COMMONWEALTH OF VIRGINIA STANDARD CONTRACT

Contract Number: VTS-397-2017

This contract entered into this 15th day of September 2016 by Short's Travel Management Inc, hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech."

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows:

SCOPE OF CONTRACT: The Contractor shall provide the Travel Management Services to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT:

From October 1, 2016 through September 30, 2017.

COMPENSATION AND METHOD OF PAYMENT: in accordance with the Contract Documents.

The Contractor shall be paid by Virginia Tech

CONTRACT DOCUMENTS: The Contract Documents shall consist of this signed contract, Request for Proposal (RFP) number 0044897 dated April 28, 2016, together with Addendum Number 1 To RFP dated May 23, 2016, the proposal submitted by the Contractor dated June 3, 2016, Virginia Tech's letter dated July 25, 2016, and the Contractor's response to said letter, Virginia Tech's email dated September 13, 2016 and the Contractor's response dated September 13, 2016, all of which Contract Documents are incorporated herein.

In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending lo be bound thereby.

1111 VirginiaTech

Request for Proposal 0044897 For Travel Management Program

Date April 28, 2016 Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP 0044897 GENERAL INFORMATION FORM QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Kimberly Dulaney, Phone: (540) 231-8543, e-mail: [email protected]. DUE DATE: Proposals will be received until Friday, May 27, 2016 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification. ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute and State University (Virginia Tech), Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech, 300 Turner Street NW, Blacksburg, Virginia 24061. Reference the due date and Hour, and RFP Number in the lower left corner of the return envelope or package. TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your certification number: . For assistance with SWaM certification, visit the SBSD website at http://www.dmbe.virginia.gov/. Large Small business - An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Commonwealth of Virginia Department of Small Business and Supplier Diversity (VASBSD) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification. Women-owned business - A business concern that is at least 51 % owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U.S. citizens or legal resident aliens. Minority-owned business - A business concern that is at least 51 % owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 % of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals. COMPANY INFORMATION/SIGNATURE: In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation.

FULL LEGAL NAME (PRINT) (Company name as it appears with your Federal Taxpayer Number)

FEDERAL TAXPAYER NUMBER (ID#)

BUSINESS NAME/OBA NAME/TA NAME (If different than the Full Legal Name)

BILLING NAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS

PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT)

TELEPHONE NUMBER

TOLL FREE TELEPHONE NUMBER

E-MAIL ADDRESS

FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS

Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the Code of Virginia, 2.2 - 3102 - 3112 YES NO- - - - -

01/01/2016

I.

PURPOSE: The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract or contracts through competitive negotiations for travel management services by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

II.

CONTRACT PERIOD: The term of this contract is for one (1) year, or as negotiated. There will be an option for three (3), one- year renewals, or as negotiated.

Ill.

BACKGROUND: Employees at Virginia Tech travel to domestic and international destinations on a daily basis throughout the year. The university does not have a travel management office and thus relies on the following to obtain travel services: 1. Travel agencies on contract 2. Travel agencies not on contract 3. The Internet Web Sites 4. Direct purchases from airlines Although there are several options for university travelers to purchase travel related services, the university may contract with two or more travel agencies. The current annual volume of airfare is approximately $6 million dollars. A major user of travel management services is Virginia Tech's Athletic Department. The Athletic Department uses travel agencies to arrange both team travel to competitions and individual travel for recruiting purposes. Flights for teams are often required for competitions against ACC conference members Miami, Florida State, Syracuse, Notre Dame, and Boston College, as well as for distant non-conference opponents and post-season competitions. Many teams charter a bus to the airport and to locations within a few hours drive of Blacksburg; although often arranged through existing university contracts for this service, transportation is sometimes needed in distant locations when the team has traveled by airline, or when the coach prefers to use a travel agency to make all-inclusive arrangements. A listing of current Athletic teams and schedules may be viewed by going to www.hokiesports.com, and selecting "schedules" in the left side listing of links. Travel services for study abroad programs sponsored by a number of Virginia Tech academic departments are needed regularly. Services are needed primarily for travel originating and concluding in foreign countries.

IV.

EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM: The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the 4

procurement of goods and services. We are, therefore, requesting that your firm register as a vendor within the e VA system. There are transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system. Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at http://www.eva.virginia.gov/pages/evaregistration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration. technical assistance, reference the eVA For registration and [email protected], or call 866-289-7367 or 804-371-2525. V.

website

at:

CONTRACT PARTICIPATION: College of W1fl1am and Mary George Mason Umversity James Madison University Old Dominion University Radford University ·,

The Unrvers1ty of Virginia

Virginia Commonwealth Umversrty Virginia Military Institute

V1rg1nia Tech

It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Virginia Tech's affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor. Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances. Please refer to Attachment C, Zone Map, if the offeror wishes to submit separate pricing structure based on approved zones for cooperative institutions. Refer to Attachment C for the approved Zone Map. If no other prices are offered, pricing provided will apply to all zones in the Commonwealth. Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

VI.

STATEMENT OF NEEDS: A. General:

1. Virginia Tech needs a Contractor to provide travel management services to the university. 2. The Contractor or its authorized representatives shall meet periodically with Virginia Tech when requested, to discuss all services. 3. The Contractor and Virginia Tech may mutually establish routine procedures for handling the services described herein. Such procedures are subject to Virginia Tech's approval. 4. The Contractor shall provide, to designated offices of Virginia Tech, tickets/reservations for air, rail, hotel and/or vehicle rental accommodations within 24 hours of request by Virginia Tech, or at a specific future date as requested. Upon delivery of tickets/itinerary, the Contractor shall require the requesting department to provide either of the following: a. Virginia Tech Hokie Mart Purchase Order (PO) or Travel Services Authorization (TA) form (TA is applicable only when funded 100% by foundation funding), (fax of hard copy) b. BOA Visa Corporate Purchasing Card number subject to cardholder limits c. BOA Visa Corporate Travel Card number 5. The Contractor shall secure the lowest available rate for any services within the scope of this contract, unless the lowest available rate was refused by the traveler and is included in the Rejection of Lowest Available Fare Report. If the lowest rate was not rejected by the traveler, the Contractor shall refund to Virginia Tech the difference in cost if it has failed to secure the lowest available rate. The Contractor shall provide travel estimates for budget planning to individuals for specific trips, conferences or other potential service requirements. 6. The university will rely on the Contractor to secure the best rates for group travel services required by university departments. Departments may not make group travel arrangements with a non-contract source without first attempting to use the services of the Contractor. When the Contractor cannot provide the service at a cost less than the non-contract source, the Contractor must provide a written estimate for the department to use as documentation for approval to purchase the services from another source. 7. The Contractor should be able to receive orders by email or fax from SciQuest (Virginia Tech's purchasing system-HokieMart). B. Service Requirements: 1. Transportation: a. The Contractor shall provide domestic and/or international airline and railway ticket service at the lowest fare available within the arrival/departure times and locations specified by the requesting traveler or representative of Virginia Tech. b. At its option, Virginia Tech may require charter airline and charter bus service. When such charters are requested, the contractor must negotiate with a minimum of three vendors, if available, to secure the most favorable rates and service for the university.

c. State travel regulations require that transportation by common carrier shall use tourist class accommodations. Business class travel is permissible for international flights. d. Travel credits, reduced rates, or free services received from public facilities by persons for whatever reason, accrue to the university. e. The Contractor shall provide advance seat assignment and advance boarding passes when available from the airlines. f.

At its option, Virginia Tech may elect to make transportation arrangements with noncontract sources.

