II) Virginia Tech
Request for Proposal 0044897
For
Travel Management Program
Date April 28, 2016
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. RFP 0044897 GENERAL INFORMATION FORM
QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Kimberly Dulaney, Phone: (540) 231-8543, e-mail: [email protected].
DUE DATE: Proposals will be received until Friday, May 27, 2016 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.
ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute and State University (Virginia Tech), Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech, 300 Turner Street NW, Blacksburg, Virginia 24061. Reference the due date and Hour, and RFP Number in the lower left corner of the return envelope or package.
TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your certification number: . For assistance with SWaM certification, visit the SBSD website at http://www.dmbe.virginia.gov/.
Large
Small business - An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Commonwealth of Virginia Department of Small Business and Supplier Diversity (VASBSD) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification.
Women-owned business - A business concern that is at least 51 % owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 % of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U.S. citizens or legal resident aliens.
Minority-owned business - A business concern that is at least 51 % owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 % of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.
COMPANY INFORMATION/SIGNATURE: In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation. FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (ID#) (Company name as it appears with your Federal Taxpayer Number)
BUSINESS NAME/DBA NAME/TA NAME BILLING NAME (If different than the Full Legal Name) (Company name as it appears on your invoice)
PURCHASE ORDER ADDRESS PAYMENT ADDRESS
CONTACT NAME/TITLE (PRINT) E-MAIL ADDRESS
TELEPHONE TOLL FREE TELEPHONE FAX NUMBER TO NUMBER NUMBER RECEIVE E-PROCUREMENT ORDERS
Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the Code of Virginia, 2.2 - 3102 - 3112 YES NO~~~~~
01/01/2016 I. PURPOSE:
The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract or contracts through competitive negotiations for travel management services by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.
II. CONTRACT PERIOD:
The term of this contract is for one (1) year, or as negotiated. There will be an option for three (3), one- year renewals, or as negotiated.
Ill. BACKGROUND:
Employees at Virginia Tech travel to domestic and international destinations on a daily basis throughout the year. The university does not have a travel management office and thus relies on the following to obtain travel services:
1. Travel agencies on contract
2. Travel agencies not on contract
3. The Internet Web Sites
4. Direct purchases from airlines
Although there are several options for university travelers to purchase travel related services, the university may contract with two or more travel agencies. The current annual volume of airfare is approximately $6 million dollars.
A major user of travel management services is Virginia Tech's Athletic Department. The Athletic Department uses travel agencies to arrange both team travel to competitions and individual travel for recruiting purposes. Flights for teams are often required for competitions against ACC conference members Miami, Florida State, Syracuse, Notre Dame, and Boston College, as well as for distant non-conference opponents and post-season competitions.
Many teams charter a bus to the airport and to locations within a few hours drive of Blacksburg; although often arranged through existing university contracts for this service, transportation is sometimes needed in distant locations when the team has traveled by airline, or when the coach prefers to use a travel agency to make all-inclusive arrangements.
A listing of current Athletic teams and schedules may be viewed by going to www.hokiesports.com, and selecting "schedules" in the left side listing of links.
Travel services for study abroad programs sponsored by a number of Virginia Tech academic departments are needed regularly. Services are needed primarily for travel originating and concluding in foreign countries.
IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:
The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the
4 procurement of goods and services. We are, therefore, requesting that your firm register as a vendor within the e VA system.
There are transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.
Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at http://www.eva.virqinia.gov/paqes/eva registration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.
For registration and technical assistance, reference the eVA website at: [email protected], or call 866-289-7367 or 804-371-2525.
V. CONTRACT PARTICIPATION:
College of William and Mary George Mason University James Madison University Old Dominion University Radford University The University ot Virginia V1rg1nia Commonwealth University Virginia Military Institute
It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Virginia Tech's affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor.
Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances.
Please refer to Attachment C, Zone Map, if the offerer wishes to submit separate pricing structure based on approved zones for cooperative institutions. Refer to Attachment C for the approved Zone Map. If no other prices are offered, pricing provided will apply to all zones in the Commonwealth.
Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be. VI. STATEMENT OF NEEDS:
A. General:
1. Virginia Tech needs a Contractor to provide travel management services to the university.
2. The Contractor or its authorized representatives shall meet periodically with Virginia Tech when requested, to discuss all services.
3. The Contractor and Virginia Tech may mutually establish routine procedures for handling the services described herein. Such procedures are subject to Virginia Tech's approval.
4. The Contractor shall provide, to designated offices of Virginia Tech, tickets/reservations for air, rail, hotel and/or vehicle rental accommodations within 24 hours of request by Virginia Tech, or at a specific future date as requested. Upon delivery of tickets/itinerary, the Contractor shall require the requesting department to provide either of the following:
a. Virginia Tech Hokie Mart Purchase Order (PO) or Travel Services Authorization {TA) form {TA is applicable only when funded 100% by foundation funding), (fax of hard copy)
b. BOA Visa Corporate Purchasing Card number subject to cardholder limits
c. BOA Visa Corporate Travel Card number
5. The Contractor shall secure the lowest available rate for any services within the scope of this contract, unless the lowest available rate was refused by the traveler and is included in the Rejection of Lowest Available Fare Report. If the lowest rate was not rejected by the traveler, the Contractor shall refund to Virginia Tech the difference in cost if it has failed to secure the lowest available rate.
The Contractor shall provide travel estimates for budget planning to individuals for specific trips, conferences or other potential service requirements.
6. The university will rely on the Contractor to secure the best rates for group travel services required by university departments. Departments may not make group travel arrangements with a non-contract source without first attempting to use the services of the Contractor. When the Contractor cannot provide the service at a cost less than the non-contract source, the Contractor must provide a written estimate for the department to use as documentation for approval to purchase the services from another source.
7. The Contractor should be able to receive orders by email or fax from SciQuest (Virginia Tech's purchasing system-HokieMart).
B. Service Requirements:
1. Transportation:
a. The Contractor shall provide domestic and/or international airline and railway ticket service at the lowest fare available within the arrival/departure times and locations specified by the requesting traveler or representative of Virginia Tech.
b. At its option, Virginia Tech may require charter airline and charter bus service. When such charters are requested, the contractor must negotiate with a minimum of three vendors, if available, to secure the most favorable rates and service for the university. c. State travel regulations require that transportation by common carrier shall use tourist class accommodations. Business class travel is permissible for international flights.
d. Travel credits, reduced rates, or free services received from public facilities by persons for whatever reason, accrue to the university.
e. The Contractor shall provide advance seat assignment and advance boarding passes when available from the airlines.
f. At its option, Virginia Tech may elect to make transportation arrangements with non contract sources.
2. Lodging: The Contractor shall arrange hotel/motel accommodations for individuals or groups, when requested, taking advantage of government or corporate discounts, whichever is greater. If a specific hotel/motel is not requested, the location of the lodging should be reasonably close to the required destination. Virginia Tech may elect to make direct arrangements on a case-by-case basis.
3. Vehicle Rental: The Contractor shall arrange vehicle rentals, when requested, at the lowest rate available. The rate should be confirmed when the reservation is made and included in the traveler's itinerary.
4. International Travel:
a. The Contractor shall arrange for international travel, including reservations and ticket delivery for air, rail, bus or ship transportation, and for hotel/motel accommodations and car rentals when required.
b. The Contractor shall provide assistance in obtaining passports, visas and documents regarding health requirements.
c. At its option, Virginia Tech may elect to make international travel arrangements with non-contract sources.
5. Traveler's Itineraries: The Contractor shall provide two itinerary copies to the traveler including, but not limited to, the following information:
a. Carrier(s)
b. Flight, train, bus or voyage numbers.
c. Departure and arrival times for each segment of the trip
d. Ground transportation facilities at destination (e.g., taxi or shuttle service)
e. Meals provided
f. Name, phone number and location of hotel/motel and room rates
g. Name, phone number and location of car rental agency and rates
6. Contractor Assistance: The Contractor shall provide assistance, training, and orientation as required by the Office of the Controller. 7. Refunds:
a. The Contractor shall provide any refunds due as a result of the Office of the University Controller returning unused tickets.
b. The Contractor shall identify each refund by original ticket and/or invoice number.
c. The Contractor shall make refunds within 30 days of ticket return.
d. Refunds shall not be made to the individual traveler except for tickets purchased using the travelers' personal funds or their BOA Visa Corporate Travel Card.
e. The Contractor shall not accept unused tickets directly from the individual traveler except for those purchased with personal funds or their BOA Visa Travel Card.
8. Hours of Operation: The Contractor should provide at least seven hours of service daily from 9:00 a.m. to 5 p.m., Monday through Friday.
9. Schedule Changes, Cancellations, and Delays:
a. The Contractor should make every effort to notify travelers of airport closings, cancelled or delayed flights, trains, buses or voyages.
b. The Contractor shall provide alternate travel arrangements whenever a carrier defaults or cancels a scheduled departure.
10. Common Carrier and Flight Insurance: The Contractor should provide free automatic common carrier and flight insurance for all air and rail travelers in an amount of at least $200,000.
C. Reporting, Invoicing and Deliverv Requirements:
1. On a monthly basis, the Contractor shall submit a statement summarizing the itinerary, traveler name, and related PO/TA# to the Office of the Controller. This information must be received each calendar month in order for the Controller's Office to pay the Agency Travel Card (ATC) invoice promptly.
2. Within four days of reporting non-ATC (Airlines Reporting Corporation) purchases (cash sales), the Contractor shall submit invoices, itineraries, and approved PO I TA forms to the Office of the Controller. This method of payment shall be used only when the ATC card or credit cards are not accepted. The PO I TA must have the departments "received" and "authorized" signatures I approvals in place.
3. When departments use the traveler's BOA Visa Corporate Travel Card or the department's BOA Visa Corporate Purchasing Card, central reporting is not required.
4. Rejection of Lowest Available Fare Report: This report shall be provided on a monthly basis in the event a traveler rejects the lowest available fare. Lower rates based on differences in the flight schedule do not have to be reported and do not have to be included in management reports. The report should be sorted in "reason rejected" order, i.e., all fares rejected because a "Saturday night stay was required" should be sorted together on the report, and then the next reason should be listed, etc. The list should also include:
a. Name of traveler b. Date of ticket
c. Ticket number or other transaction ID number
d. Cost of offered reservation
e. Actual cost of accepted reservation
5. Other reports as requested by the Office of the Controller.
D. Method of Payment:
1. Virginia Tech may pay for travel purchased through the Contractor by any combination of the following methods:
a. Wells Fargo Visa Agency Travel Card
b. BOA Visa Corporate Travel Card issued to an employee of Virginia Tech
c. BOA Visa Corporate Purchasing Card issued to an employee of Virginia Tech
d. Virginia Tech checks only if (1.) the contractor/provider does not accept the university credit card or (2.) if the savings with a cash payment meets the terms of the "Cash Discounts" policy of the Commonwealth of Virginia. If the provider does not accept the Wells Fargo Visa Agency Travel Card or credit cards, the contractor shall include a statement to that effect on the invoice provided.
VII. PROPOSAL PREPARATION AND SUBMISSION:
A. General Requirements
1. RFP Response: In order to be considered for selection, Offerers must submit a complete response to this RFP. One (1) original and Three (3) copies of each proposal must be submitted to:
Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
Reference the Due Date and Hour, and RFP Number in the lower left hand corner of the return envelope or package.
No other distribution of the proposals shall be made by the Offerer.
2. Proposal Preparation:
a. Proposals shall be signed by an authorized representative of the Offerer. All information requested should be submitted. Failure to submit all information requested may result in Virginia Tech requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation. b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.
c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.
d. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume.
e. Ownership of all data, material and documentation originated and prepared for Virginia Tech pursuant to the RFP shall belong exclusively to Virginia Tech and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.
3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore, proposals should be complete.
B. Specific Requirements Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal:
1. Plan For Providing Services:
a. Provide specific plans for providing service to Virginia Tech employees located throughout the state. Include plans for delivering tickets, costs or such delivery, express mail costs, toll free phone numbers if available and plan for obtaining the PO ITA from the departments.
JO b. Describe your approach to securing the lowest rates available to meet the traveler's needs.
c. Provide a list of additional services that you could provide Virginia Tech to improve its travel program.
d. If applicable, identify and list the amount of any fees (transaction, processing, service charge, etc.) that may be charged.
e. Provide completed sample forms including itinerary, invoice, reservation vouchers, customer reports, as well as internal forms such as procedures and policies, which your staff is required to follow.
f. Identify the location of the office that will provide services and its proximity to Virginia Tech.
2. Qualifications and Experience:
a. Describe the experience and variety of services provided by your agency.
b. Describe the expertise of your staff and a description of your training and development program, which will assure that all personnel assigned to perform under any resultant contract, shall be capable and qualified in the work assigned to them. Include resumes for staff that will provide service to Virginia Tech.
c. Provide evidence of financial stability.
d. Describe service enhancements unique to your agency including franchise agreements.
e. Are you a member of a consortium? If so, which one and why did you select that one? Provide a list of services that the consortium provides to your agency.
f. Provide four (4) recent references, either educational or governmental, for whom you have provided the type of services described herein. Include the date(s) the services were furnished, the client name, address and the name and phone number of the individual Virginia Tech has your permission to contact
3. Equipment, Systems, Automation:
Describe your degree of automation, procedures for electronically transferring data, and plans for future enhancements that may provide efficiencies for processing invoices at Virginia Tech.
4. Participation of Small, Women-owned and Minority-owned Business (SWAM) Business:
If your business can not be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified, you agree to maintain your certification for the life of the contract. For
11 assistance with SWaM certification, visit the SBSD website at http://www.dmbe.virginia.gov/.
5. The return of the General Information Form and addenda, if any, signed and filled out as required.
VIII. SELECTION CRITERIA AND AWARD:
A. Selection Criteria
Proposals will be evaluated by Virginia Tech using the following:
Maximum Point Criteria Value
1. Quality of products/services offered and suitability for 25 the intended purposes
2. Qualifications and experiences of Offeror in providing 25 the goods/services
3. Specific plans or methodology to be used to provide the 30 Services
4. Cost (or Price) 10
5. Participation of Small, Women-Owned and Minority 10 (SWAM) Business
Total 100 Award To Multiple Offerors:
Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth reserves the right to make multiple awards as a result of this solicitation. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor's proposal as negotiated.
12 XI. INQUIRIES:
All inquiries concerning this solicitation should be submitted in writing via email, citing the particular RFP section and paragraph number. All inquiries will be answered in the form of an addendum. Inquiries must be submitted by 10:00 am on Wednesday, May 11, 2016. Inquiries must be submitted to the procurement officer identified in this solicitation.
X. INVOICES:
Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted to:
Virginia Polytechnic Institute and State University Accounts Payable North End Center, Suite 3300, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
XI. METHOD OF PAYMENT:
Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal.
Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech's Procurement website: http://www.procurement.vt.eduNendor/WellsOne.html or contact the procurement officer issuing RPF identified in the RFP.
XII. ADDENDUM:
Any ADDENDUM issued for this solicitation may be accessed at http://www.procurement.vt.edu/html.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.
XIII. CONTRACT ADMINISTRATION:
A. Wendell Vest, Associate Controller, Controller's Office, at Virginia Tech or his designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.
B. The Contract Administrator, or his designee, shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or his designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.
XIV. COMMUNICATIONS:
Communications regarding this solicitation shall be formal from the date of issue, until either a Contractor has been selected or the Procurement Department rejects all proposals. Formal communications will be directed to the procurement officer listed on this solicitation. Informal communications, including but not limited to request for information, comments or speculations
13 regarding this solicitation to any University employee other than a Procurement Department representative may result in the offending Offeror's proposal being rejected.
XV. CONTROLLING VERSION OF SOLICITATION:
The PDF version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of/or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.
XVI. TERMS AND CONDITIONS:
This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions, see Attachment A.
XVII. ATTACHMENTS:
Attachment A- General and Special Terms and Conditions Attachment B - Sample of Standard Contract Form Attachment C - Zone Map for Cooperative Contracts
14 ATTACHMENT A
TERMS AND CONDITIONS
RFP GENERAL TERMS AND CONDITIONS
http:/www.procurement.vt.edu/html.docs/terms/GTC RFP 01012016.pdf
ADDITIONAL TERMS AND CONDITIONS
1. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement.
2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period.
3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.
4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.
6. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate envelope or package, sealed and identified as follows:
From:~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~- Name of Bidder or Offeror Due Date Time Due
Street or Box No. Solicitation Number
City, State, Zip Code Solicitation Title
Name of Procurement Officer:
15 The envelope should be addressed to:
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
The offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope.
7. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address
If to Contractor: Address Shown On RFP Cover Page Attention: Name Of Person Signing RFP
If to Virginia Tech:
Virginia Polytechnic Institute and State University Attn: Kimberly Dulaney Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
and
Virginia Polytechnic Institute and State University Attn: Wendell Vest University Controller North End Center, Suite 3300 300 Turner Street, NW Blacksburg, Virginia 24061
8. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.
SPECIAL TERMS AND CONDITIONS
1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.
16 2. SPECIAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special promotional sale prices or discounts immediately to Virginia Tech during the term of the contract. Such notice shall also advise the duration of the specific sale or discount price.
3. INSURANCE: By signing and submitting a proposal under this solicitation, the Offerer certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract, Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability - $100,000.00 C. General Liability - $500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability. D. Automobile Liability - $500,000.00 E. Builders Risk - For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk - Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk - Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate. The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.
17 ATIACHMENTB SAMPLE CONTRACT FORM
Standard Contract form for reference only Offerors do not need to fill in this form
COMMONWEALTH OF VIRGINIA STANDARD CONTRACT
Contract Number:------
This contract entered into this __ day of 20_, by ------ hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech".
WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agrees as follows:
SCOPE OF CONTRACT: The Contractor shall provide the ______to Virginia Tech as set forth in the Contract Documents.
PERIOD OF CONTRACT: From ______through------
COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.
CONTRACT DOCUMENT: The Contract Documents shall consist of this signed contract, Request For Proposal Number dated , together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's letter dated , all of which Contract Documents are incorporated herein.
In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.
Contractor: Virginia Tech By: ______
Title: ______Title: ______
18 ATTACHMENT C
Zone Map
Virginia Association of State College & University Purchasing Professionals (VASCUPP)
List of member institutions by zones
Zone 1 Zone2 Zone3 George Mason University James Madison University University of Virginia (Fairfax) (Harrisonburg) (Charlottesville)
Zone4 Zone 5 Zone 6 University of Mary Washington College of William and Mary Virginia Commonwealth (Fredericksburg) (Williamsburg) University (Richmond) Old Dominion University (Norfolk) ,-:zo-ile s ------Zone 7 : Zone 9 Longwood University Virginia Military Institute University of Virginia - Wise (Farmville) (Lexington) (Wise) . Virginia Tech (Blacksburg) _LR~_c:t.t.~-~c:t. Y_':'_iy~-~~__ i_!YJ~_c:i.c:tJ_C?~~)
19 ADDENDUM # 1 TO RFP # 0044897
VIRGINIA POLYTECHNIC INSTITUTE AND ST ATE UNIVERSITY Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
DATE NEW DUE DATE ANO HOUR May 23, 2016 Frida June 3, 2016 3:00 PM
ADDRESS ALL INQUIRIES AND CORRESPOND!::NCE TO: Kimberly Dulaney, CPSM, CUPO, Assistant Director and Contracts Manager E-MAIL ADDRESS [email protected] TELEPHONE NUMBER {540) 231-8543 FAX NUMBER (540) 231-9628 AFTER HOUR MESSAGES (540} 231-6221
Travel Management Program
1. The following questions have arisen as a result of the aforementioned RFP:
Question 1. Would it be possible to receive a breakdown of how the travel dollars are spent?
Virginia Tech Answer: The following is airfare only of travel expenses: Athletic $1.Sm Corporate/faculty and staff travel $4.3m Student travel - Faculty Led programs, study abroad. $520k
Question 2. Do you currently use an online system for booking flights?
Virginia Tech Answer: No
Question 3. Under Specific Requirements, Section 2, question d- What is meant by "franchise agreements"? Does this refer to affiliations, vendor partners or both?
Virginia Tech Answer: Both (any related organizations to your company).
Question 4. Under Reporting, Invoicing and Delivery Requirements- What is meant by question 2? Is Virginia Tech looking for direct billing? Within four days of reporting non-ATC (Airlines Reporting Corporation) purchases (cash sales), the Contractor shall submit invoices, itinerariss, and approved PO I TA forms to the Office of the Controller. This method of payment shall be used only when the ATC card or credit cards are not accepted. The PO I TA must have the departments "received" and "authorized" signatures I approvals in place
Virginia Tech Answer: If the purchase cannot be made using the university issued credit card or the traveler's personal credit card, then yes, we would like direct billing of the invoice.
Question 5. Virginia Tech currently has an agency under contract who works with the sports teams. Now that sports is mentioned, Are the companies awarded contract going to be able to solicit ANY sports team for its business?
Virginia Tech Answer: This contract is optional for Virginia Tech athletics departmental use. The athletic department currently uses contract travel management companies for a portion of their travel arrangements.
Question 6. Current annual Airfare is listed as $6 million a year, does that include sports? Virginia Tech Answer: Yes
Question 7. Is Virginia Tech open to a contract period longer than 1 year if a price reduction is offered?
Virginia Tech Answer: In the near future, we will be transitioning to a new travel system internally and do not want to commit to more than 1 year at this time.
Question 8. RegardinQ airline purchases:
a. What is total number of airline tickets issues annually?
Virginia Tech Answer: 10,000
b. What is percentage breakdown or number of airline tickets issued for domestic vs. international?
Virginia Tech Answer: For the period from 7/1/15 through 4/30/16 (10 months) we had 1,557 international employee expense reports submitted for reimbursement.
c. Are there Airline Preferred Suppliers/Contracts?
Virginia Tech Answer: No
d. How many "voids" and "refunds" are issued annually?
Virginia Tech Answer: unknown
Question 9. Regarding Hotel purchases:
a. What is total hotel spend annually?
Virginia Tech Answer: $1 ?m
b. What is total number of room nights annually?
Virginia Tech Answer: Unknown (estimate 116,000)
c. Are there Hotel Preferred Suppliers?
Virginia Tech Answer: No
d. Are there any hotel contracts non-commissionable?
Virginia Tech Answer: We do not have any hotel contracts
e. Do you have direct billing with any Hotels?
Virginia Tech Answer: Yes, we have direct billing with several hotels Question 10. Regarding Car Rental:
a. What is total car rental spend annually?
Virginia Tech Answer: Estimate is $500,000
b. What is total number of car rental days annually?
Virginia Tech Answer: unknown
c. Are there Car Rental Preferred Suppliers/Contracts?
Virginia Tech Answer: We have a contract with Enterprise
d. Do you have direct billing with any Car Rental companies?
Virginia Tech Answer: yes
Question 11. Regarding Booking Habits:
a. Are you using an on-line booking tool?
Virginia Tech Answer: No. We do allow our employees to book through any internet booking site.
b. If no on-line booking tool, is there interest in utilizing an on-line tool?
Virginia Tech Answer: There is a possibility in the future.
c. How many study abroad programs are there annually?
Virginia Tech Answer: 45
Question 12. Regarding Groups/Meetings:
a. What is the average size of participants per study abroad program?
Virginia Tech Answer: 15-20 individuals
b. What% of total travel spend is on Team Sports and Study Abroad programs for:
o Air? Virginia Tech Answer: 33% o Bus Charters? Virginia Tech Answer: 75% o Lodging managed through a Travel Management Groups/Events Department? Virginia Tech Answer: 60% Question 13. Does EVA registration need to be completed before the contract is awarded or after?
Virginia Tech Answer: The Vendor should be registered with EVA prior to the contract being awarded. It is recommended that the vendor complete EVA registration prior to submitting their proposal. To receive the points allotted for SWaM, vendors must be registered with SBSD as outlined in the RFP.
Question 14. In reference to program being voluntary:
• Is the $6M air volume the actual the actual usage tracked under your current program?
Virginia Tech Answer: The $6m air volume is total university spend regardless of where it was procured through a contract travel agency (it could have been obtain through the internet).
• Can you supply any percentage breakdown of% usage vs.% non-usage?
Virginia Tech Answer: 47% of air expenses are book through current contract travel agencies
• Would you be interested in entertaining any ideas to increase voluntary usage without making the program mandatory?
Virginia Tech Answer: Yes
Question 15. Do you have a pre-trip approval process?
Virginia Tech Answer: Yes. Our electronic travel system provides for a pre-trip approval process (we call this an authorization). It is required for any international travel. It is optional for domestic travel; however, many of our departments require it for domestic travel.
Question 16. Can you please provide more information on your intent of the requirement outlined below?
'Wffhin four days of reporting non-ATC (Airlines Reporting Corporation) purchases (cash sales), the Contractor shall submit invoices, itineraries, and approved PO I TA forms to the Office of the Controller. This method of payment shall be used only when the ATC card or credit cards are not accepted. The PO I TA must have the departments "received" and "authorized" signatures I approvals in place."
Virginia Tech Answer: The intent is to pay the vendor timely for all direct bill services. For us to be able to do this, we need an invoice from the vendor. We require a vendor invoice for any direct bill charges that are not placed on a credit card. The standard vendor invoice format is acceptable; however, we request that the university PO number be included on the vendor invoice.
Question 17. What is working well in your program today that you wish to maintain?
Virginia Tech Answer: We have developed good working relationships with the contract vendors and hope to continue or develop new relationships.
Question 18. What are the areas that you are looking to improve? Virginia Tech Answer: Ensure that travel agencies collect the university PO number from our department employees so that we can charge back the credit card transactions to the department funding.
Question 19. How many travel management companies/consultants service your account today?
Virginia Tech Answer: During FY15, we had 4 contract travel agencies with activity.
Question 20. Do you regularly have account managers from the travel management companies stop by to visit with you and gain feedback?
Virginia Tech Answer: We do not have regularly scheduled meetings. We schedule meeting on an as needed basis.
Question 21. Do you require a redlined response to Attachment A, Terms and Conditions, at this time?
Virginia Tech Answer: Yes. Please indicate any changes to our terms and conditions at the time of proposal.
Question 22. Do you have a pricing template that you would like us to use, or should we provide one?
Virginia Tech Answer: We do not have a template.
Question 23. Will the University accept two pricing proposals, one for athletics and one for campus travel?
Virginia Tech Answer: Yes
Question 24. Will the University accept a non-transaction based pricing structure?
Virginia Tech Answer: No
Question 25. Are there any recurring challenges in the current travel program for which you hope to identify a solution?
Virginia Tech Answer: No
Question 26. Can you tell us approximately when you expect to conduct oral presentations?
Virginia Tech Answer: During the month of June. Once the initial round of scoring is completed, vendors will be invited in for presentations.
Question 27. Regarding charter air and bus (items IV.B.1.a-b): Are these predominantly scheduled for athletics, or do other travelers require them as well? Is negotiation with at least three vendors required for each booking, or may preferred suppliers be selected following negotiation with at least three vendors and used thereafter? Virginia Tech Answer: Yes, these are primarily scheduled for athletics; however, we do have a need for bus services for study abroad programs. Departments are encouraged to seek the best pricing by getting quotes from contract vendors.
Question 28. Who is your current TMC for athletics?
Virginia Tech Answer: Our athletics department uses our 4 contract travel agencies currently; however, these contracts are not mandatory. If they need to go to another vendor to obtain the services they need, they are allowed to do such.
Question 29. Does your current TMC provide free common carrier and flight insurance?
Virginia Tech Answer: This service was requested in the previous RFP but it was concluded during negotiations that there would be a fee for this service.
Question 30. What service model do your TMC(s) utilize currently? Examples include shared offsite service, call center, onsite/implant, and dedicated offsite service. Do you have any agent's onsite or fully dedicated to Virginia Tech or to your athletic department?
Virginia Tech Answer: Shared offsite service---no fully dedicated or onsite agents
Question 31. Do you/will you mandate use of the online booking tool?
Virginia Tech Answer: We do not mandate the use of an online booking tool. We have not made a decision about a mandated future use of an online booking tool. We currently do allow our employees to book through any internet booking site.
Question 32. Regarding item Vl.A.4.a: When PO or TA is used for payment, what charges will these include (transaction fees only, airline ticket cost, other)?
Virginia Tech Answer: The PO or TA is used to request the ticket purchase, it is not used for the payment. The PO or TA authorizes the charged to be placed on the university credit card with the travel agency which would include the ticket cost and all other fees/cost associated with the ticket.
Question 33. Does the University hold any blanket insurance that covers travelers? We noted there may be an association with USI and Cultural Insurance Services International (CISI).
Virginia Tech Answer: University policy requires all employees who travel internationally on behalf of the university to purchase the CISI. This covers health and evacuation. The evacuation is related to medical, natural disaster, or political security.
Question 34. What percentage of the $6 million annual air spend is attributable to athletics, vs. faculty/staff travel, vs. student travel (such as study abroad)?
Virginia Tech Answer: 24%-athletics, 8% study abroad, 67% general university.
Question 35. Air: What is your annual spend on air and number of air transactions? Please provide the percentage breakdown of domestic and international travel.
Virginia Tech Answer: Annual spend is around $6.3m. Total estimated transactions are 10,000. 16% are international. Question 36. Hotel: What is your total hotel spend and number of nights?
Virginia Tech Answer: $1 ?m with an estimated number of nights of 116,000.
Question 37. What is the annual spend on car rental and/or chauffeured transportation? Other ground transportation (bus, rail, etc.)?
Virginia Tech Answer: Estimated spend on car rental is $500,000. Bus charters are $900,000.
Question 38. Can you provide breakdown of top city pairs (both domestic/international) including airlines used?
Virginia Tech Answer: No
Question 39. Please list your air, hotel and ground transportation contracts and specify if they are net or net/net. Please also advise what % of your air spend is covered by these agreements currently.
Virginia Tech Answer: We have no such contracts
Question 40. What % of your hotel bookings are covered under your supplier agreements?
Virginia Tech Answer: None
Question 41. What percentage of hotels and cars are assumed to be within an air booking?
Virginia Tech Answer: Very few
2. No further inquiries will be accepted for this solicitation.
3. All other terms, conditions and descriptions remain the same.
4. The due date and hour is changed from Friday, May 27, 2016, 3pm TO Friday, June 3, 2016, 3 pm.
FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (ID#) (Company name as i1 appears with your Federal Taxpayer NumtwJ
- BUSINESS NAME/OBA NAME!T A NAME FEDERAL TAXPAYER NUMBER (~different than the Fuli Legal Nome) (If differ en: than ID# above)
BILLING NAME FEDERAL TAXPAYER NUMBER (CorllJany name as it appears on your invoice) (If different than ID# at•ove)
PURCHASE ORDER ADDRESS PAYMENT ADDRESS
--- CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE
-- E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS l D Cl AZUMANO
June 2, 2016
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
Reference Solicitation: Request for Proposal 0044897
Dear Kimberly:
It is with pleasure that Cl Azumano Travel submits this request for proposal to provide a wide spectrum of full travel services for VA Tech and other colleges/universities listed under this proposal.
Cl Azumano has served many colleges and universities since 1986. You will find several college referrals in the enclosed proposal. In addition to our elite higher education customer experience we are also a Concur Preferred Partner. Very few agencies have both these credentials which provides VA Tech with the assurance that we have you covered under any service configuration or need you might require in - the future.
We have your travelers covered too. With our enhanced level of "Duty of Care" we provide your travelers with peace of mind. Our Digital Assistant can send automated messages to alert your travelers of trip disruption and/or unrest in areas that could impact their travel. This is just one of several new products that are currently being introduced to our clients.
We believe there are three key differentiators that separate us from our competitors:
• Virginia Headquartered - Today any TMC can serve you in a virtual environment. It's the way we have reduced our costs coupled with better technologies to support on line bookings and virtual workforce management. Cl Azumano Headquarters is located in Virginia which means our executives are only a short car ride away. While our partnerships have never required escalation to that level, it's clearly an advantage if you ever need their engagement.
• Higher Education Expertise - We have serviced various colleges and universities for 30 years. Higher education travel can be very different from traditional corporate business. We're pleased to say that our retention rate in this area is exceedingly higher than most travel agencies. Also, Cl Azuma no is only one of two travel agencies that has served as preferred travel agency suppliers under the WSCA-NASPO Cooperative Purchasing Organization which provides the highest standard of excellence in public cooperative contracting for all 50 states. - • Growth Mode - We are especially proud to say Cl Azuma no has been on the acquiring end in our industry. Many of our competitors have been acquired and we know that ultimately that brings change to those organizations as they begin the journey of folding into the new company's culture and processes. At Cl Azuma no we can confidently say that while we are continually evaluating more acquisitions, we ourselves are not on the market to be acquired. Why is this important to VA Tech? You can feel confident that our service, vision, and commitment will remain intact.
