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PD-91 Rev. 03/21/05 MONTANA STATE UNIVERSITY-BOZEMAN REQUEST FOR PROPOSAL (THIS IS NOT AN ORDER)

RFP Number: 10-06 RFP Title: Athletic Travel Services Addendum #1 RFP Response Due Date and Time: December 28. 2009 Number of Pages in 2:00 PM, Bozeman, Montana Local Time Addendum: 3

ISSUING AGENCY INFORMATION Procurement Officer: Addendum Issue Date: Shawna R. Lanphear December 17, 2009 Montana State University-Bozeman Phone: (406) 994-3211 Purchasing Department Fax: (406) 994-3000 104 Montana Hall TTY: (800) 253-4091 Montana Relay Services PO Box 172600 Bozeman, MT. 59717-2600 Website: http://www.mt.gov/doa/gsd

INSTRUCTIONS TO OFFERORS Return Proposal to: Mark Face of Envelope/Package:

Montana State University-Bozeman Purchasing Department 104 Montana Hall RFP Number: 10-06 PO Box 172600 RFP Response Due Date: December 28. 2009 Bozeman, MT. 59717-2600

Special Instructions:

IMPORTANT: SEE ATTACHED CONTRACT

OFFERORS MUST COMPLETE THE FOLLOWING Offeror Name/Address: Authorized Offeror Signatory: I acknowledge receipt of Addendum # 1

(Please print name and sign in ink) Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

1 of 4 PD-91 Rev. 03/21/05 OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

2 of 4 PD-91 Rev. 03/21/05 RFP # 10-06 Addendum # 1 ; Rev.12/17/09

To All Offerors:

1. The following are the questions received in response to this RFP. These questions, along with the University’s response, will become an official amendment to this RFP.

Section No. Question Answer 3.0 Of your approximately $1.5M of Section 3.0 Background is amended to travel spend how much of that was include the following: Airline Charters - charter air, commercial air, hotels, $275,000.00. - Commercial Air - buses, vans, etc? $380,000.00 – Hotel - $250,000.00. – Ground Transportation (buses, vans, rental cars,) - $150,000.00. Meals - $175,000.00

3.0 Will the athletic department be Section 3.0 Background is amended to mandated to use the awarded include the following: The athletic department vendor? will be required to use the vendor awarded this contract.

3.1.1 If you would require the awarded Section 3.1.1 of the RFP is amended to agency to make group hotel include the following: Offeror must have the reservations what amenities would ability to make reservations to meet the needs be required as well? (i.e. food and of a particular trip including but not limited to beverages for the athletes, audio/visual equipment) banquet arrangements, meeting rooms, audio/visual etc

3.1.3 How are your group hotel Section 3.1.3 Hotel Reservations is amended reservations currently arranged? to include the following: Each sport has a designated travel coach who oversees the hotel arrangements. Many of the sports utilize an outside service such as Southwest host to assist them with the hotel arrangements. 3.1.6 We understand that current attitude See Section 3.1.6 Discounts of the RFP no in the collegiate travel market is change to the RFP. that coaches want to book the hotels they are familiar with and feel they can get better deals when they book their hotels themselves, would Montana State Athletics expect the awarded vendor to book hotels or would this be managed by the coaching staff?

3 of 4 PD-91 Rev. 03/21/05 RFP # 10-06 Addendum # 1 ; Rev.12/17/09

3.1.7 How does the athletic department Section 3.1.7 Monthly Billing is amended to currently pay for travel expenses? include the following: The Athletic Will this process remain in place Department personnel have purchasing cards with the awarded vendor? with sufficient limits to accommodate travel arrangements available. Direct bill is also used occasionally. Whatever payment process utilizing either of these methods would be utilized.

3.0 Could you clarify the following 3.0 is amended to add the following sentence statement: “The response must after “…baggage and equipment fees.” For contain all costs to MSU including example, the response cannot only include all applicable charges and taxes, airline ticket cost, but all associated costs with the current price structure for air airline travel as well. See cost per Section travel fares and any supplementary 5.0 charges including, but not limited to, service fees, name changes, baggage and equipment fees.” 5.0 You have requested agency fee See Section 5.0 Management Fee: No pricing to be a percentage of the change to RFP. total travel spend from the athletic department, would you accept alternative pricing models (i.e. transaction fees, management fees)? 5.0 Is Montana State Athletics looking See Section 5.0 Dates and travel history and for pricing for all travel expenses amounts are provided. Pricing as requested through this RFP? If so, as it would is required. be extremely difficult to do this knowing little about the MSU Athletic travel patterns or dates would you accept pricing for agency fees only? 3.0 Will university travelers be able to No. utilize service from the awarded vendor through this contract?

2. All other terms of the subject "Request for Proposal" remain unchanged.

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