2. Lodging: The Contractor shall arrange hotel/motel accommodations for individuals or groups, when requested, taking advantage of government or corporate discounts, whichever is greater. If a specific hotel/motel is not requested, the location of the lodging should be reasonably close to the required destination. Virginia Tech may elect to make direct arrangements on a case-by-case basis. 3. Vehicle Rental: The Contractor shall arrange vehicle rentals, when requested, at the lowest rate available. The rate should be confirmed when the reservation is made and included in the traveler's itinerary. 4. International Travel: a. The Contractor shall arrange for international travel, including reservations and ticket delivery for air, rail, bus or ship transportation, and for hotel/motel accommodations and car rentals when required. b. The Contractor shall provide assistance in obtaining passports, visas and documents regarding health requirements. c. At its option, Virginia Tech may elect to make international travel arrangements with non-contract sources. 5. Traveler's Itineraries: The Contractor shall provide two itinerary copies to the traveler including, but not limited to, the following information: a. Carrier(s) b. Flight, train, bus or voyage numbers. c. Departure and arrival times for each segment of the trip d. Ground transportation facilities at destination (e.g., taxi or shuttle service) e. Meals provided f.

Name, phone number and location of hotel/motel and room rates

g. Name, phone number and location of car rental agency and rates 6. Contractor Assistance: The Contractor shall provide assistance, training, and orientation as required by the Office of the Controller.

7. Refunds: a. The Contractor shall provide any refunds due as a result of the Office of the University Controller returning unused tickets. b. The Contractor shall identify each refund by original ticket and/or invoice number. c. The Contractor shall make refunds within 30 days of ticket return. d. Refunds shall not be made to the individual traveler except for tickets purchased using the travelers' personal funds or their BOA Visa Corporate Travel Card. e. The Contractor shall not accept unused tickets directly from the individual traveler except for those purchased with personal funds or their BOA Visa Travel Card. 8. Hours of Operation: The Contractor should provide at least seven hours of service daily from 9:00 a.m. to 5 p.m., Monday through Friday. 9. Schedule Changes, Cancellations, and Delays: a. The Contractor should make every effort to notify travelers of airport closings, cancelled or delayed flights, trains, buses or voyages. b. The Contractor shall provide alternate travel arrangements whenever a carrier defaults or cancels a scheduled departure. 10. Common Carrier and Flight Insurance: The Contractor should provide free automatic common carrier and flight insurance for all air and rail travelers in an amount of at least $200,000. C. Reporting. Invoicing and Delivery Requirements: 1. On a monthly basis, the Contractor shall submit a statement summarizing the itinerary, traveler name, and related PO/TA# to the Office of the Controller. This information must be received each calendar month in order for the Controller's Office to pay the Agency Travel Card (ATC) invoice promptly. 2. Within four days of reporting non-ATC (Airlines Reporting Corporation) purchases (cash sales), the Contractor shall submit invoices, itineraries, and approved PO I TA forms to the Office of the Controller. This method of payment shall be used only when the ATC card or credit cards are not accepted. The PO I TA must have the departments "received" and "authorized" signatures I approvals in place. 3. When departments use the traveler's BOA Visa Corporate Travel Card or the department's BOA Visa Corporate Purchasing Card, central reporting is not required. 4. Rejection of Lowest Available Fare Report: This report shall be provided on a monthly basis in the event a traveler rejects the lowest available fare. Lower rates based on differences in the flight schedule do not have to be reported and do not have to be included in management reports. The report should be sorted in "reason rejected" order, i.e., all fares rejected because a "Saturday night stay was required" should be sorted together on the report, and then the next reason should be listed, etc. The list should also include: a. Name of traveler

b. Date of ticket c. Ticket number or other transaction ID number d. Cost of offered reservation e. Actual cost of accepted reservation 5. Other reports as requested by the Office of the Controller. D. Method of Payment: 1. Virginia Tech may pay for travel purchased through the Contractor by any combination of the following methods: a. Wells Fargo Visa Agency Travel Card b. BOA Visa Corporate Travel Card issued to an employee of Virginia Tech c. BOA Visa Corporate Purchasing Card issued to an employee of Virginia Tech d. Virginia Tech checks only if (1.) the contractor/provider does not accept the university credit card or (2.) if the savings with a cash payment meets the terms of the "Cash Discounts" policy of the Commonwealth of Virginia. If the provider does not accept the Wells Fargo Visa Agency Travel Card or credit cards, the contractor shall include a statement to that effect on the invoice provided. VII.

PROPOSAL PREPARATION AND SUBMISSION: A. General Requirements 1. RFP Response: In order to be considered for selection, Offerers must submit a complete response to this RFP. One (1) original and Three (3) copies of each proposal must be submitted to: Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 Reference the Due Date and Hour, and RFP Number in the lower left hand corner of the return envelope or package. No other distribution of the proposals shall be made by the Offerer. 2. Proposal Preparation: a. Proposals shall be signed by an authorized representative of the Offerer. All information requested should be submitted. Failure to submit all information requested may result in Virginia Tech requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. c.

Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume. e. Ownership of all data, material and documentation originated and prepared for Virginia Tech pursuant to the RFP shall belong exclusively to Virginia Tech and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal. 3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore, proposals should be complete. B. Specific Requirements Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal: 1. Plan For Providing Services: a. Provide specific plans for providing service to Virginia Tech employees located throughout the state. Include plans for delivering tickets, costs or such delivery, express mail costs, toll free phone numbers if available and plan for obtaining the PO I TA from the departments. 10

b. Describe your approach to securing the lowest rates available to meet the traveler's needs. c. Provide a list of additional services that you could provide Virginia Tech to improve its travel program. d. If applicable, identify and list the amount of any fees (transaction, processing, service charge, etc.) that may be charged. e. Provide completed sample forms including itinerary, invoice, reservation vouchers, customer reports, as well as internal forms such as procedures and policies, which your staff is required to follow. f.

Identify the location of the office that will provide services and its proximity to Virginia Tech.

2. Qualifications and Experience: a. Describe the experience and variety of services provided by your agency. b. Describe the expertise of your staff and a description of your training and development program, which will assure that all personnel assigned to perform under any resultant contract, shall be capable and qualified in the work assigned to them. Include resumes for staff that will provide service to Virginia Tech. c.

Provide evidence of financial stability.

d. Describe service enhancements unique to your agency including franchise agreements. e. Are you a member of a consortium? If so, which one and why did you select that one? Provide a list of services that the consortium provides to your agency. f.

Provide four (4) recent references, either educational or governmental, for whom you have provided the type of services described herein. Include the date(s) the services were furnished, the client name, address and the name and phone number of the individual Virginia Tech has your permission to contact

3. Equipment, Systems, Automation: Describe your degree of automation, procedures for electronically transferring data, and plans for future enhancements that may provide efficiencies for processing invoices at Virginia Tech. 4. Participation of Small, Women-owned and Minority-owned Business (SWAM) Business: If your business can not be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified, you agree to maintain your certification for the life of the contract. For ll

assistance with SWaM http://www.dmbe.virginia.gov/. 5.

VIII.

certification,

visit

the

SBSD

website

at

The return of the General Information Form and addenda, if any, signed and filled out as required.

SELECTION CRITERIA AND AWARD: A. Selection Criteria

Proposals will be evaluated by Virginia Tech using the following:

Criteria

Maximum Point Value

1. Quality of products/services offered and suitability for the intended purposes

25

2. Qualifications and experiences of Offeror in providing the goods/services

25

3. Specific plans or methodology to be used to provide the Services

30

4. Cost (or Price)

10

5. Participation of Small, Women-Owned and Minority (SWAM) Business

10

Total

100

Award To Multiple Offerors: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth reserves the right to make multiple awards as a result of this solicitation. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor's proposal as negotiated.

12

XI.

INQUIRIES: All inquiries concerning this solicitation should be submitted in writing via email, citing the particular RFP section and paragraph number. All inquiries will be answered in the form of an addendum. Inquiries must be submitted by 10:00 am on Wednesday, May 11, 2016. Inquiries must be submitted to the procurement officer identified in this solicitation.

X.

INVOICES: Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted to: Virginia Polytechnic Institute and State University Accounts Payable North End Center, Suite 3300, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061

XI.

METHOD OF PAYMENT: Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal. Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech's Procurement website: http://www.procurement.vt.eduNendor/WellsOne.html or contact the procurement officer issuing RPF identified in the RFP.

