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Home My WebLink AboutCity of Tamarac Resolution R-2001-1611 I Temp. Reso 9415 June 1, 2001 Page 1 Rev. # 1: June 21, 2001 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2001-161 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA APPROVING AND EXECUTING AN AGREEMENT WITH UNIVERSAL TRAVEL & PROMOTIONS AS THE CITY'S AUTHORIZED TRAVEL AGENCY UTILIZING THE CITY OF FORT LAUDERDALE REQUEST FOR PROPOSAL #761-5143 AND CONTRACT #200-8280 ISSUED ON BEHALF OF THE SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING COOPERATIVE EFFECTIVE APRIL 3, 2000 THROUGH APRIL 2, 2002; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, The City of Tamarac's goal is to standardize the travel reservations process and provide economical and efficient travel services to all City Departments; and WHEREAS, the use of a travel agency to make air travel arrangements for the City Commission and City employees will streamline the travel process and therefore lower administrative costs; and WHEREAS, for airfare, lodging or vehicle rental, Universal Travel & Promotions guarantees the lowest costs on travel transactions by utilizing both dedicated low -fare search engine technology and a reservations system that automatically re -checks each reservation and verifies that the lowest rate has been issued; and Temp. Reso 9415 June 1, 2001 Page 2 Rev. # 1: June 21, 2001 WHEREAS, Universal Travel charges a nominal fee of $15.00 per air travel transaction for their services; and WHEREAS, implementing a standardized travel program will reduce administrative costs, provide better controls, streamline the payment process and increase productivity; and WHEREAS, City Code 6-155 grants the Purchasing Officer the authority to utilize contracts and agreements with other governmental agencies when the best interest of the City would be served; and WHEREAS, it is the recommendation of the Director of Finance and Purchasing and Contracts Manager that the City approve and execute an agreement with Universal Travel & Promotions as the City's authorized travel agency utilizing the City of Fort Lauderdale Request for Proposal #761-5143 and Contract #200-8280 issued on behalf of the Southeast Florida Governmental Purchasing Cooperative effective April 3, 2000 through April 2, 2002, with 2 additional two-year renewal terms, attached hereto as Exhibit "A"; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to approve and execute an agreement with Universal Travel & Promotions as the City's authorized travel agency. Temp. Reso 9415 June 1, 2001 Page 3 Rev. # 1: June 21, 2001 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. SECTION 2: The appropriate City Officials are authorized to approve and execute an agreement with Universal Travel & Promotions, attached hereto as Exhibit B, as the City's authorized travel agency utilizing the City of Fort Lauderdale Request for Proposal #761-5143 and Contract #200-8280 issued on behalf of the Southeast Florida Governmental Purchasing Cooperative effective April 3, 2000 through April 2, 2002, with 2 additional two-year renewal terms. SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. Temp. Reso 9415 June 1, 2001 Page 4 Rev. # 1: June 21, 2001 SECTION 5: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this 27' day of June, 2001. r 'J E SCHREIBER ayor ATTEST: RECORD OF COMMISSION VOTE: MARION 9WENSON, CMC CITY CLERK MAYOR SCHREIBER DIST 1: COMM. PORTNER DIST 2: COMM. MISHKIN I HEREBY CERTIFY that I DIST 3: V/M SULTANOF have approved this DIST 4: COMM. ROBERTS RESOLUTION as to form. / MI HELL S. K CITY ATTORl' 1 Temp Reso #9415 Travel Services BROWARD GOVERNMENTAL COOPERATIVE PURCHASING GROUP (BROWARD CO-OP) TO OUR PROSPECTIVE CONTRACTORS: The attached Invitation to Bid or Request for Proposals represents a cooperative procurement for the Broward Governmental Cooperative Purchasing Group. For the past several years, approximately twenty-six government entities have participated in cooperative purchasing in Broward County. The Co -Op was formed in an effort to provide cost savings and cost avoidance's to all entities by utilizing the buying power of combined requirements for common, basic items. The government agencies participating in this particular procurement and their respective delivery locations are listed in the attached document. Broward Cooperative Purchasing Group Procurement Operations Procedures: All questions concerning this procurement should be addressed to the issuing agency hereinafter referred to as the "lead agency". All responses are to be returned in accordance with the instructions contained in the attached document. Any difficulty with participating agencies referenced in this award must be brought to the attention of the lead agency. Each participating governmental entity will be responsible for awarding the contract, issuing its own purchase orders, and for order placement. Each entity will require separate billings, be responsible for payment to the Contractor awarded this contract, and issue its own tax exemption certificates as required by the Contractor. The contract/purchase order terms of each entity will prevail for the individual participating entity. Invoicing instructions, delivery locations, and insurance requirements will be in accordance with the respective agency requirements. Any reference in the documents to a single entity or location will, in fact, be understood as referring to all participating entities referenced in the documents and cover letter unless specifically noted otherwise. The awarded Contractor(s) shall be responsible for advising the lead agency of those participants who fail to place orders as a result of this award during the contract period. The Contractor(s) shall furnish the Lead Agency a detailed Summary of Sales semi-annually during the contract period. Sales Summary shall include contract numbers, contractor's name, and the total of each commodity sold during the reporting period and the total dollar amount of purchases by commodity. Municipalities and other governmental entities which are not members of the Broward Governmental Cooperative Purchasing Group are strictly prohibited from utilizing any _contract or purchase order resulting from rom this bid award. However, other Broward Co -Op members may participate in their contract for new usage, during the contract term, or on any contract extension term, if approved by the lead agency. New Co -Op members may participate in any contract on acceptance and approval by the lead agency. None of the participating governmental entities shall be deemed or construed to be a party to any contract executed by and between any other governmental entity and the Contractor(s) as a result of this procurement action. PRPWARD CO-OP "WORKING TOGETHER TO REDUCE COSTS" RFP No. 200-8280 Travel Services CITY OF FORT LAUDERDALE REQUEST FOR PROPOSALS RFP #200- 8280 Contract to Provide Travel Agency Services . ...... . .... --_._.. City of Fort Lauderdale Issued for the City of Fort Lauderdale By the Administrative Services Department, Purchasing Division Purchasing Manager, Kirk W. Buffington, MBA, C.P.M. Page 0 RFP No. 200-8280 Travel Services REQUEST FOR PROPOSALS RFP NO. 200-8280 TABLE OF CONTENTS PART I — INTRODUCTION / INFORMATION PART II -- RFP SCHEDULE PART III — SPECIAL CONDITIONS PART IV — TECHNICAL SPECIFICATIONS / SCOPE OF SERVICES PART V — CONSIDERATION FOR AWARD / AWARD PROCEDURES PART VI — SELECTION PROCESS PART VII — SUBMITTAL REQUIREMENTS OF THE PROPOSAL PART VI11 - QUESTIONNAIRE PROPOSAL PAGES EXHIBIT A — GENERAL CONDITIONS EXHIBIT B — TRAVEL AGENCY SURVEY EXHIBIT C — CITY'S TRAVEL POLICY Page 1 Page 2 4 5 10 12 13 14 16 RFP No. 200-8280 Travel Services PART I — INTRODUCTION / INFORMATION 01. PURPOSE The City of Fort Lauderdale, Florida (City) is seeking proposals from qualified firms, hereinafter referred to as the Contractor, to provide TRAVEL AGENCY SERVICES for various departments of the City, in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP). 02. INFORMATION OR CLARIFICATION For information concerning procedures for responding to this RFP, or for questions concerning the technical specifications or Scope of Services, contact Senior Procurement Specialist James Hemphill at (954) 761-5143. Such contact shall be for clarification purposes only. Material changes, if any, to the Scope of Services or bidding procedures will only be transmitted by written addendum. It is preferred that all questions be submitted in writing to the Purchasing Division, 100 North Andrews Avenue, Fort Lauderdale, FL, 33301; ATTN: James Hemphill. To facilitate prompt receipt of questions, they can be sent via FAX to (954) 761-5576 ATTN: James Hemphill, or VIA e-mail to: 'ameshe�; ci.ftlaud.fl.us Questions of a material nature must be received prior to the cut-off date specified in the RFP Schedule. Proposers please note: No part of your proposal can be submitted via FAX. The entire proposal must be submitted in accordance with the Instructions to Proposers contained in this RFP. 03. ELIGIBILITY To be eligible to respond to this RFP, the proposing firm must demonstrate that they, or the principals assigned to provide these services, have successfully completed services similar to those specified in the Scope of Services section of this RFP, to at least one entity similar in size and complexity to the City of Fort Lauderdale. 