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 SUMMARY
 UT SYSTEM
The University of Texas System ("The UT System") is a system of higher education that is composed of 15 Components plus the UT System Administration. The UT System employs approximately 76,000 staff and faculty. There are approximately 148,000 students enrolled at UT System Components. The UT System is an Agency of the State of Texas.
 E-RFP'S PURPOSE
 

The UT System is accepting Proposals ("Proposals") from qualified travel agencies that desire to enter into contracts with the UT System in accordance with the terms, conditions, requirements, and specifications set forth in this Electronic Request for Proposal ("E-RFP").

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; and
  • One contract to a Student/Retail-Alliance Travel Agency.

Respondents may submit Proposals for one or more contracts (Partner, Business-Alliance, and/or Student/Retail-Alliance) though the University’s intention is that only one contract will be awarded to a single agency entity.

The UT System’s intended travel-agency configuration is hereinafter referred to as a "Cluster Travel Agency Consolidation." The intention of the UT System’s cluster travel agency consolidation is to secure improved travel agency services and reduced prices by leveraging the UT System’s total purchasing power with a small group of travel agencies (as opposed to with dozens of travel agencies, which is the UT System’s current configuration).

 E-RFP'S STRUCTURE

This E-RFP is composed of four Informational Sections. Information contained in these four sections applies to all three contracts (Partner Contract, Business-Alliance Contracts, and Student/Retail-Alliance Contract).

a) Informational Section I  (Introduction)
b) Informational Section 2 (Notice to Respondents)
c) Informational Section 3 (Proposal Requirements)
d) Informational Section 4 (General Terms and Conditions)

This E-RFP is composed of six Response Volumes. There is a separate volume (A & B) for each contract. Respondent only needs to submit the volume(s) associated with the contract(s) for which the Respondent is bidding.

Partner Agency Response Volume 1A - Service
Partner Agency Response Volume 1B - Price
 
Business-Alliance Agency Response Volume 2A - Service
Business-Alliance Agency Response Volume 2B – Price
 
Student/Retail-Alliance Agency Response Volume 3A - Service
Student/Retail-Alliance Agency Response Volume 3B – Price

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.
 PROPOSAL DUE DATES
Event Date
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 Period March – April 2000
Initial Account Implementation May – June 2000

(Note: The University anticipates a gradual implementation schedule, on a Component-by-Component basis. The first Component implementation would be scheduled for May-June 2000, with the system-wide implementation completed approximately two years after contract award).
 UT SYSTEM'S TRAVEL POLICY

Because this cluster travel agency consolidation will provide faculty and staff with a choice of travel agencies and will support the diverse and complex travel needs of a geographically spread-out user group, use of the cluster travel agencies is intended to be required for all UT System-paid travel. However, even with a required policy, the University anticipates a deviation percentage of 20%, given that reasonable exceptions for unusual situations will be permitted (e.g. University guests whose travel originates in a foreign country, changes made en route while traveling abroad, etc.). A projected volume for each contractor is provided in the E-RFP. Components will have some flexibility in selecting their contractor. Each Component can opt to have UT System-paid travel purchased:

a) Only at the Partner Agency or 
b) At any of the Cluster Agencies, but the Partner Agency will be the preferred agency for all Components.
 UT SYSTEM TRAVEL EXPENDITURES
Estimated UT System-paid travel expenditures (air, hotel, and rental car) in Fiscal Year 1998/99 exceeded $39 million. Details on travel expenditures are provided in Appendix B – Travel Data. The UT System is an authorized user of State Contracted Rates for reimbursed business travel. The General Services Commission ("GSC") has contracted rates for airfare, rental cars, and hotels.
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