XII.

ADDENDUM: Any ADDENDUM issued for this solicitation may be accessed at http://www.procurement.vt.edu/html.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XIII.

CONTRACT ADMINISTRATION: A. Wendell Vest, Associate Controller, Controller's Office, at Virginia Tech or his designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance. B. The Contract Administrator, or his designee, shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or his designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.

XIV.

COMMUNICATIONS: Communications regarding this solicitation shall be formal from the date of issue, until either a Contractor has been selected or the Procurement Department rejects all proposals. Formal communications will be directed to the procurement officer listed on this solicitation. Informal communications, including but not limited to request for information, comments or speculations 13

regarding this solicitation to any University employee other than a Procurement Department representative may result in the offending Offeror's proposal being rejected. XV.

CONTROLLING VERSION OF SOLICITATION: The PDF version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of/or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

XVI.

TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions, see Attachment A.

XVII.

ATTACHMENTS: Attachment A- General and Special Terms and Conditions Attachment B - Sample of Standard Contract Form Attachment C - Zone Map for Cooperative Contracts

14

ATTACHMENT A TERMS AND CONDITIONS RFP GENERAL TERMS AND CONDITIONS

http:/www.procurement.vt.edu/html.docs/terms/GTC RFP 01012016.pdf ADDITIONAL TERMS AND CONDITIONS

1.

ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement.

2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period. 3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. 4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. 5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents. 6.

IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate envelope or package, sealed and identified as follows: From:.~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~-

Name of Bidder or Offerer

Due Date

Time Due

Street or Box No.

Solicitation Number

City, State, Zip Code

Solicitation Title

Name of Procurement Officer:

15

The envelope should be addressed to: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061

The offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope.

7. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address If to Contractor: Attention:

Address Shown On RFP Cover Page Name Of Person Signing RFP

If to Virginia Tech: Virginia Polytechnic Institute and State University Attn: Kimberly Dulaney Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 and Virginia Polytechnic Institute and State University Attn: Wendell Vest University Controller North End Center, Suite 3300 300 Turner Street, NW Blacksburg, Virginia 24061 8. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation. SPECIAL TERMS AND CONDITIONS

1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.

16

2. SPECIAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special promotional sale prices or discounts immediately to Virginia Tech during the term of the contract. Such notice shall also advise the duration of the specific sale or discount price. 3.

INSURANCE: By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract, Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability - $100,000.00 C. General Liability - $500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability. D. Automobile Liability - $500,000.00 E. Builders Risk - For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk - Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk - Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate. The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.

17

ATIACHMENTB

SAMPLE CONTRACT FORM Standard Contract form for reference only Offerors do not need to fill in this form COMMONWEALTH OF VIRGINIA STANDARD CONTRACT Contract Number:

-----------

This contract entered into this _ _ day of 20_, by hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech".

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agrees as follows:

SCOPE OF CONTRACT: The Contractor shall provide the _ _ _ _ _ _ to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From _ _ _ _ _ _ _ _ _ _ through _ _ _ _ _ _ _ _ __

COMPENSATION AND METHOD OF PAYMENT: accordance with the contract documents.

The Contractor shall be paid by Virginia Tech in

CONTRACT DOCUMENT: The Contract Documents shall consist of this signed contract, Request For Proposal Number dated , together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's letter dated , all of which Contract Documents are incorporated herein.

In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.

Contractor:

Virginia Tech

By: _ _ _ _ _ _ _ _ _ _ _ _ __

By: _ _ _ _ _ _ _ _ _ _ _ _ __

Title: _ _ _ _ _ _ _ _ _ _ _ _ _ __

18

ATTACHMENT C Zone Map

Virginia Association of State College & University Purchasing Professionals (VASCUPP) List of member institutions by zones Zone 1 George Mason University (Fairfax)

Zone 2 James Madison University (Harrisonburg)

Zone3 University of Virginia (Charlottesville)

Zone4 University of Mary Washington (Fredericksburg)

Zone 5 College of William and Mary (Williamsburg) Old Dominion University (Norfolk)

Zone6 Virginia Commonwealth University (Richmond)

Zone 7 Longwood University (Farmville)

r··zc>"ne··a·· · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · ·

i Zone 9 Virginia Military Institute i University of Virginia - Wise i (Wise) (Lexington) Virginia Tech (Blacksburg) .R~~fc:>.r..~ -~-r:iiy~~~i_!.Y.....~~L...............~

19

ADDENDUM # 1 TO RFP # 0044897 VIRGINIA POLYTECHNIC INSTITUTE AND ST ATE UNIVERSITY Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 DATE

NEW DUE DATE AND HOUR Frida June 3, 2016 3:00 PM

May 23, 2016

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Kimberly Dulaney, CPSM, CUPO, Assistant Director and Contracts Manager

(540) 231-8543 540 231-9628 AFTER HOUR MESSAGES 540 231-6221

E-MAIL ADDRESS [email protected] TELEPHONE NUMBER FAX NUMBER

Travel Management Program 1. The following questions have arisen as a result of the aforementioned RFP: Question 1. Would it be possible to receive a breakdown of how the travel dollars are spent? Virginia Tech Answer: The following is airfare only of travel expenses: Athletic $1.5m Corporate/faculty and staff travel $4.3m Student travel - Faculty Led programs, study abroad. $520k Question 2. Do you currently use an online system for booking flights? Virginia Tech Answer: No Question 3. Under Specific Requirements, Section 2, question d- What is meant by "franchise agreements"? Does this refer to affiliations, vendor partners or both? Virginia Tech Answer: Both (any related organizations to your company). Question 4. Under Reporting, Invoicing and Delivery Requirements- What is meant by question 2? Is Virginia Tech looking for direct billing? Within four days of reporting non-ATC (Airlines Reporting Corporation) purchases (cash sales), the Contractor shall submit invoices, itinerariGs, and approved PO I TA forms to the Office of the Controller. This method of payment shall be used only when the ATC card or credit cards are not accepted. The PO I TA must have the departments "received" and "authorized" signatures I approvals in place Virginia Tech Answer: If the purchase cannot be made using the university issued credit card or the traveler's personal credit card, then yes, we would like direct billing of the invoice. Question 5. Virginia Tech currently has an agency under contract who works with the sports teams. Now that sports is mentioned, Are the companies awarded contract going to be able to solicit ANY sports team for its business? Virginia Tech Answer: This contract is optional for Virginia Tech athletics departmental use. The athletic department currently uses contract travel management companies for a portion of their travel arrangements. Question 6. Current annual Airfare is listed as $6 million a year, does that include sports?

Virginia Tech Answer: Yes Question 7. Is Virginia Tech open to a contract period longer than 1 year if a price reduction is offered? Virginia Tech Answer: In the near future, we will be transitioning to a new travel system internally and do not want to commit to more than 1 year at this time. Question 8. RegardinQ airline purchases: a. What is total number of airline tickets issues annually?

Virginia Tech Answer: 10,000 b. What is percentage breakdown or number of airline tickets issued for domestic vs. international?

Virginia Tech Answer: For the period from 7/1 /15 through 4/30/16 (1 o months) we had 1,557 international employee expense reports submitted for reimbursement. c. Are there Airline Preferred Suppliers/Contracts?

Virginia Tech Answer: No d. How many "voids" and "refunds" are issued annually?

Virginia Tech Answer: unknown Question 9. Regarding Hotel purchases: a. What is total hotel spend annually?

Virginia Tech Answer: $17m b. What is total number of room nights annually?

Virginia Tech Answer: Unknown (estimate 116,000) c. Are there Hotel Preferred Suppliers?

Virginia Tech Answer: No d. Are there any hotel contracts non-commissionable?

Virginia Tech Answer: We do not have any hotel contracts e. Do you have direct billing with any Hotels?