04. MINORITY -WOMEN BUSINESS ENTERPRISE PARTICIPATION It is the desire of the City of Fort Lauderdale to increase the participation of minority (MBE) and women -owned (WBE) businesses in its contracting and procurement programs. While the City does not have any preference or set aside programs in place, it is committed to a policy of equitable participation for these firms. Proposers are requested to include in their proposals a narrative describing there past accomplishments and intended actions in this area. If proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties have to be identified in the proposal. If a proposer is considered for award, he will be asked to meet with City staff so that the intended MBE/WBE participation can be formalized and included in the subsequent contract. See General Conditions Section 1.08 for MBE and WBE definitions. Page 2 RFP No. 200-8280 TravelServices 05. CERTIFICATION BY BROWARD COUNTY, FLORIDA If awarded a contract or purchase order as a result of this solicitation, and if the awarded contractor/vendor is claiming minority status in accordance with Section 1.08 of the General Conditions, then said awarded contractor/vendor shall apply for certification by Broward County, Florida, Division of Equal Employment and Small Business Opportunity. Contractor/vendor shall provide documentation of application status, and once approved or disapproved by Broward County, must also provide that documentation to the Purchasing Division of the City of Fort Lauderdale. - End of Section - Page 3 PART II - RFP SCHEDULE Release RFP Last Date for Receipt of Questions of a Material Nature Addendum Release (If required) PROPOSAL DUE (Prior to 2:00 PM) Evaluation Committee Review and Short Listing of Proposals Oral Interviews with Finalists Selection of First Ranked Proposer (Estimated) City Commission Award of Contract (Estimated) - End of Section - RFP No. 200-8280 Travel Services 01 /14/00 01 /24/00 01 /27/00 0207M TBA TBA TBA 03/7/00 Page 4 PART III - SPECIAL CONDITIONS 01. GENERAL CONDITIONS RFP No. 2oo-8280 Travel services RFP General Conditions Form G-107 Rev. 11/98 (GC) are included and made apart of this RFP as Exhibit "A". 02. VARIANCES While the City allows Contractors to take variances to the RFP terms, conditions, and specifications, the number and extent of variances taken will be considered in determining proposal responsiveness and in allocating proposal evaluation points. See Section 1.06 of GC. 03. PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a Public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a Public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in section 287.017,Florida Statutes, for category two(2) for a period of 36 months from the date of being placed on the convicted vendor list. 04. NEWS RELEASES/PUBLICITY News releases, publicity releases, or advertisements relating to this contract or the tasks or projects associated with the project shall not be made without prior City approval. 05. RFP DOCUMENTS The Contractor shall examine this RFP carefully. Ignorance of the requirements will not relieve the Contractor from liability and obligations under the Contract. 06. FAMILIARITY WITH LAWS All proposers are required to comply with all Federal, State and Local Laws, Codes, Rules and Regulations that govern and control the actions and operations of this proposal. 07. PROPOSERS' COSTS The City shall not be liable for any costs incurred by proposers in responding to this RFP. 08. RULES AND PROPOSALS The signer of the proposal must declare that the only person(s), company or parties interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person(s), company or parties submitting a proposal; that it is in all respects fair and in good faith, without collusion or fraud; and that the signer of the proposal has full authority to bind the principal proposer. Page 5 RFP No. 200-8280 Travel Services 09. CONFIDENTIAL INFORMATION Florida law provides that municipal records shall at all times be open for personal inspection by any person. Section 119.01, F.S., The Public Records Law. Information and materials received by City in connection with all Proposer's response shall be deemed to be public records subject to public inspection upon award, recommendation for award or 10 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section 119.07, F.S. Therefore, if the Proposer believes any of the information contained in his or her response is exempt from the Public Records Law, then the Proposer must in his or her response specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records. 10. CONTRACT PERIOD The initial contract term shall commence upon final execution of the contract by the City and shall be for a two-year period. The City reserves the right to extend the contract for TWO (2) additional TWO (2) year terms based upon satisfactory performance reviews, providing all terms conditions and specifications remain the same, both parties agree to the extension, and such extension is approved by the City. 11, SERVICE TEST PERIOD If the Contractor has not previously performed the services to the City, the City reserves the right to require a test period to determine if the Contractor can perform in accordance with the requirements of the contact, and to the City's satisfaction. Such test period can be from thirty (30) to ninety (90) days, and will be conducted under all specifications, terms and conditions contained in the contract. A performance evaluation will be conducted prior to the end of the test period and that evaluation will be the basis for the City's decision to continue with the Contractor or to select another Contractor. 12, TERMINATION The City of Fort Lauderdale reserves the right to terminate the contract at any time with thirty (30) days notice, when such termination shall be for cause. See GENERAL CONDITIONS #5.09. 13. ADDITIONAL ITEMS/SERVICES The City may require additional items or services of a similar nature, but not specifically listed in the contract. The Contractor agrees to provide such items or services, and shall provide the City prices on such additional items or services based upon a formula or method that is the same or similar to that used in establishing the prices in his proposal. If the price(s) offered are not acceptable to the City, and the situation cannot be resolved to the satisfaction of the City, the City reserves the right to procure those items or services from other vendors, or to cancel the contract upon giving the Contractor thirty (30) days written notice. Page 6 RFP No. 200-8280 14. DELETION OR MODIFICATION OF SERVICES Travel Services 15 16 17 1& The City reserves the right to delete any portion of this Contract at any time without cause, and if such right is exercised by the City, the total fee shall be reduced in the same ratio as the estimated cost of the work deleted bears to the estimated cost of the work originally planned. If work has already been accomplished on the portion of the Contract to be deleted, the Contractor shall be paid for the deleted portion on the basis of the estimated percentage of completion of such portion. If the Contractor and the City agree on modifications or revisions to the task elements, after the City has approved work to begin on a particular task or project, and a budget has been established for that task or project, the Contractor will submit a revised budget to the City for approval prior to proceeding with the work. NO EXCLUSIVE CONTRACT/ADDITIONAL SERVICES Contractor agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that the City may, at any time, secure similar or identical services at its sole option. CO-OP CONTRACT This Request for Proposal is issued as a Broward Governmental Cooperative Contract. All contractors are advised to read closely the attached Cooperative Purchasing Group Operational Procedures. CONTRACT COST ADJUSTMENTS The costs as proposed (if any), and accepted by the City shall be firm for the initial contract term. The costs for subsequent terms shall be subject to an adjustment only if increases have occurred in the industry and are properly documented. Any requested cost adjustment shall be submitted to the City at least sixty (60) days prior to the contact anniversary date. The City may, after examination, refuse to accept the adjusted costs if they are not properly documented, increases are considered to be excessive, or decreases are considered to be insufficient. In the event the City does not wish to accept the adjusted costs, and the matter cannot be resolved to the satisfaction of the City, the City reserves the right to cancel the contract upon giving thirty (30) days notice to the Contractor. WARRANTIES OF USAGE Any estimated quantities listed are for information and tabulation purposes only. No warranty or guarantee of quantities needed is given or implied. It is understood that the Contractor will furnish the City's needs as they arise. SUBSTITUTION OF PERSONNEL It is the intention of the City that the Contractor's personnel proposed for the contract will be available for the initial contract term. In the event the Contractor wishes to substitute personnel, Contractor shall propose personnel of equal or higher qualifications and all replacement personnel are subject to prior City approval. In the event substitute personnel are not satisfactory to the City and the matter cannot be resolved to the satisfaction of the City, the City reserves the right to cancel the Contract for cause. See Section 5.09 General Conditions. Page 7 RFP No. 200-8280 Travel Services 20, SELLING, TRANSFERRING OR ASSIGNING CONTRACTS No contract awarded under these terms, conditions and specifications shall be sold, transferred or assigned without the written approval of The City of Fort Lauderdale. 21, INDEPENDENT CONTRACTOR The Contractor is an independent contractor under this Agreement. Personal services provided by the Contractor shall be by employees of the Contractor and subject to supervision by the Contractor, and not as officers, employees, or agents of the City. Personal policies, tax responsibilities, social security, health insurance, employee benefits, purchasing policies and other similar administrative procedures applicable to services rendered under this Contract shall be those of the Contractor. 