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HomeMy WebLinkAboutResolution - 5871 - Contract - Excel Travel - Travel Agent Services - 05/28/1998Resolution No. 5871 Item No. 24 May 28, 1998 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Contract with Excel Travel of Lubbock, TX, for travel agent services, and all related documents. Said Contract is attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this 28th day of May , 1998. Y SITTOMAYOR _ATTEST: Awl 1A Ka arnell, _City Secretary APPROVED AS TO CONTENT: Victor Kihnan urchasing Manager APPROVED AS TO FORM: /.tom.. Ik 14--t-1 William de Haas, Municipal Contracts Attorney W& WEXCEL-TRAVEL.res.doc ecdocs/May 18, 1998 Resolution No. 5871 Item No. 24 May 28, 1998 TRAVEL AGENCY SERVICES CONTRACT STATE OF TEXAS § COUNTY OF LUBBOCK § This contract, (the "Contract"), effective as of June 1, 1998, (the "Effective Date"), is by and between the City of Lubbock, (the "City"), a municipal. corporation, and Excel Travel, (the "Contractor"). WITNESSETH WHEREAS, the City desires to consolidate travel purchasing with one travel agency to save on travel costs and make travel arrarigements easier to arrange for City personnel; and WHEREAS, the Contractor is qualified and desires to contract with the City to be the City's travel agency; and WHEREAS, the City desires to contract with Contractor to provide travel services; and NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Contract, the City and Contractor hereby agrees as follows: TERM The term of this Contract commences on the Effective Date and continues without interruption for a term of one (1) year from and after the Effective Date. The term may be extended for two (2) additional one (1) year terms with the written consent of both parties. TERMINATION A. General. City may terminate Contract, for any reason, upon fourteen (14) days written notice to Contractor. B. Termination and Remedies. In the event the Contractor breaches any term and/or provision of this Contract the City shall be entitled to exercise any right or remedy Travel Agency Contract, City of Lubbock & Excel Travel Page 1 available to it at law or equity, including without limitation, immediate termination of this Contract and assertion of action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any other right or remedy and all other rights and remedies shall be cumulative. COMPENSATION By the tenth (10) day of each month, Contractor shall pay City ten (10) percent of the revenue Contractor earns under this Contract during the previous month. REPRESENTATIONS AND WARRANTIES A. Existence. Contractor is a corporation duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. B. Corporate Power. Contractor has the corporate power to enter into and perform this Contract and all other activities contemplated hereby. C. Authorization. Execution, delivery, and performance of this Contract and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of the Contractor. This Contract constitutes legal, valid, and binding obligations of the Contractor and is enforceable in accordance with the terms thereof. D. Contractor. Contractor maintains a professional staff and employs, as needed, other qualified specialists experienced in making travel arrangements, and are familiar with all laws, rules, and regulations, both state and federal, including, without limitation the applicable laws, regarding the activities contemplated hereby. E. Performance. Contractor will and shall conduct all activities contemplated by this Contract in a good and workmanlike manner, and comply with all laws, rules, and regulations, both state and federal, relating to commercial travel, as contemplated hereby. If any of the activities of the Contractor, or omissions of the activities required herein, shall cause, in whole or in part, liability or loss on the part of the City, it shall be deemed that the Contractor did not perform said activities (or omitted the performance of said activities) in a good and workmanlike manner. SCOPE OF SERVICES Contractor shall perform the services, which are described in Exhibit's A and B, which is attached to this Contract and made a part of it. Travel Agency Contract, City of Lubbock & Excel Travel Page 2 INDEPENDENT CONTRACTOR STATUS Contractor and City agree that Contractor shall perform the duties under this Contract as an independent contractor. The Contractor has the sole discretion to determine the manner in which the services are to be performed. ROWIRRV1405 A. General. Contractor shall procure and carry, at its sole cost and expense through the life of this Contract insurance protection hereinafter specified, in form and substance satisfactory to the City. City must approve all policies prior to the commencement of any activities whether performed by the Contractor, subcontractor, agents, or third parties. The insurance carver must be an insurance company authorized to transact business in the State of Texas and have a Best's Financial rating of A:VII. A Certificate of Insurance specifying each and all coverage shall be submitted to City prior to the execution of this Contract. All insurance shall be prepared and executed by the insurance company or it's authorized agents and shall contain an endorsement naming the City of Lubbock an additional insured. Written notice of cancellation or any material change will be provided thirty (30) days in advance of cancellation or change. All insurance, other than Workers' Compensation, shall provide a waiver of subrogation in favor of the City of Lubbock, and shall contain cross liability and severability clauses. B. Required Coverage. Contractor shall obtain and maintain policies of insurance throughout the Contract term in limits specified below. 1. Worker's Compensation. The Contractor shall maintain workers' compensation and employer's liability insurance coverage as required by statute. 2. Commercial General Liability. The Contractor shall maintain Commercial General Liability coverage endorsed to include premises/operations, contractual liability, independent contractors' and completed operations. The policy shall have a minimum of Three Hundred Thousand and no/100 Dollars ($300,000) combined single limit in the aggregate and per occurrence. 3. Commercial Automobile Liability. The Contractor shall maintain Commercial Automobile Liability coverage with a minimum of Three Hundred Thousand and no/100 Dollars ($300,000) combined single for Bodily Injury and Property Damage and shall include any auto or in the alternative, owned autos, non -owned autos and hired autos. C. Subcontractors. The Contractor shall require each subcontractor with whom it contracts to provide activities as contemplated by , this Contract, to obtain proof of insurance coverage as set forth herein, and to provide to Contractor, prior to such person performing any such activities, a Certificate of Insurance establishing such coverage. Travel Agency Contract, City of Lubbock & Excel Travel Page 3 COMPLIANCE WITH APPLICABLE LAWS Contractor shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Contract, and any amendments thereto. INDEMNITY Contractor shall indemnify and save harmless the City of Lubbock and its officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of any character, type, or description, including without limiting the generality of the foregoing all expenses of litigation, court costs, and attorney's fees for injury or death to any person, or injury to any property, received or sustained by any person or persons or property, arising out of, or occasioned by, the acts of Contractor, its agents or employees, in the execution of this Contract. CONFIDENTIALITY Contractor shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. EMPLOYMENT OF AGENTS Contractor may employ or retain agents, consultants, contractors, or third parties, to perform certain duties of Contractor under this Contract provided that Contractor is in no event relieved of any obligation under this Contract. Any such agents, contractors, or third parties retained and/or employed by Contractor shall be required to carry, for the protection and benefit of the City and Contractor and naming said third parties as additional insureds, insurance as described in the insurance article of this Contract. NOTICE A. General. Whenever notice from contractor to City or City to Contractor is required or permitted by this Contract and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand, (2) facsimile, or other reasonable means (in which case such notice shall be effective upon delivery), or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. Travel Agency Contract, City of Lubbock & Excel Travel Page 4 B. Contractor's Address. Contractor's address and numbers for the purposes of notice are: Excel Travel Attn: Rod Paine 5220 80" Street Lubbock, Texas 79424 Telephone: (806) 798-5999 Facsimile: (806) 798-2680 are: C. City's Address. The City's address and pumbers for the purposes of notice City of Lubbock Attn: Victor Kilman P. O. Box 2000 1625 13'hStreet Lubbock, Texas 79457 Telephone: (806) 775-2165 Facsimile: (806) 775-2164 D. Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party, referring specifically to this Contract, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. MISCELLANEOUS A. Captions. The captions for the articles and sections in this Contract are inserted in this Contract strictly for the parties' convenience in identifying the provisions to this Contract and shall not be given any effect in construing this Contract. B. Audit. Contractor shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal. business hours, Contractor's books and records with respect to this Contract between the Contractor and City. C. Records. Contractor shall maintain records that are necessary to substantiate the services provided by the Contractor. D. Assignability. Contractor may not assign this Contract without the prior written approval of the City. E. Successor and Assigns. This Contract binds and inures to the benefit of the City, Contractor, and their respective successors, legal representatives, and assigns. Travel Agency Contract, City of Lubbock & Excel Travel Page 5 F. Construction and Venue. THIS CONTRACT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS CONTRACT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstances, the remainder of this Contract and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Contract, and duly executed by the Contractor and City. I. Entire Agreement. This Contract, including Exhibit's A and B hereto, contains the Entire Contract between the City and Contractor, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. EXECUTED as of the Effective Date hereof. CITY OF LUBBOCK SMI- IM EXCEL TRAVEL By. AG Title: r sr J f Ar Travel Agency Contract, City of Lubbock & Excel Travel Page 6 APPROVED AS TO CONTENT: 4,"' W�"� a Mosqueda Director, Financia Services APPROVED AS TO FORM: William de Haas Municipal Contracts Attorney Travel Agency Contract, City of Lubbock & Excel Travel Page 7 REQUEST FOR PROPOSALS Travel Agent Services Victor Kalman, Purchasing Manager Ph: (806)775-2167 Fax: (806)775-2164 Email: VKilman@mail.ci.lubbock.tx.us RFP Data Proposal Number: 98025 Title: Travel Agent Services Issue Date: January 30, 1998 Pre -Proposal Meeting Day/Date: Wednesday, February 11, 1998 Time: 9:00 A.M. CST Location/Address: Purchasing Conference Room L04 1625 13th Street Lubbock, Texas 79401 Directions: Park in the parking lot adjacent to the City of Lubbock Municipal Building. Enter doors on east side of the building and take the escalator or elevator to the basement. Room L04 is located to your right as you exit the escalator. Proposal Due Day/Date: Wednesday, February 25, 1998 Time: 3:00 P.M. CST Location/Mail Address: Purchasing Conference Room L04 1625 13th Street Lubbock, Texas 79401 98025.doc Directions: Park in the parking lot adjacent to the City of Lubbock Municipal Building. Enter doors on east side of the building and take the escalator or elevator to the basement. Room L04 is located to your right as you exit the escalator. Page Number RFP Contents 1 Proposal Delivery, Time & Date 2 Pre -proposal Meeting 2 Clarification of Requirements 2 Addenda & Modifications 3 Examination of Documents and Requirements 3 Proposal Copies 3 Proposal Preparation Costs 3 Trade Secrets, Confidential Information 4 Disadvantaged Business Enterprise Requirements 4 Authorization to Bind Submitter of Proposal 4. Equal Employment Opportunity 4 Evaluation Process 4 Contract Award 5 Specifications 7 Proposal Submittal Form Tins on Doina Business With the City of Lubbock • Read the RFP documents thoroughly and follow all instructions and conditions. Complete all forms and submit all information requested. Failure to do so could result in rejection of your proposal. • Be sure that your proposal is submitted before the specified closing date and time. • Contact us before the RFP opening about concerns or proprietary specifications • Make the Purchasing Department the central point of all contact. • Obtain an executed contract before performing any services. • Follow up on submitted proposals and find out who won the award and what price. • Follow RFP advertisements in the local newspaper and on the Internet. • Get to know the purchasing needs of various City departments. • Keep the Purchasing Department informed of a change in address or name. • Maintain a good reputation for service and reliability.- • Ask questions. Sealed written replies to this RFP must be received in the Purchasing Department no later than the date, time and location indicated for the proposal due date. Submittal by fax is not acceptable. Note: This Invitation does not constitute an order for the goods or services specified. RFP #98025 Travel Agent Services, Page 2 REQUEST FOR PROPOSALS RFP #98026 Travel Agent Services January 30, 1998 Please submit PROPOSALS for the following not later than 3:00 p.m., Wednesday, February 25, 1998: INSTRUCTIONS TO PROPOSERS All proposers must familiarize themselves with the following Instructions to Proposers: 1. PROPOSAL DELIVERY, TIME & DATE a) The City of Lubbock will receive written and sealed proposals for Travel Agent Services Until !Close Timel P.M. CST rClose Datel, at the office listed below_. Proposals received after that date and time will not be opened. Each proposal and supporting documentation must be in a sealed envelope or container plainly labeled in the lower left-hand corner. "RFP 098025, Travel Agent Services" and the proposal opening date and time. Proposers must also include their company name and address on the outside of the envelope or container. Proposals must be addressed to: Victor Kilman Purchasing Manager City of Lubbock 1625 13th Street, Room L-04 Lubbock,Texas 79401 b) Proposers are responsible for making certain proposals and proposed contracts are delivered to the Purchasing Department. Mailing of a proposal does not ensure that the proposal will be delivered on time or delivered at all. If proposer does not hand deliver proposal, we suggest that he/she use some sort of delivery service: that provides a receipt. c) Proposals will be accepted in person, by United States Mail, by United Parcel Service, or by private courier service. No proposals will be accepted by':oral communication, telephone, electronic mail, telegraphic transmission, or telefacsimile transmission. Proposals may be withdrawn prior to the above scheduled time set for closing of the proposals. Any proposal received after the date and hour specified will be rejected and returned unopened to the proposer.' d) The City of Lubbock reserves the right to postpone the date and time for opening proposals through an addendum. 