NBTA TMC TASK FORCE
AGENCY RFP
AUGUST 2003
Chairperson:
Stephanie Kashevaroff
Task Force Members:
Kathy Brandon
Stephanie Dillon
Rob Haislip
Gordon Locke
Michael Lyons
Joe Monaghan
Tanya Pope
Jennifer Richardson
Emily Roos
Yukari Sison
NBTA:
Allison Marble
NBTA TMC Task Force Agency RFP
August 2003 Version
1
Index/Table of Contents
1. Instructions for Participating in the RFP
2. RFP Timeline
3. Request for References/Agency Client Base
4. Objective
5. Company Background
6. Input Sheets for Corporations
7. Travel Management Profile
8. Service Configurations
9. Scope of Work – Basic and Optional Requirements
10. Implementation Plan
11. Costing Proposal
12. Insurance
13. Travel Glossary
NBTA TMC Task Force Agency RFP
August 2003 Version
2
1.
INSTRUCTIONS FOR PARTICIPATING IN THE RFP
Bidder should complete this RFP in its entirety and refer any questions to (contact name) via e-mail
only (or phone only) by __
___ (date and time).
Contact:
Email:
Phone:
Fax:
Your proposals should be in the following format: (please select the format appropriate for your
company):




Binder
E-mail
Disk/CD
Number of completed proposals required
If you intend to respond to this RFP, please complete "Intent to Respond" and fax to the above
contact name and fax number.
Please keep the contents of this RFP confidential, whether you intend to participate or not. If
participating, please complete and return the attached Non-Disclosure Agreement with your RFP
submission.
NBTA TMC Task Force Agency RFP
August 2003 Version
3
2.
RFP Timeline
Select from guidelines outlined below…. These steps include best practice timeline:
The timeline will vary based on your specific needs.
 Acknowledgement of RFP
3 days to acknowledge receipt of RFP
 Intent to Bid
7 days to submit intent to bid or decline to bid
 Agency Questions
5- 7 days, deadline for questions
 Response to RFP Question
7 business days
 Submission of RFP
US – 4 weeks from date of RFP issue date
International bids require more time
 Evaluation of RFP
may involve questions/clarifications from both parties
 Selection of Finalists
two – four weeks after receipt of RFP
 Notify Agencies not Selected
two – four weeks after receipt of RFP
 Site Visit
two – four weeks after receipt of RFP
 Best and Final Presentation
three to four weeks after receipt of RFP
 Announcement
firm date (one to two weeks after Best & Final
Presentation)
NBTA TMC Task Force Agency RFP
August 2003 Version
4
3.
Request For References
Agency Client Base and References Section
In evaluating potential travel management providers, it is important to consider the client base at
each company. This can help determine if the agency has had experience in servicing related
organizations. Additionally, speaking with current and past clients of the agencies can provide
valuable information to help in making the most informed decision.
Agency Industry Business Mix – Please provide the percentage of your company’s client base
that reside in each of these industries:
Industry
Percentage of
Client Base
Accounting/Finance/Banking
Agriculture
College/University/Education
Construction
Consulting
Consumer Products
Drug/Pharmacy
Engineering
Entertainment
Government
Industrial
Industry
Percentage of
Client Base
Legal
Manufacturing
Medical
Non-profit
Oil
Publishing
Retail
Sports
Telecom
Technology
Other
Agency Volume Business Mix – Please provide the number of accounts your agency has in each
of the following volume segments:
Size of Account
Number of
Accounts
Serviced
Under 1 M
1M– 5M
5 M – 15 M
15 M – 25 M
25 M – 50 M
50 M – 75 M
Over 75 M
Agency References – NBTA provides two approaches to obtain agency references. The key
distinction is the time frame during the bid process in which the company decides to request and
contact references. NBTA recommends that the company at bid select one of the following
procedures for securing references:
NBTA TMC Task Force Agency RFP
August 2003 Version
5
Reference Request Option One – (verbiage for Option One – to be inserted in the Request for
Proposal during the initial stages of this process.)