We would proudly serve the travel needs of VA Tech. You will have our steadfast commitment that we will work hard every day to deserve the privilege of being your Trusted Advisors.
Best Regards,
Randy W. Tietsort I Cl Azumano Travel Director, Business Development tel: (816) 835-5490 [email protected] I www.ciazumano.com D Cl AZUMANO
- fb INTELLIGENT SOLUTIONS - Cl AZUMANO 0 BUSINl::SS TRAVl:.L
A TRAVEL MANAGEMENT SOLUTION FOR !l!VirginiaTech
Be Empowered With an Efficient and Effective Travel Service Program
- 0 Cl AZUMANO
A TRAVEL MANAGEMENT SOLUTION FOR VIRGINIA TECH
- @) OUR STORY ... Work With Passion Our employees are passionate about providing service excellence to our customers. We empower each individual to make the right decisions in support of our client's goals and objectives, and drive customer satisfaction by understanding and delivering what our clients value. Our client base is comprised of a diverse mix of industries including specialized services for government agencies, government contractors, and concierge level services for television production companies.
Established in 1972 Corporate, Government, Leisure and Meeting & Event Travel Global Reach Nationwide - Headquartered in Virginia 130+ Employees in 21 US States Travel Weekly Top 50 Global Reach
f9 OUR VISION ... An Unparalleled Travel Experience To analyze, develop and provide the management tools our clients will need before the want becomes a necessity. To deliver travel service excellence with the best possible online and reporting technology to each and every client served. We are guided by our core values of professional excellence, customer success, ethics and integrity, culture of ownership, and valuing our most important asset- our people.
Cl Azumano Travel (referred to hereafter as CIAZ) is pleased to submit this proposal for travel management services to support Virginia Tech in achieving an initiative for improved travel management performance. We would be honored to serve Virginia Tech in that capacity
@ DIFFERENTIATORS ... Expect More Virginia Tech Ranked as a Top Ten Account One of only 25 Preferred Concur Partners Commitment to Duty of Care Tenured Travel Consultants International Expertise Award Winning Performance Strategic Program Management
VIRGINIA TECH OBJECTIVES ... Provide Added Value with Lower costs Supplier negotiation leverage by combining Virginia Tech spend Access to a more robust, efficient Meetings and Event planning group Access to CIAZ's internal Concur Travel department for site audit, enhancements and traveler support Improved service with access to Virginia Tech's designated team and team leader
Lif Page 0 Cl AZUMANO
8 OUR SERVICES ... Optimized For Your Needs Senior Level Supplier Relationships Global Supplier Discounts Policy Development and Travel Audits 24-hour On-Call Service Concierge VIP Service Visa and Passport Assistance Bonus Discounts on Flights Relocation and Meeting Services 38,000 Hotel Properties Robust Reporting
D Core VIP Traveler Services We've gathered our most experienced and client focused consultants for just this purpose. With CIAZ at your side you can forget about the details and concentrate on what matters most to you knowing these professionals will go the extra mile to get the job done.
Complimentary upgrades for air, hotel, and car, where applicable Call hotel & rental car for potential check-in upgrades Upgrade traveler status with loyalty programs Airport club access, when available Support IDs, Visas, and all international formalities Book leisure travel for VIP and companions Assistance with TSA-Pre-check registration Frequent flyer miles redemption Personal Leisure Travel Accommodations & Executive Packages Limousine/ car service reservations Expert consultancy services - Manage all service issues in route - delays, cancellations, changes, disasters, and special requests Proactively contact travel arranger to confirm the accuracy on all reservation
D Global Reach ... being there is everything That's why Radius Travel delivers global travel programs for multinational companies through a network of best-in-market agencies. Watch our video to discover how this approach improves traveler satisfaction and gives you peace of mind.
An 'in-country' service model using local expertise, local product and local language to deliver superior service A data-centric approach to our clients that ensures accurate, complete travel data, reporting and actionable insight Travel management expertise, from partnering for a successful implementation to delivering material savings year-in, year out Superior global programs for air, hotel, rail and car content as a result of an aggregate $19 billion of travel spend in 80 countries
D Supplier Discounts The RADIUS Global Hotel Program includes: • Over 30,000 properties in 137 countries - • Every service level, every price point
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• Last Room Availability • Loyalty points earned on every booking The Block Space feature gives exclusive access to "sold out" rooms in over 450 hotels reserved exclusively for RADIUS Product coverage from the world's leading hotel brands Discounts range from 5% to 20% off of the Best Available Rate Amenities and/or traveler benefits include: Free in-room high-speed Internet access Car Rental & Ground Transportation Programs - CIAZ's preferred network providers offer Virginia Tech discounts on rental cars and black car services. CIAZ will set up program discounts for Virginia Tech with preferred vendors, Enterprise/National or Hertz. These programs can reduce Virginia Tech's transportation expenses by 5% to 10%. CIAZ's Airline Programs include corporate programs, such as United's Perks Plus, Delta's Sky Bonus program and Southwest Airlines SWABiz program. Additionally, CIAZ also works closely with Alaska Airlines for MVPs and other airlines.
D 24/7 ... we have you covered CIAZ operates three full-service reservation centers as well as a remote agent workforce to deliver unsurpassed service 24/7. In addition, we have the ability to rapidly mobilize supplementary staff as emergency conditions warrant. A dedicated toll-free telephone number used during business hours allows consultants access to both your traveler's Personal Profile and company specific information as well as existing reservations. When you need immediate assistance after business hours due to travel disruption or another emergency, the phone calls will automatically transfer to our 24-hour service center. Call details will be document in the computer system so that we remain fully informed - of any and all changes and can handle any necessary follow up. To further assist your travelers while they are on the road, CIAZ will provide complimentary use of FlightStats, or a similar product, that notifies travelers of delays or cancellations of commercial airline flights. These notifications are pushed out to travelers via email or text messages to your traveler's smart devices when the system is enabled.
Combine our expert staff with our advanced communications technology and you have an unbeatable emergency travel solution.
D Dynamic & Actionable Management Reporting Consolidated, accurate, and timely management reporting is the key to making the best decisions for the Virginia Tech travel program. Cl Azumano View, powered by iBank from Cornerstone, is a state of-the-art, web-based management reporting suite offering complete automation of the report production and delivery process.
Back-office accounting data Trav~ler profile and telephone Flight status Credit card data Expense data Unused e-ticket data
Our report scheduler service allows our clients to pre-define a set of required reports, including - frequency of receipt, with 24/7 /365 access for quick review. CIAZ's standard reporting package 0 Cl AZUMANO
includes in excess of 35 standard reports as well as 50 additional reports available via our robust report library. All reports provide the ability to 'drill-down' to the individual record level and can be downloaded into excel, pdf, graphed or e-mailed directly from the page.
Our executive dashboard and score cards take a revolutionary approach to management reporting in the travel industry allowing us to create custom dashboards unique to your specific needs. All reports can be produced in PDF, Excel, HTML, XML or Word formats with recurring email delivery scheduled both individually or in batches.
Advance Purchase Summary Airline Summary Car Rental Summary Hotel Summary Unused Ticket Summary
Report Analytic Sample:
D Prime Analytics by Prime Numbers Technology Cl Azumano Travel is currently implementing state of the art analytic travel software that is revolutionizing how travel is managed. PRIME Analytics delivers powerful and relevant data analytics to help you optimize your company's travel spend. Their industry-leading data analytics engine provides users with the ability to manage goals, maximize ROI, perform benchmark comparisons against their extensive database, manage suppliers, and perform custom analytics. PRIME Analytics contains all the tools you need to effectively report on and manage your company's travel program. Manage Compliance & Goals Maximize ROI Perform Benchmark Comparisons - Manage Suppliers
:ii Page 0 Cl AZUMANO - And a Host of Custom Analytics Prime Analytics Reporting Sample:
Ill 7.9 Ill ·--·~·- ,,,. ... "~ 0 0 ~~ -·~ ~~ 'H l'UlfG.'fW:COMPAllSOll CI:::J CornpmvCompJri 011 c::r .,__ •1enc11- • COW'AltllOCOMPMlllSWnH t,'24 .,.~,~~,. •h""" $869.14 644 ·.~ •. ' ~'"J (\'\! (---J\:27 47 111111•~ ..•• $763.86 -~£ b~~.-r11Mk ~.g l b·~n(l•,n.i l.2i.s9% U.M1 ."~'""'"'- .·---"' 111 ...... 500 $48.10 4§ +$1?.87 17 1111•~~~···· '··------II. • jt '". - D Relationship Management The day to day service provided to your associates is important. Equally important is our ability to serve as your Trusted Advisor from a policy and procurement standpoint. Travel is typically the 3rd largest expense item for most clients. We believe it's our responsibility to help you manage that category in a cost effective and culturally compatible way. A Strategic Program Manager (SPM) will be assigned to your account. This individual works with you and other departments within your organization that influence the travel program. These departments are risk management, human resources, information technology, finance, and accounting. In addition, the SPM liaisons internally with the CIAZ team and acts as your advocate to drive results that support your travel goals. The SPM is responsible for the following actions and conducts quarterly reviews which focus on your performance to the agreed upon business objectives. Relationship Management Accountability for overall client relationship • Review and discuss client specific feedback, issues and updates utilizing the action item tracker. *Operations lead is primary point of contact for day to day transactional performance Service • Collaborate with operations regarding transactional service and program goals; strategize on transactional activities that will support goal attainment. Communication Strategy Internal and External Communication Schedule • Develop effective communication strategies promoting traveler awareness of - program goals. &] Page D Cl AZUMANO • Liaison with internal departments for transactional effectiveness and efficiencies - Strategy & Development Travel Policy • Review of travel policy for recommendations and enhancements based on client specific goals, industry benchmarking and best practices. • Ensure internal support areas have properly designed systems to aid in the monitoring of client policies Contract Management Corporate Contract Management • Administer the contract including billing and amendments as terms or purchasing patterns shift Supplier Optimization Aligning the Right Supplier Programs • Review Supplier Mix and recommend contracting/sourcing opportunities Business Partnership Business Plan Development and Execution • Collaborate with client to establish business goals • Produce strategic business plan including actionable items, key performance indicators and tracking mechanisms • Collaborate on a regular basis on effectiveness of business plan and modify as business needs change • Monitors customer's business and industry conditions Actionable Data Business Review • Client program measurement metrics and trending • Overall travel statistics • Buying behaviors/policy compliance • Online booking/technology adoption • Service level performance • Key performance indicators • Supplier performance and savings • Benchmarking analysis • Provide client program enhancement recommendations to increase effectiveness and savings Reporting • Standard reporting data delivery @ IMPLEMENTATION Upon contract award CIAZ will designate an Implementation Manager who will serve as an expert consultant ensuring that all aspects of the implementation process are managed effectively. This person will act as the liaison with representatives from Operations, IT, Reporting and Account Management and ensure all processes are integrated and consistent to ensure a seamless and timely implementation. The Implementation Manager, in conjunction with our designated Strategic Account Manager, will also - provide consultation to Virginia Tech including travel policy recommendations, sharing of best practices LZJ Page 0 Cl AZUMANO - and optimization of available technologies and processes. - IN CONCLUSION Virginia Tech as a top ten client would command the time, attention and best resources from Cl Azuma no including our entire executive team. The CIAZ team supporting your travel program will display teamwork, passion and dedication throughout the lifetime of our relationship. We will strive for continuous improvement and seek to develop new, creative solutions that continually drive down costs and increase efficiencies. We pride ourselves on being leaders and innovators on behalf of our customers. With confidence that our focus on service excellence and innovative technology solutions will produce great results for Virginia Tech it would be an honor to name Virginia Tech as our newest client. Provided on behalf of the Cl Azuma no Team! ® Page Cl AZUMANO - D BUSIN~SS TRAVEL Request for Proposal 0044897 For Travel Management Program Cl Azumano Notation Any missing bullet points in below documentation not referenced from original Virginia Tech RFP should be noted as Cl Azumano's (hereafter referred to as CIAZ) agreement to fulfill the requirement outlined in the original RFP .. - Page I 1 Cl AZUMANO D BUSINESS TRAVEL RFP 0044897 GENERAL INFORMATION FORM TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your certification number: 062354 . For assistance with SWaM certification, visit the SBSD website at http://www.dmbe.virginia.gov/. ___Large _X_ Small business - An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Commonwealth of Virginia Department of Small Business and Supplier Diversity (VASBSD) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification. Women-owned business -A business concern that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or - more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U.S. citizens or legal resident aliens. Minority-owned business-A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals. - Page I 2 Cl AZUMANO D BUSINESS !RAVEL FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER {ID#) (Company name as it appears with your Federal Taxpayer Number) Cruise Ventures, Inc. BUSINESS NAME/DBA NAME/TA NAME BILLING NAME (If different than the Full Legal Name) (Company name as it appears on your invoice) Cl Azumano Travel Cl Azumano Travel PURCHASE ORDER ADDRESS PAYMENT ADDRESS 192 Ballard Court, Suite 200 192 Ballard Court, Suite 200 Virginia Beach, VA 23462 ~irginia Beach, VA 23462 CONTACT NAME/TITLE (PRINT) E-MAIL ADDRESS Randy Tietsort, Director Business Development [email protected] TELEPHONE TOLL FREE TELEPHONE FAX NUMBER TO NUMBER NUMBER RECEIVE E-PROCUREMENT ORDERS 757-892-3822 888-461-0022 757-793-2064 Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract0 pursuant to the Code of Virginia, 2.2 - 3102 - 3112 1 ::NATURE --+--+·.