1. Travel Agency RFP
June 2018

2. Travel Agency Current State
Reservations only available with Protravel by phone (no online option)
Manual process for booking approvals
Only 50% of employees booking travel utilize Protravel for travel reservations (predominantly for flights)
Mostly Research personnel; Protravel direct bills for flights
Loss of soft dollar benefits to BMC for the 50% that do not use Protravel (e.g., points that can be used for free tickets)
Minimal reporting tools available
Frequent users unhappy with the service; numerous complaints

3. Travel Agency RFP Process Initiated
RFP Goals:
Improve services to the BMC Community
Ability to build travel policies into the booking tool, requiring less manual effort to review
Allow for online reservations
Reduce manual processes
Consolidate travel bookings (One Agent, One Platform)
Allow payment by corporate pay or personal credit card
Offer additional ways to pay for travel, as requested by Research
Agency management of soft dollar benefits (corporate points)
Improved booking capabilities for HR candidate travel

4. RFP Process System wide, cross-functional selection team was created:
BMC Finance: Kathryn Loup, Associate Director Finance Operations; Rene Jaro, Corporate AP Manager; Sam Suneus, AP Supervisor
BMC Research: Todd Erceg, Director of Sponsored Programs
BUMG: Kate Smyth-Hammond, BUMG Operations Office Manager
BMC Health Plan: John Doyle, Procurement and Sourcing Manager
Representatives from Research, BUMG, and BMC HR also attended presentations and were able to ask questions and provide feedback; Supply Chain deferred to AP
Agencies Selected (6 invited; 4 presented)
Atlas Travel
Carlson Wagonlit
World Travel
Protravel (Current Vendor)
Agency Requirements:
Ease of Use
Electronic Compliance
Electronic Approvals
Transparency

5. RFP Selection Committee Recommendation
World Travel is recommended by the Selection Team for the following reasons:
Training at rollout and ongoing every 6 months.
Online booking software
Variations of Travel Types: Research vs. Non Research travel, ability to electronically enforce Federal rules when appropriate but not for all bookings
This was not the case with Carlson Wagonlit’s online booking tool
Advanced Reporting both Standard and Ad-Hoc reporting
World Travel has a Local Presence
Waived Setup Fees
Lowest Estimated Cost of all vendors

6. Travel is not ticketed until approved
Why Use World Travel?
approval process: with traveler, itinerary, and any notes will be sent to manager in Signature Authority matrix with buttons to approve or deny
Travel is not ticketed until approved
Reminder sent 12 hours after if no response. Reservation is cancelled after 24 hours
Improves ticket management – tracks unused tickets and credits and will alert users when those are close to expiring
Service at times of travel disruption
World Travel monitors these and will alert travelers
Easier rebookings when there is severe weather or other incidents
World Travel monitors ticket prices and if there is a price decrease that makes it worth re-booking, will automatically do so
Better visibility to entire organizations’ travel – World Travel can help negotiate better rates if there is, for example, a hotel that is used frequently

7. Next Steps Implementation takes approximately 60 days
Roll out in July 9
Communications starting prior
Training for heavy users and those who wish to attend
June 27 on site
June 29 and later dates via GoTo Meeting
Users can set up profiles or delegate travel booking to admins or others