2. PRE -PROPOSAL MEETING 98025.doc a) For the purpose of familiarizing proposers with the requirements, answering questions, and issuing addenda as needed for the clarification of the Request for Proposal (RFP) documents, a are -proposal meeting will be held at 9:00 a.m., Wednesday, February 11, 1998, in Purchasing Conference Room L04,162513' Street, Lubbock, Texas. All persons attending the meeting will be asked to identify themselves and the prospective proposer they represent. b) It is the proposer's responsibility to attend the pre -proposal meeting, though the meeting is not mandatory. The City will not be responsible for providing information discussed at the pre -proposal meeting to proposers. who do not attend the pre -proposal meeting. C) The City of Lubbock does not discriminate against person with disabilities. City of Lubbock pre -proposal meetings are available to all persons regardless of disability. If you would like information made available in a more accessible format or if you desire assistance, please contact the City of Lubbock Human Relations Office, 1625 13th Street, (806)775-2281 at least 48 hours in advance of the meeting. 3. CLARIFICATION OF REQUIREMENTS a) It is the intent and purpose of the City of Lubbock that this request permit competitive proposals. It shall be the proposer's responsibility to advise the Purchasing Manager if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the City of Lubbock Purchasing Office no later than five (5) business days prior to the proposal due date. A review of such notifications will be made. b) All requests for additional information or clarification concerning this Request for Proposals (RFP) must be submitted in writing no later than five (5) business days prior to the proposal due date and addressed to: Victor Kilman, Purchasing Manager City of Lubbock Box 2000 Lubbock, Texas 79457 Fax: (806) 775-2164 Email: VKilman@mail.ci.lubbock.tx.us 4. ADDENDA & MODIFICATIONS a) Any proposer In doubt as to the true meaning of any part of the specifications or other documents may request an interpretation thereof from the Purchasing Manager., At the request of the.proposer, or in the event the Purchasing Manager deems the interpretation to be substantive, the interpretation will be made by written addendum issued by; the Purchasing Manager. Such addendum issued by the Purchasing Manager will be sent to all proposers receiving the original RFP and will become part of the RFP package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. - In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock Purchasing Manager no later than five (5) business days prior to the proposal due date. b) All addenda, amendments, and interpretations of this solicitation shall be in writing. The City of Lubbock shall not be legally bound by and amendment or interpretation that is not in writing. Only information supplied by the City in writing or in this RFP should be used in preparing proposal responses. All contacts that a proposer may have had before or after receipt of this RFP with any individuals, employees, or representatives of the City and any information that may have been read in any news media or seen or heard in any communication facility regarding this proposal should be disregarded in preparing responses. RFP #98025 Travel Agent Services, Page 2 C) The City does not assume responsibility for the receipt of any addendum sent to proposers. d) A copy of all addenda issued must be signed and returned with your proposal. 5. EXAMINATION OF DOCUMENTS AND REQUIREMENTS a) Each proposer shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the services being offered meet the intent of these specifications. b) Before submitting aproposal, each proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP. 6. PROPOSAL COPIES a) Proposers must submit one original and five (5) copies of their proposal and a proposed contract. The proposer must also include a proposed contract on a 3.5" diskette in either Microsoft Word for Windows or ASCII format. b) All proposals must include this RFP and any subsequent addenda. The proposer must sign and date their proposal in the space provided on the Proposal Submittal Form. C) All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by proposers shall become the property of the City of Lubbock when received. 7. PROPOSAL PREPARATION COSTS a) Issuance of this RFP does not commit the City of Lubbock, in any way, to pay any costs incurred in the preparation and submission of a proposal. b) The issuance of this RFP does not obligate the City of Lubbock to enter into contract for any services or equipment. c) All costs related to the preparation and submission of a proposal shall be paid by the proposer. 8. TRADE SECRETS, CONFIDENTIAL INFORMATION AND, THE TEXAS PUBLIC INFORMATION ACT a) If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. b) Proposals will be opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection'after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection. c) The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the RFP #98025 Travel Agent Services, Page 3 Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester. d) Marking your entire proposal CONFIDENTIAUPROPRIETARY is not in conformance with the Texas Open Records Act. 9. DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS a) The City of Lubbock hereby notifies all proposers that in regard to any contract entered into pursuant to this RFP, Disadvantaged Business Enterprises (DBE's) will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. b) A DBE is defined as a small business concern which is at least 51 % owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51 % of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian -Indian Americans. 10. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL a) Proposals are to be signed by an officer of the company authorized to bind the submitter to its provisions. Proposals are to contain a statement indicating the period during which the proposals will remain valid. A period of not less than ninety (90) days is required. b) Failure to manually sign proposal will disqualify it. 11. EQUAL EMPLOYMENT OPPORTUNITY a) Proposer agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws. 12. EVALUATION PROCESS a) All proposals will be evaluated by an evaluation committee and may include senior management representatives, a financial officer, and/or an independent consultant. b) Respondents to this RFP may be required to submit additional information that the City may deem necessary to further evaluate the proposer's qualifications. c) The committee will evaluate and numerically score each proposal in accordance with the evaluation criteria included in the Request for Proposal. d) The committee will arrive at a short list of the top respondents and these short-listed respondents may be scheduled for a structured oral presentation and interview. Such presentations will be at no cost to the City of Lubbock;' At the end of the oral presentation and interview, the evaluation of the short-listed respondents will be completed. The oral interview may be recorded and/or videotaped. 13. CONTRACT AWARD a) Any contract award as a result of this RFP will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City of Lubbock considering the relative importance of price and the other evaluation factors included in the RFP. b) The City of Lubbock do not guarantee that any contract will be awarded as a result of this RFP. RFP 1!98025 Travel Agent Services, Page 4 CITY OF LUBBOCK REQUEST FOR PROPOSALS #98025 Travel Agent Services 11. SPECIFICATIONS 1 INTENT a) The City of Lubbock (hereinafter called "City") is seeking proposals from qualified travel agents to provide travel -related services to City of Lubbock employees and other designated persons traveling on behalf of the City of Lubbock. b) It is the intent of the City to award a centralized travel agent services contract as a result of this solicitation. Award will be made to either a single agent or to an association, joint venture, or a consortium of travel agents.' C) In issuing this solicitation, the City desires to implement controls over the procurement of travel services, with the overall goals being to improve services received and reduce incremental expenses incurred, thereby making more efficient use of taxpayer funds. d) The information contained within this document is intended to provide interested firms with the requirements and criteria that will be used to make the selection. 2 GENERAL INFORMATION a) Statistics: (1) Employment —Approximately 1700 Full -Time Employees (2) FY97-97 Travel Agency Expenditures by the City - $141,987* (3) FY96-97 Rental Car Expenditures by the City- $12,487* *Does not include reimbursements by the City to employees for air, lodging, rental car and other travel related expenses. The Training & Travel Budget Amount for FY97-98 is $672,615. b) City sponsored charge cards (MasterCard) are made available to City employees for the purpose of paying for travel related expenses incurred for official business travel. 3 SCOPE OF SERVICES REQUESTED Services to be provided under this solicitation are available to all City employees, elected City officials, and appointed City officials. 4 TERM OF CONTRACT Any contract that results from this solicitation shall be for a period of one year from the date of contract award, with an exclusive option by the City to renew on an annual basis thereafter for two additional one-year terms. 5 NO GUARANTEE OF VOLUME The City dose not guarantee any amount of travel to result from a contract awarded pursuant to this solicitation. Any estimated quantities provided herein are for information purposes only and do not constitute any guarantee of minimum volume. 6 FORM OF PAYMENT The City intends to use as a form of payment for charges incurred, MasterCardO accounts established with a major charge card vendor under a separate contractual agreement. RFP #98025 Travel Agent Services, Page 5 7 INCENTIVES EARNED RESULTING FROM CITY BUSINESS Any incentives or other benefits earned by the selected travel agent from travel providers as a result of any business provided by the City shall be made available for use by the City whenever possible. This shall include, but shall not be limited to, any free or reduced -rate air transportation, lodging or ground transportation. 8 QUALIFICATION DATA a) Persons submitting proposals in response to this solicitation must meet the following basic minimum qualifications to be considered for award of any resulting contract: I) Be a travel agent, which is defined as any individual, corporation, association, partnership, company or firm which has been designated as a duly appointed industry agent of the airlines by the Airlines Reporting Corporation and the International Airlines Travel Agent Network, or an airline, company, corporation, association, partnership or firm owned by an airline or group of airlines which provides travel reservations and ticketing services and is not subject to appointment and certification by the Airlines Reporting Corporation or the International Airlines Travel Agent Network to provide such services. ii) Have automation systems in place to make reservations and to capture travel data for management reporting purposes. iii) Have a minimum of two years business experience in providing reservations and ticketing services for airline, hotel and rental car requirements. In the case of associations, joint ventures and/or consortiums formed in order to respond to this solicitation, at least one participant or member must meet this requirement. b) Interested firms and individuals shall submit their qualifications by completing the Proposal Submittal Form, enclosed herein. C) The completeness and accuracy of the data provided by each firm will be considered in the selection process, in addition to the content of the data. Additional data and/or material related to the qualification of a firm may also be submitted; however, such data and/or material may or may not be given value when considering the qualification of a firm. 9 EVALUATION CRITERIA All proposals will be evaluated by a team to include but not be limited to City of Lubbock members, legal counsel, and independent consultant(s). The following shall be considered in evaluating proposals received in response to this solicitation: a) Financial Proposal (30%) — Financial incentives and programs. b) Customer Services'(25%) The'ability of the proposer to provide telephone, after hours and emergency service, reservations and information services, reporting services, inbound services, and other supplemental services. C) Existing Service Capabilities (20%) - This shall include the commitment made by the proposer to provide adequate staffing and resources to service City travel requirements and administration procedures. d) Company Profile (20%) - The demonstrated experience and qualifications of the proposer to provide travel agent services. e) Professional Partnerships (5%) — Memberships in professional organizations. RFP #98025 Travel Agent Services, Page 6 PROPOSAL SUBMITTAL FORM CITY OF LUBBOCK REQUEST FOR PROPOSALS #98025 Travel Agent Services A EXISTING SERVICE CAPABILITIES The following minimum service level requirements are considered important in maintaining quality performance. If your travel firm does not currently possess some or all of these capabilities, but states that the capabilities will be in place by the award's contract date, you must provide evidence of your ability to provide these services to the complete satisfaction of the City of Lubbock before the start of the contract period. Please mark the following service statements with an "X" in the section best describing your company's existing service capabilities: The selected agency must utilize an automated computer reservations system that provides current information on flight availability and fares. ( X ) ( ) ( ) Currently Possess Will possess by contract Do not possess and start-up do not plan to provide The selected agency must utilize an accounting system that interfaces with the computer reservations system and is capable of providing monthly travel management reports. ( X ) ( ) ( ) Currently Possess Will possess by contract Do not possess and start-up do not plan to provide 3 The selected agency should guarantee the City of Lubbock travelers will be offered the lowest logical airfare, and must be prepared to display the mechanics for securing the lowest available airfare. ( X ) ( ) ( ) Currently Possess Will possess by contract Do not possess and start-up do not plan to provide 4 The selected