UNIVERSITY OF WISCONSIN SYSTEM
REQUEST FOR PROPOSAL (RFP) MV-13-2542
CORPORATE SELF-BOOKING TOOL
AND
RELATED TRAVEL MANAGEMENT SERVICES
DATE OF ISSUE: March 7, 2013
PROPOSAL DUE DATE: April 3, 2013 2:00 PM (CST)
State of Wisconsin
DOA-3261 (R08/2003)
s.16.75, Wis. Statutes
PROPOSALS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
University of Wisconsin System
Administration
Office of Procurement
780 Regent Street, Suite 105
Madison, WI 53715
REQUEST FOR PROPOSAL
Remove from proposer list for this commodity/service. (Return this page only.)
Proposal envelope must be sealed and plainly marked in lower corner with due date and
Request for Proposal #MV-13-2542. Late proposals will be rejected. Proposals MUST
be date and time stamped by the soliciting purchasing office on or before the date and
time that the proposal is due. Proposals dated and time stamped in another office will be
rejected. Receipt of a proposal by the mail system does not constitute receipt of a
proposal by the purchasing office. Any proposal which is inadvertently opened as a
result of not being properly and clearly marked is subject to rejection. Proposals must be
submitted separately, i.e., not included with sample packages or other proposals.
Proposal openings are public unless otherwise specified. Records will be available for
public inspection after issuance of the notice of intent to award or the award of the
contract. Proposer should contact person named below for an appointment to view the
proposal record. Proposals shall be firm for acceptance for sixty (60) days from date of
proposal opening, unless otherwise noted. The attached terms and conditions apply to
any subsequent award.
Proposals MUST be in this office no later than
THIS IS NOTAN ORDER
Public
Opening
April 3, 2013
PROPOSER (Name and Address)
No Public
Opening X
Name (Contact for further information)
Melissa Viken
Phone
Date
608-265-5790
March 7, 2013
Quote Price and Delivery FOB
N/A
Description
REQUEST FOR PROPOSAL (RFP)
CORPORATE SELF- BOOKING TOOL
AND
RELATED TRAVEL MANAGEMENT SERVICES
Payment Terms:
Delivery Time:
We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises.
Bidder must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of
Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed
to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal.
Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in
whole or in substantial part in the United States.
Yes
No
Unknown
In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in
restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently
arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to
any other proposer or competitor; that the above statement is accurate under penalty of perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.
Name of Authorized Company Representative (Type or Print)
Signature of Above
Title
Date
Phone
(
)
Fax
(
)
Federal Employer Identification No.
Social Security No. if Sole
Proprietor (Voluntary)
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
1.0
GENERAL INFORMATION .......................................................................... 4
1.1
Introduction .................................................................................................................................................4
1.2
Background ..................................................................................................................................................4
1.3
Scope of work (contract) ..............................................................................................................................5
1.4
Procuring and contracting agency................................................................................................................8
1.5
Definitions ....................................................................................................................................................8
1.6
Clarification and/or revisions to the specifications and requirements ......................................................10
1.7
Reasonable accommodations ....................................................................................................................10
1.8
Calendar of events .....................................................................................................................................10
1.9
Contract term .............................................................................................................................................11
1.10
VendorNet registration ..............................................................................................................................11
2.0
PREPARING AND SUBMITTING A PROPOSAL .............................................. 11
2.1
General instructions ...................................................................................................................................11
2.2
Incurring costs ............................................................................................................................................11
2.3
Submitting the proposal .............................................................................................................................11
2.4
Proposal organization and format .............................................................................................................12
2.5
Multiple proposals .....................................................................................................................................13
2.6
Demonstrations..........................................................................................................................................13
2.7
Withdrawal of proposals ............................................................................................................................13
3.0
PROPOSAL SELECTION AND AWARD PROCESS ........................................... 13
3.1
Preliminary evaluation ...............................................................................................................................13
3.2
Proposal scoring .........................................................................................................................................13
3.3
Evaluation criteria ......................................................................................................................................14
3.4
Right to reject proposals and negotiate contract terms ............................................................................14
3.5
Award and final offers ................................................................................................................................14
3.6
Notification of intent to award ..................................................................................................................14
3.7
Appeals process .........................................................................................................................................14
RFP MV-13-2542
4.0
GENERAL PROPOSAL REQUIREMENTS ....................................................... 15
4.1
Mandatory requirements ...........................................................................................................................15
4.2
Proposer References ..................................................................................................................................19
4.3
Financial Stability .......................................................................................................................................19
4.4
Organizational Structure/Customer Service ..............................................................................................19
4.5
Self Booking Tool ........................................................................................................................................22
4.6
Travel Management Services .....................................................................................................................28
4.7
On Site Reservation Support ......................................................................................................................29
5.0
TECHNICAL REQUIREMENTS .................................................................... 29
5.1
General technical requirements ................................................................................................................29
5.2
Self-Booking Tool Technical Requirements ................................................................................................30
5.3
On Site reservation support technical requirements .................................................................................34
6.0
COST PROPOSAL ................................................................................... 36
6.1
General instructions on preparing cost proposals .....................................................................................36
6.2
Format for submitting cost proposals ........................................................................................................36
6.3
Fixed price period .......................................................................................................................................36
7.0
SPECIAL CONTRACT TERMS AND CONDITIONS ........................................... 37
7.1
Payment requirements ..............................................................................................................................37
7.2
Liquidated damages ...................................................................................................................................37
7.3
Prime contractor and minority business subcontractors ...........................................................................37
7.4
Executed contract to constitute entire agreement ....................................................................................37
7.5
Termination of contract .............................................................................................................................38
8.0
STANDARD TERMS AND CONDITIONS ....................................................... 38
9.0
REQUIRED FORMS ................................................................................. 43
9.1
Attachment A – Cost Proposal ...................................................................................................................43
9.2
Attachment B – Confirmation of Mandatory Requirements......................................................................43
9.3
Attachment C – Vendor References ...........................................................................................................43
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RFP MV-13-2542
9.4
Attachment D - Designation of Confidential and Proprietary Information (DOA-3027) ............................43
9.5
Attachment E -Vendor Information (DOA-3477) .......................................................................................43
9.6
Attachment F – Affidavit ............................................................................................................................43
3
RFP MV-13-2542
1.0 GENERAL INFORMATION
1.1
INTRODUCTION
The University of Wisconsin System Administration is seeking proposals to partner with a quality travel management company for
support and optimization of the University’s business travel program, including managing faculty, staff, guest and student travel in
an efficient and cost effective manner, by offering state-of-the-art corporate self-booking technology, and optional on-site or
optional agency full-service.
The University of Wisconsin System intends to use the results of this solicitation to award a single contract for a corporate selfbooking tool and related travel management services for use by all University of Wisconsin System Institutions. The University of
Wisconsin Madison Athletic Department is not included in this contract.
1.2
BACKGROUND
The University of Wisconsin System is one of the largest systems of public higher education in the country, serving more than
181,000 students each year and employing more than 39,000 faculty and staff statewide. The University of Wisconsin System is
comprised of 13 four-year universities, 13 freshman-sophomore campuses, and administrative offices for UW Colleges, state-wide
university Extension, and University System Administration offices. Together, these institutions are a tremendous academic, cultural,
and economic resource for the State of Wisconsin, the nation, and the world.
An estimated 30,000 individuals travel annually on University paid business and represent the following UW System institutions and
campuses.
University of Wisconsin System locations (with headquarters):





UW System Administration (Madison)
UW Extension& Administration (Madison)
UW Colleges & Administration (Madison)
Four-year Universities:
o Eau Claire
o Green Bay
o La Crosse
o Madison
o Milwaukee
o Oshkosh
o Parkside (Kenosha)
o Platteville
o River Falls
o Stevens Point
o Stout
o Superior
o Whitewater
Two-year campuses (that comprise UW Colleges):
o Baraboo/Sauk County (Baraboo)
o Barron County (Rice Lake)
o Fond du Lac
o Fox Valley (Menasha)
o Manitowoc
o Marathon County (Wausau)
o Marinette
o Marshfield/Wood County
4
RFP MV-13-2542
o
o
o
o
o
1.3
Richland (Richland Center)
Rock County (Janesville)
Sheboygan
Washington County (West Bend)
Waukesha
SCOPE OF WORK (CONTRACT)
1.3.1 CURRENT OPERATIONS
Travel Booking and Payment:
The University of Wisconsin System currently participates in the State of Wisconsin contract for a corporate self-booking tool with
travel agency fulfillment. Use of the State of Wisconsin contract is highly encouraged but not mandated at all institutions. The UW
Madison Athletics Department has on-going delegation from the State of Wisconsin for the procurement of travel agency services
and has an on-site travel agency contract to serve their needs; therefore UW Madison Athletics is not included in the current
contract for corporate self-booking, nor any resulting contract from this RFP process.
Since the current State contract does not include requirements to use the contract fulfillment agency for traditional travel agency
services, employees are free to select any travel agency for full service. As a result, over 50 different travel agencies and online sites
are currently in use system-wide. The travel booking process is equally divided between travelers and travel arrangers. The
approved methods of payment for travel expenses are the University liability purchasing card, University liability corporate card
(CTA) or the individual liability corporate travel card.
Travel Program Redesign:
As part of the 2011-2013 budget process, the Governor gave the UW System Board of Regents authority for establishing University
of Wisconsin System specific travel policies, and travel payment/reimbursement rates for implementation on July 1, 2013. To
operationalize new Board of Regent authority, the University’s System is redesigning the travel program, in accordance with
strategic initiatives defined under 1.3.2. This program redesign includes implementation of new travel policies, supplier contracts,
and a new rate schedule for the payment and/or reimbursement of travel expenses. The resulting contract for a corporate selfbooking tool and travel management services will be implemented along with new policies and rates on July 1, 2013.
Roles and Responsibilities:
New travel policies, preferred supplier agreements, and rates to be implemented on July 1, 2013, are being developed by a travel
management governance group comprised of system-wide institutional staff responsible for travel management activities, with
Board of Regent approval for implementation by all UWS institutions.
To manage The University of Wisconsin System’s travel program, the University of Wisconsin System office of Financial
Administration employs a “Travel & Expense Program Manager”, who has responsibility for travel contract administration and
oversight of the University’s overall travel program on behalf of the entire system. Each four year University, UW Colleges
administration, and UW Extension has a “Travel Manager” who has travel accounting and travel program administration
responsibilities at the institution level.
In FY12, UW System Administration hired 1 F.T.E. to provide professional, on-site travel reservations for guests of the University
under a “pilot” program with select institutional departments, using a CTA for payment. GDS technology, service, and support of
on-site operations are fulfilled by the current contract travel agency partner. Due to the high success of this pilot program, both in
5
RFP MV-13-2542
service, unused ticket management and increased contract adoption, the UWSA will continue to offer this service on a permanent
basis.
Current Applicable Contracts/Discounts with Preferred Suppliers:
For FY12, the UW System offered the following partner discount pricing through the SBT and fulfillment agency:



Airline – Contract pricing for coach/economy class seats with American, Delta, and United
Vehicle Rental – Contract pricing with Enterprise, Hertz, and National
Lodging – Discount programs offered by contract travel agency and UW cooperative purchasing programs
1.3.2 TRAVEL POLICY
The UW System‘s new policy for the booking and payment of airfare will be implemented with the start of this contract on July 1,
2013.In accordance with the travel program objectives, defined under 1.3.3, the policy will require the use of the self-booking tool
for all travel that is suitable to be booked online (individual reservations for domestic and direct routed, non-complex international).
Travelers will be allowed to use any full-service travel agency of choice when their travel plans require full-service. Travelers that
book outside of policy will not have access to central payment for reservations and will have to wait for post-trip reimbursement. All
airline tickets purchased must be in accordance with the following policy requirements:

Lowest price offered in the SBT (within tolerance setting)

Coach class

Non-refundable

Advance purchase (at least 20 days prior to departure)
The University allows the following ancillary fees to be reimbursed:

Upgraded coach/economy class seat assignments (aisle, exit row)

Checked bags

In-flight Wi-Fi (with business justification)
1.3.3 NEEDS, OBJECTIVES AND SCOPE OF WORK
Effective July 1, 2013 the University of Wisconsin System is seeking to implement a corporate self-booking tool and Travel
Management Company (TMC) services to assist the University with the following strategic initiatives:










Consolidated travel booking
Support of the UWS operations for on-site, full-service reservations provided to University guests
Travel and service fee cost containment initiatives
Offering of high quality customer service
Continual education of tools and services to promote understanding and employee satisfaction
Marketing of technology and services to promote program value Tracking and reporting of employees in travel status to
advance duty of care in events of crisis or emergency
Expanded University payment options by introducing CTA with central approvals and reconciliation
Robust travel data reporting for accurate budgeting, forecasting and additional direct supplier negotiations.
Improved internal controls for unused ticket management
Collaboration on administrative efficiencies and emerging technologies to further enhance the University’s travel program
6
RFP MV-13-2542
For purposes of structuring proposals, requirements have been developed to address the following primaries, defined as Scope of
Work:



Provide state-of-the-art corporate self-booking tool technology, reservation fulfillment, and agent assistance
Consolidated Travel Management Services including, but not limited to, full service reservations, data security, data
consolidation, institutional and management reporting, training and marketing, assistance with administration of University
supplier contracts and future contract/discount opportunities, consulting and IT resources for special projects.
On-site guest reservation services including GDS technology, training, service and support of on-site operations.
1.3.4 COOPERATIVE USE OF CONTRACT
The University may extend the resulting contract terms and pricing for the SBT and Travel Management Services through separate
addendum to the following entities if they choose to utilize the contract:


State of Wisconsin agencies
UW Hospital and Clinics
1.3.5 TRAVEL STATISTICS AND VOLUME SHARE
While the University of Wisconsin System does not guarantee volume share, it is estimated that the contract partner can anticipate
approximately 50% of the University’s total air volume to be booked through the self-booking tool or contract TMC partner.
Additional volume can be expected through the use of UWSA’s on-site operations.
Travel Statistics (approximate):






Number of annual business travelers:
Non-employee/guest business travelers:
Business Meeting/Conference related travel:
Group Travel:
Domestic travel:
International travel:
30,000
30%
50%
25%
75%
25%
FY12 Travel Expenditures (approximate):




Total travel spend:
Air volume:
Lodging:
Vehicle Rental:
over $100 Million
$30 Million
$18 Million
$3 Million
Contract Booking Data:
•
•
•
•
•
•
•
CY 12 Online bookings:
CY 12 Total tickets issued by contract vendor:
Top airline:
Advance purchase:
Average domestic ticket price:
Average international ticket price:
Top City Pairs:
$3.04 Million
7,180
Delta
78% of air is booked 20+ days in advance
$341
$1400
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RFP MV-13-2542







1.4
MSN - DCA
DCA - MSN
MKE - DCA
DCA - MKE
MKE - BOS
MSN - DEN
MKE–LGA
PROCURING AND CONTRACTING AGENCY
This Request for Proposal (RFP) is issued by the University of Wisconsin System’s Office of Procurement, which is the sole point of
contact for the University during the selection process. The person responsible for managing the procurement process is Melissa
Viken (mviken@uwsa.edu).
Any contract resulting from this RFP will be administered on behalf of all UWS institutions by the University of Wisconsin System
Administration’s Travel Manager, Terri Gill (tgill@uwsa.edu).
1.5
DEFINITIONS
The following definitions are used throughout the RFP
Agent Assistance: Partner agent booking assistance for reservations initiated, but not completed by users of the SBT.
ARC: Airlines Reporting Corporation.
Authorized User(s): Any University approved user.
Chartfield: A series of values assigned by the University to identify funding information for financial expenditures.
Contractor: means proposer awarded the contract.
Contract Administrator: The individual appointed by UW System to administer the resulting contract on behalf of the UW System.
Corporate Travel Card: A University approved, personal liability, VISA charge card used as payment for individual travel expenses
that are reimbursed to the traveler.
C.S.T.: Central Standard Time.
CTA: Central Travel Account, using a University liability corporate charge card or Ghost account, with authorization process for the
central payment of travel at the institution level.
F.T.E: Full time University employee.
F.Y.: Fiscal year. For the University of Wisconsin System, the fiscal year runs from July 1 – June 30.
Group: For purposes of this RFP and use requirements of resulting contract, a group is defined as any number of identical itineraries
for multiple passengers that could not be successfully booked within the SBT.
Guest: For purposes of this RFP, a guest is defined as any non-employee that requires business travel arrangements at the request
and expense of the University.
GDS: Global Distribution System.
8
RFP MV-13-2542
IATA: International Air Transport Association.
Institution: Individual UW campus, college, or extension that comprise the UW System.
Master Site: Main configuration of SBT for University System use.
PNR: Passenger Name Record(s) and other profile data, including preferences.
Proposal: A firm offer submitted in response to a request for proposal.
Proposer/Vendor/Respondent: Any individual, company or other entity submitting a proposal in response to this RFP.
Purchasing Card: A University liability, VISA charge card for central payment of airfare and lodging.
RFP: Request for Proposal
SBT: Corporate Self-Booking Tools, corporate online booking site, software, or other web-based application used for the self-booking
of airfare and other travel arrangements.
Sister Site(s): Multiple instances and configurations of the SBT to support mandatory requirements of this RFP and optimized use.
State: State of Wisconsin.
Student: For purposes of this RFP, a student is defined as an enrolled student of the University that is traveling on behalf of
University business, University sponsored event, or an enrollment requirement.
Travel Arranger: University staff person with responsibility to book air and other travel services for other employees, students, or
guests.
Traveler: For purposes of this RFP, a traveler is any employee, guest or student traveling on behalf of and at the expense of the
University for business purposes.
Travel Management Company (TMC): For purposes of this RFP, a Travel Management Company (TMC) is a licensed travel agency
that is awarded a contract by The University of Wisconsin System.
Travel Record: past/current reservation information, including complete itineraries.
University: All institutions that comprise the University of Wisconsin System.
University Data: Any data or information that the proposer creates, obtains, accesses (via records, systems, or
otherwise), receives (from the University or on behalf of the University by an authorized user), or uses in the course of its
performance of the contract which include, but not be limited to: social security numbers; credit card numbers; any data protected
or made confidential or sensitive by the Family Educational Rights and Privacy Act, as set forth in 20 U.S.C. §1232g ("FERPA"), the
Gramm-Leach-Bliley Act, Public Law No: 106-102, Wisconsin state statute 134.98 or any other applicable federal or Wisconsin law or
regulation.
UWS: University of Wisconsin System.
UWSA: University of Wisconsin System Administration.
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RFP MV-13-2542
1.6
CLARIFICATION AND/OR REVISIONS TO THE SPECIFICATIONS AND REQUIREMENTS
Any questions concerning this RFP must be submitted in writing on or before March 19, 2013 to:
Melissa Viken, Procurement Analyst
mviken@uwsa.edu
Questions regarding this RFP should reference “RFP MV-13-2542 Question” in the subject line.
Vendors are expected to raise any questions or exceptions they have concerning the RFP DOCUMENT at this point in the RFP
process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the
vendor should notify immediately the above named individual of such error and request modification or clarification of the RFP.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP,
revisions/amendments and/or supplements will be provided to all recipients of this initial RFP.
Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or
revisions thereof.
Any contact with University employees concerning this RFP is prohibited, except as authorized by the RFP manager during the period
from date of release of the RFP until the notice of intent to contract is released.
1.7
REASONABLE ACCOMMODATIONS
The University will provide reasonable accommodations, including the provision of informational material in an alternative format,
for qualified individuals with disabilities upon request. If you think you need accommodations at a proposal opening/vendor
conference, contact Melissa Viken at (608) 265-5790.
1.8
CALENDAR OF EVENTS
Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with
specific dates must be completed as indicated unless otherwise changed by the University. In the event that the University finds it
necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement
to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.
DATE
March 7, 2013
March 19, 2013
March 22, 2013(est.)
April 3, 2013
Week of April 22, 2013 (est.)
April 29, 2013 (est.)
May–June (est.)
July 1, 2013
EVENT
Date of issue of the RFP.
Last day for submitting written inquires.
Written inquiries and responses posted to VendorNet.
Proposals due from vendors.
Demonstrations by invited vendors
Notification of intent to award sent to vendors.
Conversion/Implementation Period
Contract start date.
10
RFP MV-13-2542
1.9
CONTRACT TERM
The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run for three
years from that date, with an option by mutual agreement of the University and contractor, to renew for two additional one year
periods.
1.10 VENDORNET REGISTRATION
The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that
want to sell to the state, including the University of Wisconsin System. Anyone may access VendorNet on the Internet at
http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys,
and tips on selling to the state, including the University of Wisconsin System. Vendors may use the same Web site address for
inclusion on the bidders list for goods and services that the organization wants to sell to the state. Registration, which is free,
guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of
Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated
value over $50,000. Organizations without Internet access may receive paper copies in the mail. Increasingly, state agencies also
are using VendorNet to post simplified bids valued at $50,000 or less. Vendors also may receive e-mail notices of these simplified
bid opportunities.
2.0 PREPARING AND SUBMITTING A PROPOSAL
2.1
GENERAL INSTRUCTIONS
The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor's proposal
plus references and any required on-site demonstrations or oral interviews. Failure to respond to each of the requirements in the
RFP may be the basis for rejecting a response.
NOTE: Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not
necessary or desired.
2.2
INCURRING COSTS
The University is not liable for any cost incurred by proposers in replying to this RFP.
2.3
SUBMITTING THE PROPOSAL
Seven (7) hard copies of the completed proposals, including the signed original, may be mailed, delivered by Proposer or by a thirdparty/courier service in a sealed envelope or package with the RFP number on the outside. One (1) copy of the proposal must be
submitted on CD/DVD/Flash Drive. Proposals must be received and date/time stamped prior to 2:00 p.m. CST on the stated
proposal due date. Proposals not so date/time stamped shall be considered late. Late proposals shall be rejected.
Proposals must be delivered to:
Melissa Viken
Procurement Analyst
University of Wisconsin System Administration’s Office of Procurement
780 Regent St., Suite 105
Madison, WI53715
Receipt of a proposal by the University mail system does not constitute receipt of a proposal by the Purchasing Office, for purposes
of this RFP.
11
RFP MV-13-2542
To ensure confidentiality of the document, all proposals must be packaged, sealed and show the following information on the
outside of the package:




Proposer's name and address
Request for proposal title (RFP: Online Booking Tool & Related TMS)
Request for proposal number (MV-13-2542)
Proposal due date (April 3, 2013 2:00 PM CST)
An original plus 1 copy of the Cost Proposal must be sealed and submitted as a separate part of the proposal. The outside of the
envelope must be clearly labeled with the words “Cost Proposal, RFP (Name of RFP)” and name of the vendor and due date. The
cost proposal is due to the addressee on the due date and time noted above. One (1) copy of the cost proposal must also be
submitted on CD/DVD/Flash Drive.
2.4
PROPOSAL ORGANIZATION AND FORMAT
Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in
the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings. Each
heading and subheading should be separated by tabs or otherwise clearly marked. The RFP sections which should be submitted or
responded to are:

Cover Sheet (DOA-3261)

Section 4.1 Mandatory Requirements (Attachment B)

Section 4.2 Proposer References (Attachment C)

Section 4.3 Financial Stability

Section 4.4 Organizational Structure/Customer Service

Section 4.5 Self Booking Tool

Section 4.6 Travel Management Services

Section 4.7 On-site Reservation Support

Section 5.1 General Technical Requirements

Section 5.2 Self-Booking Tool Technical Requirements

Section 5.3 On-site Reservation Support Technical Requirements

Cost Proposal (Attachment A)*

Designation of Confidential and Proprietary Information (DOA-3027 – Attachment D)

Vendor Information (DOA-3477 – Attachment E)