·_'l-____x_____ Date: __u__,_f_i~)_, l ______(IN INK) 01/01/2016 Page I 3 Cl AZUMANO D BUSINfSS lRAVfl II. CONTRACT PERIOD: Referenced from original RFP page 3 The term of this contract is for one (1) year, or as negotiated. There will be an option for three (3), one- year renewals, or as negotiated. CIAZ Contract Terms included in {Attachment D page 22- - EXAMPLE of Cl Azumano Contractual Terms) Ill. BACKGROUND: Referenced from original RFP page 3 CIAZ, although a small business as defined by the Small Business Administration, is among the five largest Travel Management Centers (TM Cs) in the country. Our company is headquartered in Virginia Beach, Virginia with a second large reservation center in Portland, Oregon and vacation offices in Southeastern Virginia and the Pacific Northwest. The company, established in 1972, today employs over 150 employees throughout the country with annual sales exceeding $200 million. Over 250 businesses nationwide currently entrust their travel needs to CIAZ. The company also manages travel for government accounts such as NASA, the US Securities and Exchange Commission (SEC), Homeland Security's US Citizenship and Immigration Service (USCIS) and the Bonneville Power Authority (BPA), among others. CIAZ has received a variety of awards and recognition for the work done for the Government. Of particular note are the awards CIAZ has received from the Society of Government Travel Professionals (SGTP) for developing the "Government Travel Agency Program of the Year" award. CIAZ has received this award eight times since 2002. Group Meetings Expertise: CIAZ's Meetings & Events Division has over 40 years of experience providing Domestic and International specialized academic and team sports travel planning, logistics and execution. Our leverage with industry preferred partners and active participation in recognized travel associations allows us to provide relevant advice and cost containment to achieve the success of each event. Team Sports and Study Abroad Programs are managed by a team of Group Specialists working alongside the Athletic Director and Coaches and the Director and Program Coordinator of Study Abroad Programs. We provide all-inclusive event management or select al a carte services when partnered with another vendor or working with internal program components already secured. - Page I 4 Cl AZUMANO D BUSINESS TRAVEL - Specific end to end solutions consist of: • Searching all air schedules through our Real Time GDS System to provide quotes for best price/best connections to meet arrival and departure needs of each designated study abroad program parameters, scheduled athletic events and return dates required under school policies and/or NCAA rules • Sourcing Group Air Contracts through major airline groups desk, provide formal quotes of price, schedule and deposit requirements to secure approved airline contracts • Maintain contracts, monitor payment deadlines, invoice payments through methods pre arranged with the college's authorized employees • Manage group contracts that meet size to receive free fare basis tickets, execute name changes under blocked groups as directed by the authorized department employee and monitor contracts for attrition dates to drop unused seats to avoid penalties • For Groups under 10 or if large groups request individual ticketing outside of or along with Group Blocked Air Contracts we provide instant quote/instant purchase ticketing in the individuals names provided and pre-approved to ticket • Reports listing Group flight e-tickets via email to Group Coordinator along with Traveler Name Manifest and Flight Schedules of all Arrivals and Departures • Monitor flight schedule changes, delays or cancellations prior to travel; act as the advocate for students and chaperones to identify alternative travel options through direct contact with airline personnel, notify the school program coordinator and make changes and/or ticket exchanges to accommodate for the unexpected • Source requested destination hotels, domestic or international to receive proposals of services, dates, group rates and onsite amenities and safety ratings to present to the program coordinator for approval • Secure negotiated hotel contracts, make initial and remaining deposits in accordance with contract terms, prepare and supply a rooming manifest as required by the hotel property along with any dietary or physical special needs and accommodations; provide detail report of final rooming manifests to team sports or academic program coordinators as requested • Air and Bus Charters are sourced to at least three (3) reputable, industry accredited suppliers and provided to the program coordinator for comparison prior to contracting • Charters are managed under the terms of contract and a detailed itinerary is supplied to the program coordinator • Rail, Domestic or International is sourced and secured for best price/best connections roundtrip from point to point as directed by the program coordinator - Page I 5 Cl AZUMANO D BUSIN~SS TRAVEL - IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM: Referenced from original RFP page 3 Cruise Ventures, Inc., doing business as Cl Azumano Travel (CIAZ). V. CONTRACT PARTICIPATION: Referenced from original RFP page 5 CIAZ agrees to fully participate in accordance with Attachment C (Zone Map) and with all colleges outlined below. Full service travel agency consulting will be provided to all below colleges. In addition, unique toll-free numbers will be assigned for each college on a request basis. (Ticketing is mostly all via email as airlines no longer print tickets in advance.) • James Madison University • University of Mary Washington • College of William and Mary • George Mason University • Virginia Commonwealth • Old Dominion University • Virginia Military Institute - • University of Virginia • Virginia Tech • Radford University VI. STATEMENT OF NEEDS: Referenced from original RFP page 6 A. General: 2. The Contractor or its authorized representatives shall meet periodically with Virginia Tech when requested, to discuss all services. The day to day service provided to your associates is important. Equally important is our ability to serve as your Trusted Advisor from a policy and procurement standpoint. Travel is typically the 3rd largest expense item for most clients. We believe it's our responsibility to help you manage that category in a cost effective and culturally compatible way. A Strategic Program Manager (SPM) will be assigned to your account. This individual works with you and other departments within your organization that influence the travel program. - Page I 6 Cl AZUMANO D BUSINESS TRAVEL - Departments include risk management, human resources, information technology, finance, and accounting. In addition, the CIAZ SPM liaisons act as your advocate to drive results that support your travel goals. Please reference RELATIONSHIP MANAGEMENT page 7 {Cl Azumano- "A TRAVEL MANAGEMENT SOLUTION FOR VA TECH"). 5. The university will rely on the Contractor to secure the best rates for group travel services. CIAZ agents utilize Rapid Reprice, the lowest fare shopper in Apollo and WorldSpan. In addition, we work with each account to define specific objectives regarding pricing as outlined below: CIAZ also works with each account to define specific objectives regarding pricing as outlined below: • Offer lowest fare within time frame/ if no policy go outside the box to offer • We look for alternate airports to assist in a better option • We should reprice itineraries if better as one way /and combine carrier for savings/cost - initiative • Call hotels if client has hotel program and room rate is sold out • Call car rental contacts if preferred car is not available • We apply any applicable discounts - this is seen if on Concur as well as when booked via agent. • If a client's employee believes they have found a lower airfare on a comparable flight we would encourage them to provide a screen shot with the itinerary and price. With that information in hand we would research to determine the validity of the fare. B. Service Requirements: 6. The Contractor shall provide assistance, training, and orientation as required by the Office of the Controller. Please reference IMPLEMENTATION page 9 (Cl Azumano - "A TRAVEL MANAGEMENT SOLUTION FOR VA TECH"). CIAZ has a multi-station GOS-equipped training facility where training classes are routinely given to new and experienced personnel alike. CIAZ employs a full time information technology staff as well as an IT outsourced contract to support our technology - Page I 7 Cl AZUMANO D BUSINESS TRAVEL infrastructure. CIAZ operates an enterprise class voice, video, and data transport networking system in support of the needs of its clients and staff. The production network is designed to minimize downtime and maintain maximum operational stability. Training Reviews: - Update training is provided on an on-going basis. Personnel dedicated to the contract and back-up personnel are given a formal review or refresher training quarterly. Quality control is an integral part of the training process. Retraining programs are developed based upon observed needs assessments. Briefings and Updates - We conduct weekly/monthly staff briefings between our Managers and staff, to keep all personnel informed of travel policy changes, fare changes, and other new developments. All our locations receive daily updates on pertinent matters. Information is broadcast via the GDS for instant networking. C. General: 1. On a monthly basis, the Contractor shall submit a statement summarizing the itinerary, traveler name, and related PO/TA# to the Office of the Controller. This information must be received each calendar month in order for the Controller's Office to pay the Agency Travel Card (ATC) invoice promptly. Please reference Dynamic & Actionable Management Reporting page 5 (Cl Azumano - "A TRAVEL MANAGEMENT SOLUTION FOR VA TECH"). Please reference Prime Analytics by Prime Numbers Technology page 6 (Cl Azumano - "A TRAVEL MANAGEMENT SOLUTION FOR VA TECH"). This will most likely be a custom-generated report to meet the specific needs of VA Tech; however, a copy of generic report is enclosed as (Attachment 0 - Air Activity Report page 42}. 3. Rejection of Lowest Available Fare Report: This report shall be provided on a monthly basis in the event a traveler rejects the lowest available fare. Lower rates based on differences in the flight schedule do not have to be reported and do not have to be included in management reports. The report should be sorted in "reason rejected" order, i.e., all fares rejected because a "Saturday night stay was required" should be sorted together on the report, and then the next reason should be listed, etc. The list should also include: Please reference (Attachment E - Fare Savings Report page 40). - Page I 8 Cl AZUMANO D BUSINfSS TRAVEL VII. PROPOSAL PREPARATION AND SUBMISSION: (Referenced from RFP page 9) 3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore, proposals should be complete. CIAZ would be privileged to demo any and all products and services our company makes available for our clientele. !h Specific Requirements 1. Plan For Providing Services: a. Provide specific plans for providing service to Virginia Tech employees located throughout the state. Include plans for delivering tickets, costs or such delivery, express mail costs, toll free - phone numbers if available and plan for obtaining the PO TA from the departments. We have successfully operated TM Cs (both through on-site operations and through Central Reservation Centers (CRCs)) for nearly 30 years. We understand policy and rules and are skilled in ensuring they are properly applied. With locations on both coasts we are able to provide service even when major downtime caused by local or regional outages (e.g., weather). We are structured so that reservations can be made for all airlines, whether or not they subscribe to our GOS (Travelport, primary; Sabre, secondary). Reservation and Ticketing Services Reservations CIAZ will provide all commercially available services to VA Tech travelers - from last-seat availability to seat assignments using our automated checks, through standard notification of travelers and travel planners on delays and cancellations. Tickets will be issued as directed by VA Tech policy, but generally never later than 48 hours prior to travel. Ticketing Services CIAZ will issue refund statements within 48 hours of cancellation as a general policy. With almost all "ticketing" available in a ticketless fashion, we will rarely issue Prepaid Tickets (only done as a last resort). - Page I 9 Cl AZUMANO - D BUSINESS TRAVEL How will I receive my Itineraries? Once you have completed a reservation in either the Concur Online Booking Tool or through a CIAZ Travel Counselor, you will receive an email from CIAZ that will include your itinerary, invoice, and Calendar Attachments to assist you in keeping track of your arrangements. International Travel Foreign Currency: CIAZ will provide support to international travelers on items such as currency exchange rates, international auto rentals and insurance among other international travel support. Communications and Emergency Services: CIAZ will provide the highest quality travel services to all eligible travelers served under this contract. We offer complete reservation and ticketing service, the same service afforded corporate or private sector travelers, including the provision of toll-free telephone service, 24 hours a day 365 days a year. This toll-free service is provided for all 50 United States, Puerto Rico, the US Virgin Islands and 36 other countries. For any locations where the capability for toll free service does not exist, we will accept collect calls for travelers with emergencies. The toll - free, after normal duty hours telephone numbers are provided in every record, on travel itineraries and on travelers' invoice/receipt. In addition, we will provide a special back office line for VIP travelers. We employ the Cisco Internet Protocol Contact Center (IPCC) in our offices, providing intelligent call routing via Cisco Call Manager (CCM) and automatic call distribution (ACD). Callers reach agents via a dedicated number. This number is made available on our web site, printed on our electronic itineraries and all collateral material. The ACD routes calls to available agents and queues them when no agents are available. The phone is answered immediately with a greeting and prompting options for administrative requests, new reservation requests or changes to existing reservations. The call is then routed to an available agent, or placed in the call queue, if no agent is available. Call treatment while in queue includes customized messages, such as "all agents are currently busy," alongwith anticipated hold time and music. Real time management information is gathered and displayed on multiple supervisory desktop screens. At a glance, supervisors monitor service levels, hold times, talktimes and agent status times. They can query specific agents at any given time and take immediate action during call spikes and volume decreases, so that no call is placed on hold for more than three minutes. Communication is immediate, using an instant message banner which - Page I 10 Cl AZUMANO D BUSINESS TRAVEL - appears directly on the agent's screen. Likewise, agents can request immediate supervisory intervention if needed. Historical reporting capabilities include the capture of average and maximum hold times, abandoned calls, number of calls in intervals as short as 30 minutes, tracing of calls by number they were dialed from, and agent-specific statistics such as average talk time. We will ensure that at least 80% of calls are answered within 20 seconds. Any calls requiring a callback will be made within one hour. Fax and email will be answered within 8 business hours. Emergencies: In the event of disasters, national emergencies, exercises, military peacetime and wartime contingency operations, accident investigations, aircraft recovery, rescue operations, or civil disturbances, CIAZ will maintain round the clock staff sufficient for conducting business as normally as possible. We will temporarily increase staffing with personnel that are highly experienced in contingency operations, deployments and evacuation, as needed. Quality Control Plan: One of the most important management programs we employ is that of quality control, a system of planned actions designed to identify and eliminate errors and their causes. We use - organized, proactive procedures to ensure the requirements of SOW are provided as specified. As part of our Quality Control Plan (QCP), we continually evaluate our procedures to identify new and more efficient methods and or enhancements. Our plan is flexible and can be tailored to meet any contingency not covered in the plan. Our philosophy on quality control is to involve each and every employee in the quality control system. Based on this philosophy, each employee is charged with the responsibility to control the quality of his or her work and understands that each aspect of their work will be inspected. Complaint Handling: Our front line staff is empowered with decision-making authority to resolve any complaint. In the event the agent cannot achieve an acceptable resolution upper operations management would become actively involved in securing a satisfactory conclusion. b. Describe your approach to securing the lowest rates available to meet the traveler's needs. Every GDS offers a fare shopper where CIAZ agents use the rates offered and booked, then conduct a search for a lower fare compared to what is currently held. CIAZ also utilizes the lowest fare shopper Rapid Reprice in Apollo and WorldSpan. - Page I 11 Cl AZUMANO D BUSINFSS TRAVEL - CIAZ works with each account to define specific objectives regarding pricing as outlined below: • Offer lowest fare within time frame/ if no policy go outside the box to offer • Look for alternate airports to assist in a better option • Reprice itineraries if better as one way /and combine carrier for savings/cost initiative • Call hotels if client has hotel program and room rate is sold out • Call car rental contacts if preferred car is not available • Apply any applicable discounts - this is seen if on Concur as well as when booked via agent. • If an employee believes that there is a lower airfare available and they have found it we would encourage them to bring it to our attention, by providing a screen shot with the itinerary and price. b. Provide a list of additional services that you could provide Virginia Tech to improve its travel program. Please reference OUR SERVICES ... Optimized For Your Needs page 4 (Cl Azuma no - "A TRAVEL - MANAGEMENT SOLUTION FOR VA TECH"). c. If applicable, identify and list the amount of any fees (transaction, processing, service charge, etc.) that may be charged. All pricing and fees are referenced on (Attachment F page 27 - Cl Azumano Travel Fee Schedule) d. Provide completed sample forms including itinerary, invoice, reservation vouchers, customer reports, as well as internal forms such as procedures and policies, which your staff is required to follow. Reference: (Attachment P - Itinerary Travel Sample/Invoice page 37) (Attachment E - Fare Savings Report page 40) (Attachment G - Internal Forms for Procedures and Policies page 35) (Attachment L - ABC Reservation Procedures -Page 56) (Attachment K- Job Aid on page 53) (Attachment M - SCRIPT/PROCEDURES page 63) Page I 12 Cl AZUMANO D BUSIN~SS TRAVEL - e. Identify the location of the office that will provide services and its proximity to Virginia Tech. Cl Azumano Travel's headquarters is conveniently located in Virginia Beach, VA. 2. Qualifications and Experience: a. Describe the experience and variety of services provided by your agency. For examples of our company's experience please reference OUR STORY ... Work With Passion page 3 (Cl Azumano- "A TRAVEL MANAGEMENT SOLUTION FOR VA TECH"). b. Describe the expertise of your staff and a description of your training and development program, which will assure that all personnel assigned to perform under any resultant contract, shall be capable and qualified in the work assigned to them. Include resumes for staff that will provide service to Virginia Tech. For experience and bio/resume's please reference (ATACHMENT I- Resumes of Travel Counselors page 46) c. Provide evidence of financial stability. Please reference (Attachment F - Fare Savings Report page 27). d. Describe service enhancements unique to your agency including franchise agreements. For service enhancements, please reference OUR SERVICES ... Optimized For Your Needs page 3 (Cl Azumano- "A TRAVEL MANAGEMENT SOLUTION FOR VA TECH"). e. Are you a member of a consortium? If so, which one and why did you select that one? Provide a list of services that the consortium provides to your agency. Please reference (ATTACHMENT J - Radius Travel page 48) f. Provide four (4) recent references, either educational or governmental, for whom you have provided the type of services described herein. Include the date(s) the services were furnished, the client name, address and the name and phone number of the individual Virginia Tech has your permission to contact. - Page I 13 Cl AZUMANO D BUSINESS TRAVEL Reference contacts and phone numbers will be provided upon request from VA Tech when calls are about to be made. For proprietary reasons, CIAZ is not allowed to release types of services or dates of services due to client privilege. PORT of Portland BobbiMatthew~CPPO,CPPB Director, Administrative Svcs Admin Service Administration 7200 NE Airport Way Portland, OR 97218 503) 415-6590 [email protected] Old Dominion University, Norfolk, VA. Multiple Curriculum Study Abroad Programs annually: Spring/Summer 2012, 2013, 2014, 2015, 2016 Beth Parker, Study Abroad Coordinator Old Dominion University 2006C Dragas Hall Norfolk, Va. 23529 Office: 757.683.4694 Fax: 757.683.5196 Email: [email protected] www.odu.edu/studyabroad Old Dominion University, Norfolk, VA. Multiple Curriculum Study Abroad Programs annually: Spring/Summer 2012, 2013, 2014, 2015, 2016 Steven D. Bell, Director Study Abroad Old Dominion University 2006C Dragas Hall Norfolk, Va. 23529 Office: 757.683.5378 Fax: 757.683.5196 Email: [email protected] www.odu.edu/studyabroad Sharp Microelectronics of the Americas Maurene Leland, Sr. Executive Assistant to the President Office: 360.834.8917 + Mobile: 360.907.4046 + Fax: 360.834.6986 - Page I 14 Cl AZUMANO - D BUSINESS TRAVEL Email: [email protected] www.sharpsma.com The Colonial Williamsburg Foundation Jodi Norman, Manager of Teacher Development Office: 757.565.8733 + Fax: 757.565.8222 Email: [email protected] http://www.history.org/history/teaching/tchsti.cfm UICI Bowhead Tanya McDowell, Office: 703.562.0344 Fax: 703.379.6826 Email: Tanya. [email protected] www.bowheadsupport.com 3. Equipment, Systems, Automation: Describe your degree of automation, procedures for electronically transferring data, and plans for future enhancements that may provide efficiencies for processing invoices at Virginia Tech. - Please reference (Attachment H - Reporting Technology Guide page 44.) 