agency must provide staffing to ensure quality control of reservations booked for City of Lubbock travelers. Quality control audits must be conducted routinely with established procedures. ( X ) ( ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 5 The selected agency must provide free ticket and travel document delivery to City of Lubbock travelers. ( X ) ( ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 6 The selected agency must be able to provide toll-free emergency and after hours reservations service to City of Lubbock travelers. ( X ) ( ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide RFP #98025 Tavel Agent Services, Page 7 7 The selected agency must be able to provide advance seat selection on airlines that offer advance seat selection, and applicable boarding passes. ( X ) ( ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 8 The selected agency must hold Airline Reporting Corporation (ARC) accreditation and agents who are assigned to the City of Lubbock account must have minimum travel consultant experience of two years. ( X ) ( ) l 1 Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 9 The selected agency must dedicate a minimum of one agent to the City of Lubbock account. ( X ) ( ) ( ) Currently Possess Will Possess by contrail Do not possess and start-up do not plan to provide 10 The selected agency must possess adequate financial resources to service the City of Lubbock's travel needs without interruptions. ( X ) ( ) ( ) Currently Possess Will Possess by contrail Do not possess and start-up do not plan to provide 11 The selected agency should display capabilities of communicating with the City of Lubbock community via electronic mail services. ( X ) ( ) ( ) Currently Possess Will Possess by contrail Do not possess and start-up do not plan to provide 12 The selected agency must be available to the City of Lubbock travelers during normal business hours of 8:00 am to 5:00 pm Monday through Friday throughout the year. ( X ) ( ) ( ) Currently Possess Will Possess by contrail Do not possess and start-up do not plan to provide 13 The selected travel agency must display Corporate travel experience by providing corporate account references. ( X ) ( ) ( ) Currently Possess Will Possess by contrail Do not possess and start-up -_ do not plan to provide IS COMPANY PROFILE Please complete each question in the space provided. Answers should be complete and concise. Please note any proprietary information. 1 Provide a general description of your firm and.its financial, physical and personnel resources See attached 2 Attach biographical information on the principals of your company, including specific, pertinent experience, accomplishments and professional recognition; also, the names and business positions of all members of your board of directors. 3 How many years has your organization been in business? 13 RFP #98025 Travel Agent Services, Page 8 4 How many years has your firm been in business under its present business name? 3yr3mo 5 If a corporation, provide the following: Name and Address:, Excel. Travel, Inc., 5220 80th, Lubbock. Texas 79424 Date of Incorporation: June 1995 State of Incorporation: Texas President's Name: Allan Judah Vice President's Name: N/A Secretary's Name: Benny Judah Treasurer's Name: Benny Judah Corporation Address: same as above 6 If an individual or a partnership, provide the following: Date of Organization: N/A Name and Address: N/A Names of Partners: N/A 7 If other than a corporation or partnership, describe organization and name principals: N/A 8 List all states in which your firm is legally qualified to do business:woridwide 9 Provide a list and explanation of any Travel Agent Servicescontract with your company that expired and was not renewed, was canceled, revolted, etc., and include addresses and telephone numbers. None 10 Describe any litigation in which this firm is' presently involved and/or has been involved during the past five years (attach explanation if necessary). None 11 Attach a list of all contracts your firm has in -progress for Travel Agent Services, giving the RFP 498025 Travel Agent Services, Page 9 owner's name, with responsible individual and phone number identified. 12 Attach a list of all contracts your firm has completed for Travel Agent Services in the past five years, giving the contract amount and principal staff and management people associated with the work. 13 Bank references: Plains National Bank—Brian Heflin 14 Amount of general liability insurance carried? $10 million 15 Provide a general description of your financial condition, and attach annual financial statements for your company's last three years of operation. see attached 16 What was your travel firm's (locally based) total airfare dollar volume for calendar year 1997 (or last fiscal year)? $12 million 17 If you are a member of a consortium, corporation, or a national travel company, what was the total airfare dollar volume for the entire company during calendar year 1997 (or last fiscal year)? GEM Consortium—$8.5 billion 18 What percentage of your locally based operation is devoted to: 60 corporate travel? 40 leisure/vacation? 19 Does your travel firm negotiate corporate hotel rates? X YES NO 20 Are you able to supply the City of Lubbock with a directory of your firm's travel services? X YES NO 21 What is the average experience level (in years) of travel consultants who would be assigned to service the City of Lubbock account? 12 YRS RFP #98025 Travel Agent Services, Page 10 22 Please provide the names of three of your corporate clients including addresses, telephone numbers, and a contact person for each, below: NTS Communications P.O. Box 10730, Lubbock, Texas 79408 -Barbara Andrews -762-4565 Industrial Molding, 616E Slaton Rd., Lubbock, Texas 79404 -Jim Earsley-474-1068 Polka Lambro 'P O Box 1340, Tahoka Texas 79373 -Mickey Simms -924-7234 23 Please indicate the number of full-time personnel who would be assigned to service the City of Lubbock account. Note: It is understood that employees noted below do not necessarily need to be headquartered in the same office as service -agents. 4 travel consultants 1 delivery persons 1 supervisors/team leaders 1 production/assembly agents 1 group travel agents 1 office manager 1 quality control agent 1 data processing 1 account services manager 1 international fare specialist 24 Does your travel firm have a dedicated group -travel specialist? X YES NO If YES, what is the experience level (in years) of that specialist? 15 YRS 25 Has your firm any experience in team and sports travel? X YES NO RFP 1198025 Travel Agent Services, Page 11 26 Indicate the level of expertise your firm holds in group travel: Use the following codes to indicate travel service experience levels A --Very Experienced B=Moderately Experienced C=Limited Experience (3 or more Years) (from 1 to 3 years) (fewer than 12 months) A Airfare negotiations A Pre -trip deposits A Lodging Group reservations A Van Rentals A Bus/Coach transportation A Departure assistance A Freight/equipment shipping A Recruiting/multi trips A Group management reports A After Hours access A Tour leadership A Hospitality services A Study/Continuing educ. travel A Team competition A Meeting planning A Group Insurance A International Group Travel A Air charter experience A Central -billing of lodging A Prepaid (air) ticketing A Central -billing of rental cars A inclusive tours 27 Please list the qualifications your travel firm requires when hiring travel consultant personnel. Our standard requirements are that an applicant be Sabre trained, at least 3 yrs experience, and have good recommendations from clients. 28 Does your firm have a formal training program for employees? X YES NO 29 Please list any specialized training programs your firm has for management personnel. GEM Consortium Seminars 30 There are many sales incentive programs offered to travel consultants by hotels, airlines, and rental car firms. Please briefly describe your company's policy. regarding agent participation and "directional" selling involved with such programs. Service to the Client comes first. We endeavor to find the best schedule at the best price as a matter of policy. If our client has a corporate travel policy we can implement it. If they do not we can work with the client to develop one. 31 Will your travel firm book non-commissionable hotel reservations? X YES NO 32 Will your travel firm telephone a hotel long distance if required to secure specially negotiated RFP #98025 Travel Agent Services, Page 12 rates? X YES NO 33 Does your travel firm have experience in securing special lodging rates for cost reimbursable contractors or for government employees? X YES NO 34 What percentage of your locally based air travel revenue was directly related to international travel during calendar year 1997 (or last fiscal year)? 25% 35 What services can your firm provide in assisting the City of Lubbock travelers with international documentation? Please identify all possible services: Check all that apply X Passport Applications X Expedited Passport Applications X Visas X Passport Photos X Bilingual Services Other: C CUSTOMER SERVICES Please complete each question in the space provided. Answers should be complete and concise. 1 Telephone Services Does your travel firm have a standard for call -answering responsiveness? X YES NO Upon receiving incoming calls, does your office (answer all that apply): Have a recorded message, requesting the caller to identify selections through telephone keypad numbers? YES X NO Have an agent or person handling the call, to direct the caller? X YES NO Have agents available to handle the calls immediately? X YES NO RFP #98025 Travel Agent Services, Page 13 Describe any alternate method of communication your company might have in servicing the City of Lubbock travelers aside from calling your employees on the telephone: SEE ATTACHED 2 After Hours and Emergency Service The City of Lubbock has a need to provide competent and reliable travel service to its employees when traveling away from headquarters. If your travel firm is able to supply the City of Lubbock with a toll free service number, please identify the toll free number: 800-546-9616 The name of the firm who handles after hours service, if this is not your own company: Hickory Travel Services 3 Reservations and Information Services What computer reservations system(s) does your firm use? SABRE TRAVEL INFORMATION NETWORK Are you able to access "last -seat" availability through direct or total access for airline flights? X YES NO What accounting system is used by your firm? TRAVELBASE SERVICE NETWORK Does your company provide a third -party fare -audit? X YES NO If YES, what is the name of the company processing the audit, or is it your own company? Excel's internal quality control Does your firm have dedicated personnel who are skilled In international and domestic rate calculations? X YES NO RFP #98025 Travel Agent Services, Page 14 Please describe the procedures in place to monitor fare reductions for travel already ticketed but not commenced: A spectrum is frequently run in the Sabre system to check for such opportunities. If we locate a situation whereby we can reissue a ticket to save our client money, we will notify the client and reissue. If a fare decreases after ticketing but prior to trip departure, will your firm re -ticket at the lower rate, providing it is beneficial to the traveler? X YES NO Does your firm have access to past date (historic) reservations? X YES NO If YES, how quickly is this access available? same day the request is made Upon receipt of a totally unused or partially used refundable airline ticket what is the turnaround time to process a refund/credit? same day purchased by credit card same day purchased by check Does your company offer Ticketless (electronic ticketing) airline transportation purchasing? X YES NO If your company offers this form of airline transportation, describe the steps taken to provide Ticketless in the following areas: Customer confirmation of reservations once a reservation is confirmed we will fax the customer an itinerant and confirmation number Customer refunds (when applicable) documentation of the refund is fazed to the customer Itinerary changes chancres are made per airline rules and a new itinerary Is faxed to the customer Does your company have experience to provide Ticketless in an environment where RFP #98025 Travel Agent Services, Page 15 transportation is centrally billed to a corporate charge account such as Diners Club, American Express, or MasterCard? X YES NO Does your company have the capabilities to provide reservations access through the Internet or World Wide Web? X YES NO If YES, please describe the process used, or the on-line booking system(s) with which your company has experience: SEE ATTACHED 4 Reporting Services Please briefly describe any options your travel firm could offer the City of Lubbock in Travel Management Reporting. Identify frequency, types of M.I.S. reports and if electronic versions are available, the specifications (equipment necessary) for running the reporting program. Types offered to client (check all that supply) X paper X disk tapes X e-mail X fax X PC -link If your company offers a PC compatible reporting program, Is it formatted for X IBM - X Macintosh X other Other information: Travel Management Reports can be custom designed to meet the needs of departmental, accounting, or budgeting staff. The information provided is captured automatically through an interface between the reservation/ticketing systems and accounting systems at Excel's location in Lubbock. Please identify any electronic equipment (excluding CRS, I & I printers and boarding pass printers) used in your office which would support City of Lubbock travel: Check all that apply X Personal Computer X Fax X E-mail application X On-line reservations Other:a Satellite Ticket Printer (STP) and a Itinerary printer will be installed at the City RFP #98025 Travel Agent Services, Page 16 Is your travel firm capable of providing a monthly reconciliation statement for airline tickets centrally billed to: Diners Club Corp Travel System (CTS) account X YES NO Amer Express Business Travel Account (BTA) X YES NO If YES, does your firm currently provide reconciliation statements for another corporate account? X YES NO As a municipal government, the City of Lubbock is required to secure proper documentation prior to payment processing. The selected travel firm will be required to collect appropriate documentation and supply necessary ticket copies of centrally charged airline tickets in exchange for central charging privileges against the CTS and BTA accounts. Could your firm implement procedures for personnel to identify non -centrally charged items? X YES NO Would your firm allow the City of Lubbock to periodically audit City of Lubbock travel records? X YES NO 5 Inbound Services Describe how you would handle the reservations, issuance and delivery of airline tickets to prospective City of Lubbock employees, lecturers, and official guests in distant locations who have been invited to visit the City of Lubbock. SEE ATTACHED 6 Supplemental Services