Affidavit (Attachment F)
*The vendor must submit its Cost Proposal on the form provided in Attachment A according to the instructions provided. Failure to
provide any requested information in the prescribed format may result in disqualification of the proposal.
No mention of the cost proposal may be made in the response to the general or technical requirements of this Request for
Proposal.
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2.5
MULTIPLE PROPOSALS
Multiple proposals from a vendor will be permissible; however, each proposal must conform fully to the requirements for proposal
submission. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page included
in the response. Alternate acquisition plans do not constitute multiple proposals.
2.6
DEMONSTRATIONS
Top-scoring vendor(s) will be required to demonstrate its product(s) and/or service(s) at a University site. Demonstrations will be
held the week of April 22, 2013 (estimated). The University will furnish detailed specifications concerning the demonstration site
and the particular test it will use to exercise the vendor's product(s) and/or service(s). Failure of a vendor to furnish the product(s)
and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of
that proposal. Failure of any product(s) and/or service(s) to meet the University specified requirements during the demonstration
may result in rejection of the vendor's proposal. Any demonstration, if so requested, shall be at the vendor’s cost.
The successful demonstration of the vendor's product(s) and/or service(s) does not constitute acceptance by the University. Any
product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to
those which will be furnished if a contract results.
2.7
WITHDRAWAL OF PROPOSALS
Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing
at any time up to the proposal closing date and time. To accomplish this, the written request must be signed by an authorized
representative of the proposer and submitted to the RFP project manager. If a previously submitted proposal is withdrawn before
the proposal due date and time, the proposer may submit another proposal at any time up to the proposal closing date and time.
3.0 PROPOSAL SELECTION AND AWARD PROCESS
3.1
PRELIMINARY EVALUATION
The proposals will be reviewed initially to determine if mandatory requirements are met. Failure to meet mandatory requirements
will result in rejection of the proposal. In the event that all vendors do not meet one or more of the mandatory requirements, the
University reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the
requirements specified in this RFP.
3.2
PROPOSAL SCORING
Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. A proposer may not contact
any member of an evaluation committee except at the University’s direction. The committee may review references, request
interviews, conduct on-site visits and/or require vendor demonstrations and use the results in scoring the proposals. Proposals from
certified Minority Business Enterprises may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%)
preference to these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked
based on the numerical scores received.
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3.3
EVALUATION CRITERIA
The proposals will be scored using the following criteria:
Description
Section 4.4 Organizational Structure
Section 4.5 Self Booking Tool
Section 4.6 Travel Management Services
Section 4.7 On-site Reservation Support
Section 5.1 General Technical Requirements
Section 5.2 Self-Booking Tool Technical Requirements
Section 5.3 On-site Reservation Support Technical Requirements
Section 6.0 Cost Proposal (Attachment A)
Maximum Total Points
3.4
Points
100
350
100
100
50
25
25
250
1000
RIGHT TO REJECT PROPOSALS AND NEGOTIATE CONTRACT TERMS
The University reserves the right to reject any and all proposals. The University may negotiate the terms of the contract, including
the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded
successfully with the highest scoring proposer, the University may negotiate a contract with the next highest scoring proposer.
3.5
AWARD AND FINAL OFFERS
The University will compile the final scores (technical and cost) for each proposal. The award will be granted in one of two ways.
The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest scoring proposer
or proposers may be requested to submit final and best offers. If final and best offers are requested by the University and submitted
by the vendor, they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award then
will be granted to the highest scoring proposer. However, a proposer should not expect that the University will request a final and
best offer.
3.6
NOTIFICATION OF INTENT TO AWARD
All vendors who respond to this RFP will be notified in writing of the University’s intent to award the contract(s) as a result of this
RFP.
After notification of the intent to award is made, and under the supervision of University staff, copies of proposals will be available
for public inspection from 8:00 a.m. to 4:30 p.m. at 780 Regent St, Suite 105. Vendors should schedule reviews with Melissa Viken at
608-265-5790.
3.7
APPEALS PROCESS
Notices of intent to protest and protests must be made in writing to the head procuring agency. Protestors should make their
protests as specific as possible and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have
been violated.
Any dispute of the University's award must be made no later than five (5) working days after System Office of Procurement issues
the award notice. Written notice of dispute must be filed with the President of the University System in care of:
Rich Lampe
Director, System Office of Procurement
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RFP MV-13-2542
University of Wisconsin System Administration
780 Regent St.
Madison, WI53715
A complete written dispute must be received by the Director, System Office of Procurement, no later than five (5) working days after
the award notice is issued.
Any written protest must be received within ten (10) working days after the notice of intent to award is issued.
The decision of the head of the procuring agency may be appealed to the Secretary of the Department of Administration within five
(5) working days of issuance, with a copy of such appeal filed with the procuring agency. The appeal must allege a violation of a
Wisconsin statute or a section of the Wisconsin Administrative Code.
4.0 GENERAL PROPOSAL REQUIREMENTS
4.1
MANDATORY REQUIREMENTS
The following requirements are mandatory and the proposer must satisfy them. Additionally, Attachment B, Confirmation of
Mandatory Requirements must be completed, signed, and submitted with proposal.
4.1.1
The University requires the operation of an ARC and IATA accredited travel agency or travel management company.
4.1.2
The University requires a minimum of three (3) years of experience with online fulfillment.
4.1.3
The University requires an account team be assigned to the UW System, including an account manager, to oversee all UW System
travel program action items.
4.1.4
The University requires a SBT or online application that gives users ability to self-book air travel, vehicle rental, and/or hotel lodging
in real-time (i.e. similar to capabilities and look/feel of popular commercial sites) without assistance. When required, the proposer
will assist the user in completing the reservation when the user is unable to complete the reservation self-service.
4.1.5
The University requires the SBT to display all University contract or discount prices in the SBT.
4.1.6
The University requires the SBT to display the widest variety of airfares offered, including non-GDS subscribing carriers (i.e.
Southwest) and any special web fares.
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4.1.7
The University requires the SBT be available 24 hours per day with minimal down time.
4.1.8
The University requires full service reservations upon request, in accordance with University policies and standards, including but
not limited to: Domestic and International individual or group air, lodging, car, and rail, with quotes and/or itinerary supplied via the
internet, US Mail, fax and/or email.
4.1.9
The University requires that a customer service number for the University account be provided which is accessible by toll free
telephone number for all fulfillment related purposes. The toll-free number will allow immediate access to a reservation agent to
perform reservation support during core business hours (8 a.m. to 5:00 p.m. C.S.T.) at no additional fee per call.
The University requires a customer service number for the University account which is accessible by toll free telephone number
which will allow immediate access to a reservation agent to perform emergency itinerary changes or other reservation assistance
outside core business hours;
Contractor shall be responsible for ensuring that any subcontractor providing 24-hour after hours or emergency service complies
with all conditions of the contract.
In the event of emergencies (e.g., Presidential-declared disasters, evacuations, floods, hurricanes, etc.), the University requires
maintenance of all operations necessary to support the University. This includes facilitating alternative methods of transportation
and relocation of personnel for lodging.
4.1.10
The University requires SBT technical support be provided through online (email) and toll free telephone number. The "help desk"
and “help-line” must be staffed during core business hours of 8 a.m. - 5 p.m. C.S.T., Monday – Friday for response to questions
received about the use of the SBT. Proposer must permit unlimited support of the SBT with no additional fees.
4.1.11
The University requires a staff of accredited travel agents and account representatives for domestic and international travel to
provide 24x7x365 after-hours customer service and SBT support via a toll free phone number.
4.1.12
The University requires duplicate e-receipts upon request and at no additional charge, when the original has been lost or misplaced.
4.1.13
The University requires quarterly reporting and an annual performance review based on quality and quantity of performance
measures.
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4.1.14
The University requires the use of an accounting system and processes to maintain and archive UWS travel records and PNR
information for later access. A minimum archival access of seven (7) years is required.
4.1.15
The University requires the acceptance of all major credit cards (Visa, MasterCard, American Express and Discover) through its SBT.
The University requires that the Credit card processing system must be PCI compliant to the latest standards. The University will not
be assessed, or authorized users charged, any additional fees, taxes, surcharges (i.e. merchant fees) in conjunction with credit card
payments.
4.1.16
The University requires that the SBT configuration accommodate multiple email sub-domains. Institutions that comprise the UW
System utilize over 100 different email sub-domains, including over 75 for UW-Madison alone. By standard, all domain names end
in .edu.
4.1.17
The University Requires that the SBT accommodate multiple institution and division names. Twenty six different Institutions
comprise the UW System. Each institution may have over 100 divisions (college/department). The SBT configuration must
accommodate monitoring and reporting by institution and major division.
4.1.18
The University requires complete documentation for the SBT/online application. The University will retain ownership of any
documentation provided by the system supplier, and, as such, will be copied and distributed throughout its areas without
restriction. The supplier must provide and maintain to stay current:






General System Documentation – describes the functions, components, environment requirements, database, data model,
equipment add-ons, and reports of the application.
Operations Documentation – describes how the application works, features and capabilities. Should describe at a minimum
user and administrative processing requirements.
User Documentation – describes how the application is to be used by all roles/employees, arrangers, and administrators.
Error Process Documentation – identifies error conditions and how to correct them.
Setup/Maintenance Documentation – describes the process to set up, maintain, and change the application features.
Training Documentation – provides user level and role based training documentation for roles listed under 4.1.24.
4.1.19
The University requires the following levels of maintenance and support for the duration of the contract. The following support must
be provided perpetually at no charge during the contract period, which begins the first business day after the software system is
installed and accepted by University.
a.
b.
c.
d.
Software maintenance on all software provided by the contract.
Software updates including new releases, versions, and fixes.
Documentation revisions, updates, and corrections.
Preventive maintenance inclusive of upgrades, fixes, patches, etc. shall be included in the cost.
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4.1.20
The University requires that communication between the SBT and the back-end systems be done via secure protocols, such as 128bit SSL v3 encryption.
4.1.21
The University requires GDS technology installation, training, and operational support of reservations to sustain the University's onsite agent operations offering full reservation services (air, lodging, vehicles, change/cancel, voids, etc.).
4.1.22
The University requires the delivery of monthly travel management reports, by institution and system-wide, detailing the following:








Summary of all tickets/reservations and how booked (SBT, full-service, agent assisted, etc.), including year-to-date totals
Summary of service fees charged by type (self-booking, full service, etc.)
Itinerary/trip detail by traveler
Business rule/policy exceptions
Program Value and Savings – including benchmarked savings of the UW System’s discounted rates versus published rates
(voids, salvaged, supplier discount/contracts use/savings, average ticket price, airfare reductions, other waivers/favors)
Expiring/Unused Tickets
New user registrations
Travel Arranger bookings by traveler
4.1.23
The University requires quotes for the lowest coach/economy fares accessible to the University.
4.1.24
The University requires that the SBT support the following University defined user roles and functional requirements of the role:
(1) Traveler: Employee who:







Has ability to self-register to use the system
Has ability to create and maintain profile information, including charge card information and travel
preferences
May have a combined role of Traveler/Travel Arranger
Can enter a charge card number at time of purchase
May NOT see complete charge card information after entry/saving
May designate a travel arranger to book on their behalf
Receives confirmation and e-receipt for all SBT reservations self-booked
(2) Travel Arranger: Departmental administrator who:




May be designated to book on behalf of another
Can enter a charge card number into the traveler profile
Can enter a charge card number at time of purchase
Can completely arrange travel for any traveler, including guests of the University.
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RFP MV-13-2542



Can book a trip against a charge card stored in the traveler's profile
Has ability to modify/add/inactivate traveler profiles.
Has ability to receive e-receipts/confirmations for all reservations booked
(3) Travel Administrator: Travel Manager or other SBT “Super User” who:






4.2
Can maintain overall configuration of policy and discounts
Can view and modify any profile in the system
Has ability to assign/modify any other role
Has ability to assign/modify access to system
Has ability to view reservation/trip information for any traveler
Has the ability to receive e-receipts/confirmation for all reservations booked
PROPOSER REFERENCES
Submit Attachment C (Form DOA-3478) with no fewer than three (3) references from higher education institutions or clients of
comparable size and complexity to the UWS, to which the proposer has provided services similar in scope within the past three (3)
years. Each reference is to include a contact person capable of answering technical questions and providing other relevant
information. References may be contacted to confirm the Proposer’s abilities and qualifications as stated in Proposer’s response.
The University may deem the Proposer’s response unacceptable if a reference cannot be contacted after reasonable attempts.
Please be certain to provide current contact information for your references.
4.3
FINANCIAL STABILITY
Submit a complete operating statement or annual report as of your last fiscal year of operations. Certification of this report by a
Certified Public Accountant may be required.
4.4
ORGANIZATIONAL STRUCTURE/CUSTOMER SERVICE
4.4.1
The University requires an account team, including a UW System account manager, to oversee all UW System travel program
action items. Explain how you will designate an implementation team consisting of key staff, including technology and operation
personnel, booking tool technology specialist, training and marketing personnel, and any other key members.
Submit names, biographies and/or resumes of agency representatives who will be assigned to the University of Wisconsin System’s
travel program account, and indicate which roles will be dedicated.
4.4.2
Provide proof of agency licensing, accreditation(s) and professional memberships.
4.4.3
Include a listing of all corporate locations, indicating from which location(s) tickets are fulfilled from; core hours of operation; brief
history of company, size and experience of staff.
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RFP MV-13-2542
4.4.4
On a company-wide basis, identify proposer’s agent retention rate:
Years Employed at Agency
>10
Number of Agents
6-10 Years
3-5 Years
1-2 Years
< 1 Year
Total Number of Agents:
4.4.5
Are there other services and programs that you recommend the University include, to better manage its system-wide travel
program? If so, describe these services, their benefits, and considerations for cost, implementation, and maintenance.
4.4.6
Describe your capabilities to support the University's travel program as liaison between the University and travel industry service
suppliers or organizations. List any special relationships you have with the industry or organizations that may benefit the
University's program.
4.4.7
Describe your capabilities to support the University's goals for future airline and other travel supplier (hotel, vehicle, etc.)
negotiations. Provide examples of any reports that illustrate volume and market share, service potential, utilization, number of
room nights, overlap and exclusive city pairs, etc.
4.4.8
The University prefers assistance in marketing efforts to ensure program acceptance, understanding of program benefits and to
increase adoption of the program. Identify any specific or creative suggestions to assist the University in marketing the program.
Describe the tools or assistance you'll need from the University to be most effective in this area.
4.4.9
How do you measure your overall effectiveness in providing travel management services to your customers? What do you try to
achieve? How do you rank the elements of success, and how do you report them?
4.4.10
Describe your company’s quality management tracking procedures and continuous improvement processes. Include an example
report that illustrates performance issues, plans for improvement, corrective actions taken and the progress made toward resolution
of stated issues and objectives. Please state if this activity is sub-contracted to another agency/party.
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RFP MV-13-2542
4.4.11
What methods do you propose to continually receive travel and arranger feedback? Please provide an example.
4.4.12
Describe all quality control functions you perform for reservations including:




Monitoring of lowest available fares
Monitoring of fare reductions
Preferred/contract supplier offerings (air, hotel, vehicles, etc.)
Preferred seating
List and provide explanation for other quality control checks performed.
4.4.13
Are you in compliance with the Sarbanes-Oxley Act?
4.4.14
Do you have a formal implementation schedule and project plan? Provide an example, which would include tasks to be performed,
such as SBT configuration and other pre-implementation activities, communication and training activities, quality assurance and risk
management steps, and key dates and milestones for each activity
4.4.15
Identify (i) what challenges you anticipate in servicing the University, (ii) how you will manage these challenges, and (iii) what
assistance you’ll require from the University.
4.4.16
Describe your ability to provide custom and ad hoc reporting to the University (i.e. institution/division fare savings).Describe any
other reports and/or analyses you recommend to support the University's travel program.
4.4.17
The University prefers a comprehensive and formalized training program for University travelers, travel arrangers, and University
travel management staff.



Describe all training delivery options (in-person presentations, classroom, webinar, online tutorial, etc.)
Describe your ability to develop and deliver role specific (see 4.1.24) training presentations to University institutions.
Can training materials be customized to address specific University needs?
Provide training content summaries and samples of training materials offered.
Describe any continuing training opportunities you provide to address new SBT users and staff turn-over.
Note: Additional costs for in person training should be included with the cost proposal (Attachment A)
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4.4.18
For after-hours and emergency support, what is the average response time for issue resolution? Explain the process and hierarchy
for issue escalation.
If after hours and emergency support is outsourced, explain the relationship and overall accountability for the delivered services.
What is the average response time for issue resolution, process and hierarchy for issue escalation?
Please provide statistics on performance standards.
4.4.19
Describe your procedure for complaint handling and reporting. How are complaints recorded? Describe how you work with clients
to resolve complaints.
4.4.20
The University requires an accounting system with ability to maintain and archive travel record and PNR information for later
access. A minimum archival access of seven (7) years is required. Describe your accounting system and how it will maintain
University records. Identify the maximum length of time records are maintained in your accounting database and how the
University will receive this information electronically, upon request.
4.5
SELF BOOKING TOOL
4.5.1
Indicate (i) the name(s) of the SBT(s) you are suggesting for the University, (ii) if the proposer owns the SBT(s), and (ii) the technical
relationship between the SBT(s) and the proposer’s GDS.
4.5.2
What is your experience with self-booking tools? Do you offer proprietary tool(s) or function as a system integrator (lease of SBT,
etc.)? How will your experience and tools help the University to expand and advance the recommended SBT program. Cite evidence
of your ability to successfully support an SBT for large clients and to rapidly achieve improved adoption rates.
4.5.3
What have your past/present clients, similar in size and scope of the University, experienced as an average adoption rate of the SBT?
For those clients that have high online adoption, what has driven the adoption rate?
4.5.4
The University prefers to accommodate many international users by providing an SBT that will support other languages. Does your
SBT solution provide alternative languages other than English? Explain any functionality.
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RFP MV-13-2542
4.5.5
The University prefers that the look of the SBT be customized for the University. Explain to what extent the look of the application
can be customized, including the layout, typeface, logos and colors of the interface.
4.5.6
Does the proposed SBT allow for the ability to configure and display University custom messages or news alerts? Explain
capabilities.
4.5.7
Does your SBT integrate with automated expense reporting technology, particularly with PeopleSoft Expense Management? Explain
any integration opportunities you offer the University regarding expense management solutions.
4.5.8
The University requires the SBT be available 24 hours per day with minimal down time. Provide details of scheduled downtimes
and downtime history for the past two years.
4.5.9
Is there a disaster recovery process for the SBT and any supporting sub-system(s)? Describe details of the system’s disaster recovery
processes, including specifics about mirror sites for continuity, backup and restoration procedures for full recovery of production
environment, recovery time objectives for this SBT and its supporting system(s) and provide any results from recent disaster
recovery tests.
4.5.10
Provide examples of standard user guides for the SBT based on the user roles and functional requirements in 4.1.24.
4.5.11
The University requires that the proposer's SBT configuration accommodate multiple email sub-domains. Please describe, in
detail, the process used to accommodate multiple email sub-domains within the SBT. If the configuration requires separate "sites"
(master/sister sites or multiple instances of SBT) please specify the requirement details.
4.5.12
The University Requires that the proposer’s SBT accommodate multiple institution and division names.26 different Institutions
comprise the UW System. Each institution may have over 100 divisions (college or division). The SBT configuration must
accommodate monitoring and reporting by institution and major division. If the configuration requires separate "sites"
(master/sister sites or multiple instances of SBT) please specify the requirement details.
4.5.13
Explain the new user registration process, including log on and password requirements for the SBT. Include examples of any
registration forms required.
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RFP MV-13-2542
4.5.14
Explain the SBT's capability to store primary work location (institution/division) for each registered user.
4.5.15
Explain how the SBT (i) maintains traveler profile data, including required (TSA, etc.) data elements and (ii) how profiles are updated
by travelers/arrangers and (iii) has the capability to store a registered user’s primary work area (campus/institution, division,
department etc.).
4.5.16
The University requires the SBT to display the widest variety of airfares offered, including non-GDS subscribing carriers (i.e.
Southwest) and any special web fares. Describe the ability to offer these fares. List all domestic and international air carriers
accessible from your SBT.
4.5.17
Explain how the SBT notifies users of expired charge cards or inaccurate reward numbers.
4.5.18
How does the SBT display the discounted /contracted price for airfare?
4.5.19
Does the SBT have the ability to display complete and detailed airfare rules? At which stage of the reservation process does this
occur?
4.5.20
Describe the SBT capabilities to include University travel policy. Explain how University travel policy can be applied to (i) limit
booking class (ii) denote preferred airlines, hotels, vehicle rentals, etc. (iii) denote University contracted airfares, hotels, vehicle
rentals, etc. (iv.) limit fares. Describe any other business rules/policy the SBT supports.
4.5.21
How are policy exceptions displayed in the SBT? Describe the process for displaying and working with exceptions.
4.5.22
Explain (i) how the SBT determines which fares to display initially (e.g. lowest fares, refundable fares), (ii) how this determination can
be tailored to the University's preferences (e.g. non-refundable fares first), and (iii) how this determination can be amended by the
user.
4.5.23
Does the user profile store user preferences? How do user preferences affect the display of fares/rates?
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RFP MV-13-2542
4.5.24
Explain SBT's functionality to offer University preferred lodging & vehicle contracts, discount agreements, or cooperative purchasing
arrangements. Describe (i) any other discount rate programs (hotels, vehicles, others) available through the SBT, and (ii) whether
offered programs are also available to travelers outside of the SBT (with agent).
4.5.25
Describe (i) if SBT allows the University to self-load airline or other contracts or whether all contracts must be loaded by the
proposer, and (ii) how point-of-sale contracts are stored.
4.5.26
Explain how the SBT determines which lodging or vehicle rental rate to display, how this determination can be tailored to the
University's preferences, and how this determination can be amended by the user.
4.5.27
Does the SBT have the ability to display complete and detailed lodging and vehicle reservation rules? At which stage of the
reservation process does this occur?
4.5.28
Does the SBT accommodate rail or other ground transportation (i.e. shuttle, bus,) reservations? Explain.
4.5.29
Explain any "filtering" that the SBT offers to find the best options for inventory and traveler preference (air, lodging, or vehicle).
4.5.30
Does the SBT allow users to save itineraries, existing or previous reservations, as a trip template for user in creating future
reservations? Can templates be shared with other users?
4.5.31
Does the SBT offer the ability to temporarily “hold” a reservation prior to purchase? Explain.
4.5.32
Does the SBT display seat maps when available?
4.5.33
Does the SBT provide capabilities for advance purchase of a preferred seat assignment or status upgrade? Describe the process.
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RFP MV-13-2542
4.5.34
Explain how the SBT notifies users of unavailability of seating or potentially oversold flights during the booking process.
4.5.35
Describe your agent assistance with reservations initiated in the SBT and when additional fees would apply.
4.5.36
What is the average wait time between self-booking and ticket fulfillment? What is the average time for users to receive ereceipt/confirmation?
4.5.37
What ability does the SBT have for making air changes on a pre-ticketing basis? Describe the process.
4.5.38
What ability does the SBT have for making air changes on a post-ticketing basis, including the standard 24 hour right to cancel?
Describe the process.
4.5.39
Does the SBT accommodate ticket credits, or unused values to be applied to future travel? Describe the process and use notification
messages for unused ticket values.
4.5.40
Provide an example of a detailed, complex itinerary confirmation and e-receipt from the SBT that includes air, car, hotel, passport
requirements, confirmation numbers, service fees and any other standard items (excise tax, etc.).
4.5.41
Does the SBT contain fields for chartfield numbers? Describe.
4.5.42
Does the SBT contain a field for business purpose of trip?
4.5.43
Does SBT support use of a Central Travel Account (CTA) or ghost card billing process? Explain the functionality.
4.5.44
If SBT supports a CTA, describe the functionality and any support of the reconciliation of charges? Provide examples of
reconciliation reports.
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RFP MV-13-2542
4.5.45
Does the SBT support any pre-trip and/or pre-ticketing authorization processes, including approvals? Explain and provide examples.
4.5.46
What other resources can be accessed through the SBT? (i.e. weather, city guides, currency conversion, etc.).
4.5.47
The University routinely makes reservations for non-employee travelers for University business purposes. Explain (i) how the
University travel arrangers can make reservations for non-employee travelers, and (ii) if a profile must be created or must already
exist for a non-employee traveler.
4.5.48
Does the SBT allow for more than one ticket to be booked at a time? Describe the process.
4.5.49
Does the SBT let users know how many seats are available on a selected flight? Explain.
4.5.50
Does the SBT allow for users to book tickets as a group? Describe the process.
4.5.51
Describe any limitations (group travel, international, etc.) of the recommended SBT. What do you recommend as
alternatives/solutions for the SBT limitations?
4.5.52
Does the SBT have a reservation cloning feature to be used for multiple bookings? Explain.
4.5.53
Do you offer any itinerary management solutions? Are there any download requirements or fees? Explain.
4.5.54
Describe the SBT's capability to provide on-demand and ad hoc reporting (i.e. what travel arranger booked for which traveler).
Describe and provide samples of the on-demand reports that are available from the SBT and outline the known benefits of each
report.
4.5.55
Provide contact information for any SBT user support groups, conferences, websites, etc.
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RFP MV-13-2542
4.6
TRAVEL MANAGEMENT SERVICES
4.6.1
The University requires quarterly reporting and an annual performance review based on quality and quantity of performance
measures. Reporting and performance reviews must include at a minimum, lost savings, benchmarking, supplier activity,
improvement and best practices to enhance the UW travel program goals.
4.6.2
Do you have a low fare guarantee? Explain.
4.6.3
Do you offer fare monitoring technology or processes? Describe.
4.6.4
The University requires full service reservations upon request, in accordance with University policies and standards. Describe your
full-service capabilities including any additional services offered:






International Rate Desk
International Consolidator Tickets
Group movement/rates
Meeting/Conference Planning
Passport/VISA Services
Others
4.6.5
The University prefers that all full service reservations are in accordance with University policies and standards. Once familiar with
University policies and standards, indicate your ability to identify policy exceptions, such as travelers refusing low fares in violation
of policy or, travelers not booking preferred hotel or rental car suppliers. Describe your ability to identify the above exceptions on a
pre-trip and post-trip basis, and your ability to document reasons for audit purposes.
4.6.6
How can you help the University manage its inventory of unused non-refundable airline tickets? Is there a best practice you
recommend?
4.6.7
Part of the University’s strategic initiative for the booking and payment of business travel includes presenting the SBT as a “onestop-shopping” experience. This would include booking both lodging and vehicles with local suppliers. The University is interested
in hearing about recommended options for funding self-booking fees lodging & vehicle only reservations (i.e. management fee)
instead of passing as on a per transaction basis. Please explain other options or recommended solutions.
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RFP MV-13-2542
4.7
ON SITE RESERVATION SUPPORT
The University System employs a full time, professional on-site agent for university guest services and bookings. This agent interacts
with department administrators, guests, and students. The university provides workspace, phone, computer hardware and Internet
connections. The agent maintains service and availability Monday – Friday during core business hours of 8 a.m. to 5 p.m. CST
throughout the calendar year.
4.7.1
The University requires GDS technology, training, and operational support to sustain the University's on-site agent operations to
enable full reservation services (air, lodging, vehicles, change/cancel, voids, etc.). What GDS will be provided to the on-site agent?
Describe your support services for these operations.
4.7.2
Are there any other GDS supporting technologies that must be implemented?
4.7.3
The University requires training for the GDS and any related applications to be used by the on-site agent. Describe the training
requirements and timeframe for training delivery.
4.7.4
Provide an example of the confirmation and e-receipt that will be used for on-site reservation charges.
4.7.5
Do you have a web-based reservation request form that could be adapted for use by our on-site agent? If not, are you willing to
create a web based reservation request form according to University specifications? Please provide an example if available.
5.0 TECHNICAL REQUIREMENTS
5.1
GENERAL TECHNICAL REQUIREMENTS
5.1.1
Describe the technology strategy of your company, including whether it is an internal process or sub-contracted to a third-party and
the number of Full Time Equivalents (FTEs) dedicated to technical support, and the percentage of your overall workforce dedicated
to technology research.
5.1.2
Are your technical operations Safe Harbor certified? Explain.
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RFP MV-13-2542
5.1.3
Data protection is of critical importance at the University. When complying with the University’s Standard Terms and Conditions,
how is your company prepared to safeguard University data privacy interests? Have your systems ever been breached? Please
describe all instances. Are you willing to be totally accountable for all ramifications of a potential breach?
5.1.4
Do you have technology staff responsible for programming that could be available to assist the University with IT development
projects (report creation, web-based forms, etc.) of benefit to the University's travel program? List any costs associated on
Attachment A, Cost Proposal.
5.1.5
How would you utilize the latest technological trends to improve or enhance service to the University?
5.1.6
Describe any other travel related IT projects and services that you have provided to other clients (i.e. expense reporting, automated
reconciliations, workflow routing, automated approvals, etc.).
5.1.7
Describe in detail the escalation process for technical issues and requests.
5.2
SELF-BOOKING TOOL TECHNICAL REQUIREMENTS
5.2.1
The University requires that communication between the SBT and the back-end systems be done via secure protocols, such as 128bit SSL v3 encryption. Describe the solution’s encryption methods and/or its ability to interface with the encryption software during
communication between client stations.
5.2.2
The University requires the following levels of maintenance and support for the duration of the contract. The following support
must be provided perpetually at no charge during the contract period, which begins the first business day after the SBT is installed
and accepted by University.
a. Software maintenance on all software provided by the contract.
b. Software updates including new releases, versions, and fixes.
c. Documentation revisions, updates, and corrections.
d. Preventive maintenance inclusive of upgrades, fixes, patches, etc. shall be included in the cost.
Discuss your approach to preventive maintenance. Clearly state how upgrades, fixes, and patches are applied and how system
downtime is handled.
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RFP MV-13-2542
5.2.3
The University has a "Travel Portal" in which University staff must authenticate with University issued log on and password. What
capabilities exist to efficiently handle registration and SBT log on through the University's portal?
5.2.4
Is application functionality fully accessible through a web client?
5.2.5
Is stand-along desktop application software required to utilize all features of the solution?
5.2.6
Is application functionality fully accessible to a person using a mobile device? Are there any download requirements or usage fees
for mobile functionality? Explain.
5.2.7
List the type(s) and version(s) of platforms supported (Windows, Mac, Lunux, etc).
5.2.8
Is the user interface and its functionality consistent across all supported desktop platforms? Describe any discrepancies and indicate
solutions or temporary work around solutions, as applicable.
5.2.9
Does the solution require client software installation? If so, what is installed by the user?
5.2.10
Is the solution fully functional when the user is using a non-administrative desktop account?
5.2.11
Describe the timeframe with which the vendor supports new OS versions (e.g. within 30 days of release to manufacturing)
5.2.12
List the type(s) and version(s) of browser software supported by the solution.
5.2.13
Is the user interface and its functionality consistent across all supported browser software? Describe any discrepancies and indicate
solutions or temporary work-around solutions, as applicable.
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RFP MV-13-2542
5.2.14
Does the solution require browser plug-ins? If so, what is installed by the user?
5.2.15
Describe any timeframe with which the vendor supports new browser versions (e.g. within 30 days of release to manufacturing).
5.2.16
List the average bandwidth requirement for various session types.
5.2.17
Does the content remain synchronized throughout the session?
5.2.18
Does the solution automatically reconnect if Internet outage occurs without losing content and disruption of service?
5.2.19
Provide a narrative describing proposed solution’s architecture in terms of scalability. Indicate how scale of use (concurrent
sessions, number or users) may impact performance and how problems would be corrected. How might the performance or
problem mitigation differ depending on the hosting option employed? Describe any limitations to scalability that may exist.
5.2.20
Provide a narrative describing a definition of acceptable performance, how it is measured, and how the system infrastructure
(software and hardware) can be scaled to maintain acceptable performance. Include specifics on how the server environment (web,
file, database, other) can be scaled an how load may be distributed to maintain acceptable performance.
5.2.21
Does the application support multiple institutions in a single instance? Please describe.
5.2.22
Does the application support multiple institutions in multiple instances? Please describe.
5.2.23
Can the application be maintained without disrupting users? Please describe.
5.2.24
Can the application be backed up without disrupting users? Please describe.
5.2.25
Can updates be applied without disrupting users? Please describe.
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RFP MV-13-2542
5.2.26
Can security patches be applied without disrupting users? Please describe.
5.2.27
Describe the procedure for notifying customers of anticipated service interruptions.
5.2.28
Describe how the solution integrates without customizations with the following software packages:
Microsoft Office Application Suite
Open Office Application Suite
Microsoft Exchange/Outlook Messaging Platform
Microsoft Office 365 Service
Adobe Acrobat Reader
Google Gmail
Google Docs
Zimbra
5.2.29
Does the SBT and registration process have single sign-on capability? Please describe the different options for single sign-on.
5.2.30
Describe how the solution integrates with an external authentication authority. The UW System’s preferred authentication
architecture is a federated Shibboleth architecture. In this architecture, user authentication is performed within the Shibboleth
based system.
5.2.31
Describe how the solution deploys within the Shibboleth authentication framework.
5.2.32
Describe customizations required to deploy the solution in a federated Shibboleth environment.
5.2.33
If the proposed solution cannot be integrated into a Shibboleth framework, describe how the proposed solution supports secure
user authentication with external directory services via secure protocols.
5.2.34
If the solution cannot be integrated into the Shibboleth framework, describe in detail the customizations and/or configurations
necessary to authenticate to the application with each of the following directory services:
Microsoft Active Directory
Novell eDirectory
Standards compliant LDAP
5.2.35
If the solution cannot be integrated into a federated Shibboleth framework, describe in detail how the proposed solution will
support authentication and access by multiple campuses to a single instance of the proposed solution.
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RFP MV-13-2542
5.3
ON SITE RESERVATION SUPPORT TECHNICAL REQUIREMENTS
5.3.1
The University requires that communication between the SBT and the back-end systems be done via secure protocols, such as 128bit SSL v3 encryption. Describe the solution’s encryption method and/or ability to interface with the encryption software during
communication between client stations.
5.3.2
Is application functionality fully accessible through a web client?
5.3.3
Is stand-along desktop application software required to utilize all features of the solution?
5.3.4
List the type(s) and version(s) of platforms supported (Windows, Mac, Lunux, etc).
5.3.5
Are the user interface and its functions consistent across all supported desktop platforms? Describe any discrepancies and indicate
solutions or temporary work around solutions, as applicable.
5.3.6
Does the solution require client software installation? If so, what is installed by the user?
5.3.7
Is the solution fully functional when the user is using a non-administrative desktop account?
5.3.8
Describe the timeframe with which the vendor supports new OS versions (e.g. within 30 days of release to manufacturing)
5.3.9
List the type(s) and version(s) of browser software supported by the solution.
5.3.10
Is the user interface and its functionality consistent across all supported browser software? Describe any discrepancies and indicate
solutions or temporary work-around solutions, as applicable.
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RFP MV-13-2542
5.3.11
Does the solution require browser plug-ins? If so, what is installed by the user?
5.3.12
Describe any timeframe with which the vendor supports new browser versions (e.g. within 30 days of release to manufacturing).
5.3.13
List the average bandwidth requirement for various session types.
5.3.14
Does the content remain synchronized throughout the session?
5.3.15
Does the solution automatically reconnect if Internet outage occurs without losing content and disruption of service?
5.3.16
Can the application be maintained without disrupting users? Please describe.
5.3.17
Can the application be backed up without disrupting users? Please describe.
5.3.18
Can updates be applied without disrupting users? Please describe.
5.3.19
Can security patches be applied without disrupting users? Please describe.
5.3.20
Describe the procedure for notifying customers of anticipated service interruptions.
5.3.21
Describe how the solution integrates without customizations with the following software packages:
Microsoft Office Application Suite
Open Office Application Suite
Microsoft Exchange/Outlook Messaging Platform
Microsoft Office 365 Service
Adobe Acrobat Reader
Google Gmail
Google Docs
Zimbra
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RFP MV-13-2542
5.3.22
Describe how the solution integrates with an external authentication authority. The UW System’s preferred authentication
architecture is a federated Shibboleth architecture. In this architecture, user authentication is performed within the Shibboleth
based system.
5.3.23
Describe how the solution deploys within the Shibboleth authentication framework.
5.3.24
Describe customizations required to deploy the solution in a federated Shibboleth environment.
5.3.25
If the proposed solution cannot be integrated into a Shibboleth framework, describe how the proposed solution supports secure
user authentication with external directory services via secure protocols.
5.3.26
If the solution cannot be integrated into the Shibboleth framework, describe in detail the customizations and/or configurations
necessary to authenticate to the application with each of the following directory services:
Microsoft Active Directory
Novell eDirectory
Standards compliant LDAP
5.3.27
If the solution cannot be integrated into a federated Shibboleth framework, describe in detail how the proposed solution will
support authentication and access by multiple campuses to a single instance of the proposed solution.
6.0 COST PROPOSAL
6.1
GENERAL INSTRUCTIONS ON PREPARING COST PROPOSALS
The cost proposal must be submitted in a separate envelope with the written proposal. The cost proposal will be scored using a
standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost. Various costing
methodologies and models are available to analyze the cost information submitted to determine the lowest costs to the University.
The University will select one method and use it consistently throughout its analysis. The cost methodology will be available at the
time that the proposals are due.
6.2
FORMAT FOR SUBMITTING COST PROPOSALS
See Attachment A for complete instructions on submitting a cost proposal.