Virginia Tech Answer: Yes, we have direct billing with several hotels

Question 10. Regarding Car Rental:

a. What is total car rental spend annually? Virginia Tech Answer: Estimate is $500,000

b. What is total number of car rental days annually? Virginia Tech Answer: unknown

c. Are there Car Rental Preferred Suppliers/Contracts? Virginia Tech Answer: We have a contract with Enterprise

d. Do you have direct billing with any Car Rental companies? Virginia Tech Answer: yes Question 11. Regarding Booking Habits:

a. Are you using an on-line booking tool? Virginia Tech Answer: No. We do allow our employees to book through any internet booking site.

b. If no on-line booking tool, is there interest in utilizing an on-line tool? Virginia Tech Answer: There is a possibility in the future.

c. How many study abroad programs are there annually? Virginia Tech Answer: 45 Question 12. Regard·1ng Groups/Meetings:

a. What is the average size of participants per study abroad program? Virginia Tech Answer: 15-20 individuals

b. What% of total travel spend is on Team Sports and Study Abroad programs for:

o o o

Air? Virginia Tech Answer: 33% Bus Charters? Virginia Tech Answer: 75% Lodging managed through a Travel Management Groups/Events Department? Virginia Tech Answer: 60%

Question 13. Does EVA registration need to be completed before the contract is awarded or after? Virginia Tech Answer: The Vendor should be registered with EVA prior to the contract being awarded. It is recommended that the vendor complete EVA registration prior to submitting their proposal. To receive the points allotted for SWaM, vendors must be registered with SBSD as outlined in the RFP. Question 14. In reference to program being voluntary: •

Is the $6M air volume the actual the actual usage tracked under your current program? Virginia Tech Answer: The $6m air volume is total university spend regardless of where it was procured through a contract travel agency (it could have been obtain through the internet).

•

Can you supply any percentage breakdown of% usage vs. % non-usage?

Virginia Tech Answer: 47% of air expenses are book through current contract travel agencies •

Would you be interested in entertaining any ideas to increase voluntary usage without making the program mandatory?

Virginia Tech Answer: Yes Question 15. Do you have a pre-trip approval process? Virginia Tech Answer: Yes. Our electronic travel system provides for a pre-trip approval process (we call this an authorization). It is required for any international travel. It is optional for domestic travel; however, many of our departments require it for domestic travel. Question 16. Can you please provide more information on your intent of the requirement outlined below?

'Within four days of reporting non-ATC (Airlines Reporting Corporation) purchases (cash sales), the Contractor shall submit invoices, itineraries, and approved PO I TA farms to the Office of the Controller. This method of payment shall be used only when the A TC card or credit cards are not accepted. The PO I TA must have the departments "received" and "authorized" signatures I approvals in place." Virginia Tech Answer: The intent is to pay the vendor timely for all direct bill services. For us to be able to do this, we need an invoice from the vendor. We require a vendor invoice for any direct bill charges that are not placed on a credit card. The standard vendor invoice format is acceptable; however, we request that the university PO number be included on the vendor invoice. Question 17. What is working well in your program today that you wish to maintain? Virginia Tech Answer: We have developed good working relationships with the contract vendors and hope to continue or develop new relationships. Question 18. What are the areas that you are looking to improve?

Virginia Tech Answer: Ensure that travel agencies collect the university PO number fro111 our department employees so that we can charge back the credit card transactions to the department funding. Question 19. How many travel management companies/consultants service your account today? Virginia Tech Answer: During FY15, we had 4 contract travel agencies with activity. Question 20. Do you regularly have account managers from the travel management companies stop by to visit with you and gain feedback? Virginia Tech Answer: We do not have regularly scheduled meetings. We schedule meeting on an as needed basis. Question 21. Do you require a redlined response to Attachment A, Terms and Conditions, at this time? Virginia Tech Answer: Yes. Please indicate any changes to our terms and conditions at the time of proposal. Question 22. Do you have a pricing template that you would like us to use, or should we provide one? Virginia Tech Answer: We do not have a template. Question 23. Will the University accept two pricing proposals, one for athletics and one for campus travel? Virginia Tech Answer: Yes Question 24. Will the University accept a non-transaction based pricing structure? Virginia Tech Answer: No Question 25. Are there any recurring challenges in the current travel program for which you hope to identify a solution? Virginia Tech Answer: No Question 26. Can you tell us approximately when you expect to conduct oral presentations? Virginia Tech Answer: During the month of June. Once the initial round of scoring is completed, vendors will be invited in for presentations. Question 27. Regarding charter air and bus (items IV.B.1.a-b}: Are these predominantly scheduled for athletics, or do other travelers require them as well? Is negotiation with at least three vendors required for each booking, or may preferred suppliers be selected following negotiation with at least three vendors and used thereafter?

Virginia Tech Answer: Yes, these are primarily scheduled for athletics; however, we do have a need for bus services for study abroad programs. Departments are encouraged to seek the best pricing by getting quotes from contract vendors. Question 28. Who is your current TMC for athletics? Virginia Tech Answer: Our athletics department uses our 4 contract travel agencies currently; however, these contracts are not mandatory. If they need to go to another vendor to obtain the services they need, they are allowed to do such. Question 29. Does your current TMC provide free common carrier and flight insurance? Virginia Tech Answer: This service was requested in the previous RFP but it was concluded during negotiations that there would be a fee for this service. Question 30. What service model do your TMC(s) utilize currently? Examples include shared offsite service, call center, onsite/implant, and dedicated offsite service. Do you have any agent's onsite or fully dedicated to Virginia Tech or to your athletic department? Virginia Tech Answer: Shared offsite service---no fully dedicated or onsite agents Question 31 . Do you/will you mandate use of the online booking tool? Virginia Tech Answer: We do not mandate the use of an online booking tool. We have not made a decision about a mandated future use of an online booking tool. We currently do allow our employees to book through any internet booking site. Question 32. Regarding item Vl.A.4.a: When PO or TA is used for payment, what charges will these include (transaction fees only, airline ticket cost, other)? Virginia Tech Answer: The PO or TA is used to request the ticket purchase, it is not used for the payment. The PO or TA authorizes the charged to be placed on the university credit card with the travel agency which would include the ticket cost and all other fees/cost associated with the ticket. Question 33. Does the University hold any blanket insurance that covers travelers? We noted there may be an association with USI and Cultural Insurance Services International (GISI). Virginia Tech Answer: University policy requires all employees who travel internationally on behalf of the university to purchase the GISI. This covers health and evacuation. The evacuation is related to medical, natural disaster, or political security. Question 34. What percentage of the $6 million annual air spend is attributable to athletics, vs. faculty/staff travel, vs. student travel (such as study abroad)? Virginia Tech Answer: 24%-athletics, 8% study abroad, 67% general university. Question 35. Air: What is your annual spend on air and number of air transactions? Please provide the percentage breakdown of domestic and international travel. Virginia Tech Answer: Annual spend is around $6.3m. Total estimated transactions are 10.000. 16% are international.

Question 36. Hotel: What is your total hotel spend and number of nights? Virginia Tech Answer: $17m with an estimated number of nights of 116,000. Question 37. What is the annual spend on car rental and/or chauffeured transportation? Other ground transportation (bus, rail, etc.)? Virginia Tech Answer: Estimated spend on car rental is $500,000. Bus charters are $900,000. Question 38. Can you provide breakdown of top city pairs (both domestic/international) including airlines used? Virginia Tech Answer: No Question 39. Please list your air, hotel and ground transportation contracts and specify if they are net or neVnet. Please also advise what % of your air spend is covered by these agreements currently. Virginia Tech Answer: We have no such contracts Question 40. What % of your hotel bookings are covered under your supplier agreements? Virginia Tech Answer: None Question 41. What percentage of hotels and cars are assumed to be within an air booking? Virginia Tech Answer: Very few 2. No further inquiries will be accepted for this solicitation.