Would you arrange airfares through a consolidator when it appears to be in the City of Lubbock's best interest? X YES NO Do you have the capability to sell, distribute or offer travelers checks? X YES NO RFP 1198025 Travel Agent Services, Page 17 Are you able to issue European Rail Passes? X YES NO When City of Lubbock travelers are destined to international locations, what services would your firm be able to provide in emergency situations? Both American Express and Diners who were previously mentioned as central billing card companies will work with us to assist international travelers D Professional Partnerships Travel Management skills require industry knowledge and expertise. To maintain a contemporary focus within the travel industry, memberships in professional organizations are necessary. Please identify the professional associations with which your firm has membership in good standing: GEM Consortium (an organization of 3310 agencies) provides information to members on industry trends very competitive hotel rates, and training seminars. We are also members of the American Society of Travel Agencies (ASTA). F Financial Proposal Creativity in the proposal of travel services involves the cooperative effort of the supplier as well as the client. The City of Lubbock would be interested in reviewing the proposal of financial incentives and programs that would benefit both parties. To gather general information regarding financial arrangements, we ask that your firm answer the following questions: Does your travel firm desire to offer financial incentives to the City of Lubbock in exchange for a preferred travel service supplier designation? X YES NO Would your travel firm be able to offer special event financial support or sponsorship to the City of Lubbock in exchange for preferred supplier advertisement in the City of Lubbock special events publications or printed programs? X YES _... - NO Would your travel firm be able to offer the City of Lubbock commission sharing from volume rental car revenues or lodging revenues? X YES NO RFP #98025 Travel Agent Services, Page 18 YES ANSWERS If one or more of the above answers were YES, please outline your proposal of financial incentives or support based upon the travel expenditure information accompanying the RFP. Please utilize the space below on the following pages if needed, to outline your proposal. Financial Proposal Definition: Should your travel services proposal include financial incentives in exchange for designated status, please identify the title which best describes your program proposal below: - Select only one X Revenue Sharing Fee -Based Pricing Other noted below NO ANSWERS If one or more of the above answers were NO, please outline your proposal of travel services using the travel expenditure numbers on page 5 of this RFP. Please utilize the space below and the accompanying pages if needed to outline your proposal. Financial Proposal REVENUE SHARING Excel Travel is prepared to track City of Lubbock transactions and share 10% of the revenue earned with the City. For Example: Using the figures supplied, if the City were to spend the total Training and Travel budget account of $672,615 on air, hotel, or cars the average commissions earned would be 9% of the gross or $60,635. Ten percent of that figure would be $6054 which would be returned to the City budget. ADDITIONAL BENEFITS VENDOR NEGOTIATIONS Excel will negotiate with airlines, hotels, and rent car agencies to obtain special City rates where possible to lower the City's incremental travel expenditures. Value of this service cannot be determined until implemented. Also, any free tickets earned from airlines, free days from hotels or cars that are earned as a result of City business will be turned over to the City. STP Excel is prepared to have installed, at its own expense, a Satellite Ticket Printer (STP) and Itinerary Printer in the City's Print Shop or other area designated by the City for instantaneous electronic delivery of tickets and invoices. These printers and the installation of them is valued at $10,000. Financial Proposal (cont.) RFP #98025 Travel Agent Services, Page 19 EMAIL ACCESS Excel is prepared to design a reservation page for the use of City employees which will save valuable City employee time in the reservation process. This page can be custom designed, with the help of the City's Accounting Department, Budget Department, and Information Services Department, for ease of use and to capture useful accounting and budgeting information. This page when filled out will then be emailed directly to the agents assigned to the City who will then process the reservation and either call the employee or email the information directly back to the employee. The value of developing and installing a page like this is estimated to be $5000. TRAINING Excel is prepared to hold training classes for City employees to aquaint the employees with the systems installed for the benefit of the City, reservation procedures, and to customize services for departments with special needs. The value of the training classes is estimated to be $1000. GUARANTEED LOWEST FARE Excel will give the City a "Money Back Guarantee" that the City will always get the lowest fare on airfares booked by Excel agents. If it is determined that Excel did not obtain the lowest fare available at time of booking an airline ticket for the City, Excel will pay the difference in fares. RFP #98025 Travel Agent Services, Page 20 YEAR 2000 COMPLIANCE As you are probably aware, the Year 2000 poses a potential problem caused by computer hardware and software using two digits to identify the year instead of four. Since computers and computer chips are such an integral part of all business functions from inventory to operations, this problem could affect all aspects of a business's operations. Some examples of affected business equipment or systems are: Mainframe and PC software which control business functions such as invoicing, payroll, technical analysis, etc. Programmable logic controllers (PLCs), embedded chips, or other controllers in metering equipment, compressors, manufacturing equipment, etc. Date sensitive software in phone messaging systems, calculators and other business equipment • Date sensitive BIOS programs in stand alone desk top or portable PC's The following questionnaire is meant to gain an understanding of the proposees efforts to address their Year 2000 Issues: YEAR 2000 QUESTIONNAIRE Company Name: Excel Travel Individual responsible for leading your Year 2000 efforts: Allan Judah Individual's Address: 5220 80th Lubbock Texas 79424 Phone: 806 798 -5999 Fax:80( 6 )798 -2680 E-mail: allan @ nts-online.net Please answer the following questions about your company's Year 2000 efforts. Feel free to include any additional information. 1. Have you or are you currently in the process of developing a plan to address Year Yes X No 2000 compliance issues? 2. Has your company established a centralized team, such as a program or project Yes X No office, to oversee your company's Year 2000 efforts? 3. Have you made an assessment of your business systems and operating facilities to Yes X No determine those which may be impacted by the Year 2000? 4. If no, at what date do you expect to have your assessment completed? Date: 5. Do your Year 2000 efforts include assessing your key suppliers of materials and Yes X No services to ensure that their delivery is not impacted by Year 2000 problems? 6. Do your Year 2000 efforts include assessing your key customers to ensure that their Yes X No ability to purchase your materials or services is not impacted by Year 2000 problems? 7. When do you expect your operations and business systems to be Year 2000 Date: 11198 compliant? RFP #98025 Travel Agent Services, Page 21 e SUPPORTING INFORMATION For a complete evaluation of your proposal, we also request important information. Proposals which do not include such information cannot be thoroughly or fairly evaluated will be considered as incomplete and ineligible for review. Items Enclosed Company Information 1. Financial report for your latest fiscal year X YES NO 2. Directory or brochure outlining the travel services provided by your firm. X YES NO (High -density Dos -Formatted Diskette or CD -Rom accepted in lieu of paper brochure, if desired) CLOSING QUESTION and ADDITIONAL INFORMATION The service relationship with the City of Lubbock requires a desire to support the City of Lubbock travel management mission, which is to provide the best travel services possible at the best rate. This working relationship requires continuing dialogue, ongoing evaluation and energy during the consolidation of travel purchasing through a single, preferred travel service supplier. Does your company support this mission? X YES NO During the evaluation period the City of Lubbock may require some or all of the firms to make oral presentations and to have key personnel available for interviews. City of Lubbock personnel responsible for the evaluation may visit the business premises of the firm to inspect facilities, review operation procedures and meet with key personnel. It should be understood that this is necessary for a complete evaluation. It should be emphasized that all alterations, improvements, and additions to facilities, properties, publications, and equipment will be at the sole expense of the successful proposer. The City of Lubbock reserves the right to reject any or all proposals, to negotiate with any responding agency or company considered qualified, or to make an award without further discussions. If your firm is in agreement with the above information and is prepared to supply the City of Lubbock with the requested travel services proposal, please supply the appropriate signature of an authorized representative from your agency or company on Page 24. RFP #98025 Travel Agent Services, Page 22 CITY OF LUBBOCK RFP #98025, Travel Agent Services Authorization to Sind Submitter of Proposal The undersigned hereby offers to fumish the services as specified herein and in their proposal and proposed contract (ATTACHED) at the terms stated therein and in strict accordance with the specifications, all of which are made a part of this offer. The Proposer submits with their proposal the following: d- Copy of the Instructions to Proposers, RFP Pages 1-4 4- Copy of the Specifications, RFP Pages 5-6 4- Completed Proposal Submittal Form and Related Attachments. RFP Pages 7-18 4- Completed Financial Proposal, RFP Pages 19-21 %% Completed Year 2000 Questionnaire, RFP Page 22 4• Completed Supporting Information, RFP Page 23 — include: Financial Report for Latest Fiscal Year Directory or Brochure Outlining Travel Services 4- Authorization to Bind Submitter of Proposal, RFP Page 24 d• Proposed Travel Agent Services Contract (Hard Copy and Word or ASCII Format on 3.5A Diskette) ee All Addenda to the RFP THIS PROPOSAL IS VALID FOR 90 DAYS. ACKNOWLEDGE receipt of ADDENDA:#1 #2 #3 #4 Name of Business (Stamp may be used): Excel Travel Address: 5220 80th City: Lubbock State: Tx Zip 79424 DBE Firm: .)_ - �). v - - must sign by hand Print Nathe and Title: Allan Judah, President Business Telephone Number 798-6999 Fax Number 798-2680 Woman Black American Native American Hispanic Asian Pacific Other (Specify) American American .)_ - �). v - - must sign by hand Print Nathe and Title: Allan Judah, President Business Telephone Number 798-6999 Fax Number 798-2680 ATTACHMENTS RFP#980x25 B1 --Excel Travel is part of Excel Financial Company a Lubbock owned financial and leasing corporation which has a total of $21 million in assets. The Excel Travel company is headquartered at 5220 80th ST. in Lubbock and has a total of 85 agents and staff. Excel Travel delivers a full range of travel services by utilizing state of the art computer reservation systems, internet communication capabilities, and a fully integrated automated accounting and reporting system. B2 --For biographical information on Excel Travel principals and staff see Excel Team section. Board of Directors are as follows: Allan Judah -President of Excel Travel, Benny Judah -CEO of Excel Financial Company, Mike Thoma -President of Excel Development and Mike Thoma Construction, Aubrey Bishop -President of ERA/Excel Realty and current President of Lubbock Realtors Association, Margaret Couch -President of CK Business Sense. B11 --United States Association for Tumbling and Trampoline (USATT), Box 306, Brownfield, Tx 79316 --Ann Sims -806-637-7626. Eagle Picher, 1802 E. 50th, Lubbock, Texas 79404 --Robert Potter -747-4663 B-12-- United States Association for Tumbling and Trampoline (USATT), Box 306, Brownfield, Tx 79316 --Ann Sims -806-637-7626. C1 --Excel Travel will supply city employees with travel reservation forms that can easily be filled out and faxed directly to the agents assigned to service the City of Lubbock. Additionally, for those city employees with internet email access, Excel will provide a link to an on-line reservation form on its web site that can be filled out then emailed directly to the Excel agents. C3--on-line--When the on-line request form is filled out it is emailed directly to the agents assigned to the City, processed, and emailed back to the employee. Also, for the city employee who wants to do schedule and fare research, Excel offers access to the Sabre on-line product. This product allows user friendly unbiased research of schedules and fares. After the employee completes the research and has made a tentative booking they can queue it to Excel for quality control to make sure the lowest fare available has been obtained there is no charge to City employees for these services. C5 --At the direction of the city Excel would offer contact with the inbound visitor through use of our 800 number, internet email, fax, or calling direct. Once the reservation is confirmed Excel would either issue a ticketless transaction, a prepaid, or express tickets to the visitor using either UPS or FEDEX at no charge 24 to the City. If ticketless or prepaid options were used we would fax a complete itinerary to the visitor and the City of Lubbock host. 25 INTRODUCTION The consolidation of the City of Lubbock's travel purchasing will enable Excel Travel, headquartered in Lubbock, to implement a complete package of travel services for the benefit of the City organization. This package will incorporate state of the art technology and custom designed service programs. Excel's experienced staff will be able to focus on the specific needs of City travel and employ the latest in travel related software to insure the most prudent expenditure of budgeted travel funds. In addition to automated reservation and accounting systems Excel will offer to the City direct Internet communications and customized detailed reporting of travel expenditures and statistics. Excel will also have a satellite ticket printer (STP) installed in the City complex for instantaneous electronic ticket and invoice delivery. Excel will work to lower incremental costs and increase efficiencies by applying the following programs: • No fees for services • Negotiating with vendors for special lower rates for City travel • Assist in streamlining accounting for travel expenditures • Assist in implementing City travel policies • Provide training in booking procedures and travel accounting for interested City employees • Assistance in obtaining a no -fee, no -interest air travel card Excel's team of travel experts and travel technologies will bring a strong source of support to the missions and goals of the City of Lubbock organization. 