6.3
FIXED PRICE PERIOD
All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for one hundred twenty (120)
calendar days starting on the due date for proposals.
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RFP MV-13-2542
7.0 SPECIAL CONTRACT TERMS AND CONDITIONS
7.1
PAYMENT REQUIREMENTS
The proposer must accept all major credit cards as payment for reservations made via the SBT.
7.2
LIQUIDATED DAMAGES
The contractor acknowledges that damages will be incurred by the University, in the amount of $4,000 per working day, not to
exceed one-half of the total of the contract, for every day past the agreed upon implementation date. The contractor agrees that
the University shall have the right to liquidate such damages, through deduction from the contractor's invoices, in the amount equal
to the damages incurred, or by direct billing to the contractor.
The contractor acknowledges that damages will be incurred by the University, in the amount of $800 for each 24 hour period the
SBT is unavailable for use, outside of scheduled maintenance, due to technical or other issues. The contractor agrees that the
University shall have the right to liquidate such damages, through deduction from the contractor's invoices, in the amount equal to
the damages incurred, or by direct billing to the contractor.
7.3
PRIME CONTRACTOR AND MINORITY BUSINESS SUBCONTRACTORS
The prime contractor will be responsible for contract performance when subcontractors are used. However, when subcontractors
are used, they must abide by all terms and conditions of the contract. If subcontractors are to be used, the proposer must clearly
explain their participation.
The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing
5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4),
16.75(5) and 560.036(2), Wisconsin Statutes. The University is committed to the promotion of minority business in the state's
purchasing program.
The State of Wisconsin policy provides that minority-owned business enterprises certified by the Department of Administration
should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged
to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such
enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to
such enterprises.
A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of
Administration, Office of the Minority Business Program, 608/267-7806. The listing is published on the Internet at:
http://www.doa.state.wi.us/dsas/mbe/index.asp.
7.4
EXECUTED CONTRACT TO CONSTITUTE ENTIRE AGREEMENT
In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, and the proposal of
the successful proposer, and additional terms agreed to, in writing, by the University and the contractor shall become part of the
contract. Failure of the successful proposer to accept these as a contractual agreement may result in cancellation of award.
The following priority for contract documents will be used if there are conflicts or disputes.
Official Purchase Orders
Vendor's Proposal Dated April 3, 2013 (Due date)
University Request for Proposal Dated March 7, 2013 (including any addenda issued)
37
RFP MV-13-2542
Standard Terms and Conditions
7.5
TERMINATION OF CONTRACT
The contract may be terminated by either party on the anniversary of the effective date in any subsequent year of the contract, if
either party provides the other party with written notice one hundred and eighty (180) days prior to such anniversary date.
The University may cancel this contract for breach, as determined by the University, for failure to comply with the terms and
conditions of the contract. This may include any cessation or diminution of service including but not limited to failure to maintain
adequate personnel, whether arising from labor disputes, or otherwise any substantial change in ownership or proprietorship of the
contractor which in the opinion of the University is not in its best interest.
The University shall provide ten (10) calendar days written notice of contract breach and unless within ten (10) calendar days such
neglect has ceased and arrangements made to correct, the University may cancel the contract by giving sixty (60) days’ notice in
writing by registered or certified mail of its intention to cancel this contract.
Should the University breach any terms or provisions of this contract, the contractor shall serve written notice on the University
setting forth the alleged breach and demanding compliance with the contract. Unless within ten (10) calendar days after receiving
such notice, the allegation shall be contested or such breach shall cease and arrangements be made for corrections, the contractor
may cancel the contract by giving sixty (60) days’ notice, in writing, by registered or certified mail of its intention to cancel this
contract.
The University may discontinue this contract, in whole or in part, without penalty at any time due to non-appropriation of funds.
8.0 STANDARD TERMS AND CONDITIONS
The University reserves the right to incorporate standard State contract provisions into any contract negotiated with any proposal
submitted responding to this RFP (Standard Terms and Conditions (DOA-3054) and Supplemental Standard Terms and Conditions for
Procurements for Services (DOA-3681)). Failure of the successful proposer to accept these obligations in a contractual agreement
may result in cancellation of the award.
38
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Standard Terms And Conditions
(Request For Bids / Proposals)
1.0
2.0
3.0
4.0
SPECIFICATIONS: The specifications in this request are the
minimum acceptable.
When specific manufacturer and
model numbers are used, they are to establish a design, type
of construction, quality, functional capability and/or
performance level desired.
When alternates are
bid/proposed, they must be identified by manufacturer, stock
number, and such other information necessary to establish
equivalency. The State of Wisconsin shall be the sole judge
of equivalency. Bidders/proposers are cautioned to avoid
bidding alternates to the specifications which may result in
rejection of their bid/proposal.
7.0
UNFAIR SALES ACT: Prices quoted to the State of
Wisconsin are not governed by the Unfair Sales Act.
8.0
ACCEPTANCE-REJECTION:
The State of Wisconsin
reserves the right to accept or reject any or all
bids/proposals, to waive any technicality in any bid/proposal
submitted, and to accept any part of a bid/proposal as
deemed to be in the best interests of the State of Wisconsin.
Bids/proposals MUST be date and time stamped by the
soliciting purchasing office on or before the date and time
that the bid/proposal is due. Bids/proposals date and time
stamped in another office will be rejected. Receipt of a
bid/proposal by the mail system does not constitute receipt
of a bid/proposal by the purchasing office.
DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications
shall be described fully, on the bidder's/proposer's letterhead,
signed, and attached to the request. In the absence of such
statement, the bid/proposal shall be accepted as in strict
compliance with all terms, conditions, and specifications and
the bidders/proposers shall be held liable.
QUALITY: Unless otherwise indicated in the request, all
material shall be first quality.
Items which are used,
demonstrators, obsolete, seconds, or which have been
discontinued are unacceptable without prior written approval
by the State of Wisconsin.
9.0
METHOD OF AWARD: Award shall be made to the lowest
responsible, responsive bidder unless otherwise specified.
10.0
ORDERING: Purchase orders or releases via purchasing
cards shall be placed directly to the contractor by an
authorized agency.
No other purchase orders are
authorized.
11.0
PAYMENT TERMS AND INVOICING:
The State of
Wisconsin normally will pay properly submitted vendor
invoices within thirty (30) days of receipt providing goods
and/or services have been delivered, installed (if required),
and accepted as specified.
QUANTITIES: The quantities shown on this request are
based on estimated needs. The state reserves the right to
increase or decrease quantities to meet actual needs.
5.0
DELIVERY: Deliveries shall be F.O.B. destination freight
prepaid and included unless otherwise specified.
6.0
PRICING AND DISCOUNT: The State of Wisconsin qualifies
for governmental discounts and its educational institutions
also qualify for educational discounts. Unit prices shall reflect
these discounts.
6.1
6.2
6.3
Invoices presented for payment must be submitted in
accordance with instructions contained on the purchase
order including reference to purchase order number and
submittal to the correct address for processing.
A good faith dispute creates an exception to prompt
payment.
12.0
Unit prices shown on the bid/proposal or contract shall
be the price per unit of sale (e.g., gal., cs., doz., ea.)
as stated on the request or contract. For any given
item, the quantity multiplied by the unit price shall
establish the extended price, the unit price shall
govern in the bid/proposal evaluation and contract
administration.
TAXES: The State of Wisconsin and its agencies are
exempt from payment of all federal tax and Wisconsin state
and local taxes on its purchases except Wisconsin excise
taxes as described below.
The State of Wisconsin, including all its agencies, is required
to pay the Wisconsin excise or occupation tax on its
purchase of beer, liquor, wine, cigarettes, tobacco products,
motor vehicle fuel and general aviation fuel. However, it is
exempt from payment of Wisconsin sales or use tax on its
purchases. The State of Wisconsin may be subject to other
states' taxes on its purchases in that state depending on the
laws of that state. Contractors performing construction
activities are required to pay state use tax on the cost of
materials.
Prices established in continuing agreements and term
contracts may be lowered due to general market
conditions, but prices shall not be subject to increase
for ninety (90) calendar days from the date of award.
Any increase proposed shall be submitted to the
contracting agency thirty (30) calendar days before
the proposed effective date of the price increase, and
shall be limited to fully documented cost increases to
the contractor which are demonstrated to be industrywide. The conditions under which price increases
may be granted shall be expressed in bid/proposal
documents and contracts or agreements.
In determination of award, discounts for early payment
will only be considered when all other conditions are
equal and when payment terms allow at least fifteen
(15) days, providing the discount terms are deemed
favorable. All payment terms must allow the option of
net thirty (30).
39
13.0
GUARANTEED DELIVERY: Failure of the contractor to
adhere to delivery schedules as specified or to promptly
replace rejected materials shall render the contractor liable
for all costs in excess of the contract price when alternate
procurement is necessary. Excess costs shall include the
administrative costs.
14.0
ENTIRE AGREEMENT:
These Standard Terms and
Conditions shall apply to any contract or order awarded as a
result of this request except where special requirements are
stated elsewhere in the request; in such cases, the special
requirements shall apply. Further, the written contract
and/or order with referenced parts and attachments shall
constitute the entire agreement and no other terms and
conditions
in
any
document,
acceptance,
or
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Standard Terms And Conditions
(Request For Bids / Proposals)
acknowledgment shall be effective or binding unless
expressly agreed to in writing by the contracting authority.
15.0
16.0
APPLICABLE LAW AND COMPLIANCE: This contract
shall be governed under the laws of the State of Wisconsin.
The contractor shall at all times comply with and observe all
federal and state laws, local laws, ordinances, and
regulations which are in effect during the period of this
contract and which in any manner affect the work or its
conduct. The State of Wisconsin reserves the right to
cancel this contract if the contractor fails to follow the
requirements of s. 77.66, Wis. Stats., and related statutes
regarding certification for collection of sales and use tax.
The State of Wisconsin also reserves the right to cancel this
contract with any federally debarred contractor or a
contractor that is presently identified on the list of parties
excluded from federal procurement and non-procurement
contracts.
ANTITRUST ASSIGNMENT: The contractor and the State
of Wisconsin recognize that in actual economic practice,
overcharges resulting from antitrust violations are in fact
usually borne by the State of Wisconsin (purchaser).
Therefore, the contractor hereby assigns to the State of
Wisconsin any and all claims for such overcharges as to
goods, materials or services purchased in connection with
this contract.
17.0
ASSIGNMENT: No right or duty in whole or in part of the
contractor under this contract may be assigned or delegated
without the prior written consent of the State of Wisconsin.
18.0
WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when
engaged in the production of materials, supplies or
equipment or the performance of contractual services, not
less than seventy-five percent (75%) of the total hours of
direct labor are performed by severely handicapped
individuals.
19.0
Contracts estimated to be over twenty-five thousand
dollars ($25,000) require the submission of a written
affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has
a workforce of less than twenty-five (25) employees.
Within fifteen (15) working days after the contract is
awarded, the contractor must submit the plan to the
contracting state agency for approval. Instructions on
preparing the plan and technical assistance regarding
this clause are available from the contracting state
agency.
19.3
Failure to comply with the conditions of this clause
may result in the contractor's becoming declared an
"ineligible" contractor, termination of the contract, or
withholding of payment.
PATENT INFRINGEMENT: The contractor selling to the
State of Wisconsin the articles described herein guarantees
the articles were manufactured or produced in accordance
with applicable federal labor laws. Further, that the sale or
use of the articles described herein will not infringe any
United States patent. The contractor covenants that it will at
its own expense defend every suit which shall be brought
against the State of Wisconsin (provided that such
contractor is promptly notified of such suit, and all papers
therein are delivered to it) for any alleged infringement of
any patent by reason of the sale or use of such articles, and
agrees that it will pay all costs, damages, and profits recoverable in any such suit.
21.0
SAFETY REQUIREMENTS: All materials, equipment, and
supplies provided to the State of Wisconsin must comply
fully with all safety requirements as set forth by the
Wisconsin Administrative Code and all applicable OSHA
Standards.
22.0
WARRANTY: Unless otherwise specifically stated by the
bidder/proposer, equipment purchased as a result of this
request shall be warranted against defects by the
