PROPOSAL:

Execute Contract for Travel Agency Services

SYNOPSIS:

The AQMD’s current agreement for travel services expires in December 1996. On September 13, 1996 the Board authorized the issuance of an RFP, and four bidders submitted proposals. This action is to award the bid for travel services to Bonneville Travel, LLC for one year with an option to renew for two additional years. For the current FY, travel and related expenses are estimated to be approximately $190,000.

COMMITTEE:

Administrative, November 22, 1996, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract with Bonneville Travel, LLC for one year with an option to renew for two additional years.

James M. Lents, Ph.D.
Executive Officer

PHP:LK:jmk

Background

Travel arrangements for AQMD-related travel are handled by an external travel agency. At its September 13, 1996 meeting, the Governing Board approved issuing an RFP to provide travel agencies the opportunity to compete for the AQMD's travel business. For FY 1996-97, it is estimated that AQMD’s travel and related expenditures will be approximately $190,000.

Proposal

In accordance with the AQMD's Consultant Selection Policy and Procedure, a public notice inviting proposals was published in the California State Contracts Register, Chinese Daily News, Eastern Group Publications, El Chicano, Inland Empire Hispanic News, Inland Valley Daily Bulletin, Korean Central Daily, La Opinion, La Voz, Los Angeles Sentinel, Los Angeles Times, M/W/DVBE Source, Orange County Register, Philippine News, Precinct Reporter, Rafu Shimpo, Riverside Press-Enterprise, San Bernardino Sun, The Black Voice News, The Excelsior, the Purchasing RFP/RFQ 24-hour Phone Line, and the World Wide Web. Additionally, copies of the RFP were sent to the Latino and Black Legislative Caucuses, and various minority chambers of commerce and business associations. A total of 85 RFPs were mailed in response to direct noticing and advertisement of the proposed RFP.

Four firms responded to the RFP. The proposals were reviewed by an evaluation panel composed of staff from the Executive Office and Finance. The panel was composed of four females; one Asian Indian American, one Asian Pacific American, and two Caucasians. The evaluation results for the bidders are:

Bidder	M/W/DVBE	Local Firm	Total Points	Overall Rank
Bonneville Travel, LLC		Yes	81.25	1
AMT Travel	Self-Certi-fication(1)	Yes	58.75	2
Sundance Travel			Non-Responsive
Corona Travel			Non-Responsive

(1) To receive preference points in the evaluation process for being MBE, WBE or DVBE the bidder must submit evidence of certification by an agency whose certification meets the requirements of 49 C.F.R., Part 23 (for example, 8(a) Certification of the Small Business Administration or Certification by Cal Trans). Since AMT Travel did not submit evidence of such certification, no preference points were awarded. Since no preference points were awarded, the provisions of Proposition 209 are not violated.

The selection criteria used to rank the proposals included responsiveness of the proposal; understanding of the services required; agency/management/organization/staffing, approach to providing the services and level of services provided; previously related experience and references; response to sample itinerary requests and Local business designation. While both responsive firms were qualified to provide travel services, Bonneville Travel scored significantly higher and the panel selected Bonneville Travel to be recommended to the Board.

Bonneville Travel, LLC has the ability to provide very competitive rates for travel and related expenditures. Bonneville has provided travel agency services to the AQMD for the past three years and has demonstrated an exceptionally high level of service orientation and attention to the constraints of business travel. The firm also has committed to providing the convenience of an satellite ticket printer at the AQMD headquarters.

Resource Impacts

There is no budget impact on the selection of the travel agency since the services are paid through commissions received from the providers of travel and lodging.