7IXHIBIT "B" Resolution No. 5871 Item No. 24 May 28, 1998 TRAVEL AGENCY SERVICES CONTRACT STATE OF TEXAS § COUNTY OF LUBBOCK § This contract, (the "Contract"), effective as of June 1, 1998, (the "Effective Date"), is by and between the City of Lubbock, (the "City"), a municipal corporation, and Excel Travel, (the "Contractor"). WITNESSETH WHEREAS, the City desires to consolidate travel purchasing with one travel agency to save on travel costs and make travel arrangements easier to arrange for City personnel; and WHEREAS, the Contractor is qualified and desires to contract with the City to be the City's travel agency; and WHEREAS, the City desires to contract with Contractor to provide travel services; and NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Contract, the City and Contractor hereby agrees as follows: Il 104 X761 The term of this Contract commences on the Effective Date and continues without interruption for a term of one (1) year from and after the Effective Date. The term may be extended for two (2) additional one (1) year terms with the written consent of both parties. TERMINATION A. General. City may terminate Contract, for any reason, upon fourteen (14) days written notice to Contractor. B. Termination and Remedies. In the event the Contractor breaches any term and/or provision of this Contract the City shall be entitled to exercise any right or remedy Travel Agency Contract, City of Lubbock & Excel Travel Page 1 available to it at law or equity, including without limitation, immediate termination of this Contract and assertion of action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any other right or remedy and all other rights and remedies shall be cumulative. COMPENSATION By the tenth (10) day of each month, Contractor shall pay City ten (10) percent of the revenue Contractor earns under this Contract during the previous month. REPRESENTATIONS AND WARRANTIES A. Existence. Contractor is a corporation duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. B. Corporate Power. Contractor has the corporate power to enter into and perform this Contract and all other activities contemplated hereby. C. Authorization. Execution, delivery, and performance of this Contract and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of the Contractor. This Contract constitutes legal, valid, and binding obligations of the Contractor and is enforceable in accordance with the terms thereof. D. Contractor. Contractor maintains a professional staff and employs, as needed, other qualified specialists experienced in making travel arrangements, and are familiar with all laws, rules, and regulations, both state and federal, including, without limitation the applicable laws, regarding the activities contemplated hereby. E. Performance. Contractor will and shall conduct all activities contemplated by this Contract in a good and workmanlike manner, and comply with all laws, rules, and regulations, both state and federal, relating to commercial travel, as contemplated hereby. If any of the activities of the Contractor, or omissions of the activities required herein, shall cause, in whole or in part, liability or loss on the part of the City, it shall be deemed that the Contractor did not perform said activities (or omitted the performance of said activities) in a good and workmanlike manner. SCOPE OF SERVICES Contractor shall perform the services, which are described in Exhibit's A and B, which is attached to this Contract and made a part of it. Travel Agency Contract, City of Lubbock & Excel Travel Page 2 INDEPENDENT CONTRACTOR STATUS Contractor and City agree that Contractor shall perform the duties under this Contract as an independent contractor. The Contractor has the sole discretion to determine the manner in which the services are to be performed. INSURANCE A. General. Contractor shall procure and carry, at its sole cost and expense through the life of this Contract insurance protection hereinafter specified, in form and substance satisfactory to the City. City must approve all policies prior to the commencement of any activities whether performed by the Contractor, subcontractor, agents, or third parties. The insurance carrier must be an insurance company authorized to transact business in the State of Texas and have a Best's Financial rating of A:VII. A Certificate of Insurance specifying each and all coverage shall be submitted to City prior to the execution of this Contract. All insurance shall be prepared and executed by the insurance company or it's authorized agents and shall contain an endorsement naming the City of Lubbock an additional insured. Written notice of cancellation or any material change will be provided thirty (30) days in advance of cancellation or change. All insurance, other than Workers' Compensation, shall provide a waiver of subrogation in favor of the City of Lubbock, and shall contain cross liability and severability clauses. B. Required Coverage. Contractor shall obtain and maintain policies of insurance throughout the Contract term in limits specified below. 1. Worker's Compensation. The Contractor shall maintain workers' compensation and employer's liability insurance coverage as required by statute. 2. Commercial General Liability. The Contractor shall maintain Commercial General Liability coverage endorsed to include premises/operations, contractual liability, independent contractors' and completed operations. The policy shall have a minimum of Three Hundred Thousand and no/100 Dollars ($300,000) combined single limit in the aggregate and per occurrence. 3. Commercial Automobile Liability. The Contractor shall maintain Commercial Automobile Liability coverage with a minimum of Three Hundred Thousand and no/100 Dollars ($300,000) combined single for Bodily Injury and Property Damage and shall include any auto or in the alternative, owned autos, non -owned autos and hired autos. C. Subcontractors. The Contractor shall require each subcontractor with whom it contracts to provide activities as contemplated by this Contract, to obtain proof of insurance coverage as set forth herein, and to provide to Contractor, prior to such person performing any such activities, a Certificate of Insurance establishing such coverage. Travel Agency Contract, City of Lubbock & Excel Travel Page 3 COMPLIANCE WITH APPLICABLE LAWS Contractor shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Contract, and any amendments thereto. INDEMNITY Contractor shall indemnify and save harmless the City of Lubbock and its officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of any character, type, or description, including without limiting the generality of the foregoing all expenses of litigation, court costs, and attorney's fees for injury or death to any person, or injury to any property, received or sustained by any person or persons or property, arising out of, or occasioned by, the acts of Contractor, its agents or employees, in the execution of this Contract. CONFIDENTIALITY Contractor shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. EMPLOYMENT OF AGENTS Contractor may employ or retain agents, consultants, contractors, or third parties, to perform certain duties of Contractor under this Contract provided that Contractor is in no event relieved of any obligation under this Contract. Any such agents, contractors, or third parties retained and/or employed by Contractor shall be required to carry, for the protection and benefit of the City and Contractor and naming said third parties as additional insureds, insurance as described in the insurance article of this Contract. NOTICE A. General. Whenever notice from contractor to City or City to Contractor is required or permitted by this Contract and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand, (2) facsimile, or other reasonable means (in which case such notice shall be effective upon delivery), or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. Travel Agency Contract, City of Lubbock & Excel Travel Page 4 B. Contractor's Address. Contractor's address and numbers for the purposes of notice are: Excel Travel Attn: Rod Paine 5220 80'hStreet Lubbock, Texas 79424 Telephone: (806) 798-5999 Facsimile: (806) 798-2680 are: C. City's Address. The City's address and numbers for the purposes of notice City of Lubbock Attn: Victor Kilman P. O. Box 2000 1625 13'hStreet Lubbock, Texas 79457 Telephone: (806) 775-2165 Facsimile: (806) 775-2164 D. Change of Address. Either parry may change its address or numbers for purposes of notice by giving written notice to the other party, referring specifically to this Contract, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. MISCELLANEOUS A. Captions. The captions for the articles and sections in this Contract are inserted in this Contract strictly for the parties' convenience in identifying the provisions to this Contract and shall not be given any effect in construing this Contract. B. Audit. Contractor shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal business hours, Contractor's books and records with respect to this Contract between the Contractor and City. C. Records. Contractor shall maintain records that are necessary to substantiate the services provided by the Contractor. D. Assignability. Contractor may not assign this Contract without the prior written approval of the City. E. Successor and Assigns. This Contract binds and inures to the benefit of the City, Contractor, and their respective successors, legal representatives, and assigns. Travel Agency Contract, City of Lubbock & Excel Travel Page 5 F. Construction and Venue. THIS CONTRACT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS CONTRACT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstances, the remainder of this Contract and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Contract, and duly executed by the Contractor and City. I. Entire Agreement. This Contract, including Exhibit's A and B hereto, contains the Entire Contract between the City and Contractor, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. EXECUTED as of the Effective Date hereof. ATTEST: kaA Darnell Ci S cretary EXCEL TRAVEL BY: Title: Travel Agency Contract, City of Lubbock & Excel Travel Page 6 APPROVED AS TO CONTENT: Anna Mosqueda Director, Financial Services APPROVED AS TO FORM: William de Haas Municipal Contracts Attorney Travel Agency Contract, City of Lubbock & Excel Travel Page 7 REQUEST FOR PROPOSALS Travel Agent Services Victor Kilman, Purchasing Manager Ph: (806)775-2167 Fax: (806)775-2164 Email: VKilman@mail.ci.lubbock.tx.us RFP Data Proposal Number. 98025 Title: Travel Agent Services Issue Date: January 30, 1998 EXHIBIT 98025.doc Pre -Proposal Meeting Day/Date: Wednesday, February 11, 1998 Time: 9:00 A.M. CST Location/Address: Purchasing Conference Room L04 1625 13th Street Lubbock, Texas 79401 Directions: Park in the parking lot adjacent to the City of Lubbock Municipal Building. Enter doors on east side of the building and take the escalator or elevator to the basement. Room L04 is located to your right as you exit the escalator. Proposal Due Day/Date: Wednesday, February 25, 1998 Time: 3:00 P.M. CST Location/Mail Address: Purchasing Conference Room L04 1625 13th Street Lubbock, Texas 79401 Directions: Park in the parking lot adjacent to the City of Lubbock Municipal Building. Enter doors on east side of the building and take the escalator or elevator to the basement. Room L04 is located to your right as you exit the escalator. EXHIBIT 98025.doc Page Number RFP Contents 1 Proposal Delivery, Time & Date 2 Pre -proposal Meeting 2 Clarification of Requirements 2 Addenda & Modifications 3 Examination of Documents and Requirements 3 Proposal Copies 3 Proposal Preparation Costs 3 Trade Secrets, Confidential Information 4 Disadvantaged Business Enterprise Requirements 4 Authorization to Bind Submitter of Proposal 4. Equal Employment Opportunity 4 Evaluation Process 4 Contract Award 5 Specifications 7 Proposal Submittal Form Tips on Doing Business Virith the City of Lubbock • Read the RFP documents thoroughly and follow all instructions and conditions. Complete all forms and submit all information requested. Failure to do so could result in rejection of your proposal. • Be sure that your proposal is submitted before the specified closing date and time. • Contact us before the RFP opening about concerns or proprietary specifications • Make the Purchasing Department the central point of all contact. • Obtain an executed contract before performing any services. • Follow up on submitted proposals and find out who won the award and what price. . • Follow RFP advertisements in the local newspaper and on the Internet. • Get to know the purchasing needs of various City departments. • Keep the Purchasing Department informed of a change in address or name. • Maintain a good reputation for service and reliability. • Ask questions. Sealed written replies to this RFP must be received in the Purchasing Department no later than the date, time and location indicated for the proposal due date. Submittal by fax is not acceptable. Note: This Invitation does not constitute an order for the goods or services specified. RFP #98025 Travel Agent Services, Page 2 REQUEST FOR PROPOSALS RFP #9,8025 Travel Agent Services January 30, 1998 Please submit PROPOSALS for the following not later than 3:00 p.m., Wednesday, February 25, 1998: I. INSTRUCTIONS TO PROPOSERS All proposers must familiarize themselves with the following Instructions to Proposers: 1. PROPOSAL DELIVERY, TIME & DATE a) The City of Lubbock will receive written and sealed proposals for Travel Agent Services untilI'Close Timet P.M., CST. (Close Datel, at the office listed below. Proposals received after that date and time will not be opened. Each proposal and supporting documentation must be in a sealed envelope or container plainly labeled in the lower left-hand comer: "RFP #98025, Travel Agent Services" and the proposal opening date and time. Proposers must also include their company name and address on the outside of the envelope'or container. Proposals must be addressed to: Victor Kilman Purchasing Manager City of Lubbock 1625 13th Street, Room L-04 Lubbock,Texas 79401 b) Proposers are responsible for making certain proposals and proposed contracts are delivered to the Purchasing Department. Mailing of a proposal does not ensure that the proposal will be delivered on time or delivered at all. If proposer does not hand deliver proposal, we suggest that he/she use some sort of delivery service that provides a receipt. C) Proposals will be accepted in person, by United States Mail,, by United Parcel Service, or by private courier service. No proposals will be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or telefacsimile transmission. Proposals may be withdrawn prior to the above scheduled time set for closing of the proposals. Any proposal received after the date and'hour !specified will be rejected and returned unopened to the proposer. d) The City of Lubbock reserves the right to postpone the date and time for opening proposals through an addendum. 