22. UNCONTROLLABLE CIRCUMSTANCES ("Force Majeure") The City and Contractor will be excused from the performance of their respective obligations under this agreement when and to the extent that their performance is delayed or prevented by any circumstances beyond their control including, fire, flood, explosion, strikes or other labor disputes, act of God or public emergency, war, riot, civil commotion, malicious damage, act or omission of any governmental authority, delay or failure or shortage of any type of transportation, equipment, or service from a public utility needed for their performance, provided that: A. The non performing party gives the other party prompt written notice describing the particulars of the Force Majeure including, but not limited to, the nature of the occurrence and its expected duration, and continues to furnish timely reports with respect thereto during the period of the Force Majeure; B. The excuse of performance is of no greater scope and of no longer duration than is required by the Force Majeure; C. No obligations of either party that arose before the Force Majeure causing the excuse of performance are excused as a result of the Force Majeure; and D. The non -performing party uses its best efforts to remedy its inability to perform. Notwithstanding the above, performance shall not be excused under this Section for a period in excess of two (2) months, provided that in extenuating circumstances, the City may excuse performance for a longer term. Economic hardship of the Contractor will not constitute Force Majeure. The term of the agreement shall be extended by a period equal to that during which either party's performance is suspended under this Section. Page 8 RFP No. 200-8280 ~ 23. INSURANCE AND INDEMNIFICATION Tavel Services The Contractor shall carry at all times the following insurance coverage: Worker's Compensation & Employer's Liability Insurance as required by Florida Statutes Limits: Worker's Compensation for all Contractor employees. Employer's Liability in the amount of $100,000 Commercial General Liability Insurance Limits: Combined single Limit Bodily Injury/Property Damage of $500,000 Automobile Liability Insurance Limits: Bodily Injury - $250,000 each person $500,000 each occurrence Property Damage $100,000 each occurrence In addition to the above insurance requirements, the Agency shall be required to carry third party liability insurance for errors and omissions in the amount of $1,000,000.00 per occurrence. The City shall be named as an additional insured on all liability coverages except Workers' Compensation Insurance. Certificates of insurance must be submitted to the Purchasing Division and be approved by the City's Risk Manager prior to commencement of any work. The vendor/contractor shall be responsible for assuring that the insurance remains in force for the duration of the contractual period, including any and all option years that may be granted to the vendor/contractor. The certificate of insurance shall contain the provision that the City shall be given no less than thirty-(30) days written notice of cancellation. If the insurance is scheduled to expire during the contractual period, the vendor/contractor shall be responsible for submitting new or renewed certificates of insurance to the City at a minimum of fifteen (15) calendar days in advance of such expiration. The Vendor may be in default of this contract for failure to maintain the insurance as required by this Contract. INDEMNIFICATION See General Conditions 5.08 - End of Section - Page 9 RFP No. 200-8280 Travel services PART IV - TECHNICAL SPECIFICATIONS / SCOPE OF SERVICES 01, GENERAL INFORMATION / INTENT The selected vendor/contractor shall provide TRAVEL AGENCY SERVICES, for the city and other Broward County Cooperative member agencies. These services should include, but not be limited to, airline tickets/reservations, hotel accommodations, and car rental services insuring maximum use of governmental, corporate and any other discounts and/or special rates. The selected vendor/contractor shall make reservations, issue tickets, provide advance seat assignments and boarding passes. The City of Fort Lauderdale has issued an American Express Corporate Travel Card to most management employees who travel on a regular basis. It is these cards that are most often used by the employee to charge official air travel. The employee is personally responsible for charges made against these cards. In addition, all City departments have been issued an American Express Ghost Card number, for airline tickets ONLY. These "numbers" will be used for those employees who must travel on official business and have not been issued a corporate charge card. The successful contractor may, on occasion, be required to invoice the city directly for transportation needs. Contractor shall have capabilities of accepting all major credit cards as well as Purchase orders. 02. QUALIFICATIONS / CAPABILITIES All proposers must have as a minimum, the following capabilities: a. Be able to provide a full array of travel reports which will enable the participating agency to identify most traveled routes, most traveled airlines, and subsequently negotiate more advantageous travel pricing. The contractor shall be expected to assist the city and other using agencies in negotiations with selected travel partners. The contractor is expected to identify where the city and other agencies may save travel dollars, and make recommendations. The contractor is expected to act as more than just a booking agent for airlines tickets, BUT as a partner with the city and assisting it to manage it's travel program and policies. b. The successful contractor should have the ability to communicate via e-mail with using employees. Ticket and itinerary confirmations should be able to be e-mailed or FAXED to the city/agency employee once confirmed with the airline. On those occasions where an electronic ticket is not available or practical, the contractor shall deliver tickets to the required location of the City employee requesting the ticket, at no charge. Note: tickets shall routinely be received no later then two (2) working days in advance of travel. C. The successful contractor should have a "web" site that allows using agencies to log on and verify travel itinerary's and communicate with the contractor. d. Should have a fully operational office preferably located within Broward County that is open for a least six (6) hours a day during work hours that coincide with the City's standard work hours. e. Proposer should have been in the travel agency business for at least five (5) years Page 10 RFP No. 200-8280 Travel Servires 03. It is anticipated that no commission, agency fees, service charges or any other fees or charges are to be imposed upon the City of Fort Lauderdale or any other participant of this upcoming Travel Agency Services agreement/contract, The sole compensation for the services provided under this contract is anticipated be in the form of commissions or other considerations received by the proposer(s) from carriers and suppliers of accommodations, rental vehicles and various other travel services. If your proposal is to include a cost, fee or shared commission, please discuss and describe your Offering in Section H of the Submittal Requirements of the Proposal section. 04. Estimated usage by participating agencies of this contract is as follows. This estimate is by no means a guarantee of projected usage, but should be used simply as a guide in assisting the contractor in determining the anticipated value of this contract. AGENCY APPROX. TICKETS APROX .TICKET COST City of Fort Lauderdale 400 $100,000 Broward County Board 960 $235,000 Of County Commissioners The proposer will also be permitted to provide complete travel service and support to participating agencies personnel and their dependents requesting personal arrangements. It should be noted that The City of Fort Lauderdale employs approx. 4_,377 individuals (full-time and part-time); Broward County employs approx. 6,400 (full-time and part-time). The City of Fort Lauderdale as well as any other agency utilizing this contract accepts no responsibility or liability, and shall not act as intermediaries for, any agreements entered into between the proposer and the agencies personnel for personal travel, including debt collection. Furthermore, agencies offer no guarantees with respect to volume of or exclusive selling rights for personal travel. - End of Section - Page 11 RFP No. 200-8280 Travel Services PART V - CONSIDERATION FOR AWARD/AWARD PROCEDURES The award of the contract will be based on certain objective and subjective considerations listed below: Understanding of the overall needs of the City as presented in the narrative technical proposal; to include the following: a. Completeness of proposal. b. Qualifications of the agency and staff; years in business, Licensing, Offices, Computer system; Ticketing software; Telephone system; etc. c. Management reports that are available. d. Travel support and Conveniences: emergency service, ticket delivery, use of Internet, itineraries, Quality assurance procedures ;etc. e. Contracts with airlines, hotels, which are available for our use as well as other services which the contractor may be able to provide and offer f. References. Maximum points available for the above are 60. 2. Physical location of the agency. A location within the city limits of Fort Lauderdale is not mandatory, but is preferred. Maximum points available for the above are 10. 3. Ability to insure lowest, available airline ticket costs Maximum points available for the above are 10. 