4. Participation of Small, Women-owned and Minority-owned Business (SWAM) Business: Cruise Ventures, Inc. is fully registered as SWaM. SWaM SWaM Expiration Company Name/Mailing Description of Peard Type Cert# Date Address Services s 662354 04-06- CRUISE VENTURES, INC y NIGP Code and 2019 Doing Business As: CIAZ Description 192 BALLARD CT STE 200 96178 TRAVEL AGENCY, VIRGINIA BEACH, VA 23462 AIRLINE Contact: KEITH WESP RESERVATIONS Phone: (757)640-9209 AND RELATED Fax: (757)544-9080 TRAVEL ARRANGEMENTS - Page I 15 Cl AZUMANO - D BUSINESS TRAVEL ATTACHMENT A TERMS AND CONDITIONS RFP GENERAL TERMS AND CONDITIONS http:/www.procurement.vt.edu/html.docs/terms/GTC RFP 01012016.pdf ADDITIONAL TERMS AND CONDITIONS 1. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement. 2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (S) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period. 3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. 4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. 5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents. - Page I 16 Cl AZUMANO - D BUSINESS TRAVEL 6. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate envelope or package, sealed and identified as follows: From: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~- Name of Bidder or Offerer Due Date Time Due Street or Box No. Solicitation Number Solicitation City, State, Zip Code Title Name of Procurement Officer: The envelope should be addressed to: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 The offerer takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope. 7. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address If to Contractor: Address Shown On RFP Cover Page Attention: Name Of Person Signing RFP If to Virginia Tech: Virginia Polytechnic Institute and State University Attn: Kimberly Dulaney Procurement Department (MC 0333) - Page I 17 Cl AZUMANO D BUSINESS TRAVEL - North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 and Virginia Polytechnic Institute and State University Attn: Wendell Vest University Controller North End Center, Suite 3300 300 Turner Street, NW Blacksburg, Virginia 24061 8. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation. SPECIAL TERMS AND CONDITIONS 1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services. 2. SPECIAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special promotional sale prices or discounts immediately to Virginia Tech during the term of the contract. Such notice shall also advise the duration of the specific sale or discount price. Please reference Supplier Discounts page 3 (Cl Azumano - "A TRAVEL MANAGEMENT SOLUTION FOR VA TECH"). 3. INSURANCE: By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. - Page I 18 Cl AZUMANO 0 BUSIN~SS fRAVEL During the period of the contract, Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability - $100,000.00 C. General Liability - $500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability. D. Automobile Liability - $500,000.00 E. Builders Risk - For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk - Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk- Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate. The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract. - Page I 19 Cl AZUMANO D BUSINESS TRAVEL - ATTACHMENT B SAMPLE CONTRACT FORM Standard Contract form for reference only Offerors do not need to fill in this form COMMONWEALTH OF VIRGINIA STANDARD CONTRACT Contract Number: ______ This contract entered into this __ day of _____ 20_, by hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech". WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agrees as follows: SCOPE OF CONTRACT: The Contractor shall provide the ______to Virginia Tech as set forth in the Contract Documents. PERIOD OF CONTRACT: From ______through------ COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents. CONTRACT DOCUMENT: The Contract Documents shall consist of this signed contract, Request For Proposal Number dated _____, together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's letter dated , all of which Contract Documents are incorporated herein. In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby. Contractor: Virginia Tech By: ______By: ______Title: ------Title:------ Page I 20 Cl AZUMANO D 8USINfS$ lRt\VEl - ATTACHMENT C Zone Map Zone 1 Zone 2 Zone 3 George Mason University James Madison University University of Virginia (Fairfax) (Harrisonburg) (Charlottesville) Zone4 Zone 5 Zone 6 University of Mary Washington College of William and Mary Virginia Commonwealth (Fredericksburg) (Williamsburg) University (Richmond) Old Dominion University (Norfolk) Zone 7 Zone8 Zone 9 Longwood University Virginia Military Institute University of Virginia - Wise (Farmville) (Lexington) (Wise) Virginia Tech (Blacksburg) Radford University (Radford) - Page I 21 Cl AZUMANO D 8USINfSS TRAVEL ATTACHMENT D EXAMPLE ONLY MANAGED TRAVEL SERVICES AGREEMENT This Managed Travel Services Agreement ("Agreement") is made and entered into by and between XXXXXXXXXXXXXX ("Client") and Cruise Ventures, Inc., dba Cl Azumano Travel, (hereafter referred to as "CIAZ"), a Virginia corporation. WHEREAS, CIAZ is a fully-appointed and qualified full-service travel agency engaged in the business of arranging, planning, reserving and ticketing of domestic and international passenger transportation, lodging and ancillary services; and WHEREAS, the Client and CIAZ desire to enter into an agreement, pursuant to which CIAZ will provide travel arrangements and travel-management services for all modes of passenger transportation, lodging and ancillary services, as may be requested by authorized representatives of the Client; NOW. Therefore, in consideration of the mutual covenants and conditions contained in this Agreement, the parties hereto agree as follows: 1. TERM: The term of this Agreement shall be three (3) years, from the date of the last signature on this Agreement. This Agreement may be terminated by either party at any time upon the giving of ninety (90) days prior written notice. Either party may terminate this Agreement on 30 days' prior written notice in the event of any change in the law, industry regulation structure, or third-party provider affecting CIAZ or the travel management industry, during which 30 days the parties shall attempt to renegotiate this Agreement to account for said change(s). Unless written notice is tendered by either party, this Agreement will automatically renew for additional one (1) year terms. 2. SERVICES PROVIDED BY CIAZ: CIAZ shall provide the following services for Client's authorized offices and representatives. a. Reservations and Ticketing: CIAZ shall provide the authorized travelers of Client with group and individual passenger travel services (hereinafter "PTS"), including, but not limited to, planning, reservations, seat assignments, and ticketing for commercial air carriers, chartered air service, rail service, automobile rentals, limousines, and hotels worldwide. b. Fares: In accordance with the travel policies established and communicated by Client and the personal preference profiles of the individual travelers, where not inconsistent with the - Page I 22 Cl AZUMANO D BUSINESS TR1\VEl - Client's travel policies, CIAZ shall offer the lowest applicable airfare available at the time of ticketing to the Client. c. Quality Assurance: CIAZ shall evaluate each passenger record for the express purpose of maintaining consistency of information and preserving the integrity of each record with regard to key components. d. Hours of Operation: CIAZ shall provide travel services during the following hours of operation: 8:00 a.m. until 5:00 p.m. Eastern time. If travel services are needed after normal hours of operation, CIAZ shall offer travel services by means of a nationwide, toll-free telephone service operating continuously 365 days a year. e. Personal Preference Records: CIAZ shall utilize the personal preference profiles submitted by the Client's authorized travelers to enable CIAZ to consistently identify and respond to the preferences of each individual traveler with respect to airline, hotel, car rental and other PTS, provided that such preferences are available and conform to the Client's travel policy guidelines and procedures. f. Travel Management Standards: CIAZ shall provide the following travel-management services set forth in Exhibit B. 3. CLIENT'S RESPONSIBILITY: Client shall provide and perform the following throughout the term of this Agreement. a. Point of Contact: Client will provide a point of contact for Client's organization. b. Authorized Travelers and Travel Policies: Client shall provide CIAZ with a list of its authorized travelers and travel policies, and update such lists immediately when revised. Client will be responsible for reservations made by Client's terminated employees if Client has not informed CIAZ about the termination. c. Personal Preference Profiles: Client shall instruct its employees who travel frequently to complete a personal preference profile electronically online so that CIAZ can provide the efficient handling of their travel needs by its agents and/or via the on line booking tool. d. Exclusive Travel Management Company: During the term of this Agreement, Client shall refrain from using any other travel agency (online or otherwise) or travel-management company for the business travel of Client employees; and from bypassing CIAZ by making travel reservations directly with any airline, hotel, or car-rental company, or by entering into a GDS contract directly with any GDS vendor. e. Non-Hiring: Client shall refrain from hiring, or assisting any third party in hiring, any Agency employee during the term hereof and for one year after termination of this Agreement. 4. PAYMENT FOR TRAVEL AND SERVICES: Client hereby designates that payment of all transportation; lodging and applicable ground charges incurred by Client's authorized travelers shall be paid by individual or Client's corporate credit card at point of sale. 5. SERVICE FEES. Client hereby designates that payment of all CIAZ transaction service fees set forth in Attachment F shall be paid by individual or Client's corporate credit card at point of sale. Service fees are based on a Transaction. A Transaction is defined as any ticket or invoice that is - Page I 23 Cl AZUMANO D BUSINESS lRAVEL produced, reissued, exchanged, voided, and/or refunded. If the online booking tool does not work properly, for whatever reason, and Client's travelers are required to call in and make reservations, Client will pay the Agent Booked Transaction fee. 6. INSPECTION OF RECORDS: CIAZ shall permit Client's authorized agents or representatives, during normal business hours at Client's expense, to inspect all records pertaining to Client and to audit and verify all charges and reimbursement contemplated by the terms of this Agreement, with the exception of any agreements with travel industry vendors. The Client agrees to provide CIAZ notice of its desire to inspect appropriate records at least fourteen (14) days in advance of any audit. 7. DISCLAIMER: CIAZ, in providing PTS to Client, or the authorized travelers of Client, acts solely in the capacity as the agent for the supplier of PTS. CIAZ does not guarantee or insure the service to be provided by any such supplier of PTS. Client agrees that CIAZ assumes no responsibility and is not liable for actions beyond the control of CIAZ in connection with PTS. Without limiting the generality of the foregoing, Client hereby agrees that CIAZ will not be responsible or liable to Client, Client's travelers, or any other person, firm, corporation, or association directly or indirectly related to or affiliated with Client for any act, error, omission, injury, death, loss, accident damage, delay, nonperformance, irregularity of for any consequences therefrom, which may cause arise directly or indirectly through the neglect, default, or any other act or inaction of any PTS supplier. Client further agrees that CIAZ will not be responsible or liable for any direct or indirect consequential damages resulting from any of the aforementioned acts or omissions of any supplier of PTS. CIAZ transmits the proceeds from the sale of PTS to the supplier of PTS, and CIAZ acts as the PTS supplier's agent. In the event that a PTS supplier defaults prior to providing the service for which payment has been made, Client agrees that Client's sole recourse for refund or damages will be with the defaulting PTS party, or from insurance covering such defaults. Client agree that CIAZ will not be responsible or liable for any fluctuation in price, or change in schedule, equipment or accommodations for any PTS which occurs subsequent to initially arranging for such PTS. Client also agree that CIAZ will not be responsible or liable for errors, or bias, in reservations, fares, or other information provided by any computer reservation system. 8. AIRLINE DEBIT MEMOS: Client shall reimburse CIAZ for any airline debit memo that Client travelers cause. Airlines issue debit memos for reasons that include but are not limited to the following: holding or purchasing multiple airline reservations for one traveler; churning; hidden city ticketing; back-to-back ticketing; one-way use of round trip tickets; and failure to pay for properly authorized tickets. In all cases, airlines may refuse to provide refunds and may penalize travel agencies. 9. CONFIDENTIALITY: Client and CIAZ agree that all information pertaining to the other, obtained pursuant to the negotiation and/or administration of this Agreement, will be maintained in strict confidence and will not be released or disclosed to any other corporation, company association, or individual for any reason whatsoever, except as required by law. CIAZ and Client agree that this mutual covenant to maintain the confidentially of the other will survive the termination of Page I 24 Cl AZUMANO - D BUSINESS lRAVEl this Agreement, regardless of the cause of such termination. Client shall allow CIAZ to monitor and record Client calls for quality control and training purposes. Client shall not require CIAZ to transfer traveler profiles or pending reservations to any third party. 10. HOLD-OVER OBLIGATIONS: Any obligations of Client or CIAZ stemming from PTS rendered prior to the expiration or termination of this Agreement shall survive the expiration or termination of this Agreement and be performed by the respective parties. 11. GOVERNING LAW, EXCLUSIVE JURISDICTION, AND SEVERABILITY: This Agreement shall be governed by and interpreted pursuant to the laws of the State of Virginia. The parties consent to the exclusive jurisdiction of the federal and state courts in Virginia Beach, Virginia. Both parties to this Agreement waive any and all rights to a trial by jury in any action or proceeding brought or commenced by either party which is directly or indirectly related to this Agreement. If any portion of this Agreement shall be found to be illegal, invalid or contrary to public policy, the same may be modified or stricken by a Court of competent jurisdiction to the extent necessary to allow the Court to enforce such provision in a manner which is as consistent with the original intent of the provision, as possible. The striking or modification by the Court of any provision shall not have the effect of invalidating the Agreement as a whole. 12. RELATIONSHIP OF THE PARTIES: The relationship of the parties hereto is that of independent contracting parties and is not, and shall not be deemed to be, any other relationship, including, but not limited to, that of joint ventures, partners, joint employers, principal and agent, or employer/employee. 13. CIAZ EMPLOYEES. The PTS agents are employees of, and work exclusively for and under the direction and control of, CIAZ. They are not Client's employees. 14. ASSIGNMENT: CIAZ shall not assign its rights or delegate its responsibilities under this Agreement without the prior written consent of the other party. 15. ATTORNEY'S FEES: If any litigation is instituted to enforce any of the terms of this Agreement, including payment terms, the prevailing party shall recover from the other party, in addition to costs and disbursements allowed by law, such sums as the court may allow as attorney's fees in the litigation, including any appeals therefrom. The terms "costs' or "disbursements" will include, without limitation and, in addition to statutory costs and disbursements, all costs of discovery, depositions, expert witness fees and out-of-pocket expense incurred. 16. ENTIRE AGREEMENT: This Agreement is the entire agreement between the parties and supersedes the existing agreement and any prior representation between them. This Agreement can only be amended by consent in writing from both parties. 