2. PRE -PROPOSAL MEETING 98025.doe a) For the purpose of familiarizing proposers with the requirements, answering questions, and Issuing addenda as needed for the clarification of the Request for Proposal (RFP) documents, a pre -proposal meeting will be held at 9:00 a.m., - - ---- - --- ---'-- w--'- ■ A/ A. -%P IIICt Street Lubbock. Texas. All persons attending the meeting will be asked to Identify themselves and the prospective proposer they represent. b) It is the proposees responsibility to attend'the pre -proposal .meeting, though -the meeting is not mandatory. The City will not be responsible for providing information discussed at the pre -proposal meeting to proposers who do not attend the pre -proposal meeting. C) The City of Lubbock does not discriminate against person with disabilities. City of Lubbock pre -proposal meetings are available to all persons regardless of disability. If you would like information made available in a more accessible format or if you desire assistance, please contact the City of Lubbock Human Relations Office, 1625 13th Street, (806)775-2281 at least 48 hours in advance of the meeting. 3. CLARIFICATION OF REQUIREMENTS a) It is the intent and purpose of the City of Lubbock that this request permit competitive proposals. It shall be the proposer's responsibility to advise the Purchasing Manager if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the City of Lubbock Purchasing Office no later than five (5) business, days prior to the proposal due date. A review of such notifications will be made. b) All requests for additional information or clarification concerning this Request for Proposals (RFP) must be submitted in writing no later than five (5) business days prior to the proposal due date and addressed to: Victor Kilman, Purchasing Manager City of Lubbock Box 2000 Lubbock, Texas 79457 Fax: (806) 775-2164 Email: VKilman@mail.ci.lubbock.tx.us 4. ADDENDA & MODIFICATIONS a) Any proposer in doubt as to the true meaning of any part of the specifications or other documents may request an interpretation thereof from the Purchasing Manager. At the request of the proposer, or in the event the Purchasing Manager deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Purchasing Manager. Such addendum_issued by the Purchasing Manager will be sent to all proposers receiving the original RFP and will become part of the RFP package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock Purchasing Manager no later than five (5) business days prior to the proposal due date. b) All addenda, amendments, and interpretations of this solicitation shall be in writing. The City of Lubbock shall not be legally bound by and amendment or interpretation that is not in writing. Only information supplied by the City in writing or in this RFP should be used in preparing proposal responses. All contacts that a proposer may have had before or after receipt of this RFP with any individuals, employees, or representatives of the City and any information that may have been read in any news media or seen or heard in any communication facility regarding this proposal should be disregarded in preparing responses. RFP 498025 Travel Agent Services, Page 2 C) The City does not assume responsibility for the receipt of any addendum sent to proposers. d) A copy of all addenda issued must be signed and returned with your proposal. 5. EXAMINATION OF DOCUMENTS AND REQUIREMENTS a) Each proposer shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the services being offered meet the intent of these specifications. b) Before submitting a proposal, each proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP. 6. PROPOSAL COPIES a) Proposers must submit one original and five (5) copies of their proposal and a proposed contract. The proposer must also include a proposed contract on a 3.5° diskette in either Microsoft Word for Windows or ASCII format. b) All proposals must include this RFP and any subsequent addenda. The proposer must sign and date their proposal in the space provided on the Proposal Submittal Form. c) All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by proposers shall become the property of the City of Lubbock when received. 7. PROPOSAL PREPARATION COSTS a) Issuance of this RFP does not commit the City of Lubbock, in any way, to pay any costs incurred in the preparation and submission of a proposal. b) The issuance of this RFP does not obligate the City of Lubbock to enter into contract for any services or equipment. c) All costs related to the preparation and submission of a proposal shall be paid by the proposer. 8. TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT a) If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. b) Proposals will be ;opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection. C) The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such Information is in fact not privileged and confidential under Section 552.110 of the RFP #98025 Travel Agent Services, Page 3 Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester. d) Marking your entire proposal CONFIDENTIAUPROPRIETARY Is not in conformance with the Texas Open Records Act. 9. DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS a) The City of Lubbock -hereby notifies all proposers that in regard to any contract entered into pursuant to this RFP, Disadvantaged Business Enterprises (DBE's) will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. b) A DBE is defined as a small business concern which is at least 51 % owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51 % of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian -Indian Americans. 10. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL a) Proposals are to be signed by an officer of the company authorized to bind the submitter to its provisions. Proposals are to contain a statement indicating the period during which the proposals will remain valid. A period of not less than ninety (90) days is required. b) Failure to manually sign proposal will disqualify it. 11. EQUAL EMPLOYMENT OPPORTUNITY a) Proposer agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws. 12. EVALUATION PROCESS a) All proposals will be evaluated by an evaluation committee and may include senior management representatives, a financial officer, and/or an independent consultant. b) Respondents to this RFP may be required to submit additional information that the City may deem necessary to further evaluate the proposers qualifications. c) The committee will evaluate and numerically score each proposal in accordance with the evaluation criteria included in the Request for Proposal. d) The committee will arrive at a short list of the top respondents and these short-listed respondents may be scheduled for a structured oral presentation and interview. Such presentations will be at no cost to the City of Lubbock. At the end of the oral presentation and interview, the evaluation of the short-listed respondents will be completed. The oral interview may be recorded and/or videotaped. " 13. CONTRACT AWARD a) Any contract award as a result of this RFP will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City of Lubbock considering the relative importance of price and the other evaluation factors included in the RFP. b) The City of Lubbock do not guarantee that any contract will be awarded as a result of this RFP. RFP #98025 Travel Agent Services, Page 4 CITY OF LUBBOCK REQUEST FOR PROPOSALS #98026 Travel Agent Services 11. SPECIFICATIONS 1 INTENT a) The City of Lubbock (hereinafter called "City") is seeking proposals from qualified travel agents to provide travel -related services to City of Lubbock employees and other designated persons traveling on behalf of the City of Lubbock. b) It is the intent of the City to award a centralized travel agent services contract as a result of this solicitation. Award will be made to either single agent or to an association, joint venture, or a consortium of travel agents. C) In issuing this solicitation, the City desires to implement controls over the procurement of travel services, with the overall goals being to improve services received and reduce incremental expenses incurred, thereby making more efficient use of taxpayer funds. d) The information contained within this document is intended to provide interested firms with the requirements and criteria that will be used to make the selection. 2 GENERAL INFORMATION a) Statistics: (1) Employment —Approximately 1700 Full -Time Employees (2) FY97-97 Travel Agency Expenditures by the City - $141,987* (3) FY96-97 Rental Car Expenditures by the City- $12,487* *Does not include reimbursements by the City to employees for air, lodging, rental car and other travel related expenses. The Training & Travel Budget Amount for FY97-98 is $672,615. b) City sponsored charge cards (MasterCard) are made available to City employees for the purpose of paying for travel related expenses incurred for official business travel. 3 SCOPE OF SERVICES REQUESTED Services to be provided under this solicitation are available to all City employees, elected City officials, and appointed City officials. 4 TERM OF CONTRACT Any contract that results from this solicitation shall be fora period of one year from the date of contract award, with an exclusive option by the City to renew on an `annual basis thereafter for two additional one-year terms. 5 NO GUARANTEE OF VOLUME The City dose not guarantee'any amount of travel to result from a contract awarded pursuant to this solicitation. Any estimated quantities provided herein are for information purposes only and do not constitute any guarantee of minimum volume. 6 FORM OF PAYMENT The City intends to use as a form of payment for charges incurred, MasterCard(D accounts established with a major charge card vendor under a separate contractual agreement. RFP #98025 Travel Agent Services, Page 5 7 INCENTIVES EARNED RESULTING FROM CITY BUSINESS Any incentives or other benefits earned by the selected travel agent from travel providers as a result of any business provided by the City shall be made available for use by the City whenever possible. This shall include, but shall not be limited to, any free or reduced -rate air transportation, lodging or ground transportation. 8 QUALIFICATION DATA a) Persons submitting proposals in response to this solicitation must meet the following basic minimum qualifications to be considered for award of any resulting contract: i) Be a travel agent, which is defined as any individual, corporation, association, partnership, company or firm which has been designated as a duly appointed industry agent of the airlines by the Airlines Reporting Corporation and the International Airlines Travel Agent Network, or an airline, company, corporation, association, partnership or firm owned by an airline or group of airlines which provides travel reservations and ticketing services and is not subject to appointment and certification by the Airlines Reporting Corporation or the International Airlines Travel Agent Network to provide such services. ii) Have automation systems in place to make reservations and to capture travel data for management reporting purposes. iii) Have a minimum of two years business experience in providing reservations and ticketing services for airline, hotel and rental car requirements. In the case of associations, joint ventures and/or consortiums formed in order to respond to this solicitation, at least one participant or member must meet this requirement. b) Interested firms and individuals shall submit their qualifications by completing the Proposal Submittal Form, enclosed herein. C) The completeness and accuracy of the data provided by each firm will be considered in the selection process, in addition to the content of the data. Additional data and/or material related to the qualification of a firm may also be submitted; however, such data and/or material may or may not be given value when considering the qualification of a firm. 9 EVALUATION CRITERIA All proposals will be evaluated by a team to include but not be limited to City of Lubbock members, legal counsel, and independent consultant(s). The following shall be considered in evaluating proposals received in response to this solicitation: a) Financial Proposal (30%) — Financial incentives and programs. b) Customer Services (25%) - Theability of the proposer to provide telephone, after hours and emergency service, reservations and information services,'reporting services, inbound services, and other supplemental services. C) Existing Service Capabilities (20%) - This shall include the commitment made by the proposer to provide adequate staffing and resources to service City travel requirements and administration procedures. d) Company Profile (20%) - The demonstrated experience and qualifications of the proposer to provide travel agent services. e) Professional Partnerships (5%) — Memberships in professional organizations. RFP #98025 Travel Agent Services, Page 6 PROPOSAL SUBMITTAL FORM CITY OF LUBBOCK REQUEST FOR PROPOSALS 098025 Travel Agent Services A EXISTING SERVICE CAPABILITIES The following minimum service level requirements are considered important in maintaining quality performance. If your travel firm does not currently possess some or all of these capabilities, but states that the capabilities will be in place by the award's contract date, you must provide evidence of your ability to provide these services to the complete satisfaction of the City of Lubbock before the start of the contract period. Please mark the following service statements with an "X" in the section best describing your company's existing service capabilities: The selected agency must utilize an automated computer reservations system that provides current information on flight availability and fares. ( X ) ( ) ( ) Currently Possess Will possess by contract Do not possess and start-up do not plan to provide The selected agency must utilize an accounting system that interfaces with the computer reservations system and is capable of providing monthly travel management reports. ( X ) ( ) ( ) Currently Possess Will possess by contract Do not possess and start-up do not plan to provide 3 The selected agency should guarantee the City of Lubbock travelers will be offered the lowest logical airfare, and 'must be prepared to display the mechanics for securing the lowest available airfare. ( X ) ( ) ( ) Currently Possess Will possess by contract Do not possess and start-up do not plan to provide 4 The selected agency must provide staffing to ensure quality control of reservations booked for City of Lubbock travelers. Quality control audits must be conducted routinely with established procedures. ( X ) ( ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 5 The selected agency must provide free ticket and travel document delivery to City of Lubbock travelers. ( X Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 6 The selected agency must be able to provide toll-free emergency and after hours reservations service to City of Lubbock travelers. ( X ) ( ), ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide RFP #98025 Travel Agent Services, Page 7 7 The selected agency must be able to provide advance seat selection on airlines that offer advance seat selection, and applicable boarding passes. ( X ) ( ) f Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 8 The selected agency must hold Airline Reporting Corporation (ARC) accreditation and agents who are assigned to the City of Lubbock account must have minimum travel consuitant experience of two years. ( X ) ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 9 The selected agency must dedicate a minimum of one agent to the City of Lubbock account. ( X ) f ) ( ) Currently Possess Will Possess by contrail Do not possess and start-up do not plan to provide 10 The selected agency must possess adequate financial resources to service the City of Lubbock's travel needs without interruptions. ( X ) ( ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 11 The selected agency should display capabilities of communicating with the City of Lubbock community via electronic mail services. ( X ) ( ) ( ) Currently Possess Will Possess by contract Do not possess and start-up do not plan to provide 12 The selected agency must be available to the City of Lubbock travelers during normal business hours of 8:00 am to 5:00 pm Monday through Friday throughout the year. ( X ) ( ) ( ) Currently Possess Will Possess by contrail Do not possess and start-up do not plan to provide 13 The selected travel agency must display Corporate travel experience by providing corporate account references. ( X Currently Possess Will Possess by contrail Do not possess and start-up - - do not plan to provide B COMPANY PROFILE Please complete each question in the space provided. Answers should be complete and concise. Please note any proprietary information. 