4. Estimated cost to the City Maximum points available are 20. NOTE REGARDING PRICE OR COST TO THE CITY: The proposer providing the lowest cost to the city, and who is both responsive and responsible, will be awarded the maximum allowable points. Points will be awarded to other proposers in the following manner: 2nd lowest: lowest cost X 20 = Points awarded for cost 2nd lowest cost Example: Lowest cost = $20.00 2nd lowest = $30.00 20.00 = 0.67 x 20 = 13 $30.00 Each succeeding proposer would be assigned points in the same manner Total Points Available are 100 points. Page 12 RFP No. 200-8280 Travel services SECTION VI — SELECTION PROCESS An evaluation committee of qualified City Staff will conduct evaluation of proposals, or other persons selected by the City. It will be a two step process. In step one the committee will evaluate all responsive proposals based upon the information and references contained in the proposals as submitted. The committee will score and rank all responsive proposals and determine a minimum of three (3), if more than three (3) proposals are responsive, to be finalists for further consideration. In the event there are less than three (3) responsive proposals, the committee will give further consideration to all responsive proposals received. The committees will then conduct discussions, for clarification purposes only, with the finalists and re -score and re - rank the finalists' proposals. The first ranked proposer resulting from this process will be recommended to the Fort Lauderdale City Commission for award. An evaluation committee of qualified City Staff will conduct evaluation of proposals, or other persons selected by the City. Proposers or Finalists may be required to provide an oral presentation by appearing before then Evaluation Committee or by conference telephone call for clarification purposes only. Information and references submitted will be considered in the award. The City may require visits to customer installations or demonstrations of product by proposers as part of the evaluation process. The City may require additional information and Proposers agree to furnish such information. The City reserves the right to award the contract to that Proposer who will best serve the interest of the City. The City reserves the right, based upon its deliberations and in it's opinion, to accept or reject any or all proposals. The City also reserves the right to waive minor irregularities or variations to the specifications and in the bidding process. - End of Section - Page 13 RFP No. 100-8180 Travel Services PART VII — SUBMITTAL REQUIREMENTS OF THE PROPOSAL SUBMIT NINE (9) COPIES (INCLUDING ONE MARKED "ORIGINAL") AS FOLLOWS: Responses to this RFP are to be indexed and submitted in the order listed. SECTION A: Cover letter/ Letter of Interest (self-explanatory) SECTION B: Qualifications: in this section explain the organization of your agency including the percentage of your business received from corporate VS leisure (retail) as well as the following: 1. Staff: Describe the staff that would be assigned to our account and their qualifications. 2. Company Ownership 3. Years in business 4. Local Offices: list of offices in the City of Fort Lauderdale and surrounding area. 5. Computer system: Explain your computer system and its uses and advantages. 6. Ticketing Services and Software; Describe your ticketing software; Your services at the airport (charges if any); etc. 7. Licensing — Proposal must include a copy of applicable licenses and Certificates held by the company and its employees. Include the companies Airlines Reporting Corporation (ARC) and International Airlines Travel Agency Network (IATA) approval numbers and a copy of your ARC bond in this area. Also include memberships in professional travel organizations, and other forms of authorizations and memberships that are relevant. Other qualifications that you think are valuable and will help assist us in our evaluation of your proposal. Explain how you would serve the city, as well as what would be expected from the city. SECTION C: Management Reports: Please provide a sample of various management reports that you can provide. SECTION D: Travel Support 1. Refunds: method of handling refunds to the traveler and the city. (Also include in this section how your company handles 'non-refundable' unused tickets and other such issues. Indicate your policy/procedures as well as your definitions of refundable and non-refundable tickets, service charges, etc. 2. Quality assurance methods. 3. Communications: telephone system; use of the Internet for purposes of communication; Fax, E-mail, Etc. 4. Itineraries: Submit samples of your itinerary format. 5. Rates: State methods used to insure that the city will be provided the lowest available fare, how this will be verified and how this will be reported. Also discuss your process for guaranteeing hotel and car rental rates. Page 14 RFP No. 200-8280 Travel Services SECTION E: Conveniences. your company's standard work schedule (days and hours/day) include any days you are not open ( holidays, etc.) ; provide information on emergency methods that can be used nights, weekends or anytime while a traveler is on a trip and requirements need to be modified. How will tickets issued against a carrier that suddenly goes out of business be handled? Discuss any insurance provided by your agency for loss of life, accidents, luggage, etc. Is the insurance valid for any type of public carrier? Please indicate what training programs and or forms will need to be completed by city employees; Discuss your customer service commitment. SECTION F: Other contracts or features: Discuss contracts your firm may have with airlines, hotels/motels and auto rental companies and the discounts that may be provided. Provide specific examples of special rate negotiations that you have done for other major clients during the past 12 months. SECTION G: References: List at least three references of governments or firms that do at least $60,000 in ticketed air travel for which your firm issues tickets. Please provide telephone numbers and names of contact persons. SECTION H: Cost: Discuss and describe any shared commission offered (if any), or indicate proposed transaction fees and how you would propose invoicing for said fees. Discuss any other revenue sharing ideas that you are offering. (It is understood that any shared commission percentage must be based on the net cost of the ticket, before taxes). Is there available and would you give the City a "most favored client/nation" status relating to fares, rates, commission -sharing, etc? SECTION 1: Complete Travel Agency Survey (Attachment B). This survey does not however, take the place of responding in detail as required to each section of this proposal. This survey is in addition to that response. All proposals must be submitted as specified. Any attachments must be clearly identified. To be considered, the proposal must respond to all parts of the RFP. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal. If a proposer to respond to a requirement supplies publications, the response should include reference to the document number and page number. This will provide a quick reference for the evaluators. Proposals not providing this reference will be considered to have no reference material included in the additional documents. All proposals must be submitted in a sealed package with the RFP number, due and open date, and RFP title clearly marked on the outside. If more than one package is submitted they should be marked 1 of 2, etc. All proposals must be received in the Purchasing Division, Room 619, 6th floor, City Hall, 100 North Andrews Avenue, Fort Lauderdale, Florida, 33301 prior to 2:00 P.M., on the date specified in the SCHEDULE Section of this RFP. A representative who is authorized to contractually bind the Contractor shall sign the proposal. PROPOSERS MUST SUBMIT AN IDENTIFIED ORIGINAL COPY PLUS EIGHT 8 COPIES OF THE PROPOSAL PAGES INCLUDING ANY ATTACHMENTS THE ABOVE REQUIREMENT TOTALS NINES COPIES OF YOUR PROPOSAL -End of Section - Page 15 RFP No. 200-8280 Travel Services PART Vill - QUESTIONNAIRE Prior Experience: Number of year's experience the proposer has had in providing similar services: Years List below those persons who will have a management or senior position working with the City, if you are awarded the contract. List name, title or position, and project duties. A resume or summary of experience and qualifications must accompany your proposal. List all clients for whom you have provided similar services in the last three years. Provide agency name, address, telephone number, contact person, and date service was provided. If services provided differs from the one presented in your proposal, please delineate such differences. Page 16 RFP No. 200-8280 Traver/ Services List those City of Fort Lauderdale agencies with which the proposer has had contracts or agreements during the past three- (3) years: Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest: a. List all pending lawsuits that are concerned directly with the staff or part of your organization proposed for the contract: b. List all judgments from lawsuits in the last 5 years that are concerned directly with the staff or part of your organization proposed for the contract. -End of Section - Page 17 RFP No. 200-8280 Travel Services PROPOSAL PAGES SHOULD BE SUBMITTED AS FOLLOWS: Signature Page Travel Agency Survey Part VI — Submittal Requirements Part VIII - Questionnaire Attachments to your Proposal The Proposer understands that the information contained in these Proposal Pages is to be relied upon by the City in awarding the proposed Agreement, and such information is warranted by the proposer to be true. The proposer agrees to furnish such additional information, prior to acceptance of any proposal, relating to the qualifications of the proposer, as may be required by the City. PROPOSERS PLEASE INSURE THAT YOU HAVE SIGNED THE SIGNATURE PAGE OF THESE PROPOSAL PAGES. OMISSION OF A SIGNATURE ON THAT PAGE MAY RESULT IN REJECTION OF YOUR PROPOSAL COMPLETE AND RETURN THE REQUIRED NUMBER OF PROPOSAL PAGES AND ATTACHMENTS. PROPOSAL IDENTIFICATION: Please indicate on the face of your sealed proposal package the following: RFP NO. 200-8280 OPENS 02/07/00 Page 18 RFP No. 200-8280 Travel Services PROPOSAL SIGNATURE PAGE THIS PAGE SHOULD BE COMPLETED AND INCLUDED AS THE FIRST PAGE OF YOUR PROPOSAL TO: The City of Fort Lauderdale The below signed hereby agrees to furnish the following article(s) or services at the price(s) and terms stated subject to all instructions, conditions, specifications addenda, legal advertisement, and conditions contained in the RFP. I have read all attachments including the specifications and fully understand what is required. By submitting this signed proposal I will accept a contract if approved by the City and such acceptance covers all terms, conditions, and specifications of this proposal. Bid/Proposal submitted by: Name Title Firm/Corporation: (Legally registered as) Address: City Telephone No.