17. NOTICES: All notices required or permitted to be given hereunder shall be in writing and delivered personally or sent by United States registered or certified mall, postage prepaid, return receipt requested, addressed to the parties as follows: - Page I 25 Cl AZUMANO - D BUSINfSS lRAVfl TO THE CLIENT: XXX Company Attn: Contact Person 123 Main Street City, State, Zip Code TO CIAZ: Cl Azumano Travel Attn: Keith Wesp, CFO 192 Ballard Court, Suite 200 Virginia Beach, VA 23462 IN WITNESS WHEREOF, the parties have executed this agreement by their duly authorized representatives. - Cruise Ventures, Inc. dba Cl Azumano Travel Signature:------Signature:------ Printed Name:------Printed Name:------ Title: ______Title: ______ Date: ______Date:------ - Page I 26 Cl AZUMANO D BUSINESS TRAVEL ATTACHMENT F Cl Azumano Travel Fee Schedule Per transaction (may also include Domestic Airline or Rail Reservation $27.00 hotel/car) Per transaction (may also include International Airline or Rail Reservation $34.00 hotel/car) Hotel/Car Only Reservation - without airline $15.00 transaction -._. Void/Refund Fee $0.00 Applicable agent booked domestic or Exchange Fee (non-refundable tickets) $0.00 international fee Online Booking Tool Transaction - No Agent Assistance Required Domestic Airline or Rail Reservation & Ticket $9.00 May also include hotel/car International Airline or Rail Reservation & Ticket $9.00 May also include hotel/car Hotel/Car Only Reservation - without airline $0.00 transaction Void/Refund Fee $0.00 Per transaction Exchange Fee $0.00 Per transaction - Page I 27 Cl AZUMANO D BUSINfSS TRAVEl The difference between online booking Agent Assistance varies tool fee and applicable agent booked transaction fee Surcharge, varies based upon tool and Airline or Rail Reservation with Web/Direct Content $1-$3 content selected Reporting Standard Management Reports $0.00 Business Intelligence $125.00 Per user Hourly depending on scope of requested Ad Hoc Reports* $125.00 report Account Program Management Quarterly Reviews $0.00 Policy Development $0.00 Supplier Contract Negotiation $0.00 Strategic Planning $0.00 I Additional Service Fees One-time fee includes on line booking tool Online Booking Tool Implementation* $500.00 customization and x hours of training Included if Client does not have direct contract with Online Booking Tool Online Booking Tool Support/Training provider. If Client has direct contract with Online Booking tool provider a per hour flat fee charged. Online Booking Tool Support/Training Onsite* Cost per item - Page I 28 Cl AZUMANO D BUSINESS TRAVEL Hotel Direct Bill via Virtual Payment $8.00 Per booking VIP Service Per VIP Transaction After Hours Service $25.00 Per call Digital Assistant $1.00 Per transaction Digital Assistant Implementation $250.00 One-time fee Risk Messaging $1.00 Per transaction Risk Messaging Implementation $250.00 One-time fee International Rate Desk $0.00 Per transaction Credit Card Reconciliation* $200.00 Per statement per month Passport & Visa Services Third party fees only Per hour unless otherwise negotiated Group & Meeting Planning* TBD based on scope of work * Client shall pay these fees by check, credit card or ACH within 15 days after receipt of CIAZ's invoice. - Page I 29 - Cruise Ventures, Inc and Su,PSidiary ·. i . Consolidated Financial Statements For Year Ended Ended M~rdh 31, 2016 (Unaudited) ) ~' \ i - I . 1.• ... : i I \ Cruise Ventures, Inc and Subsidiary Consolidated Balance Sheet March 31, 2016 (Unaudited) ASSETS ·,. Current Assets: . •, Cash $ 967,423 Accounts Receivables, Net 1,01~,558 Prepaid Expenses 84,482. .. :· Refundable Deposits 75, 107 ,_-==..,.;= Total Current Assets 2, 140,510 Property and Equipment, Net 409, 105 Other Assets '180,56.~ TOTAL ASSETS :$_, 3,730,244 LIABILITIES AND STOCKHOLDERS' EQUITY CurTent Liabi!ities: Accounts Payable $ 370,069 Accrued Expenses 554,981 Customer Deposits and Gift Certificates 998, 112 Deferred Income 676,081 Current Portion of Long-Tern) Debt 264,822 1 - Total Current Liabilities/ 2,864,065 Long Term Liabilities: Long-Term Debt -,Less Current Portion 363,430 Total Liabilities. 3,227,495 Stockholders'. Equity (Deficit): . ) Common Stock 226,438 Acc,urhulated earnings. ~-~ •Total St(]ckholders' Eq'uity ~. )/ TOTALJJABILIT\ESAND STOCKHOLDERS' EQUITY $ 3,730,244 (' I Cruise Ventures Inc and Subsidiary Consolidated Statement of Operations For Year Ended March 31, 2016 - (Unaudited) '\' . · .. _ YearEn~e~./ ' \ /·,'' Gross Revenues: $ . 185,500,00p f t w £i,('ji_____.,j Revenue: Commission Income $ . 5,276,044 Other Income =~ 5,464,269 10,740,313 Operating Expenses Salaries and Wages $ 7,244,257 Other Operating Expenses 3,131~~ 10,375,310 Operating Income 365,003 Nonoperating Expense Interest Expense 24,854 Net Income $ 340, 149 / I -· \ Cruise Ventures, Inc and Subsidiary Consolidated Statement of Cash Flows For Year Ended March 31, 2016 (Unaudited) ); OPERATING ACTIVITIES I. Net Income Adjustments to Reconcile Net Income to Net Cash Provided by Operations: Depreciation and Amortization 284,851 Change in: Accounts Receivable (129,297) Accounts Payable and Accrued Expenses (618}19) Prepaid Expenses (?3,467) Deferred Income ,(180,283) Due to Affiliates Other - Net =~~2_2=3, 1§6= Net Cash Provided by Operating Activities $ (103,610) INVESTING ACTIVITIES Purchase of Property and Equipment / · (195,30,21 Net Cash Used for Investing Activities (195,301) FINANCING ACTIVITIES Principal Payments on Long-Term Borrowings 34,936 Net Change in Cash $ (263,975) - Cash at Beginning of Year· Cash at End of Period $ 967,423 ,'. -\ Cl AZUMANO D BUSINESS TRAVEL ATTACHMENT G Cl Azumano Travel Internal Management Standards Every client's needs and travel processes are different and are affected by the corporate culture, size and scope of travel. However, the standards below apply to all travel management programs. Internal Performance Standards: • To ensure accuracy and to assist the counselors in delivering on performance excellence, CIAZ records all phone calls. Calls are randomly reviewed by department managers and counselors to develop better customer service skills. These calls are kept for a minimum of 30 days and are subject to review should a dispute arise • Inquiries will be addressed within 24 business hours • Invoice/itineraries generated within four hours of completion of reservations and e invoices/itineraries emailed Standard Account Management Services: - • Access to an Account Service Representative • Seamless implementation of chosen travel initiatives • Airline Loyalty Program Set-Up - setting up programs and offering recommendations on how to best utilize program benefits. • Access to any CIAZ preferred vendors Hotel supplier negotiations to include reviewing data that was booked through CIAZ and leading the sourcing initiative, presenting recommendations and administering contracts for signature. Will coordinate rate loading process and PRISM data handoff. • OBT adoption strategy to include review of client's culture and evaluation of other self-service initiatives that are used to determine best change management process to maximize adoption. • Technology analysis recommendations to include a review of the client's culture, evaluation of company-deployed technologies and overall travel objectives to determine "right fit" travel technologies. • Travel Manager Survey- comprehensive survey that solicits feedback in all service areas with results used to drive priorities. • Standard reporting package - develop and set up delivery mechanism for customized reporting package. - Page I 35 Cl AZUMANO D BUSINFSS lRAVEl • Flight status alerts pushed to travelers' smartphone • Operational Alerts - weather or incident related issues that force closures of airports or major on line booking tool outages that impact a majority of users for extended periods of time. • Industry news alerts - pushed to Travel Managers for educational purposes. - - Page I 36 Cl AZUMANO BUSINESS TRAVEL ATTACHMENT P -TRAVEL SUMMARY/ INVOICE O CI AZUMANO R ' " V nvoice VA TECH M2l20163:36P lf.,=~2hf" ..... r•wl• Fr From/To Fli N..OOt Oustr tRF-ATL DLZll57 0630AM07:10AM Econo!J¥ ATL· GPT DL!m ~~:38AM Econ«T¥ OPT HlllzRriA-C• ~O.OC!l'18 Co rrp.od SUV GPT HMAAH S OULI CCW!T ~0.0C!(18 A1~C GPT· ATL DL!m 102) JIM'1234 PM EconGfT'¥ ATL- c:Rf DLZDI 01:Cle PM00:34 PM Eco "'' 1r 11111 11 , ... .. 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CHll-.W.: ...,.··- .. •• "'lfT.W.: "' N Al-llll-: aH,Ml.51··- ... ;c "lfT.W.: 111- Jloplrtlla.lt lnUtI.SO u.oo ~ ~ AwlWf* :J'IOW.Mlc U.!a IJ u.oo r- )> Nttl~'1ldlttr :uo z 0 ~..,...... ,.,__lN~•lllr."'"'°11,,..w.... r1m ....c'.Wl'lt-aTIMl!it~ ""'llof ll JllCl PdD4: Jl/llllllf 1:93: 17PK1'7 CBUTC!lllt '"C OJ O'Qro +:> w Cl AZUMANO BUSINESS TRAVEL ATTACHMENT H - Reporting Technology Guide Table of Contents Statement of Confidentiality Reservation Data Back Office Data eFFECTS System How Does it Work? GDS & Back Office Interface Data Transfer File Transfer Protocol AS2 Trading Partner Benefits of an AS2 Client Data Availability Reporting Report Formats Broadcast Batch Reporting Benefits of the Broadcast Batch Reporting eFFECTS System Security Reporting Technology Guide Statement of Confidentiality The information contained in this document is the property of CIAZ. CIAZ provides this document to customers and prospective clients with the understanding that it will be held in strict confidence and will not be disclosed, duplicated or used, in whole or in part, for any purpose. CIAZ and the logos that appear on this document are registered trademarks of CIAZ. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of CIAZ unless permission is granted by specific site license. Other third party product names used herein are used to identify such products and for descriptive purposes only. Such names may be marks and/or registered marks of their respective owners. Page I 44 Cl AZUMANO BUSINESS TRAVEL Reservation Data Captures travel reservation information from a Global Distribution System, or other reservation source, allowing access to reservation management reporting up to 365 days in advance of actual travel. From the date that travel actually ends, the reservation data is available for reporting purposes for up to 60 days. Back Office Data Captures travel reservation information from a back-office accounting system. eFFECTS System Another method for acquiring data is through the eFFECTS system (or iXML Export). The eFFECTS system allows data to be imported in XML format and according to the extract specifications. How Does It Work Our reporting platform is a web based Saas application composed of 11 core sub systems employing both proprietary services and third party platforms and tools. Key third party technologies include: • MS Windows Server 2003/2008 • Linux RedHat Enterprise • MS SQL 2005/2008 Enterprise • Business Objects Crystal 10/11 •Adobe ColdFusion MX Enterprise • llS • Postfix • Liaison Technologies Its supporting infrastructure is housed in Columbus, Indiana USA. The machine rooms and network operations center are designed to mitigate moderate to severe service disruptions. Facilities and key redundancies include: • Redundant power supply and power backup • Redundant cooling • Internet connectivity over redundant fiber trunks • Redundant network perimeter devices • All core application services are operated in cluster across multiple hosts • Daily 'online' backups to a storage area network with nightly dump to tape • All tapes are stored off site in a secure facility • All egress points to critical devices are access controlled and video monitored Page I 45 Cl AZUMANO BUSINESS TRAVEL We primarily acquire data from two sources: 1. The GOS - Abacus, Amadeus, Apollo, Galileo, Sabre, and Worldspan. 2. The Back Office System - ADS, Alpha, Globalmax, Globalware, Matrix, Trams, Travelbase, Travcom, Worldledger and, any extract prepared in accord with the extract specifications. When using options 1 or 2 above, the extract program stores the data temporarily in local database files (DBFs) until the parsing or extraction is completed. Once complete the DBFs are prepared in a ZIP file and then transferred to the Data Load Server located in Columbus, Indiana USA. When the Data Load File is received the data is extracted then loaded into the client's database for use with the web based user interface. GOS & Back Office Interface The GOS Parser accesses the GOS by one of two methods: 1. GOS API (i.e. Sabre for Windows) 2. GOS Web Services (i.e. MySabre) Reporting Technology Guide "4 Upon accessing the GOS the Parser then goes into the specified queue for records to be loaded into the Data Warehouse and 'screen scrapes', or copies, pertinent information within the PNR and stores said information in local DBFs until it has finished processing all of the PNRs in the Queue at which time all of the recently captured information is sent. The data is then sent to the Data Load Servers through either an AS2 trading partner or an SFTP connection. Back Office: The DataCleanser either directly connects to the agencies database or to a directory where the Back Office exports are stored. It imports those files into the data schema and allows for auditing and 'cleansing'. It then passes the load file to the Data Load Servers through either an Active FTP connection, SFTP connection, or AS2 trading partner. Data Transfer File Transfer Protocol The first method is by using the File Transfer Protocol (FTP) . This protocol is used to transfer data from one computer to another over the Internet, or through a network. Specifically, FTP is a commonly used protocol for exchanging files over any network that supports the TCP/IP protocol (such as the Internet or an intranet). There are two computers involved in an FTP transfer: a server and a client. The FTP server, running FTP server software, listens on the network for connection requests from other computers. Page I 46 Cl AZUMANO BUSINESS TRAVEL We also support SFTP or SSH FTP. Since SFTP runs over SSH, it is inherently secure. There is no non secure version-the encryption cannot be triggered or turned off using AUTH commands, as in FTP/S. For this reason, and more, we will always use SFTP by default. AS2 Trading Partner The second and more secure method of transferring data using the Liaison Technologies. The Liaison client uses standard known as AS2. AS2 (Applicability Statement 2) is a specification to transport data securely and reliably over the Internet. Data can consist of Electronic Data Interchange (EDI) messages but may be of any other message type. AS2 specifies how to connect, deliver, validate and acknowledge data. AS2 creates an envelope for a message which is then sent securely over the Internet. Security is achieved by using digital certificates and encryption. An implementation of AS2 involves two machines, a client and a server, communicating with each other over the Internet. On the operating system level, the AS2 client may be a server, too, offering its communication services to application software. The client sends data to the server, e.g. a trading partner. On receipt of the message the receiving application sends an acknowledgement or MON (Message Disposition Notification) back to the sender. Benefits of an AS2 Client • Elimination or reduction of Value-added network (VAN) costs. • Designed to push data securely and reliably over the Internet. • Fast and reliable connectivity. • Encryption ensures that only the sender and receiver can view the data. • Digital signatures ensure authentication: only messages from authorized senders are accepted. • Hash algorithm ensures integrity by detecting whether the document was altered during transmission. • Drummond Certification supports a level of confidence for the interoperability of the disparate software tools available for connectivity. Data Availability We take a holistic approach to information accessibility and delivery and will enable the end user to perform sophisticated analysis, management reporting and data delivery through a web based system that is available 24/7. User access rights to specified data elements can also be achieved by assigning user privileges. Standard reports, customized user defined reports and data feeds can be scheduled to be delivered via multiple formats, including xml for integration with other systems. Page I 47 Cl AZUMANO BUSINESS TRAVEL Reports are organized to address business objectives and outcomes to assist the end user in the management of travel spend and traveler comfort and safety. The following categories describe the reporting structure: Spend Analysis is contains standard reports to empower travel managers to generate summary reports providing a snapshot of overall spend. These consolidated views of the organization's data can be of invaluable assistance in making informed decisions when negotiating supplier contracts, establishing policy requirements, and identifying preferred providers. Features of some reports in this category include: • Year to year comparisons •Totals by month • Domestic/International comparisons • Filters to display spend by division, accounts, or travelers Supplier Management enables you to actively track and view spend by vendor to manage current preferred air, car, hotel, and rail contracts to assist in reducing and controlling costs. The data can be viewed in detail or summary by: •City •Vendor •Location • Class of Service Policy and Risk Management presents travel and risk managers with the information necessary to actively track and review travel activity. Through the use of reservation and back office data, reports can assist in ensuring compliance with policy and reduction of risk to travelers. Features of some of the reports and services include the ability to: • Monitor reservations made outside of policy • Review reasons and exceptions for non-compliance • Review and monitor the monetary amounts of loss or savings • Monitor the number of travelers on the same plane by defined criteria • Review pending travel arrangements prior to travel Activity Management includes reports to efficiently monitor and manage many day to day activities. Detailed views of reservation and accounting data provide many of the tools needed to maintain the highest level of traveler satisfaction and comfort. • Create arrival and departure manifests •Track changes to reservations • Provide and manage services for groups and events • View defined traveler requirements Page I 48 Cl AZUMANO BUSINESS TRAVEL Spend Management provides the ability to proactively monitor and control travel costs. Both summary and detailed views are available in the areas of: • Detailed air activity • The number of days a reservation is made prior to travel • Potential value of unused tickets Reconciliation Analysis gives a detailed view of air, car, hotel, and service fee transactions to help managers to further explain spend during the audit process. The reporting functionality in this section provides: • Air and service fee transactions by credit card • Credit card transaction details •Separate detail and summary service fee analysis • Combined detail information in a variety of formats •Should to actual variances Reporting There are over 80 Pre-Defined reports and an unlimited number of User Defined Reports available. These reports can be viewed on line directly from the website or sent 'offline' to be processed and emailed to you or any list of email recipients. Report Formats Reports can be produced in a number of formats. These include: • Portable Document Format (PDF) • Microsoft Excel (XLS and XLSX) • Excel Comma Delimited (CSV) • Microsoft Word (DOC and DOCX) Broadcast Batch Reporting This module allows you