Strategic Sourcing
Advisory Note to Departmental Travel Managers
Travel Services – ACCOMMODATION UPDATE
22 January 2013
Departments affected
This advisory note affects all departments and agencies that currently use the whole of Victorian Government
(the State) contract for the supply travel services.
What is happening?
As of 4 February 2013 all State bodies party to the Travel Services State Purchase Contract (SPC) will be required
to make all accommodation (hotel, motel, etc) bookings for Victorian Public Servants through the appointed
travel management company (TMC), this is currently FCm Travel Solutions.
This is a requirement for all interstate and international accommodation bookings, intrastate (within Victoria)
bookings are exempt.
Why?
There are a number of reasons for mandating the booking of accommodation through our TMC:

Current Savings/Policy Compliance: the State has negotiated rates for 2013 with a number of
accommodation providers that deliver value to your organisation in room types that are appropriate for
all travellers. By booking accommodation through our TMC you are able to ensure that not only are your
preferred hotels being chosen but also the appropriate room type, thus maximising savings through
compliance to travel policy.

Future Savings: in order to secure the best value for our travellers and savings for all your travel budgets
the Department of Treasury and Finance negotiates on behalf of the State. To do this effectively we
require accurate data in terms of the number of room nights we deliver to a city (both interstate and
internationally) and by hotel. We rely on our TMC to provide this data to us quarterly. Armed with more
complete data we are in a stronger position to negotiate lower room rates with accommodation
providers.

Duty of Care/Crisis Management: the State takes very seriously its responsibility in providing its travellers
with a level of safety and security when travelling. By making reservations through our TMC we are able,
via the TMC, to contact and make alternative arrangements for affected travellers in the case of
emergency or natural disaster.
What should you do?
Over the past few months FCm have been gathering data from each department as to their preferred hotels and
accommodation types. All this information has been now loaded onto E3.
Strategic Sourcing
Advisory Note to Departmental Travel Managers
As previously, travel bookers will have access to all hotels and motels available through FCm, the new advantage
is that FCm has been able to negotiate improved conditions and room rates based on each departments
preferences and policies. If a travel booker finds that a preferred hotel is not visible, please contact the
FCm account team and they will add the hotel immediately. Alternatively, Quickbeds is also available to book
hotels, however please be aware that booking via Quickbeds carries restrictions in use similar to those you
encounter if you booked via Wotif.
Please make contact with your FCm Account Manager to arrange training session for your travel bookers as soon
as possible.
Further information
For more information, please contact:
Department of Treasury and Finance
Kim Grant, Category Manager on 03 9651 1563 or email kim.grant@dtf.vic.gov.au
FCm Travel Solutions
(Department of Education and Early Childhood Development, Department of Planning and Community
Development, Department of Transport)
Andrew Fredrick, Account Manager on 0400 012 426 or andrew.fredrick@fcmtravel.com.au
(Department of Premier and Cabinet, Department of Business and Innovation, Department of Treasury
and Finance)
Steven Bracchi, Account Manager on 0401 846 016 or steven.bracchi@fcmtravel.com.au
(Department of Justice, Department of Sustainability and Environment, Victoria Police)
Nicole Meyer, Account Manager on 0417 543 509 or nicole.meyer@fcmtravel.com.au
(Department of Health, Department of Human Services, Department of Primary Industries)
Rebekah Smith, Account Manager on 0438 809 234 or rebekah.smith@fcmtravel.com.au