The University in
accordance with the terms, conditions, requirements, and
specifications set forth in this Electronic Request for Proposal,
hereinafter referred to as "E- RFP."
2.1.B. Respondent's
Responsibilities –
Respondent is cautioned to read the information contained in this
E-RFP carefully and to submit a complete Response to all
requirements, specifications, and questions as directed. It is each
Respondent’s responsibility to carefully review all information
contained in this E-RFP and any subsequent amendments, if
applicable. Oversight will not relieve the Respondent of the
responsibility to be aware of all requirements. Failure to comply
with the requirements contained in this E-RFP may result in the
rejection of the Agency’s Proposal.
2.2. Submittal
Deadline
Closing Time and Date
– Written Proposals to this
E-RFP must be received via mail (U.S. mail or Express Mail) on or
before Monday, January 10, 2000 not later than 4:00 PM (Central
Standard Time). Proposals must in
writing and must follow all instructions detailed in Informational
Section 3, Proposal Requirements. Proposals that are sent
electronically (e.g. via Email), faxed, telegraphic, or telephoned
will not be accepted.
Proposals and any
other information submitted by Respondents in response to this
Request for Proposal shall become the property of The University.
2.3. The UT System’s
Contact
University Contact –
Respondent is to limit all contact regarding this E-RFP to the
below-named representative. Contact
is to be made via e-mail only. Noncompliance with this restriction may
be grounds for disqualification of the Respondent from this
selection process. Contact information is as follows:
- Art Martinez
- Assistant Director, Business and
Administrative Services
- UT System
- amartinez@utsystem.edu
2.4. Type of Contract
2.4.A. Contractor
vs. Respondent Term –
Throughout this E-RFP, the word "Contractor" refers to
the Respondent’s status upon Contract award. The words
"Respondent" and "Agency" refer to the
Respondent’s status as a proposer.
2.4.B. Six Travel
Agency Contracts – As
a result of this E-RFP, the UT System anticipates awarding:
-
One Contract to a Partner Travel
Agency.
- Four Contracts to Business-Alliance
Travel Agencies.
- One Contract to a
Student/Retail-Alliance
Travel Agency.
Respondents may submit Proposals for
one or more contracts (Partner, Business-Alliance, or
Student/Retail-Alliance) though The University anticipates that only one contract will be awarded to a
single agency entity.
Detailed
information on the scope of each Contract is provided in Informational
Section 1 (1.3.C. & 1.3.D).
2.4.C. Contract
Terms – The University
seeks long-term partnerships; however, the ever-changing travel
industry makes The University believe that the following Contract
terms are most reasonable. All Contracts shall be for three years
from date of award. After establishing a mutually acceptable
financial agreement, there will be two additional-renewal options,
each for two years. If performance standards are not
satisfactory or if a financial agreement cannot be reached, The
University reserves the right to retender the Contract. Since
this is a possible six-Respondent Contract, a retendering process
could potentially involve replacing only one Contract.
2.4.D.
Subcontracting – Subcontracting
any portion of this Contract to a third party must be made clear
in Response Volume 1A, Part 1 The Execution of Offer (of
applicable Contract) Respondent must make clear in its Proposal
which services will be provided and/or which products will be
produced by a Subcontractor. The majority of services must be
provided by the Contractor. Contractor assumes all liability and
responsibility for the services provided by any Subcontractor.
2.4.E. Joint
Venture - Respondents
proposing to enter into a Contract as part of a joint venture
shall make such a relationship clear and shall provide information
about a proposed venture in Response Volume 1A, Part 1 The
Execution of Offer (of applicable Contract). Contractor
assumes all liability and responsibility for the services provided
by a partnering firm. The University’s Contract will be between
The University and one of the agencies forming the joint venture,
generally the principal provider of service.
2.4.F.
Contract Transfer – Transferring this Contract to
another party, such as that which may arise as a result of a
change in ownership, an acquisition, etc. may not occur without
express written permission from The University. Notification of
such a proposed change must follow advance notice.
2.5. Inquiries and Interpretations
2.5.A. Clarification
to E-RFP – Respondents
having questions about the E-RFP are required to submit questions
electronically via the Clarification to
E-RFP Form on or before Monday, December 6, 1999 not
later than 4:00 PM (CST). Questions should refer to specific paragraph(s) and
page number(s) in the E-RFP. An E-Mail verification will be sent to
confirm that the Respondent’s Clarification to E-RFP Form has been
received. Faxed, mailed, telegraphed, or telephoned questions will
not be accepted.
2.5.B. Responses to
Clarification to E-RFP –
Written and oral clarification to submitted questions will be
provided (without attribution) during the Pre-Proposal Conference,
which is described in Informational
Section 2 (2.5.C). Only those Respondents in
attendance will receive The University’s written clarifications.