( ) - e-mail address: WEB Site Address: www State: Zip + FAX No. ( ) -, Was this proposal sent to the correct address? If NOT, please check here[] and indicate correct address above. (printed) Does your firm qualify for MBE, WBE, and SBE status, in accordance with Section 1.08 of the General Conditions? MBE WBE SBE Signature: Date: PROPOSERS PLEASE INSURE THAT YOU HAVE SIGNED THIS SIGNATURE PAGE. OMISSION OF A SIGNATURE ON THIS PAGE MAY RESULT IN REJECTION OF YOUR PROPOSAL COMPLETE AND RETURN THE REQUIRED NUMBER OF PROPOSAL PAGES AND ATTACHMENTS. Page 19 RFP No. 200-8280 Travel Services ADDENDUM ACKNOWLEDGEMENT - Proposer acknowledges that the following addenda have been received and are included in his proposal: Addendum No. Date Issued VARIANCES: State any variations to specifications, terms and conditions in the space provided below or reference in the space provided below all variances contained on other pages of RFP, attachments or proposal pages. No variations or exceptions by the Proposer will be deemed to be part of the proposal submitted unless such variation or exception is listed and contained within the proposal documents and referenced in the space provided below. If no statement is contained in the below space, it is hereby implied that your proposal complies with the full scope of this RFP. Variances: - End of Section - Page 20 City of Fort Lauderdale GENERAL CONDITIONS These instructions are standard for all contracts for commodities or services issued through the City of Fort Lauderdale Division of Purchasing.'The City may delete, supersede, or modify any of these standard instructions for a particular contract by indicating such change in the Invitation to Bid (ITS) Special Conditions, Technical Specifications, Instructions, Proposal Pages, Addenda, and Legal Advertisement. PART I BIDDER PROPOSAL PAGES CONDITIONS: 1.01 BIDDER ADDRESS: The City maintains automated vendor mailing lists for each specific Commodity Class Item. Invitation to Bid (ITB'S) will be mailed first to a selection of Bidders who have fully registered on our system. Requests will be mailed to unregistered Bidders within a reasonable time frame for that bid one. The mailing of one ITS to the vendor, nor a bid in return, will register a vendor on oursystem. If you wish purchase orders sent to a different address, please so indicate. If you wish payments sent to a different address, please so indicate on your invoice. 1.02 DELIVERY: Time will be of the essence for any orders placed as a result of this ITS. The City reserves the right to cancel any orders, or part thereof, without obligation if delivery is not made in accordance with the schedule specified by the Bidder and accepted by the City. 1.03 PAYMENT TERMS AND CASH DISCOUNTS: Payment terms, unless otherwise stated in this ITS, will be considered to be net 30 days after the date of satisfactory delivery at the place of acceptance and receipt of correct invoice at the office specified, whichever occurs last. Bidder may offer cash discounts for prompt payment but they will not be considered in determination of award. If a Bidder offers a discount, it is understood that the discount time will be computed from the date of satisfactory delivery, at the place of acceptance, and receipt of correct invoice, at the office specified, whichever occurs last. 1.04 TOTAL BID DISCOUNT: If Bidder offers a discount for award of all items listed in the bid, such discount shall be deducted from the total of the firm net unit prices bid and shall be considered in tabulation and award of bid. 1.05 BIDS FIRM FOR ACCEPTANCE: Bidder warrants, by virtue of bidding, that his bid and the prices quoted In his bid will be firth for acceptance by the City for a period of ninety (90) days from the date of bid opening unless otherwise stated in the ITS. 1.06 VARIANCES: For purposes of bid evaluation, Bidder's must indicate any variances, no matter how slight, from ITS General Conditions, Special Conditions, Specifications or Addenda in the space provided in the ITS. No variations or exceptions by a Bidder will be considered or deemed a part of the bid submitted unless such variances or exceptions are listed in the bid and referenced In the space provided on the bidder proposal pages. If variances are not stated, or referenced as required, it will be assumed that the product or service fully complies with the City's terms, conditions, and specifications. ng a bid, City does not necessarily accept any variances contained in the bid. All variances submitted are subject to review and approval by the City. If any bid contains material variances that, in the City's sole opinion, make that bid conditional In nature, the City reserves the right to reject the bid or part of the bid that is declared, by the City as conditional. 1.07 NO BIDS: If you do not intend to bid please indicate the reason, such as insufficient time to respond, do not offer product orservice, unable to meet specifications, schedule would not permit, or any other reason, in the space provided in this ITS. Failure to bid or return no bid comments prior to the bid due and opening date and time, indicated In this ITS, may result in your firm being deleted from our Bidder's registration list for the Commodity Class Item requested in this ITS. 1.08 MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION AND BUSINESS DEFINITIONS: The City of Fort Lauderdale wants to increase the participation of Minority Business Enterprises (MBE), Women Business Enterprises (WBE), and Small Business Enterprises (SBE) in it's purchasing activities. If your firm qualifies In accordance with the below definitions please Indicate in the space provided in this ITS. Minority Business Enterprise (MBE) "A Minority Business" Is a business enterprise that is owned or controlled by one or more socially or economically disadvantaged persons. Such disadvantage may arise from cultural, racial, chronic economic circumstances or background or other similar cause. Such persons include, but are not limited to: Blacks, Hispanics, Asian Americans, and Native Americans. The term 'Minority Business Enterprise' means a business at least 51 percent of which is owned by minority group members or, in the case of a publicly owned business, at least 51 percent of the stock of which Is owned by minority group members. For the purpose of the preceding sentence, minority group members are citizens of the United States who include, but are not limited to: Blacks, Hispanics, Asian Americans, and Native Americans. Women Business Enterprise (WBE) a "Women Owned or Controlled Business is a business enterprise at least 51 percent of which is owned by females or, in the case of a publicly owned business, at least 51 percent of the stock of which Is owned by females. Small Business Enterprise (SBE) "Small Business" means a corporation, partnership, sole proprietorship, or other legal entity formed forthe purpose of making a profit, which is independently owned and operated, has either fewer than 100 employees or less than $1,000,000 in annual gross receipts. BLACK, which includes persons having origins in any of the Black racial groups of Africa. WHITE, which includes persons whose origins are Anglo-Saxon and Europeans and persons of Indo-European decent Including Pakistani and East Indian. HISPANIC, which includes persons of Mexican, Puerto Rican, Cuban, Central and South American, or other Spanish culture or origin, regardless of race. NATIVE AMERICAN, which includes persons whose origins are American Indians, Eskimos, Aleuts, or Native Hawaiians. ASIAN AMERICAN, which includes persons having origin in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. Form G-107 Rev. 11/98 Page 1 of 5 Attachment A Travel Services Part 11 DEFINITIONS/ORDER OF PRECEDENCE: 2.01 BIDDING DEFINITIONS: The City will use the following definitions in it's general conditions, special conditions, technical specifications, instructions to bidders, addenda and any other document used in the bidding process: INVITATION TO BID (ITB) when the City is requesting bids from qualified Bidders. REQUEST FOR PROPOSALS (RFP) when the City is requesting proposals from qualified Proposers. BID — a price and terms quote received in response to an ITB. PROPOSAL — a proposal received in response to an RFP. BIDDER — Person or firm submitting a Bid. PROPOSER — Person or firm submitting a Proposal. RESPONSIVE BIDDER — A person whose bid conforms in all material respects to the terms and conditions Included in the ITB. RESPONSIBLE BIDDER — A person who has the capability in all respects to perform in full the contract requirements, as stated in the ITB, and the Integrity and reliability that will assure good faith performance. FIRST RANKED PROPOSER -- That Proposer, responding to a City RFP, whose Proposal is deemed by the City, the most advantageous to the City after applying the evaluation criteria contained in the RFP. SELLER — Successful Bidder or Proposer who is awarded a Purchase Order or Contract to provide goods or services to the City. CONTRACTOR — Successful Bidder or Proposer who is awarded a Purchase Order, award Contract, Blanket Purchase Order agreement, or Term Contract to provide goods or services to the City. CONTRACT —A deliberate verbal or written agreement between two or more competent parties to perform or not to perform a certain act or acts, including all types of agreements, regardless of what they may be called, for the procurement or disposal of equipment, materials, supplies, services or construction. CONSULTANT — Successful Bidder or Proposer who is awarded a contract to provide professional services to the City. The following terms may be used interchangeably by the City: ITB, or RFP; Bid or Proposal; Bidder, Proposer, or Seller; Contractor or Consultant; Contract, Award, Agreement, or Purchase Order. 2.02 SPECIAL CONDITIONS: Any and all Special Conditions contained in this ITB that may be in variance or conflict with these General Conditions shall have precedence over these General Conditions. If no changes or deletions to General Conditions are made in the Special Conditions, then the General Conditions shall prevail In their entirety, PART III BIDDING AND AWARD PROCEDURES: 3.01 SUBMISSION AND RECEIPT OF BIDS: To receive consideration, bids must be received prior to the bid opening date and time. Unless otherwise specified, Bidder's should use the proposal forms provided by the City. These forms may be duplicated, but failure to use the forms may cause the bid to be rejected. Any erasures or corrections on the bid must be made in ink and initialed by Bidder in Ink. All information submitted by the Bidder shall be printed, typewritten or filled in with pen and ink. Bids shall be signed in Ink. Separate bids must be submitted for each ITB issued by the City in separate sealed envelopes properly marked. When a particular ITB or RFP requires multiple copies of bids or proposals they may be included in a single envelope or package properly sealed and identified. Only send bids via facsimile transmission (FAX) if the ITB specifically states that bids sent via FAX will be considered. If such a statement is not Included in the ITB, bids sent via FAX will be rejected. Bids will be publicly opened in the Purchasing Office, or other designated area, in the presence of Bidder's, the public, and City staff. Bidders and the public are invited and encouraged to attend bid openings. Bids will be tabulated and made available for review by Bidder's and the public in accordance with applicable regulations. 