3. All other terms, conditions and descriptions remain the same. 4. The due date and hour is changed from Friday, May 27, 2016, 3pm TO Friday, June 3, 2016, 3 pm. FULL LEGAL NAME (PRINT)

FEDERAL TAXPAYER NUMBER (ID#)

(Company name as it appears wrth your Federal Taxpayer Numbe•)

~

BUSINESS NAME/OBA NAMEfTA NAME

FEDERAL TAXPAYER NUMBER

(~different than the Full Legal Narre)

(If dilfeienl than ID# above)

Bl LUNG NAME

FEDERAL TAXPAYER NUMBER

(Company name as it appears on your invoice)

(If cifferent thao ID# at•ove)

PURCHASE ORDER ADDRESS

PAYMENT ADDRESS

CONTACl NAME/TITLE (PRINT)

SIGNATURE {IN INK)

DATE

E·MAIL ADDRESS

TELEPHONE NUMBER

TOLL FREE TELEPHONE NUMBER

FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS

Ill VirginiaTech Request for Proposal 0044897 Travel Management Services

Submitted By

Short's Travel Management

June 3, 2016

•

IVirginiaTech

51-1C~T5 TRAVEL

MANAGE ME NT

RFP 0044897 GENERAL INFORMATION FORM QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Kimberly Dulaney, Phone : (540) 231 -8543 , e-mail : [email protected] . DUE DATE: Proposals will be received until Friday, May 27 , 2016 at 3:00 PM . Failure to submit proposals to the correct location by the designated date and hour will result in disqualification. ADDRESS : Proposals should be mailed or hand delivered to : Virginia Polytechnic Institute and State University (Virginia Tech) , Procurement Department (MC 0333) North End Center, Suite 2100 , Virginia Tech , 300 Turner Street NW , Blacksburg , Virginia 24061 . Reference the due date and Hour, and RFP Number in the lower left corner of the return envelope or package. TYPE OF BUSINESS: (Please check all applicable classifications) . If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD) , provide your certification number: . For assistance with SWaM certification, visit the SBSD website at http://www.dmbe.virginia .gov/.

X

Large Small business - An independently owned and operated business which , together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Commonwealth of Virg inia Department of Small Business and Supplier Diversity (VASBSD) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification .

X

Women-owned business - A business concern that is at least 51 % owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation , partnership, or limited liability company or other entity, at least 51 % of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens . Minority-owned business - A business concern that is at least 51 % owned by one or more minority individuals (see Section 2.2- 1401 , Code of Virginia) or in the case of a corporation , partnership , or limited liability company or other entity, at least 51 % of the equity ownership interest in the corporation , partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.

COMPANY INFORMATION/SIGNATURE: In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference , the undersigned offers and agrees to furn ish the goods or services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation .

Confidential & Proprietary Information

3

•

"'

. Ill VirginiaTech FU LL LEGAL NAME (PRINT) (Company name as it appears with your Federal Taxpayer Number)

FEDERAL TAXPAYER NUMBER (ID#)

Short's Travel Management, Inc. BUSINESS NAME/OBA NAME/TA NAME (If different than the Full Legal Name)

BILLING NAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS

Short's Travel Management PAYMENT ADDRESS

1203 W. Ridgeway Avenue Waterloo , IA 50701

1203 W. Ridgeway Avenue Waterloo , IA 50701

CONTACT NAME/TITLE (PRINT) MeQan Howard I Director of Sales TELEPHONE TOLL FREE TELEPHONE NUMBER NUMBER (913) 2202730

E-MAIL ADDRESS MHoward@shortstravel .co m FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS (319) 234-2490

Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the Code of Virginia , 2.2 - 3102 - 3112 YES NO~X-'-~~~-

/!~/!-!+-'-"-

1.-"-"-

~~

SIG NATU RE _ _ q --L.____.__ ;J (ININK)

Confidential & Proprietary Information

J/1 - ++'-';

o _Date:

. -'------A .---+

s /2 \.Q I\\_o 01/01/2016

4

•

Ill VirginiaTech VI. STATEMENT OF NEEDS : A. General :

1. Virginia Tech needs a Contractor to provide travel management services to the university. Established in 1946, Short's Travel Management (Short's) has grown to become one of the top 15 travel management companies in the industry, "The Most Innovative Travel Management Company in North America", the largest movement of collegiate championship student athletes, and the largest collegiate charter air company. Short's is a majority women owned , private corporation , led by Owner/CEO David Lecompte, with total sales at over $248 million in 2015. While our headquarters is located in Waterloo , Iowa, home of our University & Sports Travel Department and finance team , we span the United States with home-based travel agents and onsite locations. Short's corporate fulfillment center is located in Overland Park, Kansas, home for our sales and account management team . Making A Booking

Ensuring It Is Optimal Traveler PoCicy & Preferences

Designated Acent Backup agents provided by sports department Dedicated 800# Available 24f7 Direct phone and email addresses

""/

-

STO, Findlt and/or Concur

2.

Ff' dit

s-.i.n... lool-.

Bl

Traveler Surveys

Travel PoCicy

Management Auto Ticketing

Auto QC

K3

Providing the Right Tools

& Virtual Itinerary

Mobile Itinerary Management & Booking

Automated FareCheciter

$ Automated Unused Ticket Tracking

Partnerships

Online Support

The Contractor or its authorized representatives shall meet periodically with Virginia Tech when requested , to discuss all services. Short's believes communication is a vital aspect of all of our business relationships and will gladly meet over the phone periodically with Virginia Tech to discuss services. The key point of contact for all communication between Short's and our clients is the Strategic Account Manager, Victoria Ragan. Victoria will act as Virginia Tech's single point of contact and ensure that information received from Virg inia Tech is properly communicated and implemented inside of Short's operations, technology and finance teams. Additionally, Victoria will also provide regular communication to Virginia Tech related to any changes, challenges or opportunities that may affect the travel program.

Confidential & Proprietary Information

5

•

•

III VirginiaTech 3.

The Contractor and Virginia Tech may mutually establish routine procedures for handling the services described herein . Such procedures are subject to Virginia Tech's approval. Short's agrees to this provision.

4. The Contractor shall provide , to designated offices of Virginia Tech , tickets/reservations for air, rail, hotel and/or vehicle rental accommodations within 24 hours of request by Virginia Tech, or at a specific future date as requested. Upon delivery of tickets/itinerary, the Contractor shall require the requesting department to provide either of the following : a. Virginia Tech Hokie Mart Purchase Order (PO) or Travel Services Authorization (TA) form (TA is applicable only when funded 100% by foundation funding) , (fax of hard copy) b. BOA Visa Corporate Purchasing Card number subject to cardholder limits c. BOA Visa Corporate Travel Card number Tickets and reservations for air, rail , hotel, and/or vehicle rentals will be provided within 24 hours of request by Virginia Tech . Short's will require the requesting department to provide either of the above listed acceptable payment options . 5.

The Contractor shall secure the lowest available rate for any services within the scope of this contract, unless the lowest available rate was refused by the traveler and is included in the Rejection of Lowest Available Fare Report. If the lowest rate was not rejected by the traveler, the Contractor shall refund to Virginia Tech the difference in cost if it has failed to secure the lowest available rate. The Contractor shall provide travel estimates for budget planning to individuals for specific trips , conferences or other potential service requirements . Short's agrees to this provision.

6. The university will rely on the Contractor to secure the best rates for group travel services required by university departments. Departments may not make group travel arrangements with a noncontract source without first attempting to use the services of the Contractor. When the Contractor cannot provide the service at a cost less than the non-contract source , the Contractor must provide a written estimate for the department to use as documentation for approval to purchase the services from another source. Short's agrees to this provision . Nobody moves more groups than Short's. As the travel provider for the NCAA, during March Madness, Short's books over 12,000 individuals within 72 hours. Short's is responsible for assisting a variety of sports, government and corporate incentive groups with individual travel, domestic airfare, international airfare, group airfare, air charters, hotels, rental cars, vans and motor coaches. Short's is also able to change names within a group contract for no additional cost with a number of airlines. This may mean that if a group is likely to change its travel party, the Short's travel agents will recommend an airline that allows late modifications even if the up-front fare is higher. A slightly higher, more flexible fare can oftentimes be a better deal than a lower up-front fare with restrictions that will likely result in hundreds of dollars of airline penalties and change fees.