to deliver standard and/or custom reports on a specified date and time. Reports will automatically run and be stored for 30 days to allow retrieval. Once the reports are completed, an email is sent to the specified recipients of your choosing with HTML links to the reports. Benefits of the Broadcast Batch Reporting • Eliminates the process of producing and delivering paper reports • Eliminates the cost of printing management reports •Provides access to timely reporting at your client's desktop Page I 49 Cl AZUMANO BUSINESS TRAVEL eFFECTS System The eFFECTS system allows data to be extracted in XML format. This system can be used with pre defined eProfiles which allow the data extracts to be automatically sent to third party vendors such as Prism, FlightStats, and more. Security To begin, public web connections are forced at 128 bit SSL. Inbound/Outbound data transfers can be transacted over AS1, 2, or 3 protocols. The entire infrastructure is a three tiered system with a perimeter in depth using a custom authentication method and user management framework. All hosts participate in Active Directory and are monitored by both network and host based IDS tools. Sensitive data is encrypted at the field level and internal service connections which can contain third level data are encrypted from the application tier forward. All transaction and user activity is logged and monitored. Perimeter security is provided by redundant firewalls with IDS enabled on all interfaces fronted by border routers provisioned with ACLs. Load balancers provide another layer of access control. Malware attacks are controlled with anti-virus and IDS tools, server hardening practices, and an OS and third party application patch tracking and deployment package. All physical backup media is stored in a secure off site location when not in use. A three tiered physical access model is employed: Card access to the main building, card and key access to the physical machine rooms, and key access to the machine racks. All building access points are monitored by close circuit video and motion detection devices. All employees are carefully screened and undergo background checks. A vulnerability threat assessment is performed yearly by a third party. All transactional and user activity is logged. User data requests and data loading activity is available to Administrators through the user interface. All other logged activity is accessible only to CIAZ but is available to clients at their request. Page I 50 Cl AZUMANO BUSINESS TRAVEL ATACHMENT I Resumes of Travel Counselors: Sarah Farris: Sarah started in the travel industry with a focus on corporate international travelers. Later, she had the opportunity to work with the Federal Reserve Bank of Philadelphia, Temple University and Emergency Services Departments. Her goal is to ensure each trip is executed with the most cost effective route and providing the best possible schedule for each traveler. Brandy Moore: Brandy's experience in the travel industry spans most of her adult life, as she simply loves her work and loves to travel. Her career began while she was still in travel school breaking down and delivering tickets. Her specific expertise lies in her ability to cultivate close relationships with her clients enabling her to provide the best customer service possible. Danette Pevec: Danette brings 23 years of experience to the table. She began with providing leisure travel to customers but has spent most of her travel experience with corporate clients. Along the way she has arranged group travel as well as working with upper level executives providing VIP customer service. Always willing to assist her customers with her CAN DO attitude. Eleanor Whitney: A travel consultant since 1981, Eleanor has specialized in business travel for over twenty years. A student of geography and accomplished traveler Eleanor brings a wealth of knowledge to each traveler, whether they're just crossing the state or circling the world. Nardy Tello: Hampton Roads is now her home, however, Nardy's European beginnings afford an accurate picture of the complexities of hotel, flight and ground transportation mindful of the time zones involved. Though the needs of her clients may vary each receives the attention to detail for which Nardy is known is ever present. Trudi Gresham: An 18 year veteran of travel, Trudi first began her career as a leisure travel consultant; soon after she found her niche in corporate travel. Trudi's extensive knowledge and comprehensive understanding of business travel, coupled with her consultative approach ensures that she has secured the best travel itinerary for them. Page I 51 Cl AZUMANO BUS I NESS TRAVEL ATACHMENT J - Radius Travel Radius Travel is a global travel management company that designs and delivers programs for multinational companies through a network of best-in-market agencies. The Radius network operates across more than 80 countries and manages more than USO 23 billion of annual corporate travel spending. The Radius Global Hotel Program, featuring the world's leading hotel brands, is one of the largest in the corporate travel market. Online Booking Platform • Browser-based; best-in-market applications enabling corporate travelers to book their own travel at any time • Integrated travel approval process ensuring that every booking complies with corporate policy, preferred suppliers and negotiated rates • Access to a full offering of global web fares so travelers can compare and choose the most convenient and cost-effective travel option • Rail functionality for key markets including REN FE, SNCF, Deutsche Bahn, Eurostar • Low cost carriers like AirTran, Jet Asia, and many others • Support for premium economy/4th class airfares • Availability in multiple languages • Live, web-based global reporting tool • Reports enable analysis at global, country, product and individual traveler levels • 25 Core reports+ up to 60 Customized reports • Reports are all focused on actionable insight for the clients' procurement and travel teams Global Hotel Program includes: • Over 30,000 properties in 137 countries • Every service level, every price point • Last Room Availability • Loyalty points earned on every booking The Block Space feature gives exclusive access to "sold out" rooms in over 450 hotels reserved exclusively for RADIUS Page I 52 Cl AZUMANO BUSINESS TRAVEL ATTACHMENT K-JOB AID Company ABC COMPANY Phone Address 100 Anywhere Circle IATA 4000000 Any Town, VA 10000 SID VPD Profile ABCCOMP Access OBT Concur Account# 10093 AE Your Team (Travel Manager @ CAIZ) Service Fees $xx (online)/$xx Dom & Intl (offline)/Car & hotel only $xx (online) $xx (offline)/$xx ONLY for exchanges {Same fees apply for leisure travel.) Company Info ABC Companies is a privately owned firm in Any City, with offices and major developments in Boston, Chicago, Los Angeles, Las Vegas, Miami, San Francisco and 3,000 professionals. ABC Co. is the largest owner of luxury properties in Any City with over 10 units, and has developed mixed-use projects such as ABC Center in Any City. ABC Co also manages approximately $1.5 billion of equity capital on behalf of sovereign wealth funds, public ..,. pension plans, multi-managers, endowments, Any Man plans and family offices ABC Co also owns spas and a partnership interest in Events, the catering, culture, sports, and events business of Any Place Hospitality Group. Company Discounts Car Discounts Hotel Discounts Air Discounts ZL - CD # XZ24A01 Multiple negotiated hotels. SkyBonus Program ET - CD # XZ24A01 • List of hotels found on • IF ticket cost is over $750 - Link to send for sign-up for emerald Public Folder -Job Aides must check to see if Skybonus aisle number: - Related - "ABC List of classes are available. https://www.nationalcar.com/offer/ Hotels" 0 How to Book Skybonus - • Mid-size car • Main PC Code is PC-T75 found on Public Folder- Car should be returned with • • Hotels listed in *UH Job Aides - Related - full tank of gas "Skybonus Booking Rooms should not Limo Services - Should be booked by • Process" traveler/admin exceed $350/per night - must get manager • Coach only • Town Car International 0 IF lower option is (preferred rates) approval (SFO/NYC not exceed $450/per night) available for $200 or 0 Rate Code: 000 more and layover is less 1.800.831. 7259 • Agent Booked Car only DO NOT require approval than 2 hours - Must offer Page I 53 Cl AZUMANO BUSINESS TRAVEL • East Coast Limo from manager. Book and lowest and show o Acct#OOOO invoice only. (Online difference in cost savings. bookings still require 0 1.800.822.8767 o If a $500 or more lower approval.) • Run ADD PASSIVE SEGMENT fare option is declined script - LIMO TVL SEGMENT please advise Team Lead Special Instructions • VIP's : o VIP Person - CEO -Admin -Any Person o VIP Person - COO -Adm in -Any Person • The following travelers DO NOT need approval from a manager: o Any Traveler o Any Traveler o Any Traveler • The following travelers DO NOT need approval for new bookings (or changes up to $750.00) o *UB = BRULE CLASS-EXECUTIVE (This will show in the Level 3 profile) o Any Travelers o Any Travelers • Must run RELATED Script - under "Corp Main Script" - "Company Specific" - "ABC Co" o Options: • Custom Subject Line - used when a change is made • Approval Needed - sends an agent booked PNR to manager listed in profile to get approval • Project /Business Unit- (UD3) We MUST have this number in order to book- GDSx will fail if not found in PNR • Can use Business Unit or Project number. If none use department name or department ID. • Delta Skybonus - (UD4) this adds the UDID of we are (DLSB-YES) or are NOT (DLSB-NO) • All PNR's will fail if over $750 and this UDID is not present. • Service Fees Note: $xx only for exchanges. o If change of ticket is just the $xxx change fee or less, NO additional approval needed. o If change is more than the $xxx change fee, we must get approval from manager. Page I 54 Cl AZUMANO BUS I NESS TRAVEL • Send email to manager to advise the additional cost. • DO NOT CHANGE UNTIL APPROVAL RECEIVED. • Must run ONLINE AGENT ASSIST script when we touch a TICKETED record. (If PNR has not been ticketed, we should not touch and advise caller to finish in Concur.) o If we make a change or add something, we charge full service fee. • Charge a service fee per ticket regardless of faring or airline carriers . • • Contact name for previous agency if traveler needs to change a reservation prior to us coming on. o XXX Travel Agency : 000-000-0000 - Agent Name • RAIL o Amtrak - Acela Trains - Business class o Rail Europe - First Class - Comfort class • Off line booking (Southwest/Amtrak} Process o Document found in Public Folder - "Offline Booking Process - WN and 2V" • Southwest bookings - if the cost difference is no more the $200 between least expensive and business select, we can book business select. • If traveler does NOT have a business unit or project number, use the number listed in UD2. • ALWAYS verify if the manager listed in UB is the correct one. If not qualify why? (Incorrect manager noted, or different manager for that particular trip.) • Leisure Bookings - use G**XXX LEISURE Profile -same fees apply Page I 55 Cl AZUMANO BUSINESS TRAVEL ATTACHMENT L ABC Reservation Procedures ABC Reservation Procedures Office SID ABC Office SID EABC-VPD IATA Number 00000 ABC Phone Numbers 877-627-2979 - Toll Free Number 757-213-1299 - Direct Number ABC Hour of Operation 8:00am - 6:00pm EST. ABC Email Communication [email protected] -The email communications drop into a Public Folder under "ABC" and the sub-folder "ABC". Once you work the communication/request, please move it to the sub-folder "Worked" under "ABC". Page I 56 Cl AZUMANO BUSINESS TRAVEL ABC Online Support [email protected] - They will email for on line support when booking on Trip Manager for ABC. 888-461-0022 - They will ask for thee-solutions department. After Hours If you get a call from a traveler at the airport and their ticket wasn't issued because we didn't receive orders, we will issue their ticket on the ABC CBA. XXX will sort it out on the ABC side. Manual ABC Booking Procedures Book flights Run the following office script - "ABC Script" 1. Script will advise you to pause to book cars and hotels, if necessary. Changes to ABC Reservations For Air Changes Make changes to the air reservation Run the following office script - "ABC Script - Existing Res" If travel is within 4 hrs. email passenger name and record locator, to gp [email protected], with "ABC Reissue" in subject line. We always issue an exchange for the change. If you get an ABC call that requests a change to an already ticketed reservation, if the add collect is over $xxx, you must send an email to the following two approvers listed below. [email protected] and [email protected], please provide the additional cost and an explanation of why they need to change. If either of them approve, an exchange should be done and the record documented that it was approved. Page I 57 Cl AZUMANO BUSINESS TRAVEL ABC Car/Hotel changes: Make changes to car/hotel Run the following office script - "ABC Script - Existing Res" Adding Car/Hotel to ABC Reservations: If reservation is not ticketed: DO NOT INVOICE CAR OR HOTEL; it will be invoiced when the ticket is issued . If reservation is ticketed: You must run an invoice for the car/hotel so it hits back office for reporting. Southwest EXIM Reservations: 1. Call Southwest to make the reservation 2. MK the flights into Worldspan 3. Run the following office script - "ABC Script" 4. Once orders are received, run the following office script - "ABC Script -Add TA" 5. The PNR will be sent to ticketing to call in FOP and issue an invoice. Special Instructions: ABC Account - Qualifies for contract air, car rates, and Per Diem rates for hotels. OIG (Office of Inspector General) - Law Enforcement staff carry weapons. Must have the following OSI in the PNR: 30SI VY Armed Federal Agent OIG Page I 58 Cl AZUMANO BUSINESS TRAVEL Approvals Approvals will go to the Public Folder under "ABC" and the sub-folder "ABC" . After you view the TA in the public folder and you finish setting up the PNR for ticketing, please move the TA to the sub-folder "Completed" under "ABC" . If we receive an approval and the trip is cancelled, you must reply to the approval email advising the trip is cancelled. Refunds: Run the "ABC Script - Refund button". Advise the traveler or travel planner the estimated cost of the refund. Airfare Rules: Domestic: Corp YCA is the default Offer lower Corp "CA" fare as an option International: They can request to fly "Foreign Flag" carriers from the US. They have an internal form that they submit on their end for authorization. They require an itinerary booked in "coach class" and an itinerary booked in "business class". Book reservation in business class first and send email. Once email has been received, rebook same reservation in coach class and send email. Final itinerary will be booked in coach class until we get approval to book in business class. Page I 59 Cl AZUMANO BUSINESS TRAVEL International Business Class: Flight must be 14 hrs.or longer Passenger must request business class, we don't offer it If caller requests business class, book as requested. The script will ask - Is this business class and take you through the process of adding a remark for coach vs. business. Inter-country flights are not authorized for business class Must be verified and approved by Any Person Special Air Instructions: If departing from the Washington DC area, ask caller which airport they prefer to depart from - DCA, IAD, or BWI. Book the traveler's preference Check the other airports for the lowest airfare Document the record in a SRM- remark (ex: SRM-Lowest Fare is $100 from DCA) Car/Hotel Rules: ABC will try and provide TAs for car/hotel only bookings If no TA received for car/hotel only booking, ok to invoice within 5 days of departure Amtrak Rules: ABC travelers are not approved to travel by the Acela train due to the cost. Page I 60 Cl AZUMANO BUSINESS TRAVEL They can book business class on the regional trains only. If the travelers have any questions regarding this rule they should be directed to XXX and XXX. ABC Co QC Queues Q74*Cl - Schedule Change/Conformation Queue: All schedule changes and confirmations that are returned in the PNR will be placed on this queue. Q74*C2 - Car/Hotel Only Invoice Queue: All car/hotel only PNRs will be placed on this queue. You will monitor for invoicing. If invoiced, you can queue remove. PNRs can be invoiced 5 days prior to departure with or without orders. Once you invoice the car/hotel only PNR, please redisplay the PNR to update the TAX line to reflect the following: 7@T//Documentation.Complete. (The TAX line doesn't automatically change once you issue the invoice) Q74*C3-GDSx Work Queue: GDSx errors and new Trip Manager booking will be placed on this queue. You don't need to worry about differentiating between the two. You will run the following script - "EXIM - QC Script". If new Trip Manager PNR, script will route you to the "EXIM - Existing RES Script" to update required fields. If GDSx errors are present in PNR, the script will display the errors and advise you to fix them. Q8*C74- Car/Hotel Only Follow-up Queue: All car/hotel only PNRs will be placed on this queue by Worldspan. Please work this queue daily. *DH to see if an invoice was issued. If so, please *TK to see if the TAX line was changed to reflect invoice issued. If TAX line reflects invoice issued, please QR the PNR. If TAX line doesn't reflect invoice issued and the invoice was issued, please update the TAX line to reflect the following: 7@C//Documentation.Complete. (The TAX line doesn't automatically change once you issue the invoice). Once the TAX line is changed, you can QR the PNR. ABC CO Ticketing Queues Q9*C74- Monitor for Ticketing Queue: All ABC PNRs will be placed on this queue. You must go through this queue daily. If ticket is approved you must follow the steps below to issue ticket: Check public folder for TA email (see approvals section in manual) Page I 61 Cl AZUMANO BUS I NESS TRAVEL Run the following office macro "Corp-ADDITIONAL TKT RMKS" to add the UT remarks required for auto ticket. Run the ABC script to add the TA Store the fare using this format: 4P*TR#FNP Run the following office macro "Corp - OK TO TKT" Service Fees: Full Service Air/Rail Domestic - $xx Full Service Air/Rail International - $xx Full Service Car/Hotel Only - $xx Trip Manager Air/Rail Domestic - $xx Trip Manager Air/Rail International - $xx Trip Manager Car/Hotel Only - $xx Exchanges - $xx, in addition to the regular service fee. Page I 62 Cl AZUMANO BUSINESS TRAVEL ATTACHMENT M SCRIPT/PROCEDURES COMPANY SPECIFIC ABC A.) Must be used when something added/changed to a ticketed record. someone calls to make a new reservation. C.) Must be used for any new booking. Passenger Use this option if you must have this prior to need to add additional booking. remarks. It will redisplay Page I 63 Cl AZUMANO BUSINESS TRAVEL Custom Subj Line Goes into as a uj line **you must add anytime a change or addition to a ticketed/invoiced pnr** Examples: Air - changed return date to 19aug Car - changed car drop off date to 19aug Hotel - changed hotel to ny palace RESERVATIONS WORLD ALES FARES & PRJONG DOCUMENTATION INFORMATION SMART TOOLS SETTINGS - -El -· UL•lH K ..lnl l• U•.IECl LlllE H aFLECl_l_ -l CllllHIDTI),~~~~~~ llEEP -l EKI •H --.FllE• FLVEll ...... lEL ... ANISH REL_SUD.J SCH CHG Cl AZUMANO BUSINESS TRAVEL Approval Needed Ub - this will list the manager's name - and email will be sent to manager listed We must follow up at the end of day with traveler/admin where approval is ** Note record if still pending or not** ------fr.