3.02 MODEL NUMBER CORRECTIONS: If the model number for the make specified in this ITB is incorrect, or no longer available and replaced with an updated model with new specifications, the Bidder shall enter the correct model number on the bidder proposal page. In the case of an updated model with new specifications, Bidder shall provide adequate information to allow the City to determine if the model bid meets the City's requirements. 3.03 PRICES QUOTED: Deduct trade discounts, and quote firm net prices. Give both unit price and extended total. In the case of a discrepancy in computing the amount of the bid, the unit price quoted will govern. All prices quoted shall be F.O.B. destination, freight prepaid (Bidder pays and bears freight charges, Bidder owns goods in transit and files any claims), unless otherwise stated in Special Conditions. Each item must be bid separately. No attempt shall be made to tie any item or items contained in the ITB with any other business with the City. 3.04 TAXES: The City of Fort Lauderdale is exempt from Federal Excise and Florida Sales taxes on direct purchase of tangible property. Exemption number for Federal Excise taxes is 59-74-0111 K, and State Sales tax exemption number is 16-03-196479-54C. 3.05 WARRANTIES OF USAGE: Any quantities listed in this ITB as estimated or projected are provided for tabulation and information purposes only. No warranty or guarantee of quantities is given or implied. It is understood that the Contractor will furnish the City's needs as they arise. 3.06 APPROVED EQUAL: When the technical specifications call for a brand name, manufacturer, make, model, or vendor catalog number with acceptance of APPROVED EQUAL, it shall be for the purpose of establishing a level of quality and features desired and acceptable to the City. In such cases, the City will be receptive to any unit that would be considered by qualified City personnel as an approved equal. In that the specified make and model represent a level of quality and features desired by the City, the Bidder must state clearly in his bid any variance from those specifications. It is the Bidder's responsibility to provide adequate Information, in his bid, to enable the City to ensure that the bid meets the required criteria. If adequate information is not submitted with the bid, it maybe rejected. The City will be the sole judge in determining if the item bid qualifies as an approved equal. 3.07 MINIMUM AND MANDATORY TECHNICAL SPECIFICATIONS: The technical specifications may include items that are considered minimum, mandatory, or required. If any Bidder is unable to meet, or exceed these items, and feels that the technical specifications are overly restrictive, he must notify the Purchasing Division immediately. Such notification must be received by the Purchasing Division priortothe deadline contained in the ITB, for questions of a material nature, or prior to five (6) days before bid due and open date, whichever occurs first. If no such notification is received prior to that deadline, the City will consider the technical specifications to be acceptable to all bidders. Form G-107 Rev. 11/98 Page 2 of 5 Page 22 Travel Services 3.08 MISTAKES: Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda, delivery instructions and special conditions pertaining to the ITB. Failure of the Bidder to examine all pertinent documents shall not - entitle him to any relief from the conditions imposed in the contract. 3.09 SAMPLES AND DEMONSTRATIONS: Samples or inspection of product may be requested to determine suitability. Unless otherwise specified in Special Conditions, samples shall be requested after the date of bid opening, and if requested should be received by the City within seven (7) working days of request. Samples, when requested, must be furnished free of expense to the City and if not used in testing or destroyed, will upon request of the Bidder, be returned within thirty (30) days of bid award at Bidder's expense. When required, the City may request full demonstrations of units prior to award. When such demonstrations are requested, the Bidder shall respond promptly and arrange a demonstration at a convenient location. Failure to provide samples or demonstrations as specified by the City may result in rejection of a bid. 3.10 LIFE CYCLE COSTING: If so specified in the ITB, the City may elect to evaluate equipment proposed on the basis of total cost of ownership. In using Life Cycle Costing, factors such as the following may be considered: estimated useful life, maintenance costs, cost of supplies, labor intensity, energy usage, environmental impact, and residual value. The City reserves the right to use those or other applicable criteria, in its sole opinion, that will most accurately estimate total cost of use and ownership. 3.11 BIDDING ITEMS WITH RECYCLED CONTENT: In addressing environmental concerns, the City of Fort Lauderdale encourages Bidders to submit bids or alternate bids containing items with recycled content. When submitting bids containing items with recycled content, Bidder shall provide documentation adequate for the City to verify the recycled content. The City prefers packaging consisting of materials that are degradable or able to be recycled. When specifically stated in the ITB, the City may give preference to bids containing Items manufactured with recycled material or packaging that is able to be recycled. 3.12 USE OF OTHER GOVERNMENTAL CONTRACTS: The City reserves the right to reject any part or all of any bids received and utilize other available governmental contracts, if such action is in its best interest. 3.13 QUALIFICATIONS/INSPECTION: Bids will only be considered from firms normally engaged in providing the types of commodities/services specified herein. The City reserves the right to inspect the Bidder's facilities, equipment, personnel, and organization at anytime, orto take any other action necessary to determine Bidder's ability to perform. The Purchasing Manager reserves the right to reject bids where evidence or evaluation is determined to indicate inability to perform. 3.14 BID SURETY: If Special Conditions require a bid security, it shall be submitted in the amount stated. A bid security can be In the form of a bid bond, postal money order, cashiers check, or irrevocable letter of credit. Bid security will be returned to the unsuccessful bidders as soon as practicable after opening of bids. Bid security will be returned to the successful bidder after acceptance of the performance bond or irrevocable letter of credit, if required; acceptance of insurance coverage, if required; and full execution of contract documents, If required; and full execution of contract documents, if required; or conditions as stated in Special Conditions. 3.15 PUBLIC RECORDS: Florida law provides that municipal records shall at all times be open for personal inspection by any person. Section 119.01, F.S., The Public Records Law. Information and materials received by City in connection with an ITB response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 10 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section 119.07, F.S. If the Proposer believes any of the information contained in his or her response is exempt from the Public Records Law, then the Proposer, must In his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records. 3.16 PROHIBITION OF INTEREST: No contract will be awarded to a bidding firm who has City elected officials, officers or employees affiliated with it, unless the bidding firm has fully complied with current Florida State Statutes and City Ordinances relating to this issue. Bidders must disclose any such affiliation. Failure to disclose any such affiliation will result in disqualification of the Bidder and removal of the Bidder from the City's bidder lists and prohibition from engaging in any business with the City. 3.17 RESERVATIONS FOR AWARD AND REJECTION OF BIDS: The City reserves the right to accept or reject any or all bids, part of bids, and to waive minor irregularities or variations to specifications contained in bids, and minor irregularities in the bidding process. The City also reserves the right to award the contract on a split order basis, lump sum basis, individual item basis, or such combination as shall best serve the interest of the City. The City reserves the right to make an award to the responsive and responsible bidder whose product or service meets the terms, conditions, and specifications of the ITB and whose bid is considered to best serve the City's interest. In determining the responsiveness of the offer and the responsibility of the Bidder, the following shall be considered when applicable: the delay or interference; the character, integrity, reputation, judgment, experience and efficiencyability, capacity and skill of the Bidder to perform as required; whether the Bidder can perform promptly, orwithin the time specified, without of the Bidder; the quality a past performance by the Bidder; the previous and existing compliance by the Bidder with related laws and ordinances; the sufficiency of the Bidder's financial resources; the availability, quality and adaptability of the Bidder's supplies or services to the required use; the ability of the Bidder to provide future maintenance, service or parts; the number and scope of conditions attached to the bid. If the ITB provides for a contract trial period, the City reserves the right, in the event the selected bidder does not perform satisfactorily, to award a trial period to the next ranked bidder or to award a contract to the next ranked bidder, if that bidder has successfully provided services to the City in the past. This procedure to continue until a bidder is selected or the contract is re -bid, at the sole option of the City. 3.18 LEGAL REQUIREMENTS: Applicable provisions of all federal, state, county laws, and local ordinances, rules and regulations, shall govern development, submittal and evaluation of all bids received in response hereto and shall govern any and all claims and disputes which may arise between person(s) submitting a bid response hereto and the City by and through its officers, employees and authorized representatives, or any other person, natural or otherwise; and lack of knowledge by any bidder shall not constitute a cognizable defense against the legal effect thereof. Form G-107 Rev. 11/98 Page 3 of 5 Page 23 Travel Services PART IV BONDS AND INSURANCE 4.01 PERFORMANCE BOND/IRREVOCABLE LETTER OF CREDIT: If a performance bond or irrevocable letter of credit Is required in Special Conditions, the Contractor shall within fifteen 05) working days after notification of award, furnish to the City a Performance Bond or an Unconditional Irrevocable Letter of Credit payable to the City of Fort Lauderdale, Florida, in the face amount specified in Special Conditions as surety for faithful performance under the terms and conditions of the contract. If the bond is on an annual coverage basis, renewal for each succeeding year shall be submitted to the City thirty (30) days priorto the termination date of the existing Performance Bond. The Performance Bond must be executed by a surety company of recognized standing, authorized to do business in the State of Florida and having a resident agent. If a Letter of Credit is chosen, it must be in a form acceptable to the City, drawn on a local (Broward, Dade or Palm Beach Counties) bank acceptable to the City and Issued in favor of the City of Fort Lauderdale, Florida. If a Bidder wishes to use a non -local bank, he must have prior City approval of the requirements to draw againstthe Letter of Credit. Acknowledgement and agreement is given by both parties that the amount herein set for the Performance Bond or Irrevocable Letter of Credit is not Intended to be nor shall be deemed to be in the nature of liquidated damages nor is it Intended to limit the liability of the Contractor to the City in the event of a material breach of this Agreement by the Contractor. 4.02 INSURANCE: If the Contractor is required to go onto City property to perform work or services as a result of ITB award, the Contractor shall assume full responsibility and expense to obtain all necessary insurance as required by City or specified in Special Conditions. The Contractor shall provide to the Purchasing Division original certificates of coverage and receive notification of approval of those certificates by the City's Risk Manager prior to engaging in any activities under this contract. The Contractors insurance Is subject to the approval of the City's Risk Manager. The certificates must list the City as an ADDITIONAL INSURED and shall have no less than thirty (30) days written notice of cancellation or material change. Further modification of the insurance requirements may be made at the sole discretion of the City's Risk Manager if circumstances change or adequate protection of the City is not presented. Bidder, by submitting his bid, agrees to abide by such modifications. PART V PURCHASE ORDER AND CONTRACT TERMS: 5.01 COMPLIANCE TO SPECIFICATIONS, LATE DELIVERIES/PENALTIES: Items offered may be tested for compliance to bid specifications. Items delivered which do not conform to bid specifications may be rejected and returned at Contractor's expense. Any violation resulting in contract termination for cause or delivery of items not conforming to specifications, or late delivery may also result in: Bidder's name being removed from the City's bidder's mailing list for a specified period and Bidder will not be recommended for any award during that period. All City Departments being advised to refrain from doing business with the Bidder. All other remedies in law or equity. 5.02 ACCEPTANCE, CONDITION, AND PACKAGING: The material delivered in response to ITB award shall remain the property of the Seller until a physical inspection is made and the material accepted to the satisfaction of the City. The material must comply fully with the terms of the ITB, be of the required quality, new, and the latest model. All containers shall be suitable for storage and shipment by common carrier, and all prices shall include standard commercial packaging. The City will not accept substitutes of any kind. Any substitutes or material not meeting specifications will be returned at the Bidder's expense. Payment will be made only after City receipt and acceptance of materials or services. 5.03 SAFETY STANDARDS: All manufactured items and fabricated assemblies shall comply with applicable requirements of the Occupational Safety and Health Act of 1970 as amended, and be in compliance with Chapter 442, Florida Statutes. Any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this order must be accompanied by a completed Material Safety Data Sheet (MSDS). 5.04 ASBESTOS STATEMENT: All material supplied must be 100% asbestos free. Bidder, by virtue of bidding, certifies that if awarded any portion of the ITB he will supply only material or equipment that is 100% asbestos free. 5.05 OTHER GOVERNMENTAL ENTITIES: If the Bidder is awarded a contract as a result of this ITB, he will, if he has sufficient capacity or quantities available, provide to other governmental agencies, so requesting, the products or services awarded in accordance with the terms and conditions of the ITB and resulting contract. Prices shall be F.O.B. delivered to the requesting agency. 5.06 VERBAL INSTRUCTIONS PROCEDURE: No negotiations, decisions, or actions shall be initiated or executed by the Contractor as a result of any discussions with any City employee. Only those communications which are in writing from an authorized City representative may be considered. Only written communications from Contractors, which are assigned by a person designated as authorized to bind the Contractor, will be recognized by the City as duly authorized expressions on behalf of Contractors. 5.07 INDEPENDENT CONTRACTOR: The Contractor is an independent contractor under this Agreement. Personal services provided by the Proposer shall be by employees of the Contractor and subject to supervision by the Contractor, and not as officers, employees, or agents of the City. Personnel policies, tax responsibilities, social security, health insurance, employee benefits, purchasing policies unless otherwise stated in this ITB, and other similar administrative procedures applicable to services rendered under this contract shall be those of the Contractor. 5.08 INDEMNITY/HOLD HARMLESS AGREEMENT: The Contractor agrees to protect, defend, indemnify, and hold harmless the City of Fort Lauderdale and its officers, employees and agents from and against any and all losses, penalties, damages, settlements, claims, costs, charges for other expenses, or liabilities of every and any kind including attorney fees, in connection with or arising directly or indirectly out of the work agreed to or performed by Contractor under the terms of any agreement that may arise due to the bidding process. Without limiting the foregoing, any and all such claims, suits, or other actions relating to personal injury, death, damage to property, defects in materials or workmanship, actual or alleged violations of any applicable Statute, ordinance, administrative order, rule or regulation, or decree of any court shall be included in the indemnity hereunder. Page 24 Form G-107 Rev. 11/98 Page 4 of 5 7-rave/Services . 5.09 TERMINATION FOR CAUSE: If, through any cause, the Contractor shall fail to fulfill Ina timely and proper manner its obligations under this Agreement, or if the Contractor shall violate any of the provisions of this Agreement, the City may upon written notice to the Contractor terminate the right of the Contractor to proceed under this Agreement, or with such part or parts of the Agreement as to which there has been default, and may hold the Contractor liable for any damages caused to the City by reason of such default and termination. In the event of such termination, any completed services performed by the Contractor under this Agreement shall, at the option of the City, become the City's property and the Contractor shall be entitled to receive equitable compensation for any work completed to the satisfaction of the City. The Contractor, however, shall not be relieved of liability to the City for damages sustained by the City by reason of any breach of the Agreement by the Contractor, and the City may withhold any payments to the Contractor for the purpose of setoff until such time as the amount of damages due to the City from the Contractor can be determined. 5.10 TERMINATION FOR CONVENIENCE: The City reserves the right, in its best interest as determined by the City, to cancel contract by giving written notice to the Contractor thirty (30) days prior to the effective date of such cancellation. 6.11 CANCELLATION FOR UNAPPROPRIATED FUNDS: The obligation of the City for payment to a Contractor is limited to the availability of funds appropriated In a current fiscal period, and continuation of the contract into a subsequent fiscal period is subject to appropriation of funds, unless otherwise authorized by law. 5.12 RECORDS/AUDIT: The Contractor shall maintain during the term of the contract all books of account, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Internal Auditor. The Contractor agrees to make available to the City's Internal Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all books of account, reports and records relating to this contract for the duration of the contract and retain them for a minimum period of one (1) year beyond the last day of the contract term. 5.13 PERMITS, TAXES, LICENSES: The successful Contractor shall, at his own expense, obtain all necessary permits, pay all licenses, fees and taxes, required to comply with all local ordinances, state and federal laws, rules and regulations applicable to business to be carried on under this contract. 5.14 LAWS/ORDINANCES: The Contractor shall observe and comply with all Federal, state, local and municipal laws, ordinances rules and regulations that would apply to this contract. 