Confidential & Proprietary Information

6

•

Ill VirginiaTech To enhance the service we deliver to our clients, we have developed separate specialized sports processes to support the unique needs of recruiting and team travel. Our sports travel agents are experts in handling multi-segment recruiting travel, and the complexities of large group movements. Agents work closely with coaches and/or support staff to determine the optimal time to travel based on practices, scheduled competition and NCAA guidelines. From there, the agents contact the airline's dedicated phone numbers assigned specifically to us to find multiple flight options and compare fares. Our agents return several options to the coach , allowing them to pick the itinerary which best fits their needs. Upon the coach's confirmation , agents confirm group space with the carrier and work to ensure requested seat assignments are confirmed . 7. The Contractor should be able to receive orders by email or fax from SciQuest (Virginia Tech's purchasing system-HokieMart) . Short's is able to receive orders via phone, email and/or fax. B. Service Requirements: 1. Transportation : a. The Contractor shall provide domestic and/or international airline and railway ticket service at the lowest fare available within the arrival/departure times and locations specified by the requesting traveler or representative of Virginia Tech . Short's will provide Virginia Tech with a team of experienced agents as well as an online booking solution to meet and exceed the requirements above. Short's has successfully provided travel related services to the Virginia Tech Athletic Department since July 2010 and looks forward to the opportunity to continue to service and grow our partnership. b. At its option , Virginia Tech may require charter airline and charter bus service. When such charters are requested , the contractor must negotiate with a minimum of three vendors, if available , to secure the most favorable rates and service for the university. Short's is able to provide both charter airline and bus services to Virginia Tech. Short's will utilize STM Charters , a division of Short's, for charter air services and TrueNorth Travel Solutions for charter buses.

e,

Air Charters STM Charters, Inc., a company owned by Short's, moves the most collegiate teams in the US and specializes in the movement of ~...... sports groups, taking thousands of coaches, athletes, staff, and fans to events throughout the United States every year. STM STMCHARTERS Charters has recently become an ARGUS Registered broker, making us one of only twelve certified brokers to earn this prestigious qualification. With over 850 charters coordinated , managed and fulfilled annually, STM Charters has been a reliable partner for our clients by continuously meeting deadlines, managing carrier contracts, matching the right aircraft with the client's specific needs, leading communication between team and carrier, offering consultation for post-trip expenses (fuel surcharges, de-icing, catering , etc.), and staying within budgets. STM Charters procures flights and ensures the entire process runs smoothly from bidding to billing. Moreover, STM Charters follows stringent procedures for evaluating potential operators , ensuring safe and reliable travel accommodations are met. STM Charters also provides:

..-....,-"4e....-

Confidential & Proprietary Information

7

•

,.

it

SHC~TS T R A VEL

MANAGEMENT

• • • •

Ill VirginiaTech

Access to a full network of charter services Detailed reports of charter data Full range of aircraft from turboprop to 747, from 4 to 400 seats Personalized and dedicated support before, during and after each flight

Bus Charters Short's has a preferred ground transportation supplier ~ relationship with TrueNorth Travel Solutions, an experienced ~ ~~ TRAVEL SOLUTIONS North~ industry leader in providing a single source for chartering . quality equipment including shuttles, buses, etc. throughout the country. Specializing in collegiate transportation , TrueNorth works with approximately 100 different athletic programs each year, with just over $3M in athletics spend in 2015.TrueNorth, based out of Chicago, IL, only works with motor coach operators who put the same premium on safety and service that they do and has a pre-qualified , national network of operators giving them hundreds of options and access to thousands of vehicles . TrueNorth offers competitive pricing and identifies ways to save with reduced hidden fees and lack of overcharges, resulting in client savings up to 23% or more. As our trusted partner for over 1O years, TrueNorth continually provides our groups with safe, reliable and satisfactory service year after year.

True

(

c.

~ ('

State travel regulations require that transportation by common carrier shall use tourist class accommodations. Business class travel is permissible for international flights . Short's agrees to fulfill these accommodations and will incorporate all University policies in the booking process.

d.

Travel credits , reduced rates , or free services received from public facilities by persons for whatever reason , accrue to the university. Short's agrees to this provision .

e.

The Contractor shall provide advance seat assignment and advance boarding passes when available from the airlines. Short's agrees to this provision . Short's utilizes Seat Checker, part of our COMPLEAT Quality Control System , to assist traveler in seat clearance and upgrades. SeatChecker secures preferred seating on domestic and international airlines using live seat maps when available. Seat requests can be made for aisles, window, right or left side of the airplane, front or back of the airplane, bulkhead or aisles across. SeatChecker will also perform first class and business class upgrades in accordance to the rules specifying when an upgrade can take place (depending upon frequent flyer status level). The powerful logic of this module allows the processing of multiple passengers per PNR while maintaining secured preferred seats. SeatChecker can also be used for initial seat assignments on all reservations as well as improving seat assignments up until the time of departure.

f.

At its option , Virginia Tech may elect to make transportation arrangements with non- contract sources. Short's agrees to his provision.

Confidential & Proprietary Information

8

fl

Sl-IC~TS TRAVEL

MANAGEMENT

I VirginiaTech

2. Lodging : The Contractor shall arrange hotel/motel accommodations for individuals or groups , when requested , taking advantage of government or corporate discounts, whichever is greater. If a specific hotel/motel is not requested , the location of the lodging should be reasonably close to the required destination . Virginia Tech may elect to make direct arrangements on a case-by-case basis. Short's supports a diverse client portfolio that positions our hotel spend and leveraging capabilities beyond that of our competitors. We are a top account with many of the major chains in the US, based on both transient and group hotel spend. We work with National Sales Offices and managers who analyze our business from a high level perspective and connect us with the appropriate personnel in local properties , if and when necessary. Our partnerships are extensive and include, but are not limited to: Marriott Hotels, Hilton Hotels, Hyatt Hotels, Starwood, IHG, Best Western, Wyndham and Omni hotels. In addition to our hotel partnerships, another asset in our ability to provide the most cost effective and efficient approach to booking rooms is our most recent technology enhancement, Findlt® for Hotels. Findlt®, our 'Open Search' tool , is a simple web browser extension that allows business travelers to search for business travel at their favorite online travel website and quickly book within their company's travel management company. All of our clients have access to this platform, and our users are reaping the benefits from its ease of use and time saving . Most importantly, it allows them to shop for individual needs while ensuring bookings that are the best and lowest rates in the marketplace. In fact, a recent audit was conducted and found that our sample search of 50 US based properties' rates were lower or at parity with other consumer sites 86% of the time. For users who shop for lowest rates, this translates will be guaranteed the lowest rates through Short's technology platforms. For those few times when rates were lower elsewhere, the rate differentiator was no more than 2% . In conjunction with lowest rates and a partnership that extends throughout many hotel chains and franchises, Short's negotiates concessions that align with our clients' needs and expectations. Our sports clients enjoy many pre-negotiated concessions that ensure additional savings. These additional amenities and services include, but are not limited to : • • • • • • • • • •

Discounted Group Rates No minimum night restrictions Elimination of attrition and cancellation clauses Last room availability Complimentary breakfast and high speed internet access Early check in/late check out Space available upgrades Pre-keyed rooms for easy and efficient check in Tracking of necessary data to ensure Cleary Act Double reward points

These amenities help our clients achieve additional bottom line cost savings. In fact, our sports clients have been able to achieve upwards of 20% in annualized savings by utilizing Short's preferred hotel program and engaging our support in the sourcing and contracting process.