2.5.C. Pre-Proposal
Conference – A
Pre-Proposal Conference will be held on Wednesday, December 15, 1999
from 10:00 AM to 12:30 PM (CST) in the Frank C. Erwin Jr. Special
Events Center 1701 Red River, Austin, Texas 78701. Directions and
parking instructions are provided in Appendix
E.
Note: Immediately
following the Pre-Proposal conference Student/Retail-Alliance
Respondents will have the opportunity to tour the proposed site of
the on-campus space in Gregory Gym (for the Student/Retail-Alliance
contractor).
The purpose of the
Conference is to present an overview of The University's current
travel program, define the purpose of this E-RFP, and clarify
requirements of this E-RFP.
Respondents
submitting Proposals are encouraged to attend the Pre-Proposal
Conference. Attendance is limited to two persons from each
Respondent’s company. No copies of this E-RFP will be distributed
at the conference. The University will distribute clarifications to
submitted questions during the Pre-Proposal conference.
Questions and clarifications will then be posted on the UT System
Travel Program World Wide Web site at: http://www.utsystem.edu/travel. No copies of the
clarification to submitted questions will be otherwise distributed.
The University will
post on its WWW site no later than 10 days after the Pre-Proposal
Conference answers to questions addressed in the Pre-Proposal
Conference to which a UT System representative did not provide an
oral response. Answers will not be otherwise distributed.
2.5.D. Further
Clarification to E-RFP – After
the Pre-Proposal Conference, Respondents having any additional
questions about the E-RFP shall submit questions electronically on
the Further Clarification to E-RFP Form
on or before Wednesday, December 22, 1999 not later than 4 PM (CST).
After Wednesday, December 22, 1999 The University will entertain no
further questions, except those pertaining to any subsequent
addenda. The University will provide a written response to those
questions submitted by the deadline that are believed by The
University to merit a response. Questions and responses will be
posted on the UT System’s WWW Site no later than January 3, 2000.
No copies of the clarification to submitted questions will be
otherwise distributed.
2.5.E. Intention to
Propose – Interested
Respondents must electronically submit the Intention
to Propose Form on or before Date, Month,. An E-Mail
verification will be sent to confirm that the Respondent’s
Intention to Propose Form has been received. On the Intention
to Propose Form, Respondent must indicate for which Contract(s)
it is proposing.
2.5.F.
Addenda – Responses to inquiries that directly
effect an interpretation or change to this E-RFP will be issued in
writing by addendum (amendment). Notification of an addendum
will be sent via e-mail to all parties who have been recorded by The
University as having submitted an Intention to Propose Form.
The addendum will also be posted on the UT System's WWW
Site. The addendum will not be otherwise distributed. All such
addenda issued by the UT System at least seven working days prior to
the Proposal submittal date shall be considered part of the E-RFP,
and the Respondent shall be required to consider and acknowledge
receipt of such in Response Volume 1A, Part 1 Execution of Offer.
Only those University replies that are issued by The University as a
formal written addendum shall be binding. Oral and other
interpretations or clarification will be without legal effect.
2.5.G. Execution of
Offer – Respondents
must complete and sign Response Volume 1.A, Part 1 Execution of
Offer (of the applicable contract) as part of their Proposal
Response. The Execution of Offer must be signed by
Respondent's company official(s) authorized to commit such
Proposals. Failure to sign and return this Offer will subject Agency’s
Proposal to disqualification.
2.6. Public Information
The University considers all information, documentation, and other
materials submitted in response to this E-RFP to be of a
non-confidential and/or non-proprietary nature. Therefore, all
submitted information shall be subject to public disclosure under
the Texas Public Information Act (Texas Government Code,
Chapter 552.001, et seq.) after a Contract is awarded.
Respondents are
hereby notified that The University strictly adheres to all
statutes, court decisions, and opinions of the Texas Attorney
General with respect to disclosure of E-RFP information.