-11,.1 !p HT 1fll trtpc l' t B ( D ' r RESERVATIONS WORLD FlLES FARES & PRICING DOCUMENTATION INFORMATION SMART TOOLS SETTINGS Tll£ -H LISTE• IN - - -· lllLL HCIHE AN APPA•uat. AE- ST EMIL lllTNIN •• NIMS. •NCE -· THE PNA WILL H SEllT Te TIClllTI... PLIAH _,_ APPllWM. llECIHI• F• NHl9t.I FllLL•V-llP. CONTINUE Project/Business Unit Goes into UDID :U3 **WE MUST HAVE THIS INFORMATION OR WE CAN NOT BOOK RESERVATION ** Page I 65 Cl AZUMANO BUSINESS TRAVEL ------~------~ -- f f RESERVATIONS WORLD FllES FARES & PRIONG DOCUMENTATION INFORMATION SMARTTOOLS SETTINGS ENTER EXIT I RFL_PROJ REFUND Page I 66 Procurement Department (MC 0333) llJVirginiaTech I North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu July 25, 2016 Cruise Ventures Inc dba CI Azumano Travel Attn: Randy Tietsort 192 Ballard Court, Suite 200 Virginia Beach, VA 23462 Dear Randy: Subject: Virginia Tech RFP #0044897 Thank you for submitting a proposal in response to the subject RFP. We have reached the point in the evaluation process where we are ready to negotiate as provided for in Section VIII of the RFP. We are pleased to inform you that CI Azumano Travel has been selected for negotiations. Therefore, we would appreciate your response to the following: 1. Does CI Azumano Travel agree to provide invoices with payment due thirty (30) days after receipt of invoice or services, whichever is later? 2. Do you agree that the initial contract period shall be one year and that the service fee prices will remain firm for the initial contract period and the first renewal year? 3. Upon completion of the initial contract period, does CI Azumano Travel agree that the contract may be renewed by Virginia Tech upon written agreement of both parties for three (3) one-year periods, under the terms of the current contact? 4. If awarded a contract, do you agree to limit price increases to no more than the increase in the Consumer Price Index, CPI-W, All Items category for the latest twelve (12) months for which statistics are available at the time of renewal or 3 percent, whichever is less? 5. Will CI Azumano Travel Business Travel agree to participate in the Wells One AP Control Payment System? 6. Will you be able to handle increased volumes of business? 7. Please provide your best schedule of prices for all services offered. 8. Are prices for all services offered inclusive of all applicable EVA fees? L__------~ Invent the Future VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution 9. How soon after contract award can you begin providing services? I 0. Since our purchasing system requires precise and accurate information, please provide the following: a. Legal name of your company. b. Trade name (DBA) if different from legal name. c. Taxpayer identification Number. d. Company name and address to which Virginia Tech should mail purchase orders. e. Company name and address to which Virginia Tech should mail payments. 11. Do you acknowledge, agree and understand that Virginia Tech cannot guarantee a minimum amount of business if a contract is awarded to your company? 12. Regarding your Attachment F, Fees, can you provide details regarding the service called "Credit Card Reconciliation"? 13. Do you agree acknowledge and agree that the terms and conditions ofRFP #0044897 shall govern the contract should a contract be awarded to CI Azumano Travel? Your response by 10:00 am on Friday, July 28, 2016 will be greatly appreciated. a;~cly, Kimberly Dulane Assistant Director & Contracts Man ( 540) 231-8543 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution D Cl AZUMANO July 28, 2016 Virginia Tech Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24601 Attention Kimberly Dulaney Assistant Director & Contracts Manager Subject: Virginia Tech RFP #0044897 Dear Kim: Thank you for allowing Cl Azumano Travel to advance to the negotiations phase of your bid process. Attached you will find our response to your questions sent by you July 25, 2016. We are hopeful you will find our answers satisfactory to your needs. Should you find any responses that need further clarification, it would be our pleasure to discuss either in written, verbal or presentation format. Cl Azuma no Travel is headquartered in Virginia Beach, VA. Although Cl Azuma no Travel is a nationwide travel management company spanning from coast to coast, our presence within the State of Virginia will provide close and personal relationships that other travel management companies may not be able to provide. Cl Azumano has a tremendous track record in meeting diversified travel needs of small, medium and large corporations; as well as diversified account segments such as state, county, higher education, municipalities and political subdivisions. We are known for our personal care and taking time to properly implement each and every account. We look forward to our next interaction with you to build a close bond in which Cl Azuma no Travel can fully meet the needs of your travelers. Thank you. Randy Tietsort R~W.1~ Director, Business Development D Cl AZUMANO Subject: Virginia Tech RFP #0044897 Response to following questions of letter dated July 25, 2016 1. Does Cl Azumano Travel agree to provide invoices with payment due thirty (30) days after receipt of invoice or services, whichever is later? • Cl Azuma no Travel agrees to provide invoices, with payment terms of thirty (30) days for air and service fees not processed on a VA Tech credit card as a result of an airline supplier not accepting the credit card. Cl Azuma no Travel will not provide an invoice, with payment terms, for any VA Tech credit card that is declined, for any reason, by an airline supplier. 2. Do you agree that the initial contract period shall be one year and that the service fee prices will remain firm for the initial contract period and the first renewal year? • Agreed 3. Upon completion of the initial contract period, does Cl Azuma no Travel agree that the contract may be renewed by Virginia Tech upon written agreement of both parties for three (3) one-year periods, under the terms of the current contact? • Agreed; with understanding that written agreement of both parties be made and signed with a minimum 60-day notification. 4. If awarded a contract, do you agree to limit price increases to no more than the increase in the Consumer Price Index, CPl-W, All Items category for the latest twelve (12) months for which statistics are available at the time of renewal or 3 percent, whichever is less? • Agreed 5. Will Cl Azuma no Travel Business Travel agree to participate in the Wells One AP Control Payment System? • Payment for airline tickets purchased via credit card is processed directly through airline merchant processors. (Most major credit cards are accepted by the airlines.) • Cl Azumano Travel is currently receiving payments electronically from clients for any non ticketing services provided such as credit card reconciliation fees. • Cl Azuma no will certainly attempt to accommodate and utilize Wells One AP Control Payment System upon VA Tech identifying the types of payments to be made within Wells One. However, before fully committing we would like a better understanding of how Wells One is utilized by VA Tech in order to prevent any over-promising on our behalf. Page 2 Subject: Virginia Tech RFP #0044897 Response to following questions of letter dated July 25, 2016 6. Will you be able to handle increased volumes of business? • Cl Azuma no Travel is well versed in the ebb and flow of business volume resulting from changes such as economic conditions, mergers, acquisitions. • Our standard business practice includes constant preparation for such fluctuations. • We embrace virtual employees throughout the United States allowing for the hiring and training of the most qualified individuals in our industry. 7. Please provide your best schedule of prices for all services offered. • Please note revised Attachment F. 8. Are prices for all services offered inclusive of all applicable EVA fees? • Yes; prices for all services are inclusive that are applicable to eVA Fees. 9. How soon after contract award can you begin providing services? • 60-90 day implementation time-frame depending upon specific client needs and account configurations. • Implementation Strategy: o Upon contract award CIAZ will designate an Implementation Manager who will serve as an expert consultant ensuring that all aspects of the implementation process are managed effectively. o This person will act as the liaison with representatives from Operations, IT, Reporting and Account Management to ensure all processes are integrated and consistent for a seamless and timely implementation. The Implementation Manager also acts as a liaison between vendor and customer (in case of Single Sign on or HR Feed situations o The Implementation Manager, in conjunction with our designated Strategic Account Manager, will also provide consultation to Virginia Tech including travel policy recommendations, sharing of best practices and optimization of available technologies and processes. o Please see enclose Implementation Documentation. • VA Tech Responsibility: o Please note that implementation time-frame is also dependent upon availability of client scheduling and assistance in providing needed information. 10. Since our purchasing system requires precise and accurate information, please provide the following: a. Legal name of your company. b. Trade name (DBA) if different from legal name. Page 3 Subject: Virginia Tech RFP #0044897 Response to following questions of letter dated July 25, 2016 c. Taxpayer identification Number. d. Company name and address to which Virginia Tech should mail purchase orders. e. Company name and address to which Virginia Tech should mail payments. FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (ID#) (Company name as it appears with your Federal Taxpayer Number) Cruise Ventures, Inc. BUSINESS NAME/OBA NAME/TA NAME BILLING NAME (If different than the Full Legal Name) (Company name as it appears on your invoice) Cl Azumano Travel Cl Azumano Travel PURCHASE ORDER ADDRESS PAYMENT ADDRESS 192 Ballard Court, Suite 200 192 Ballard Court, Suite 200 Virginia Beach, VA 23462 Virginia Beach, VA 23462 CONTACT NAME/TITLE (PRINT) E-MAIL ADDRESS Randy Tietsort, Director Business Development [email protected] TELEPHONE TOLL FREE TELEPHONE FAX NUMBER TO NUMBER NUMBER RECEIVE E-PROCUREMENT ORDERS 757-892-3822 888-461-0022 757-793-2064 11. Do you acknowledge, agree and understand that Virginia Tech cannot guarantee a minimum amount of business if a contract is awarded to your company? • Yes. In addition it would be the intent of Cl Azuma no Travel to work with VA Tech and all parties riding on this agreement to offer assistance in providing accounts, contacts and allowing appropriate implementation, marketing, advertising and sales to properly communicate program and benefits. Page 4 Subject: Virginia Tech RFP #0044897 Response to following questions of letter dated July 25, 2016 12. Regarding your Attachment F, Fees, can you provide details regarding the service called "Credit Card Reconciliation"? • The fee for providing a credit card reconciliation is $150 per card per monthly statement. • The credit card reconciliation service is a way of reconciling air and service fee transactions, processed on the VA Tech credit card against Cl Azuma no Travel's database of charged transactions. This service provides reports of all matched transactions as well as unmatched transactions. This service gives VA Tech the visibility to credit card transactions that may have been unauthorized. 13. Do you agree acknowledge and agree that the terms and conditions of RFP #0044897 shall govern the contract should a contract be awarded to Cl Azumano Travel? • Yes. In addition it would be the intent of Cl Azumano Travel to work with VA Tech and all parties riding on this agreement to offer assistance in providing accounts, contacts and allowing appropriate implementation, marketing, advertising and sales to properly communicate program and benefits. ATTACHMENT F Cl Azumano Travel Fee Schedule ~ Per transaction (may also include Domestic Airline or Rail Reservation $23.00 hotel/car) $34:00 Per transaction (may also include International Airline or Rail Reservation $29.00 hotel/car) Hotel/Car Only Reservation - without airline transaction $15.00 Void/Refund Fee $0.00 Applicable agent booked domestic or Exchange Fee (non-refundable tickets) $0.00 international fee ** Domestic Airline or Rail Reservation & Ticket $9.00 May also include hotel/car ** International Airline or Rail Reservation & Ticket $9.00 May also include hotel/car ** Hotel/Car Only Reservation - without airline $0.00 transaction ** Void/Refund Fee $0.00 Per transaction ** Exchange Fee $0.00 Per transaction The difference between online ** Agent Assistance varies booking tool fee and applicable agent booked transaction fee ** Airline or Rail Reservation with Web/Direct Surcharge varies based upon tool and $1-$3 Content content selected Reporting Standard Management Reports $0.00 Business Intelligence (optional) $125.00 Per user ATIACHMENTF Cl Azumano Travel Fee Schedule $ . Hourly depending on scope of Ad Hoc Reports* (optional) 125 00 requested report Account Program Management Quarterly Reviews $0.00 Policy Development $0.00 Supplier Contract Negotiation $0.00 Strategic Planning $0.00 Additional Service Fees ~ ~ One-time fee includes online booking ** Online Booking Tool Implementation* $500.00 tool customization and x hours of training Included if Client does not have direct contract with Online Booking Tool ** Online Booking Tool Support/Training TBA provider. If Client has direct contract with Online Booking tool provider a per hour flat fee charged. ** Online Booking Tool Support/Training Onsite* TBD Cost per item Hotel Direct Bill via Virtual Payment $8.00 Per booking ** VIP Service $40.00 Per VIP transaction ** After Hours Service $25.00 Per call FlightStats $0.00 Free ** Digital Assistant $1.00 Per transaction ** Digital Assistant Implementation $250.00 One-time fee ** Risk Messaging (utilizing CONCUR) $1.00 Per transaction ATTACHMENT F Cl Azumano Travel Fee Schedule ** Risk Messaging Implementation {utilizing $250.00 One-time fee CONCUR) International Rate Desk $0.00 Per transaction ** Credit Card Reconciliation* $200.00 Per statement, per month ** Passport & Visa Services TBD Third party fees only Per hour unless otherwise negotiated, ** Group & Meeting Planning* TBD based on scope of work Dulaney, Kim From: Randy Tietsort < [email protected] > Sent: Thursday, September 15, 2016 9:50 AM To: Dulaney, Kim Subject: RE: VT Travel Management Attachments: 9-15-2016 Virginia Tech CIAZ Pricing Agreeement Attach D and F (003).docx Hello Kim, Cl Azumano Travel agrees to rescind Attachment D. Please see my strikethrough of Attachment Din its entirety. CIAZ also agrees to the Terms and Conditions set forth in the original RFP. Thank you, Kim; and please let me know what else you need in order to complete this process! Randy From: Dulaney, Kim [mailto:[email protected]] Sent: Thursday, September 15, 2016 7:14 AM To: Randy Tietsort Randy, The attachment D, either this one or the original one, will need to go through Legal. Our contract documents consist of The RFP The Addendum Your Proposal VT Negotiation Letter Your response This email exchange In your response to our negotiation questions, you agreed that our Terms and Conditions will govern the contract. You also agreed in negotiations that the initial term of the contract is 1 year. This Attachment D Agreement presents a problem and we will not be able to sign it or incorporate it into our contract due to the exclusivity clause, non-hiring clauses, attorney's fees and litigation, along with other items that we cannot agree to. These items will need to be negotiated out of Attachment D if Attachment D is to be incorporated into the contract documents. Will you rescind Attachment Din its entirety? Thanks Kirn From: Randy Tietsort [mailt9:rtie_t;grt@ci9zumaJ}9.c9m] Sent: Wednesday, September 14, 2016 2:39 PM To: Dulaney, Kim Hi Kim, 1. Response: a. The enclosed Attachments D and F would replace the attachments in the original proposal. i. Attachment D is copied directly from the original proposal. ii. Attachment F reflects the pricing we issued in the negotiation stage as last and final; and is simply your catalogue pricing list with options you select based on your needs. Your needs will be identified during several implementation meetings. b. There is no need for additional negotiations for Attachments D and F. i. It is simply our agreement we require our clients to sign. 2. Response: a. We were aware you would be selecting multiple TMC's; and find this acceptable. b. Our objective during any implementation is to fully implement this program to meet your specific needs. c. We are confident that after our successful implementation, VA Tech and all other users of this contract will find what other colleges and universities have recognized; and that is superb and cost-efficient service that provides value for your travelers. 3. Response: a. I will immediately contact our CFO to get final approval on the enclosed attachments; as well as issue the W-9. Thank you much, Kim. We are thrilled with the possibilities of managing your travel business! Randy From: Dulaney, Kim [mailto:[email protected]] Sent: Wednesday, September 14, 2016 12:54 PM To: Randy Tietsort Randy, I am working on awarding contracts for Travel Management Services. I need a couple of clarifications regarding your proposal before I can proceed. 1. Attachment Din your proposal seems to be a Managed Travel Services Agreement. The document states that it is provided as an example only. Does this document need to be reviewed and negotiated during this phase of the contract award or is this an agreement if we need additional services? 2. This contract award is not an exclusive contract. We will be awarding numerous contracts. Is that acceptable? 3. It does not appear that we have done business with your company. Will you send me a W-9? Thanks! 2 Kim Kimberly Dulaney, CPSM, CUPO Assistant Director & Contracts Manager Procurement Virginia Tech 540-231-8543 http://www.procurement.vt.edu/ 3