1 Provide a general description of your firm and its financial; physical and personnel resources See attached 2 Attach biographical information on the principals of your company, including specific, pertinent experience, accomplishments and professional recognition; also, the names and business positions of all members of your board of directors. 3 How many years has your organization been in business? 13 RFP #98025 Travel Agent Services, Page 8 4 How many years has your firm been in business under its present business name? 3yr3mo 5 If a corporation, provide the following: Name and Address: Excel Travel, Inc., 5220 80th, Lubbock, Texas 79424 Date of Incorporation: June 1995 State of Incorporation: Texas President's Name: Allan Judah Vice President's Name: N/A Secretary's Name: Benny Judah Treasurer's Name: Benny Judah Corporation Address: same as above 6 if an individual or a partnership, provide the following: Date of Organization: NIA Name and Address: N/A Names of Partners: NIA 7 If other than a corporation or partnership, describe organization and name principals: N/A 8 List all states in which your firm is legally qualified to do business:worldwide 9 Provide a list and explanation of any Travel Agent Services contract with your company that expired and was not renewed, was canceled, revoked, etc., and include addresses and telephone numbers. None 10 Describe any litigation in which this firm is presently involved and/or has been involved during the past five years (attach explanation if necessary). None 11 Attach a list of all contracts your firm has in -progress for Travel Agent Services, giving the RFP 698025 Travel Agent Services, Page 9 owner's name, with responsible individual and phone number identified. 12 Attach a list of all contracts your firm has completed for Travel Agent Services in the past five years, giving the contract amount and principal staff and management people associated with the work. 13 Bank references: Plains National Bank—Brian Heflin 14 Amount of general liability insurance carried? $10 million 15 Provide a general description of your financial condition, and attach annual financial statements for your company's last three years of operation. see attached 16 What was your travel firm's (locally based) total airfare dollar volume for calendar year 1997 (or last fiscal year)? $12 million 17 If you are a member of a consortium, corporation, or a national travel company, what was the total airfare dollar volume for the entire company during calendar year 1997 (or last fiscal year)? GEM Consortium $8 5 billion 18 What percentage of your locally based operation is devoted to: 60 corporate travel? 40 leisure/vacation? 19 Does your travel firm negotiate corporate hotel rates? X YES NO y supply CityLubbock with a directory of your firm's travel services? 20 Are you able to su I the Ci of Lubboc X YES NO 21 What is the average experience level (in years) of travel consultants who would be assigned to service the City of Lubbock account? 12 YRS RFP #98025 Travel Agent Services, Page 10 22 Please provide the names of three of your corporate clients including addresses, telephone numbers, and a contact person for each, below: NTS Communications, P.O. Box 10730, Lubbock. Texas 79408 -Barbara Andrews -762-4565 Industrial Molding. 616 E. Slaton Rd., Lubbock, Texas 79404 -Jim Earsley-474-1068 Polka Lambro, P.O. Box 1340, Tahoka, Texas 79373 -Mickey Simms -924-7234 23 Please indicate the number of full-time personnel who would be assigned to service the City of Lubbock account. Note: it is understood that employees noted below do not necessarily need to be headquartered in the same office as service -agents. 4 travel consultants 1 delivery persons 1 supervisors/team leaders 1 production/assembly agents 1 -group travel agents 1 office manager 1 quality control agent 1 data processing 1 account services manager 1 international fare specialist 24 Does your travel firm have a dedicated group -travel specialist? X YES NO If YES, what is the experience level (in years) of that specialist? 16 YRS 25 Has your firm any experience in team and sports travel? X YES NO RFP #98025 Travel Agent Services, Page I 1 26 Indicate the level of expertise your firm holds in group travel: Use the following codes to indicate travel service experience levels A=Very Experienced B=Moderately Experienced C=Limited Experience (3 or more Years) (from 1 to 3 years) (fewer than 12 months) A Airfare negotiations A Pre -trip deposits A Lodging Group reservations A Van Rentals A Bus/Coach transportation A Departure assistance A Freight/equipment shipping A Recruiting/multi trips A Group management reports A After Hours access A Tour leadership A Hospitality services A Study/Continuing educ. travel A Team competition A Meeting planning A Group Insurance A international Group Travel A Air charter experience A Central -billing of lodging A Prepaid (air) ticketing A Central -billing of rental cars A Inclusive tours 27 Please list the qualifications your travel firm requires when hiring travel consultant personnel. Our standard requirements are that an applicant be Sabre trained, at least 3 yrs experience, and have qood recommendations from clients. 28 Does your firm have a formal training program for employees? X YES NO 29 Please list any specialized training programs your firm has for management personnel. GEM Consortium Seminars 30 There are many sales incentive programs offered to travel consultants by hotels, airlines, and rental car firms. Please briefly describe your company's policy regarding agent participation and ."directional" selling involved with such programs. Service to the Client comes first We endeavor to find the best schedule at the best price as a matter of policy. If our client has a corporate travel policy we can implement it. If they do not we can work with the client to develop one. 31 Will your travel firm book non-commissionable hotel reservations? X YES NO 32 Will your travel firm telephone a hotel long distance if required to secure specially negotiated RFP #98025 Travel Agent Services, Page 12 rates? X YES NO 33 Does your travel firm have experience in securing special lodging rates for cost reimbursable contractors or for government employees? X YES NO 34 What percentage of your locally based air travel revenue was directly related to international travel during calendar year 1997 (or last fiscal year)? 25% 35 What services can your firm provide in assisting the City of Lubbock travelers with international documentation? Please identify all possible services: Check all that apply X Passport Applications X Expedited Passport Applications X Visas X Passport Photos X Bilingual Services Other. C CUSTOMER SERVICES Please complete each question in the space provided. Answers should be complete and concise. 1 Telephone Services Does your travel firm have a standard for call -answering responsiveness? X YES NO Upon receiving incoming calls, does your office (answer all that apply): Have a recorded message, requesting the caller to identify selections through telephone keypad numbers? YES X NO Have an agent or person handling the call, to direct the caller?,, X YES NO Have agents available to handle the calls immediately? —A—YES NO RFP 1198025 Travel Agent Services, Page 13 Describe any alternate method of communication your company might have in servicing the City of Lubbock travelers aside from calling your employees on the telephone: SEE ATTACHED 2 After Hours and Emergency Service The City of Lubbock has a need to provide competent and reliable travel service to its employees when traveling away from headquarters. If your travel firm is able to supply the City of Lubbock with a toll free service number, please identify the toll free number. 800-546-9616 The name of the firm who handles after hours service, if this is not your own company: Hickory Travel Services 3 Reservations and Information Services What computer reservations system(s) does your firm use? SABRE TRAVEL INFORMATION NETWORK Are you able to access "last -seat" availability through direct or total access for airline flights? X YES NO What accounting system is used by your firm? TRAVELBASE SERVICE NETWORK Does your company provide a third -party fare -audit? X 'YES NO If YES, what is the name of the company processing the audit, or is it your own company? Excel's internal quality control - Does your firm have'dedicated personnel who are skilled In international and domestic rate calculations? X YES NO RFP #98025 Travel Agent Services, Page 14 Please describe the procedures in place to monitor fare reductions for travel already ticketed but not commenced: A spectrum is frequently run in the Sabre system to check for such opportunities If we locate a situation whereby we can reissue a ticket to save our client money, we will notify the client and reissue. If a fare decreases after ticketing but prior to trip departure, will your firm re -ticket at the lower rate, providing it is beneficial to the traveler? X YES NO Does your firm have access to past date (historic) reservations? X YES NO If YES, how quickly is this access available? same day the request is made Upon receipt of a totally unused or partially used refundable airline ticket what is the turnaround time to process a refund/credit? same day purchased by credit card same day purchased by check Does your company offer Ticketless (electronic ticketing) airline transportation purchasing? X YES NO If your company offers this form of airline transportation, describe the steps taken to provide Ticketless in the following areas: Customer confirmation of reservations once a reservation is confirmed we will fax the customer an itinerary and confirmation `number Customer refunds (when applicable) documentation of the refund is faxed to the customer Itinerary changes chances are made per airline rules and a new itinerary is faxed to the customer Does your company have experience to provide Ticketless in an environment where RFP #98025 Travel Agent Services, Page IS transportation is centrally billed to a corporate charge account such as Diners Club, American Express, or MasterCard? X YES NO Does your company have the capabilities to provide reservations access through the Internetor World Wide Web? X YES NO If YES, please describe the process used, or the on-line booking system(s) with which your company has experience: SEE ATTACHED 4 Reporting Services Please briefly describe any options your travel firm could offer the City of Lubbock in Travel Management Reporting. Identify frequency, types of M.I.S. reports and if electronic versions are available, the specifications (equipment necessary) for running the reporting program. Types offered to client (check all that supply) X paper X disk tapes X e-mail X fax X PC -link If your company offers a PC compatible reporting program, is it formatted for X IBM X Macintosh X other Other information: Travel Management Reports can be custom designed to meet the needs of departmental accounting. or budgeting staff. The information provided is captured automatically through an interface between the reservation/ticketing systems and accounting systems at Excel's location in Lubbock. Please identify any electronic equipment (excluding CRS, I & I printers and boarding pass printers) used in your office which would support City of Lubbock travel: Check all that apply X Personal Computer X Fax X E-mail application X On-line reservations Othera Satellite Ticket Printer (STP) and a Itinerary printer will be installed at the City RFP #98025 Travel Agent Services, Page 16 Is your travel firm capable of providing a monthly reconciliation statement for airline tickets centrally billed to: Diners Club Corp Travel System (CTS) account X YES NO Amer Express Business Travel Account (BTA) X YES NO If YES, does your firm currently provide reconciliation statements for another corporate account? X YES NO As a municipal government, the City of Lubbock is required to secure proper documentation prior to payment processing. The selected travel firm will be required to collect appropriate documentation and supply necessary ticket copies of centrally charged airline tickets in exchange for central charging privileges against the CTS and BTA accounts. Could your firm implement procedures for personnel to identify non -centrally charged items? X YES NO Would your firm allow the City of Lubbock to periodically audit City of Lubbock travel records? X YES NO 5 Inbound Services Describe how you would handle the reservations, issuance and delivery of airline tickets to prospective City of Lubbock employees, lecturers, and official guests in distant locations who have been invited to visit the City of Lubbock. SEE ATTACHED 6 Supplemental Services Would you arrange airfares through a consolidator when it appears to be in the City of Lubbock's best interest? X YES NO Do you have the capability to sell, distribute or offer travelers checks? X YES NO RFP #98025 Travel Agent Services, Page 17 Are you able to issue European Rail Passes? X YES NO When City of Lubbock travelers are destined to international locations, what services would your firm be