Confidential & Proprietary Information

9

\ 1

Ill VirginiaTech Hotel Rate Audit Short's will now automatically check for lower rates through our Hotel Rate Audit tool, providing you with daily savings opportunities from the time your reservation is made up until check-in . Through the Hotel Rate Audit, Short's also allows your travelers to view our daily rate audits for their booked hotels from the My Trips dashboard on TravelMATE , our online travel portal. In our new itinerary product launching late 2016, you will also be able to see all of the audited fares on your mobile device. In addition , Short's provides a report for the travel manager to show the significance and frequency of savings when lower rates were found . 3.

..._...,

LOWER RATE AUDfTS UNTIL OflCK.fN wt HAV! CJt!Atm YOOll R!Sa'lAllON.

wowm-d.....

dMcldnl•-at"*"°""""",_"' _ _ _

\llew111......i,...- . .

w·-·-

~

1 5.

Vehicle Rental: The Contractor shall arrange vehicle rentals , when requested , at the lowest rate available . The rate should be confirmed when the reservation is made and included in the traveler's itinerary. Short's has a preferred supplier status with National Car Rental and Enterprise. This allows for a primary and secondary provider and delivers numerous benefits that can complement or enhance preferred relationships Virginia Tech already has in place. These benefits include: • Competitive and discounted rates • Class of service upgrades • Unlimited mileage • Frequent flyer points • Free rental days • Complimentary enrollment of premier service programs

.

~ nterprise r e nr -a-cil r ~

;::::::: National Car Rental.

National's award-winning loyalty club , Emerald Club, provides: • Vehicle choice • Expedited service • Emailed pre-arrival instructions and receipts • Reward choice • Online rental history • Dedicated toll-free reservations, three tiers (plus VIP) • Status match based on tiers • Member recognition and credit at participating locations 4. International Travel : a. The Contractor shall arrange for international travel , including reservations and ticket delivery for air, rail, bus or ship transportation , and for hotel/motel accommodations and car rentals when required . Short's agrees to this provision .

Confidential & Proprietary Information

10

llJVirginiaTech Short's staffs an experienced international travel desk to help Virginia Tech travelers with international reservations that are often more demanding and complex. Short's international travel agents possess an average of 12 years of international travel experience and will be invaluable when helping Virginia Tech travelers with these demanding reservations. Short's has a great deal of international travel experience , assisting a wide variety of clients with offices and campuses all over the world . This includes colleges with study abroad programs; universities that have international programs; athletic teams on international tours during summer break; supporting corporations with offices worldwide; and group tours to Europe, Asia and Africa . In the past year, Short's has sent clients abroad spending approximately $40M in airfare to over 60 countries. b. The Contractor shall provide assistance in obtaining passports , visas and documents regarding health requirements . All VISA and passport information can be loaded and saved in the traveler's profile on the online travel portal , TravelMATE, and applied to all international reservations. When the passport or VISA is set to expire, email reminders will be sent to travelers for notification that renewal is needed. For travelers requesting international itineraries, Short's travel portal profile and invoicing systems will connect to the web service of our preferred partner, CIBT, to obtain visa/passport requirements relevant to that invoice. For example, if a traveler has booked a reservation to Brazil, Short's invoicing system will query the CIBT web service to determine if a visa document is required for the trip. On the traveler invoice, the traveler will be alerted to the required documentation and directed to the CIBT online ordering service for automated document request and processing. All of this is provided at a 25% discount and the process is 100% transparent throughout the entire processing period via the CIBT website. c. At its option , Virginia Tech may elect to make international travel arrangements with noncontract sources. Short's agrees to this provision . 5. Traveler's Itineraries: The Contractor shall provide two itinerary copies to the traveler including , but not limited to , the following information : a. Carrier(s) b. Flight, train , bus or voyage numbers. c. Departure and arrival times for each segment of the trip d. Ground transportation facilities at destination (e .g. , taxi or shuttle service e. Meals provided f.

Name, phone number and location of hotel/motel and room rates

g. Name, phone number and location of car rental agency and rates Short's agrees and is able to provide travelers with itineraries providing all of the information above. Please see attachment AA for a Sample Itinerary.

Confidential & Proprietary Information

11

llJVirginiaTech 6.

Contractor Assistance: The Contractor shall provide assistance , training , and orientation as required by the Office of the Controller. Short's can offer the following training options available during implementation to ensure traveler readiness, and on an ongoing basis as a refresher or when new products become available:

7.

•

In Person Training Sessions: During implementation, Short's can present live training sessions at Virginia Tech's offices. These sessions can also be recorded and provided to employees not in attendance as training videos.

•

Webinars : During Implementation, Short's will set up several GoToMeeting Live events to demo and showcase your new travel tools. Webinars will vary based on the employee's role with the travel program and will focus on travel manager, arranger, and traveler specific aspects of the online booking tool. The implementation manager will set up webinars at several times to give all employees a variety of options.

•

Electronic Communication : The implementation manager will also provide Virginia Tech with communication templates to promote the arrival of Short's and the benefits that will come along with the program , focusing on the positive value travelers will see rather than on 'change'.

•

Print Communication: Virginia Tech will be provided with templates for posters, wallet cards, and tri-fold user guides among other tools to help promote our services to your travelers.

•

VideosNouTube: Short's will create customized videos to share the new travel program with Virginia Tech travelers and has a variety of standard videos available at all times on YouTube to assist general inquires on functionality of our tools . http://www.youtu be.com/shortstravel

•

Online Tutorials: Short's will also provide a series of online tutorials that can be accessed at any time via Travel MATE, our online portal.

Refunds: a. The Contractor shall provide any refunds due as a result of the Office of the University Controller returning unused tickets. b. The Contractor shall identify each refund by original ticket and/or invoice number. c. The Contractor shall make refunds within 30 days of ticket return. d. Refunds shall not be made to the individual traveler except for tickets purchased using the travelers' personal funds or their BOA Visa Corporate Travel Card. e. The Contractor shall not accept unused tickets directly from the individual traveler except for those purchased with personal funds or their BOA Visa Travel Card . Short's agrees to the provisions above and will utilize the following method to track unused tickets: When a ticket is cancelled, we will confirm the rules of the fare paid and advise if the ticket is

Confidential & Proprietary Information

12

Ill VirginiaTech

Sl-IC~TS TRAVEL

MANAGEMENT

refundable or non-refundable. If the ticket is deemed refundable, we will request a refund with our accounting department, which will send the request to the airline. The airlines' general rule is to allow 1-2 billing cycles to see the refund . Short's offers an automated, end-to-end unused ticket tracking solution , which includes robust technology to utilize applicable tickets when booking travel. This automated system eliminates the waste of travel dollars and has provided proven results for our clients with an average reuse rate of 89.5%, saving our clients as much as 7% of their annual air-spend.

I "' I Ej Tr1vel

Arranaer

• *

~

Unused

Unused Tk:ket Database

Tkket:Vatue

~

L

~

Portal Repartlrc

&Traddrc

•

J\

Oynamk: Messa11n1

~ ~

NewTicket

_J

Travel~

Our system automatically determines whether tickets we issue have been used . If specific tickets have not been used, the reservation is tracked for further review per carrier policy. The value of that ticket, before airline fees and penalties, is automatically stored as an open ticket in our quality control system. It is also automatically loaded into the traveler's profile, which set alerts for the agent and within the online booking tool. The next time the traveler books a reservation - online or offline - our system automatically checks if the reservation qualifies under the rules of the applicable airline, and the value is applied to the price of the new ticket. The ticket is then automatically marked as used in our quality control system and removed from the traveler's profile. Additionally, to ensure these valuable assets are utilized, email reminders are sent to travelers with unused tickets near expiration: 120, 90, 60 , 30, and 14 days prior to ticket expiration. 8. Hours of Operation : The Contractor should provide at least seven hours of service daily from 9:00 a.m. to 5 p.m., Monday through Friday. Short's "standard business hours" are 8am-8pm CT Monday-Friday. All other calls outside that time frame are classified as "after-hours". For our proposed service configuration , core hours for your agent will be set based on Virginia Tech's desired core business hours. 9. Schedule Changes , Cancellations, and Delays: a. The Contractor should make every effort to notify travelers of airport closings , cancelled or delayed flights , trains, buses or voyages . b. The Contractor shall provide alternate travel arrangements whenever a carrier defaults or cancels a scheduled departure. When Short's is notified by the airline of a schedule change, the travel agent will notify the traveler and send out a new itinerary. If the schedule change causes a mis-connect or major Confidential & Proprietary Information