bidder/proposer for one (1) year from date of receipt. The
equipment manufacturer's standard warranty shall apply as
a minimum and must be honored by the contractor.
23.0
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:
24.0
40
The contractor agrees to post in conspicuous places,
available for employees and applicants for employment, a notice to be provided by the contracting state
agency that sets forth the provisions of the State of
Wisconsin's nondiscrimination law.
20.0
NONDISCRIMINATION / AFFIRMATIVE ACTION: In
connection with the performance of work under this contract,
the contractor agrees not to discriminate against any
employee or applicant for employment because of age, race,
religion, color, handicap, sex, physical condition,
developmental disability as defined in s. 51.01(5), Wis.
Stats., sexual orientation as defined in s. 111.32(13m), Wis.
Stats., or national origin. This provision shall include, but
not be limited to, the following: employment, upgrading,
demotion or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the
contractor further agrees to take affirmative action to ensure
equal employment opportunities.
19.1
19.2
23.1
Maintain worker's compensation insurance as
required by Wisconsin Statutes, for all employees
engaged in the work.
23.2
Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which
might occur in carrying out this agreement/contract.
Minimum coverage shall be one million dollars
($1,000,000) liability for bodily injury and property
damage including products liability and completed
operations. Provide motor vehicle insurance for all
owned, non-owned and hired vehicles that are used in
carrying out this contract. Minimum coverage shall be
one million dollars ($1,000,000) per occurrence
combined single limit for automobile liability and
property damage.
23.3
The state reserves the right to require higher or lower
limits where warranted.
CANCELLATION: The State of Wisconsin reserves the
right to cancel any contract in whole or in part without
penalty due to nonappropriation of funds or for failure of the
contractor to comply with terms, conditions, and specifications of this contract.
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Standard Terms And Conditions
(Request For Bids / Proposals)
25.0
VENDOR TAX DELINQUENCY: Vendors who have a
delinquent Wisconsin tax liability may have their payments
offset by the State of Wisconsin.
26.0
PUBLIC RECORDS ACCESS: It is the intention of the state
to maintain an open and public process in the solicitation,
submission, review, and approval of procurement activities.
copy of a Material Safety Data Sheet for each item with the
shipped container(s) and one (1) copy with the invoice(s).
31.0
PROMOTIONAL ADVERTISING / NEWS RELEASES:
Reference to or use of the State of Wisconsin, any of its
departments, agencies or other subunits, or any state official
or employee for commercial promotion is prohibited. News
releases pertaining to this procurement shall not be made
without prior approval of the State of Wisconsin. Release of
broadcast e-mails pertaining to this procurement shall not be
made without prior written authorization of the contracting
agency.
32.0
HOLD HARMLESS: The contractor will indemnify and save
harmless the State of Wisconsin and all of its officers,
agents and employees from all suits, actions, or claims of
any character brought for or on account of any injuries or
damages received by any persons or property resulting from
the operations of the contractor, or of any of its contractors,
in prosecuting work under this agreement.
33.0
FOREIGN CORPORATION: A foreign corporation (any
corporation other than a Wisconsin corporation) which
becomes a party to this Agreement is required to conform to
all the requirements of Chapter 180, Wis. Stats., relating to a
foreign corporation and must possess a certificate of
authority from the Wisconsin Department of Financial
Institutions, unless the corporation is transacting business in
interstate commerce or is otherwise exempt from the
requirement of obtaining a certificate of authority. Any
foreign corporation which desires to apply for a certificate of
authority should contact the Department of Financial
Institutions, Division of Corporation, P. O. Box 7846,
Madison, WI 53707-7846; telephone (608) 261-7577.
34.0
WORK
CENTER
PROGRAM:
The
successful
bidder/proposer shall agree to implement processes that
allow the State agencies, including the University of
Wisconsin System, to satisfy the State's obligation to
purchase goods and services produced by work centers
certified under the State Use Law, s.16.752, Wis. Stat. This
shall result in requiring the successful bidder/proposer to
include products provided by work centers in its catalog for
State agencies and campuses or to block the sale of
comparable items to State agencies and campuses.
35.0
FORCE MAJEURE: Neither party shall be in default by
reason of any failure in performance of this Agreement in
accordance with reasonable control and without fault or
negligence on their part. Such causes may include, but are
not restricted to, acts of nature or the public enemy, acts of
the government in either its sovereign or contractual
capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargoes and unusually severe weather,
but in every case the failure to perform such must be beyond
the reasonable control and without the fault or negligence of
theparty
Bid/proposal openings are public unless otherwise specified.
Records may not be available for public inspection prior to
issuance of the notice of intent to award or the award of the
contract.
27.0
28.0
PROPRIETARY INFORMATION: Any restrictions on the
use of data contained within a request, must be clearly
stated in the bid/proposal itself. Proprietary information
submitted in response to a request will be handled in
accordance with applicable State of Wisconsin procurement
regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when
accepted, it is the vendor's responsibility to defend the
determination in the event of an appeal or litigation.
27.1
Data contained in a bid/proposal, all documentation
provided therein, and innovations developed as a
result of the contracted commodities or services
cannot be copyrighted or patented. All data, documentation, and innovations become the property of
the State of Wisconsin.
27.2
Any material submitted by the vendor in response to
this request that the vendor considers confidential and
proprietary information and which qualifies as a trade
secret, as provided in s. 19.36(5), Wis. Stats., or
material which can be kept confidential under the
Wisconsin public records law, must be identified on a
Designation of Confidential and Proprietary Information form (DOA-3027).
Bidders/proposers may
request the form if it is not part of the Request for
Bid/Request for Proposal package.
Bid/proposal
prices cannot be held confidential.
DISCLOSURE: If a state public official (s. 19.42, Wis.
Stats.), a member of a state public official's immediate
family, or any organization in which a state public official or a
member of the official's immediate family owns or controls a
ten percent (10%) interest, is a party to this agreement, and
if this agreement involves payment of more than three
thousand dollars ($3,000) within a twelve (12) month period,
this contract is voidable by the state unless appropriate
disclosure is made according to s. 19.45(6), Wis. Stats.,
before signing the contract. Disclosure must be made to the
State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite
601, Madison, Wisconsin 53703 (Telephone 608-266-8123).
State classified and former employees and certain University
of Wisconsin faculty/staff are subject to separate disclosure
requirements, s. 16.417, Wis. Stats.
29.0
RECYCLED MATERIALS: The State of Wisconsin is
required to purchase products incorporating recycled materials whenever technically and economically feasible.
Bidders are encouraged to bid products with recycled
content which meet specifications.
30.0
MATERIAL SAFETY DATA SHEET: If any item(s) on an
order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1)
41
State of Wisconsin
Department of Administration
Division of Agency Services
Bureau of Procurement
DOA-3681 (01/2001)
ss. 16, 19 and 51, Wis. Stats.
Supplemental Standard Terms and Conditions
for Procurements for Services
1.0
ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of
the bid/proposal of the successful contractor will become contractual
obligations if procurement action ensues.
3.2
Contractors shall agree as part of the contract for services that
during performance of the contract, the contractor will neither provide
contractual services nor enter into any agreement to provide services to
a person or organization that is regulated or funded by the contracting
agency or has interests that are adverse to the contracting agency. The
Department of Administration may waive this provision, in writing, if
those activities of the contractor will not be adverse to the interests of
the state.
2.0
CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:
By signing this bid/proposal, the bidder/proposer certifies, and in the
case of a joint bid/proposal, each party thereto certifies as to its own
organization, that in connection with this procurement:
2.1
The prices in this bid/proposal have been arrived at
independently, without consultation, communication, or agreement, for
the purpose of restricting competition, as to any matter relating to such
prices with any other bidder/proposer or with any competitor;
4.0
DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an
individual who is a State of Wisconsin employee or who is retained as a
contractor full-time by a State of Wisconsin agency from being retained
as a contractor by the same or another State of Wisconsin agency where
the individual receives more than $12,000 as compensation for the
individual’s services during the same year. This prohibition does not
apply to individuals who have full-time appointments for less than
twelve (12) months during any period of time that is not included in the
appointment. It does not include corporations or partnerships.
2.2
Unless otherwise required by law, the prices which have been
quoted in this bid/proposal have not been knowingly disclosed by the
bidder/proposer and will not knowingly be disclosed by the
bidder/proposer prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly
or indirectly to any other bidder/proposer or to any competitor; and
5.0
EMPLOYMENT: The contractor will not engage the services of
any person or persons now employed by the State of Wisconsin,
including any department, commission or board thereof, to provide
services relating to this agreement without the written consent of the
employing agency of such person or persons and of the contracting
agency.
2.3
No attempt has been made or will be made by the
bidder/proposer to induce any other person or firm to submit or not to
submit a bid/proposal for the purpose of restricting competition.
2.4
Each person signing this bid/proposal certifies that: He/she is
the person in the bidder's/proposer's organization responsible within
that organization for the decision as to the prices being offered herein
and that he/she has not participated, and will not participate, in any
action contrary to 2.1 through 2.3 above; (or)
6.0
CONFLICT OF INTEREST: Private and non-profit corporations
are bound by ss. 180.0831, 180.1911(1), and 181.0831 Wis. Stats.,
regarding conflicts of interests by directors in the conduct of state
contracts.
He/she is not the person in the bidder's/proposer's organization
responsible within that organization for the decision as to the prices
being offered herein, but that he/she has been authorized in writing to
act as agent for the persons responsible for such decisions in certifying
that such persons have not participated, and will not participate in any
action contrary to 2.1 through 2.3 above, and as their agent does hereby
so certify; and he/she has not participated, and will not participate, in
any action contrary to 2.1 through 2.3 above.
3.0
7.0
RECORDKEEPING AND RECORD RETENTION: The contractor
shall establish and maintain adequate records of all expenditures
incurred under the contract. All records must be kept in accordance
with generally accepted accounting procedures. All procedures must be
in accordance with federal, state and local ordinances.
The contracting agency shall have the right to audit, review, examine,
copy, and transcribe any pertinent records or documents relating to any
contract resulting from this bid/proposal held by the contractor. The
contractor will retain all documents applicable to the contract for a
period of not less than three (3) years after final payment is made.
DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:
3.1
Prior to award of any contract, a potential contractor shall
certify in writing to the procuring agency that no relationship exists
between the potential contractor and the procuring or contracting
agency that interferes with fair competition or is a conflict of interest,
and no relationship exists between the contractor and another person
or organization that constitutes a conflict of interest with respect to a
state contract. The Department of Administration may waive this provision, in writing, if those activities of the potential contractor will not be
adverse to the interests of the state.
8.0
INDEPENDENT CAPACITY OF CONTRACTOR: The parties
hereto agree that the contractor, its officers, agents, and employees, in
the performance of this agreement shall act in the capacity of an
independent contractor and not as an officer, employee, or agent of the
state. The contractor agrees to take such steps as may be necessary to
ensure that each subcontractor of the contractor will be deemed to be
an independent contractor and will not be considered or permitted to
be an agent, servant, joint venturer, or partner of the state.
42
9.0 REQUIRED FORMS
9.1
9.2
9.3
ATTACHMENT A – COST PROPOSAL
ATTACHMENT B – CONFIRMATION OF MANDATORY REQUIREMENTS
ATTACHMENT C – VENDOR REFERENCES
9.4
ATTACHMENT D - DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
(DOA-3027)
9.5
ATTACHMENT E -VENDOR INFORMATION (DOA-3477)
9.6
ATTACHMENT F – AFFIDAVIT
43
RFP MV-13-2542
ATTACHMENT A – COST PROPOSAL SHEET INSTRUCTIONS
(INFORMATIONAL ONLY – DO NOT RETURN WITH PROPOSAL)
The vendor must submit its Cost Proposal on the form provided in Attachment A according to the instructions
provided below. Failure to provide any requested information in the prescribed format may result in
disqualification of the proposal.
No mention of the cost proposal may be made in the response to the general or technical requirements of this
Request for Proposal.
The cost proposal should be submitted in a separate envelope with the written proposal. The proposal will be
scored using a standard quantitative calculation where the most points will be awarded to the proposal with the
lowest cost.
For ease in administration, communication and for customer acceptance the University desires a flat-rate service
fee schedule, as outlined in the grid below.




