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BOARD MEETING DATE: March 12, 1999 AGENDA NO. 8

PROPOSAL:

Execute Contract for Travel Agency Services

SYNOPSIS:

The AQMD’s current agreement for travel services expired on December 31, 1998. On January 8, 1999, the Board authorized the issuance of an RFP. This action is to award the bid for travel services to Avenida Travel Services 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 $191,300.

COMMITTEE:

Administrative, February 19, 1999, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract with Avenida Travel Services for one year with an option to renew for two additional years.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

An external travel agency handles travel arrangements for AQMD-related travel. At its January 8, 1999 meeting, the Governing Board approved issuing an RFP to provide travel agencies the opportunity to compete for the AQMD's travel business. For FY 1998-99, it is estimated that AQMD’s travel and related expenditures will be approximately $191,300.

Outreach

In accordance with the AQMD’s consulting and contracting policies, 79 RFPs were mailed to interested travel agencies and travel agencies in the Diamond Bar and Walnut areas, and a public notice advertising the RFP and inviting bids was published in the following publications:

Additionally, potential bidders were identified using the Los Angeles County MTA Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and the AQMD Purchasing mailing list. Notices of the RFP were mailed to the African-American and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

One proposal was received by the February 12, 1999 closing date. It was reviewed and evaluated according to established AQMD guidelines. The sole bid was found to qualify according to the selection criteria. The three-member RFP evaluation panel consisted of AQMD staff familiar with booking AQMD travel. Of these panelists, two are Caucasian and one is African American; all three were female.

The selection criteria 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. In addition, several area travel agencies were surveyed to make sure the transaction fee proposed to be charged by the sole bidder was reasonable.

Resource Impacts

Due to changes in the airline industry, travel agencies are now assessing a per transaction fee for each airline ticket purchased. Based on our past travel experience, the estimated cost to the AQMD for these transactions fees are expected to be approximately $3,600 annually. All other travel-related service costs will be paid through commissions received from the providers of travel and lodging.

Sufficient funds have been budgeted in FY 1998-99 to cover AQMD travel and lodging expenses.

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