1. Travel Management Services
RFP #

2. RFP #017-020-02-029 Purpose – to create an Agency of Record
Advertised and issued on February 10, 2017
RFP closed on March 3, 2017
District received 10 responses to the RFP

3. #RFP
Evaluation committee reviewed and scored the responses on Friday, March 31, 2017
Areas of importance to the committee were school district experience, rates, 24/7 service and a dedicated agent
BASIC PRICING TABULATION
Firm
Hotel Reserv
Car Reserv
Air
ARTA Travel
No charge
8% NTE $30
Other nine scores ranged from to 79.25
ARTA Score

4. Travel Management Services Travel – Hotel

5. Travel Management Services Travel – Airline
Employee Makes Reservation
Employee Pays Out of Pocket
Employee Completes Reimbursement Form
Secretary Reconciles
Principal Approves
Business Office Reconciles
AP Cuts Check to Employee
AP Closes Out PO

6. Travel Management Services Benefits
Time savings
One-stop shop
Eliminates out-of-pocket expense
Eliminates handling cash
Ability to accommodate emergencies
Eliminates deposits
Eliminates issuing checks to hotels
Faster reconciliation
24/7 customer service
Dedicated agent
Traveler profiles

7. RFP #
The Purchasing Department recommends awarding Travel Management Services to ARTA Travel for initial period of April 25, 2017 through April 24, 2018.