A transaction is defined as any travel reservation involving the issuance of an invoice for
air/car/hotel/rail/ and/or bus
Agent Assist is defined as any process involving an online reservation that requires the intervention of
agent labor.
Other fees or services requiring TMC services shall be priced per unit or per occurrence
Complex International Fee is defined as any international itinerary with two or more stops or with fare
breaks.
44
RFP MV-13-2542
ATTACHMENT A – COST PROPOSAL SHEET INSTRUCTIONS
(INFORMATIONAL ONLY – DO NOT RETURN WITH PROPOSAL)
For scoring purposes, the University will use the following transaction multipliers. For example, if a proposer
submits a price of $10.00 per online transaction fee, the University will use $100,000 for scoring purposes (10,000
transaction multiplier x $10.00).
Transaction Multipliers for Scoring Purposes
Service
Agent Assist
Full Service Fees:
Full Service Transaction Fee
Complex International Air Transaction
Hotel/Car Only Transaction
Rail Transaction
Voids, Cancels, Exchanges, Refunds
SBT Fees:
Online Transaction Fee
One time implementation fee for master/sister site(s)
customization, configuration and implementation
Agent Assisted Booking
Hotel/Car Only Transaction
Voids, Cancels, Exchanges, Refunds
Travel Management Fees:
Loading of Air, Hotel, & Car Contracts
After Hours Calls
Professional Service Fees (Consultation on travel projects)
Customized User, Training, or Marketing Materials
Single Sign On Development and Implementation
In Person Training (Inclusive of all travel costs)
Custom Report Development
On-Site Technology and Support Services
Annual Lease of GDS and supporting technology
Full Service Transaction Fee
Online Transaction Fee
Hotel/Car Only Transaction
Rail Transaction
Voids, Cancels, Exchanges, Refunds
45
Online Fees
x2,000
x200
x100
x10
x100
n/a
n/a
n/a
n/a
n/a
n/a
x 1
x10,000
n/a
n/a
n/a
n/a
x50
x250
x250
x10
x500
x50 (hrs)
x1
x1
x20
x10 (hrs)
n/a
n/a
n/a
n/a
n/a
n/a
n/a
1
n/a
n/a
n/a
5
n/a
n/a
n/a
n/a
n/a
n/a
n/a
RFP MV-13-2542
ATTACHMENT A – COST PROPOSAL
Proposer Name
Service
Agent Assist
Full Service Fees: (Required)
Full Service Transaction Fee
Complex International Air Transaction
Hotel/Car Only Transaction
Rail Transaction
Voids, Cancels, Exchanges, Refunds
SBT Fees: (Required)
Online Transaction Fee
One time implementation fee for master/sister site(s)
customization, configuration and implementation
Agent Assisted Booking
Hotel/Car Only Transaction
Voids, Cancels, Exchanges, Refunds
Travel Management Fees: (Required)
Loading of Air, Hotel, & Car Contracts
After Hours Calls
Professional Service Fees (Consultation on travel projects)
Customized User, Training, or Marketing Materials
Single Sign On Development and Implementation
In Person Training (Inclusive of all travel costs)
Custom Report Development
On-Site Technology and Support Services (Required)
Annual Lease of GDS and supporting technology
Full Service Transaction Fee
Online Transaction Fee
Hotel/Car Only Transaction
Rail Transaction
Voids, Cancels, Exchanges, Refunds
Optional (Non-scored) Fees
Bus Transaction
Group Transaction (10 or more):
Visa/Passport Service
Meeting/Conference Planning Services
Paper Tickets
Charge Card Reconciliation
Online Fees
n/a
n /a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
Provide pricing for all required items above. The University considers this list inclusive of all fees to be paid. If there is no charge for
an item, please list the cost as $0.
46
MV-13-2542
ATTACHMENT B – CONFIRMATION OF MANDATORY REQUIREMENTS
Can meet
specifications
Item
No.
Requirement
Yes
4.1.1
The University requires the operation of an ARC and IATA accredited travel agency or travel management
company.
4.1.2
The University requires a minimum of three (3) years of experience with online fulfillment.
4.1.3
The University requires an account team be assigned to the UW System, including an account manager, to
oversee all UW System travel program action items.
4.1.4
The University requires a SBT or online application that gives users ability to self-book air travel, vehicle rental,
and/or hotel lodging in real-time (i.e. similar to capabilities and look/feel of popular commercial sites) without
assistance. When required, the proposer will assist the user in completing the reservation when the user is
unable to complete the reservation self-service.
4.1.5
The University requires the SBT to display all University contract or discount prices in the SBT.
4.1.6
The University requires the SBT to display the widest variety of airfares offered, including non-GDS subscribing
carriers (i.e. Southwest) and any special web fares.
4.1.7
The University requires the SBT be available 24 hours per day with minimal down time.
4.1.8
The University requires full service reservations upon request, in accordance with University policies and
standards, including but not limited to: Domestic and International individual or group air, lodging, car, and
rail, with quotes and/or itinerary supplied via the internet, US Mail, fax and/or email.
4.1.9
The University requires that a customer service number for the University account be provided which is
accessible by toll free telephone number for all fulfillment related purposes. The toll-free number will allow
immediate access to a reservation agent to perform reservation support during core business hours (8 a.m. to
5:00 p.m. C.S.T.) at no additional fee per call.
The University requires a customer service number for the University account which is accessible by toll free
telephone number which will allow immediate access to a reservation agent to perform emergency itinerary
changes or other reservation assistance outside core business hours; Contractor shall be responsible for
ensuring that any subcontractor providing 24-hour after hours or emergency service complies with all
conditions of the contract.
In the event of emergencies (e.g., Presidential-declared disasters, evacuations, floods, hurricanes, etc.), the
University requires maintenance of all operations necessary to support the University. This includes facilitating
alternative methods of transportation and relocation of personnel for lodging.
47
No
MV-13-2542
ATTACHMENT B – CONFIRMATION OF MANDATORY REQUIREMENTS
Can meet
specifications
Item
No.
Requirement
Yes
4.1.10
4.1.11
The University requires SBT technical support be provided through online (email) and toll free telephone
number. The "help desk" and “help-line” must be staffed during core business hours of 8 a.m. - 5 p.m. C.S.T.,
Monday – Friday for response to questions received about the use of the SBT. Proposer must permit unlimited
support of the SBT with no additional fees.
The University requires a staff of accredited travel agents and account representatives for domestic and
international travel to provide 24x7x365 after-hours customer service &SBT support via a toll free phone
number.
4.1.12
The University requires duplicate e-receipts upon request and at no additional charge, when the original has
been lost or misplaced.
4.1.13
The University requires quarterly reporting and an annual performance review based on quality and quantity
of performance measures
4.1.14
The University requires the use of an accounting system and processes to maintain and archive UWS travel
records and PNR information for later access. A minimum archival access of seven (7) years is required.
4.1.15
The University requires the acceptance of all major credit cards (Visa, MasterCard, American Express and
Discover) through its SBT. The University requires that the Credit card processing system must be PCI
compliant to the latest standards. The University will not be assessed, or authorized users charged, any
additional fees, taxes, surcharges (i.e. merchant fees) in conjunction with credit card payments.
4.1.16
The University requires that the SBT configuration accommodate multiple email sub-domains. Institutions that
comprise the UW System utilize over 100 different email sub-domains, including over 75 for UW-Madison
alone. By standard, all domain names end in .edu.
4.1.17
The University Requires that the SBT accommodate multiple institution and division names.26 different
Institutions comprise the UW System. Each institution many have over 100 divisions (college/department).
The SBT configuration must accommodate monitoring and reporting by institution and major division.
4.1.18
The University requires complete documentation for the SBT/online application as outlined in section 4.1.18
4.1.19
The University requires levels of maintenance and support for the duration of the contract as outlined in
section 4.1.19.
4.1.20
The University requires that communication between the SBT and the back-end systems be done via secure
protocols, such as 128-bit SSL v3 encryption.
48
No
MV-13-2542
ATTACHMENT B – CONFIRMATION OF MANDATORY REQUIREMENTS
Can meet
specifications
Item
No.
Requirement
Yes
4.1.21
The University requires GDS technology installation training, and operational support of reservations to sustain
the University's on-site agent operations offering full reservation services (air, lodging, vehicles, change/cancel,
voids, etc.).
4.1.22
The University requires the delivery of monthly travel management reports, by institution and system-wide as
defined in section 4.1.22.
4.1.23
The University requires quotes for the lowest coach/economy fares accessible to the University.
4.1.24
The University requires that the SBT support the University defined user roles as outlined in section 4.1.24.
Proposer has read, understands, and will comply with all mandatory requirements listed above.
Proposer Name:
Date:
Signature:
Date:
49
No
RFP MV-13-2542
Attachment C – Vendor References
STATE OF WISCONSIN
Bid / Proposal #
MV-13-2542
DOA-3478 (R12/96)
VENDOR REFERENCE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the product(s)
and/or service(s) used for four (4) or more installations with requirements similar to those included in this
solicitation document. If vendor is proposing any arrangement involving a third party, the named references should
also be involved in a similar arrangement.
Company Name
Address (include Zip + 4)
Contact Person and Title
Phone No.
E-mail
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person and Title
Phone No.
E-mail
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person and Title
Phone No.
E-mail
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person and Title
Phone No.
E-mail
Product(s) and/or Service(s) Used
This document can be made available in accessible formats to qualified individuals with disabilities
50
RFP MV-13-2542
Attachment D – Designation of Confidential and Proprietary Information
STATE OF WISCONSIN
DOA-3027 N(R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal #
MV-13-2542
includes proprietary and confidential
information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept
confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this
bid/proposal response be treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept
confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as
follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or
process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and
not
being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Section
Page #
Topic
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED
HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF
CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE
STATE'S AGREEING TO WITHHOLD THE MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be
open to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The
undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified
above.
Company Name
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Type or Print
Date
___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
51
RFP MV-13-2542
Attachment E – Vendor Information
VENDOR INFORMATION FORM
VENDOR NOTE: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL
RESPONSE.
1.
Company and Contact Information
Company Name:
Company Website
Contact for questions regarding this Proposal
Name:
Telephone:
Fax
Email
Fax
Email
Fax
Email
Fax
Email
Fax
Email
Fax
Email
Contract Renewals / Problems
Name:
Telephone:
Sales Representative
Name:
Telephone:
Ordering / Expediting
Name:
Telephone:
Returns
Name:
Telephone:
Invoice Information
Name:
Telephone:
Affirmative Action (see Section 17 in Standard Terms and Conditions)
Name:
Address:
City/State/Zip:
Telephone:
Fax
Email
52
MV-13.2542
ATTACHMENT F – AFFIDAVIT
University of Wisconsin System
780 Regent Street
Madison, WI 53715
This completed affidavit must be submitted with the bid/proposal.
Proposer Preference: Please indicate below if claiming a proposer preference:
☐
Minority Business Preference (§ 16.75(3m), Wis. Stats.) – Must be certified by the Wisconsin Department of
Administration. If you have questions concerning the certification process, contact the Department of
Administration, 101 E Wilson St, 6th floor, PO Box 7970, Madison, WI, 53707 or (608) 267-9550.
☐
Work Center Preference (§ 16.752, Wis Stats.) Must be certified by the State of Wisconsin Use Board. If
you have questions concerning the certification process, contact the Wisconsin State Use Board, 101 East
Wilson St, 6th floor, PO Box 7867, Madison WI, 53707 or (608) 266-2553
American-Made Materials: The materials covered in our proposal were manufactured in whole or in
substantial part within the United States, or the majority of the component parts thereof were
manufactured in whole or in substantial part in the United States.
☐ Yes
☐ No
☐ Unknown
☐ N/A (Does not apply)
Services Performed in the United States (2009 Wis Act 136): All services provided to the University of
Wisconsin System or any of its campuses under this proposal will be performed in the United States.
☐ Yes
☐ No
☐ N/A (Does not apply)
Non-Collusion: In signing this proposal we also certify that we have not, either directly or indirectly, entered into any
agreement or participated in any collusion or otherwise taken any action in restraint of free trade; that no attempt has been
made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently
arrived at without collusion with any other proposer, competitor, or potential competitor; that this proposal has not been
knowingly disclosed prior to opening of proposals to any other proposer or competitor; that the above statement is accurate
under penalty of perjury.
We will comply with all terms, conditions, and specifications required by the State of Wisconsin in this Announcement of
Bid/Proposal and the terms of our Bid/Proposal.
Authorized Representative:
Title:
(Type or Print)
Authorized Representative:
Date:
(Signature)
Company Name:
Telephone:
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MV-13-2542
Checklist
MV-13-2542
Bid Submittal Checklist
Required Forms:
Signed Request for Proposal form (DOA 3261)
Attachment C - Completed Vendor Reference (DOA-3478)
Attachment D - Completed Designation of Confidential and Proprietary Information
Attachment E - Completed Vendor Information (DOA-3477)
Attachment F - Completed Affidavit
Other Requirements:
Attachment A, Cost Proposal
Attachment B, Confirmation of Mandatory Requirements
Completed narrative responses to sections 4.2-4.7 and 5.1-5.3
Note: This checklist is to help proposers ensure their submittal packet is complete. This sheet
does not need to be returned as part of the proposal submittal.
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