Please provide below the contact names of three current clients whose accounts you service, that
have similar size and scope to our company, who will serve as references.
Name of Company
Contact Name and Title
Contact Telephone
Contact Address
Length of time servicing account
Name of Company
Contact Name and Title
Contact Telephone
Contact Address
Length of time servicing account
Name of Company
Contact Name and Title
Contact Telephone
Contact Address
Length of time servicing account
Reference Request Option Two – (verbiage for Option Two – to be inserted in the Request for
Proposal during the initial stages of this process but deferring the requirement for the actual
references until later in the RFP/selection process.)
Your company will be required to provide the contact names for three current customers during
more advanced stages of this process. Please confirm your agreement to provide these names
that will serve as references.
Authorized representative's signature
NBTA TMC Task Force Agency RFP
August 2003 Version
6
4.
Objective
Please be specific on the objectives you would like to achieve through this RFP process.
Examples of Objectives
“The objective of this RFP is to assist XYZ Corporation in its efforts to consolidate its global travel
program. XYZ Corporation currently has 14 agencies servicing its account and it is our objective to
reduce it to one.”
Cost savings priority (immediate savings achieved by lower transactions costs, management fees or
service level changes.)
On-line booking tool (implementation of new tool or increasing adoption rate of existing program)
Agency consolidation (consolidate agencies used domestically and/or globally to a preferred
provider)
Geographic expansion (enfolding additional countries or territory into the travel program)
New configuration (travel manager is open to an entirely new configuration based on industry
trends and developments)
Enhanced Service Offerings (i.e., Service levels, security, disaster recovery)
Detail will be contained in the corporate input sheet
5.
Company Background
Provide a description of your Corporation. Contact your Corporate Communications Department for
input.
6.
Input Sheet for Corporations Seeking Travel Management Bids
The following list outlines information that should be completed by the company seeking agency services, and
submitted to each of the bidding organizations in the invitation to bid.
The purpose for this process is twofold: 1) provide each of the bidding agencies with the consistent
information on which to base their bid, allowing for a fair comparison to be done; and, 2) provide maximum
information for bidders so that the most comprehensive responses can be submitted.
Some companies might not have all of this information accessible, and therefore will be unable to provide it to
the bidders. Additionally, some companies may not feel that all of this information is necessary to provide.
This list is simply a “recommendation” of the maximum information that would be helpful in cultivating a
responsive bid response. Clearly, not every item needs to be included.
NBTA TMC Task Force Agency RFP
August 2003 Version
7
7.
Travel Management Program Profile
Please state your current configuration: i.e. Who does travel report to? One person manages
travel or committee, current travel policy, Account Mangement, Travel configuration…. On-site,
Reservation Center, Online, Data Requirements, Payment of Air, Transaction Fee or Management
Fee, Currently charge transaction fees at Point of Sale…What is your current traveler security
process?
8.
Service Configurations
9.
Scope of Work – Basic and Optional Requirements
The statement of work documents have been provided to give you examples of services that may be required
for your travel program. These documents provide the criteria for the agencies to present their services and
how they may differentiate themselves from their competitor. Please use the examples to develop the
questions for the bidding agencies.
Travel Agency Basic Business Travel Requirements
Travel Agency Optional Business Travel Requirements
E-Fulfillment Basic Business Travel Requirements
NBTA TMC Task Force Agency RFP
August 2003 Version
8
10.
Implementation Plan
If your organization is successful in being awarded Corporation’s business travel contract, explain
how you would implement your services by providing an implementation plan that:
 Outlines major action items
 Provides the implementation timeframe
 Outlines the transition from existing travel vendors
 Includes staff responsible for the implementation at each location/country
 Contingency plan during transition
 Provides agency process for creating traveler profiles
11.
Costing Proposal
12.
Insurance
Please consult with your HR, Legal, and/or Risk Management Department to see if this is required.
13.
Travel Glossary
NBTA TMC Task Force Agency RFP
August 2003 Version
9