able to provide in emergency situations? Both American Express and Diners who were previously mentioned as central billing card companies will work with us to assist international travelers D Professional Partnerships Travel Management skills require industry knowledge and expertise. To maintain a contemporary focus within the travel industry, memberships in professional organizations are 'necessary. Please identify the professional associations with which your firm has membership in good standing: GEM Consortium (an organization of 3310 agencies) provides information to members on industry trends very competitive hotel rates and training seminars. We are also members of the American Society of Travel Agencies (ASTA) F Financial Proposal Creativity in the proposal of travel services involves the cooperative effort of the supplier as well as the client. The City of Lubbock would be interested in reviewing the proposal of financial incentives and programs that would benefit both parties. To gather general information regarding financial arrangements, we ask that your firm answer the following questions: Does your travel firm desire to offer financial incentives to the City of Lubbock in exchange for a preferred travel service supplier designation? X YES NO Would your travel firm be able to offer special event financial support or sponsorship to the City of Lubbock in exchange for preferred supplier advertisement in the City of Lubbock special events publications or printed programs? X YES _ NO Would your travel firm be able to offer the City of Lubbock commission sharing from volume rental car revenues or lodging revenues? X YES NO RFP #98025 Travel Agent Services, Page 18 YES ANSWERS If one or more of the above answers were YES, please outline your proposal of financial Incentives or support based upon the travel expenditure information accompanying the RFP. Please utilize the space below on the following pages if needed, to outline your proposal. Financial Proposal Definition: Should your travel services proposal include financial incentives in exchange for designated status, please identify the'title which best describes your program proposal below: Select only one X Revenue Sharing Fee -Based Pricing Other noted below NO ANSWERS If one or more of the above answers were NO, please outline your proposal of travel services using the travel expenditure numbers on page 5 of this RFP. Please utilize the space below and the accompanying pages if needed to outline your proposal. Financial Proposal REVENUE SHARING Excel Travel is prepared to track City of Lubbock transactions and share 10% of the revenue earned with the City. For Example: Using the figures supplied, if the City were to spend the total Training and Travel budget account of $672,615 on air, hotel, or cars the average commissions earned would be 9% of the gross or $60,635. Ten percent of that figure would be $6054 which would be returned to the City budget. ADDITIONAL BENEFITS VENDOR NEGOTIATIONS Excel will negotiate with airlines, hotels, and rent car agencies to obtain special City rates where possible to lower the City's incremental travel expenditures. Value of this service cannot be determined until implemented. Also, any free tickets earned from airlines, free days from hotels or cars that are earned as a result of City business will be turned over to the City. STP Excel is prepared to have installed, at its own expense, a Satellite Ticket Printer (STP) and Itinerary Printer in the City's Print Shop or other area designated by the City for instantaneous electronic delivery of tickets and invoices. These printers and the installation of them is valued at $10,000. Financial Proposal (cont.) RFP 098025 Travel Agent Services, Page 19 EMAIL ACCESS Excel is prepared to design a reservation page for the use of City employees which will save valuable City employee time in the reservation process. This page can be custom designed, with the help of the City's Accounting Department, Budget Department, and Information Services Department, for ease of use and to capture useful accounting and budgeting information. This page when filled out will then be emailed directly to the agents assigned to the City who will then process the reservation and either call the employee or email the information directly back to the employee. The value of developing and installing a page like this is estimated to be $5000. TRAINING Excel is prepared to hold training classes for City employees to aquaint the employees with the systems installed for the benefit of the City, reservation procedures, and to customize services for departments with special needs. The value of the training classes is estimated to be $1000. GUARANTEED LOWEST FARE Excel will give the City a Money Back Guarantee" that the City will always get the lowest fare on airfares booked by Excel agents. If it is determined that Excel did not obtain the lowest fare available at time of booking an airline ticket for the City, Excel will pay the difference in fares. RFP #98025 Travel Agent Services, Page 20 YEAR 2000 COMPLIANCE As you are probably aware, the Year 2000 poses a potential problem caused by computer hardware and software using two digits to identify the year instead of four. Since computers and computer chips are such an integral part of all business functions from inventory to operations, this problem could affect all aspects of a business's operations. Some examples of affected business equipment or systems are: • Mainframe and PC software which control business functions such as invoicing, payroll, technical analysis, etc. • Programmable logic controllers (PLCs), embedded chips, or other controllers in metering equipment, compressors, manufacturing equipment, etc. • Date sensitive software in phone messaging systems, calculators and other business equipment • Date sensitive BIOS programs in stand alone desk top or portable PC's The following questionnaire is meant to gain an understanding of the proposer's efforts to address their Year 2000 Issues: YEAR 2000 QUESTIONNAIRE Company Name: Excel Travel Individual responsible for leading your Year 2000 efforts: Allan Judah Individual's Address: 5220 80th, Lubbock, Texas 79424 Phone: 806 798 -5999 Fax:80( 6 )798 -2680 E-mail: allan @ nts-online.net Please answer the following questions about your company's Year 2000 efforts. Feel free to include any additional information. Have you or are you currently in the process of developing a plan to address Year Yes X No 2000 compliance issues? 2. Has your company established a centralized team, such as a program or project Yes X No office, to oversee your company's Year 2000 efforts? 3. Have you made an assessment of your business systems and operating facilities to Yes X No determine those which may be impacted by the Year 2000? 4. If no, at what date do you expect to have your assessment completed? Date: 5. Do your Year 2000 efforts include assessing your key suppliers of materials and Yes X No services to ensure that their delivery is not impacted by Year 2000 problems? 6. Do your Year 2000 efforts include assessing your key customers to ensure that their Yes_X No ability to purchase your materials or services is not impacted by Year 2000 problems? 7. When do you expect your operations and business systems to be Year 2000 Date: 11198 compliant? RFP #98025 Travel Agent Services, Page 21 SUPPORTING INFORMATION For a complete evaluation of your proposal, we also request important information. Proposals which do not include such information cannot be thoroughly or fairly evaluated will be considered as incomplete and ineligible for review. Items Enclosed Company Information 1. Financial report for your latest fiscal year X YES NO 2. Directory or brochure outlining the travel services provided by your firm. X YES NO (High -density Dos -Formatted Diskette or CD -Rom accepted in lieu of paper brochure, if desired) CLOSING QUESTION and ADDITIONAL INFORMATION The service relationship with the City of Lubbock requires a desire to support the City of Lubbock travel management mission, which is to provide the best travel services possible at the best rate. This working relationship requires continuing dialogue, ongoing evaluation and energy during the consolidation of travel purchasing through a single, preferred travel service supplier. Does your company support this mission? X YES NO During the evaluation period the City of Lubbock may require some or all of the firms to make oral presentations and to have key personnel available for interviews. City of Lubbock personnel responsible for the evaluation may visit the business premises of the firm to inspect facilities, review operation procedures and meet with key personnel. It should be understood that this is necessary for a complete evaluation. It should be emphasized that all alterations, improvements, and additions to facilities, properties, publications, and equipment will be at the sole expense of the successful proposer. The City of Lubbock reserves the right to reject any or all proposals, to negotiate with any responding agency or company considered qualified, or to make an award without further discussions. If your firm is in agreement with the above information and is prepared to supply the City of Lubbock with the requested travel services proposal, please supply the appropriate signature of an authorized representative from your agency or company on Page 24. RFP #98025 Travel Agent Services, Page 22 CITY OF LUBBOCK RFP #98025, Travel Agent Services Authorization to Bind Submitter of Proposal The undersigned hereby offers to furnish the services as speed herein and in their proposal and proposed contract (ATTACHED) at the terms stated therein and in strict accordance with the specifications, all of which are made a part of this offer. The Proposer submits with their proposal the following: 4- Copy of the Instructions to Proposers, RFP Pages 1-4 4- Copy of the Specifications, RFP Pages 5-6 4- Completed Proposal Submittal Form and Related Attachments, RFP Pages 7 -le Completed Financial Proposal, RFP Pages 19-21 4 Completed Year 2000 Questionnaire, RFP Page 22 4- Completed Supporting Information, RFP Page 23 — include: ➢ Financial Report for Latest Fiscal Year Directory or Brochure Outlining Travel Services 4- Authorization to Bind Submitter of Proposal, RFP Page 24 4- Proposed Travel Agent Services Contract (Hard Copy and Word or ASCII Format on 3.5" Diskette) S- All Addenda to the RFP THIS PROPOSAL IS VALID FOR 90 DAYS. ACKNOWLEDGE receipt of ADDENDA:#1 #2 #3 #4 Name of Business (Stamp may be used): Excel Travel Address: 5220 80th City: Lubbock State: TX Zi p79424 DBE Firm: - must sign by hand -)_ - ')� v - Print NaVie and Title: Allan Judah. President ^ Business Telephone Number 798.5999 Fax Number 798:-2680 Woman Black American Native American Hispanic Asian Pacific Other (Specify) American American - must sign by hand -)_ - ')� v - Print NaVie and Title: Allan Judah. President ^ Business Telephone Number 798.5999 Fax Number 798:-2680 ATTACHMENTS RFP#98025 B1 --Excel Travel is part of Excel Financial Company a Lubbock owned financial and leasing corporation which has a total of $21 million in assets. The Excel Travel company is headquartered at 5220 80th ST. in Lubbock and has a total of 85 agents and staff. Excel Travel delivers a full range of travel services by utilizing state of the art computer reservation systems, internet communication capabilities, and a fully integrated automated accounting and reporting system. B2—For biographical information on Excel Travel principals and staff see Excel Team section. Board of Directors are as follows: Allan Judah -President of Excel Travel, Benny Judah -CEO of Excel Financial Company, Mike Thoma -President of Excel Development and Mike Thoma Construction, Aubrey Bishop -President of ERA/Excel Realty and current President of Lubbock Realtors Association, Margaret Couch -President of CK Business Sense. B11 --United States Association for Tumbling and Trampoline (USATT), Box 306, Brownfield, Tx 79316 --Ann Sims -806-637-7626. Eagle Picher, 1802 E. 50th, Lubbock, Texas 79404 --Robert Potter -747-4663 B-12-- United States Association for Tumbling and Trampoline (USATT), Box 306, Brownfield, Tx 79316 --Ann Sims -806-637-7626. C1 --Excel Travel will supply city employees with travel reservation forms that can easily be filled out and faxed directly to the agents assigned to service the City of Lubbock. Additionally, for those city employees with internet email access, Excel will provide a link to an on-line reservation form on its web site that can be filled out then emailed directly to the Excel agents. C3--on-line--When the on-line request form is filled out it is emailed directly to the agents assigned to the City, processed, and emailed back to the employee. Also, for the city employee who wants to do schedule and fare research, Excel offers access to the Sabre on-line product. This product allows user friendly unbiased research of schedules and fares. After the employee completes the research and has made a tentative booking they can queue it to Excel for quality control to make sure the lowest fare available has been obtained there is no charge to City employees for these services. C5 --At the direction of the city Excel would offer contact with the inbound visitor through use of our 800 number, internet email, fax, or calling direct. Once the reservation is confirmed Excel would either issue a ticketless transaction, a prepaid, or express tickets to the visitor using either UPS or FEDEX at no charge 24 j to the City. If ticketless or prepaid options were used we would fax a complete itinerary to the visitor and the City of Lubbock host. 25 INTRODUCTION The consolidation of the City of Lubbock's travel purchasing will enable Excel Travel, headquartered in Lubbock, to implement a complete package of travel services for the benefit of the City organization. This package will incorporate state of the art technology and custom designed service programs. Excel's experienced staff will be able to focus on the specific needs of City travel and employ the latest in travel related software to insure the most prudent expenditure of budgeted travel funds. In addition to automated reservation and accounting systems Excel will offer to the City direct internet communications and customized detailed reporting of travel expenditures and statistics. Excel will also have a satellite ticket printer (STP) installed in the City complex for instantaneous electronic ticket and invoice delivery. Excel will work to lower incremental costs and increase efficiencies by applying the following programs: No fees for services • Negotiating with vendors for special lower rates for City travel • Assist in streamlining accounting for travel expenditures • Assist in implementing City travel policies • Provide training in booking procedures and travel accounting for interested City employees • Assistance in obtaining a no -fee, no -interest air travel card Excel's team of travel experts and travel technologies will bring a strong source of support to the missions and goals of the City of Lubbock organization. EXHIBIT