13

I VirginiaTech change in flight plans, the agent will call the traveler with options before confirming the changes. Please note that the agency is not always informed of schedule changes by the airlines. In instances where Short's is not notified of schedule changes, the airline will contact the traveler directly using the number(s) listed in the traveler's profile - another reason to ensure your travelers have updated travel profiles. Additionally , Short's will notify the traveler of a cancellation from the time of reservation up to 24 hours prior to departure, after which the traveler will be notified of flight cancellations from the airline. 10. Common Carrier and Flight Insurance: The Contractor should provide free automatic common carrier and flight insurance for all air and rail travelers in an amount of at least $200,000. Short's standard insurance is to provide each airline ticket with $100,000 of coverage. Additional coverage can be negotiated during contracting . C. Reporting , Invoicing and Delivery Requirements : 1.

On a monthly basis , the Contractor shall submit a statement summarizing the itinerary, traveler name, and related PO!TA# to the Office of the Controller. This information must be received each calendar month in order for the Controller's Office to pay the Agency Travel Card (ATC) invoice promptly.

2. Within four days of reporting non-ATC (Airlines Reporting Corporation) purchases (cash sales) , the Contractor shall submit invoices, itineraries, and approved PO I TA forms to the Office of the Controller. This method of payment shall be used only when the ATC card or credit cards are not accepted . The PO I TA must have the departments "received " and "authorized" signatures I approvals in place. 3. When departments use the traveler's BOA Visa Corporate Travel Card or the department's BOA Visa Corporate Purchasing Card , central reporting is not required . 4. Rejection of Lowest Available Fare Report: This report shall be provided on a monthly basis in the event a traveler rejects the lowest available fare. Lower rates based on differences in the flight schedule do not have to be reported and do not have to be included in management reports . The report should be sorted in "reason rejected " order, i.e., all fares rejected because a "Saturday night stay was required" should be sorted together on the report, and then the next reason should be listed, etc. The list should also include: a. Name of traveler b. Date of ticket b. Ticket number or other transaction ID number d. Cost of offered reservation e. Actual cost of accepted reservation 5. Other reports as requested by the Office of the Controller. Short's agrees and is able to provide Virginia Tech with all the requirements listed in 1-5 above.

Confidential & Proprietary Information

14

SHC~TS TRAVEL

MANAGEMENT

Ill VirginiaTech

Short's will provide Virginia Tech with Grasp, our data on demand, real-time, web-based management reporting tool that includes over 25 standard reports and 30+ reports. Short's standard reporting package includes reports that can identify spend by category, vendor, department and traveler as specified for airlines, rental cars and hotel bookings. All reports can be filtered and provide drill down capabilities options. During implementation Short's will set up scheduled reports to be sent to Virginia Tech travel management team in the time and format they prefer. Reports are available in HTML, PDF, and Excel and can be sent daily, weekly, monthly, quarterly and annually. The tool also includes a quick report writer for custom report requests. Features and Benefits of Grasp include: • • • • • • •

Easy to use - just point and click Mobile Friendly; compatible with tablet, smart phone, iPad , iPhone, etc. Balances to the penny due to our real-time sync process User ability to choose and customize their own dashboards Schedule reports for auto delivery on required frequency Create report batches specific to your organization's hierarchy Data Cafe allows users to view and print invoices and transactional data 24/7/365 "Live on line reporting was one of the deciding factors when we went with Short's." - Dan Van Ackeren, Chief Financial Officer, Denver University

In addition , Short's TravelMATE provides a myriad of dashboard reports that can be customized by individual user for a quick snapshot of travel data all available within a few clicks identifying opportunities for improved efficiencies and the ability to identify cost savings! The dashboards and our standard reports also offer the ability to drill down , sort and filter data within the report. There is no cost for the standard reporting package and online dashboard reporting . If Virginia Tech requires additional customized reports those can be developed by a member of our IT Team and typically are completed within two business weeks . Custom reports can be created for Virginia Tech as requested . The cost for custom reporting is $100 per development hour. The cost of the project would be quoted and approved by Virginia Tech before work begins. Please see attachment BB for Short's Sample Reporting Package. B. Specific Requirements Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal : 1. Plan For Providing Services: a. Provide specific plans for providing service to Virginia Tech employees located throughout the state. Include plans for delivering tickets, costs or such delivery, express mail costs, toll free phone numbers if available and plan for obtaining the PO I TA from the departments. Short's is able to support Virginia Tech , including employees located throughout the state, through our Sports Department located in Waterloo, Iowa. Virginia Tech travelers will be provided a toll-free number to reach the Sports Department - this number will also seamlessly rollover to our after-hours service provider for 24/7 support. Travelers will be provided with Confidential & Proprietary Information

15

•

•

I VirginiaTech direct-dial phone numbers and email addresses for the Sports Department. All tickets and itineraries will be available online utilizing Short's Virtual Itineraries. Short's will print and ship paper tickets utilizing the most economical service within the necessary timeline, when requested . The cost of delivery will be billed back to Virginia Tech . b. Describe your approach to securing the lowest rates available to meet the traveler's needs. Short's will guarantee that Virginia Tech travelers are receiving the lowest rates within their given parameters through our GOS connection and mid-office quality control system. Through the use of Travelport GOS technology, Short's offers our clients access to an additional seventy-seven airlines, providing low fare options with each search. Short's agents also utilize BookingBuilder technology, which integrates all non-GOS airline content, like Southwest Airlines internet fares , into the booking path . Last month our low fare savings process delivered our clients an average savings of $157, per applicable ticket. Short's uses COMPLEAT's FareChecker solution to automatically search for lower fares that may become available after the reservation is initially made. FareChecker identifies price drops on identical itineraries and then sends the reservations to our travel agents for rebooking - finding our clients savings opportunities even after the reservation process is completed! FareChecker accesses the reservation system for up-to-the-second pricing on the booked reservation , up to the day prior to departure. FareChecker allows travelers to take advantage of savings opportunities while maintaining the same carrier, travel dates, departure times , seat classes and preferences. This process has resulted in an average savings of $157 per ticket when a lower fare was available after booking. LOW FARE GUARANTEEE If a traveler can document to Short's a lower fare at time of ticketing on an identical flight, Short's will book the lower airfare (or the traveler may show evidence that the fare was purchased within same time period), and refund the original ticket. Short's uses the GDSX COMPLEAT quality control software program for file finishing and quality control checks for every completed reservation. COMPLEAT is a fully automated system that frees our travel agents to focus on service and automatically inserts traveler information into the reservation . Because this information is entered automatically, reservations are completed more accurately. This process also ensures that every reservation is uniform in a number of areas including: low fare accuracy, unused electronic tickets, travel policy compliance , preferred vendor agreements, traveler preferences, seat assignments and overall reservation integrity.

EHARr:s 13.FY:-JAN :::7:;COMPLEAT-FARE MODULE PROCESSED ::.FY:BJ.Z..N.':::1:.coMPLEAT-FARE MODULE PROCESSED :J.FY:9JAN .:::1 : :cOMPLEAT-FARE MODULE PROCESSED :4.FYJGJAN :::7::COMPLEAT-FARE MODULE PROCESSED :5.FYJlJ;:.~J ,,.,,_,,_, __ '".."'.:' '.:'.."':.=:.:""'"'"rt" PROCESSED "~ . ~YFARE CHEC~ER Ol FEB - LO~~R FARE FOUND _ - t"YCURRENT FARE JJ- ..L 5-1 LO'.·~R F;..RE 11-ilJ :8. FYREBOOL t"C