South Coast Air Quality Management District
South Coast Air Quality Management District
BOARD MEETING DATE: June 7, 2002 AGENDA NO. 8
Execute Contract for Travel Agency Services
SYNOPSIS:
On March 1, 2002, the Board authorized the issuance of an RFP for travel agency services. This action is to award the bid for travel services to Managed Air Resources for one year with an option to renew for two additional years. Based on AQMD’s current travel needs, the estimated cost for travel agency service is approximately $8,000 annually.
COMMITTEE:
Administrative, May 10, 2002, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Chairman to execute a transaction fee based contract with Managed Air Resources 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 March 1, 2002 meeting, the Board approved issuing an RFP to provide travel agencies the opportunity to compete for the AQMD's travel business. For FY 2001-02, it is estimated that AQMD’s travel and related expenditures will be approximately $200,000.
Outreach
In accordance with the AQMD’s consulting and contracting policies, 57 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
Nine proposals were received by the April 12, 2002 closing date. The proposals were reviewed and evaluated according to established AQMD guidelines. Of the nine bids, two were found to qualify according to the selection criteria, with Managed Air Resources receiving the highest score. The four-member RFP evaluation panel consisted of AQMD staff responsible for booking AQMD travel; an Executive Secretary, two Senior Administrative Secretaries and a Secretary; four females, all Caucasian.
The selection criteria included responsiveness of the proposal; understanding of the services required; agency/management/organization/staffing approach to providing services and level of services provided; previously related experience and references; response to sample itinerary requests and local business designation.
|
Bidder |
Small Business |
DVBE |
Total |
Overall |
|
Managed Air Resources |
No |
No |
88.25 |
1 |
|
Bonneville Travel |
No |
No |
77.32 |
2 |
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 past travel experience, the estimated cost to AQMD for these transaction fees are expected to be approximately $8,000 annually. All other travel-related service costs will be paid through commissions received from the providers of travel and lodging.
Sufficient funds have been proposed in the FY 2002-03 Budget to cover AQMD travel and lodging expenses.
/ / /