2.7. Contract Award Process
An award for the
services specified herein will be made following a procedure using
competitive sealed Proposals. Proposals will be opened publicly to
identify the names of the Respondents, but will be afforded security
sufficient to preclude disclosure of the contents of the Proposal,
including prices or other information, prior to award. After
opening, an award may be made on the basis of the Proposals
initially submitted, without discussion, clarification or
modification, or on the basis of negotiation with any of the
Respondents or, at The University's sole option and
discretion, The University may discuss or negotiate all elements of
the Proposal with selected Respondents which represent a competitive
range of Proposals. For purposes of negotiation, a competitive range
of acceptable or potentially acceptable Proposals may be established
comprising the highest rated Proposal(s). After the submission of a
Proposal but before making an award, The University may permit the
Agency to revise the Proposal in order to obtain the best final
offer. The University may not disclose any information derived from
the Proposals submitted from competing offers in conducting such
discussions. The University will provide each Agency with an equal
opportunity for discussion and revision of Proposals. Further action
on Proposals not included in the competitive range will be deferred
pending an award, but The University reserves the right to include
additional Proposals in the competitive range if deemed in the best
interest of The University. The University reserves
the right to award a Contract for all or any portion of the
requirements proposed by reason of this request, award multiple
Contracts, or to reject any and all Proposals if deemed to be in the
best interests of The University and to re-solicit for Proposals, or
to reject any and all Proposals if deemed to be in the best
interests of The University and to temporarily or permanently
abandon the procurement. If this E-RFP is canceled, all agencies
that have submitted an Intention to Propose Form or Proposal will be
notified by The University in writing. If The University awards a
Contract, it will award the Contract to the Agency whose Proposal is
the most advantageous to The University, considering price and the
evaluation factors set forth in this E-RFP. The Contract file must
state in writing the basis upon which the award is made.
2.8. Criteria for Selection
2.8.A. Overview –
The Respondent selected for an award will be the Respondent
whose Proposal, as presented in the Response to this E-RFP, is the
most advantageous to the UT System. The University is not
bound to accept the lowest priced Proposal if that Proposal is not
in the best interest of The University as determined by The
University.
Proposals will be
evaluated by University personnel, with consultation provided by ATC.
The criteria for evaluation of Proposals, and selection of the
successful Respondent for this award, will be based on the degree of
experience to perform the mandatory and preferred requirements, as
described in Informational
Section 2 (2.8.B).
2.8.B. Mandatory vs
Preferred Requirements –
Mandatory Requirements are defined throughout this E-RFP by the
word "required". Such requirements must be met in order
for the Proposal to receive consideration. Preferred Requirements
are defined throughout this E-RFP by the word "preferred".
Such requirements have a significant degree of importance to the
objectives of the E-RFP, but they are not mandatory for a Proposal
to receive consideration.
2.8.C. Emphasis on
Service – Proposals
will be weighted with a heavy emphasis on service. Sixty-five
percent of each Proposal’s weight will be on service issues;
thirty-five percent of each Proposal’s weight will be on financial
considerations.
2.8.D. References,
Presentations, Site Inspections, Ghost Calls, and Reference Checks
– In addition to evaluating written service Proposals, The
University anticipates (i) conducting a thorough reference check of
both previous and former customers of the Agency, (ii) inviting
top-scoring agencies to conduct oral presentations, and (iii)
conducting a ghost customer call and site-inspection of the
top-scoring agencies.
2.9. Respondent’s Acceptance of
Evaluation Methodology
Submission of a
Proposal indicates Respondent's acceptance of the evaluation
technique and Respondent's recognition that some subjective
judgments must be made by The University during the assigning of
points.
2.10. Commitment
Respondent
understands and agrees that this E-RFP is issued predicated on
anticipated requirements for the UT System and that The University
has made no representation, written or oral, that any such
requirements be furnished under a Contract arising from this E-RFP.
Furthermore, Respondent recognizes and understands that any cost
borne by the Respondent that arises from Respondent's performance
hereunder shall be at the sole risk and responsibility of
Respondent.
2.11. Historically Underutilized
Business
Agency is
required to complete the historically underutilized business
section in Response Volume 1A (of applicable Contract) Part 1
Execution of Offer.
2.12. Key Events Schedule
2.12.A. Award and
Implementation Date
– The
University anticipates an award decision by March 2000, after
which time The University anticipates needing two months to
finalize a mutually agreed upon Contract. The UT System anticipates
phasing in Components one-by-one on a mutually determined schedule.
It will be essential to allow adequate time for the establishment of
any on-sites and to allocate time to conduct the vast majority of
orientations prior to taking reservations. Implementation of the
first Component (actual Component will be determined during Contract
award) is targeted to be no earlier than three months from Contract
award. The entire UT System account will not be on board with the
new Contractors until approximately two years from the start date.
2.12.B Summary of Key
E-RFP Dates
| E-RFP
Issuance |
Monday,
November 22, 1999 |
| "Clarification
to E-RFP Form"
due |
Monday,
December 6, 1999 |
| Pre-Proposal
Conference |
Wednesday,
December 15, 1999 |
| "Further
Clarification to E-RFP Form"
due |
Wednesday,
December 22, 1999 |
| "Intention
to Propose Form"
due |
Wednesday,
December 22, 1999 |
| Proposals
Due |
Monday,
January 10, 2000 |
| Anticipated
Contract Award |
March
2000 |
| Contract
Negotiation |
March
– April 2000 |
| Initial
Account Implementation |
May
– June 2000 |
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