5.15 NON-DESCRIMINATION: There shall be no discrimination as to race, sex, color, creed, age or national origin in the operations conducted under this contract. 5.16 UNUSUAL CIRCUMSTANCES: If during a contract term where costs to the City are to remain fine or adjustments are restricted by a percentage or CPI cap, unusual circumstances that could not have been foreseen by either party to the contract occur, and those circumstances significantly affect the Contractor's cost in providing the required items or services, then the Contractor may request adjustments to the costs to the City to reflect the changed circumstances. The circumstances must be beyond the control of the Contractor, and the requested adjustments must be fully documented. The City may, after examination, refuse to accept the adjusted costs if they are not properly documented, increases are considered to be excessive, or decreases are considered to be insufficient. In the event the City does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the City, the City will reserve the following options: 1. The contract can be canceled by the City upon giving thirty (30) days written notice to the Contractor with no penalty to the City or Contractor. The Contractor shall fill all City requirements submitted to the Contractor until the termination date contained in the notice. 2. The City requires the Contractor to continue to provide the items and services at the firm fixed (non -adjusted) cost until the termination of the contract term then in effect. 3. if the City, in its interest and in its sole opinion, determines that the Contractor in a capricious manner attempted to use this section of the contract to relieve themselves of a legitimate obligation under the contract, and no unusual circumstances had occurred, the City reserves the right to take any and all action under law or equity. Such action shall Include, but not be limited to, declaring the Contractor in default and disqualifying him for receiving any business from the City for a state period of time. If the City does agree to adjusted costs, these adjusted costs shall not be Invoiced to the City until the Contractor receives notice in writing signed by a person authorized to bind the City in such matters. 5.17 ELIGIBILITY: If applicable, the Contractor must first register with the Department of State of the State of Florida, in accordance with Florida State Statutes, prior to entering into a contract with the City. 5.18 PATENTS AND ROYALTIES: The Contractor, without exception, shall indemnify and save harmless the City and its employees from liability of any nature and kind, including cost and expenses for or on account of any copyrighted, patented or un-patented invention, process, or article manufactured or used in the performance of the contract, including its use by the City. If the Contractor uses any design, device, or materials covered by letters, patent or copyright, It is mutually agreed and understood without exception thatthe bid prices shall include all royalties or costs arising from the use of such design, device, or materials in any way Involved in the work. 5.19 ASSIGNMENT: Contractor shall not transfer or assign the performance required by this ITB without the prior written consent of the City. Any award issued pursuant to this ITB, and the monies, which may become due hereunder, are not assignable except with the priorwritten approval of the City Manager or selected designee. 5.20 LITIGATION VENUE: The parties waive the privilege of venue and agree that all litigation between them in the state courts shall take place in Broward County, Florida and that all litigation between them in the federal courts shall take place in the Southern District in and forthe State of Florida. Page 25 Travel Services Form G=107 Rev. 11/98 Page 5 of 5 Page 26 RFP Na. 200-8280 Travel Services TRAVEL AGENCY SURVEY Agency Name Prepared by Address Telephone Does youLqenc offer the follawin ? 1. Computerized airline reservations service YES/NO Name the different systems that you utilize A. C. B. D. 2. insure maximum use of government, corporate and/or other special rates? YES/NO 3 immediate confirmation of flights YES/NO 4. Confidential reservations. YES/NO 5. Notify customer of changes to itinerary within twenty-four hours YES/NO 6. Toll -free 24 HR service/7 days a week YES/NO a. in your location, utilizing your agents YES/NO b. VIA an outside service: NAME YES/NO 7. Telex/FAX service for clients YES/NO 8. E-mail service for clients YES/NO 9. Guaranteed hotel reservations YES/NO 10. Advance boarding passes YES/NO 11. Suggest alternate routings for international travel for maximized savings YES/NO 12. Help secure visas and passports YES/NO 13. Supply all documents forms YES/NO 14. Take passport photos YES/NO 15. Specialized international tariff agents YES/NO Attachment B RFP No. 200-8280 Travel Services 16. Travel documents include: a. Complete airline itinerary YES/NO b. advance seat assignment information YES/NO c. Car rental information and confirmation number YES/NO d. hotel confirmations YES/NO includes hotel address YES/NO Includes hotel phone number YES/NO 17. Ticket Delivery a. scheduled YES/NO b. Emergency YES/NO c. Delivery receipts YES/NO d. Via agency courier YES/NO e. Via outside courier YES/NO NAME 18. Recruitment Services a. prepaid tickets for inbound prospective employees YES/NO b. complete handling of air and hotel YES/NO 19. Customized billing a. computerized billing YES/NO 1. Mag tape YES/NO 2. Punched card YES/NO 3. Floppy disks YES/NO 4. other —what type YES/NO b. automated credit card reconciliation YES/NO c. in-house accounting/reporting computer agency YES/NO Attachment B RFP No. 200-8280 - Travel Services 20. Management Reports 21 22 a. Monthly air activity report analysis by division, department, or any relevant Accounting code b. origin/destination flight report by city and airplane for analysis of company travel patterns c. Flights by class of service for monitoring travel policy d. discount air fare comparison, usage and exception report to monitor savings, adherence to policy and to verify agents guarantee of lowest available air fare e. hotel usage report to monitor adherence to policy and provide potential volume discount data f. car rental usage report to monitor adherence to policy and provide potential volume discount data g. expense report database listing all T & E Information h. T & E Audit reports for management of Travel inefficiencies i. validation report to show individual airline usage by volume Separate quality control functions a.Quoted fares double checked by agent other than original reservationist For low fare accuracy b.dedicated special staff utilizing multiple reservation systems to eliminate bias and capture last minute fare changes and last seat availability. c. special designated agents for major clients d. all reservations reconfirmed e. agency evaluation survey by travelers Special service staff assigned to City a. customer service representative b. travel management consultants Attachment B YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO YES/NO 19_;9/,C97 YES/NO YES/NO YES/NO YES/NO YES/NO RFP No. 200-8280 Travel5ervices 23. - Client orientation/training programs a. new client orientation programs YES/NO b. cost -saving training tips for clients YES/NO c. ongoing in-house training presentations for travel planners and travelers YES/NO d. special transition team assigned for smooth start-ups YES/NO 24. Personal Travel YES/NO a. separate billing available YES/NO b. employee travel club discounts YES/NO 25. Travel supplier discounts available (list 3 specific examples. Regarding your Negotiated rates; do not list normal published discounts fares or rates — only Proprietary rates and fares) City/city _Pairsnormal corporate rate Effective Negotiated or Y fare % Rate savin s Travel suppliers Airline names 1. 2. 3. Hotel properties or chains 1. 2. 3. 26. Client newsletters, updates and publications YES/NO Publications name Purpose Frequency a. 27. Special periodic client service bulletins for communicating savings opportunities Attachment B YES/NO RFP No. 200-8280 Travel Services W. 29. Use special net non-commissionable rates negotiated by clients YESMO Special Services a. traveler checks YESMO b. corporate rate hotel directory YESMO c. block space hotel program YESMO d. preferred rate hotel program YESMO e. special vendor promotions YESMO f. frequent flyer tracking YESMO End of Section — Attachment B TravelServices Supersedes Page Dated 5-12-88 9 4 I 1 CH SEC SUBJ PAGE CITY OF FORT LAUDERDALE DATE ISSUED: 10-31-90 POLICY and CIMPTER : STANDARDS MANUAL FINANCIAL AND PURCHASING 9 SECTION: SUBJECT: TRAVEL ALLOWANCE AND SUBSISTENCE POLICY 1 4 DESCRIPTION OF UNIFORM POLICY 1 PURPOSE I To establish travel allowance and subsistence policy for all employees performing directed travel of an official nature. PROCEDUREI M The policy is designed to cover reasonable employee expenses while traveling on City business and to promote the prudent use of public funds. Employee reimbursements are not intended to be employee compensation or an employee benefit program. The policy is designed to cover all employee travel. A few situations will require exceptions, due to their unusual nature. Any exceptions must have prior written approval of the City Manager, unless they are an emergency. In such an emergency, an after the fact written explanation will be required, from the traveler. Reimbursement will be contingent upon City Manager approval of the explanation. 1. EXTENDED TRAVEL: Extended travel may be requested by the traveler, or dictated by significantly lower airfares. a. The City will not require a traveler to travel on weekends to reach a lower net cost of travel. However the City does encourage travelers to travel on weekends when it will result in si nificantl lower net cost of travel. b. If requested by the traveler, extended travel may be allowed at the beginning or end of the trip, in order to provide savings. c. Extended travel will not occur during the traveler's normal work time, and the traveler will be reimbursed for per diem and lodging during the extended travel time as long as the total net cost resulted in a saving to the City. d. If a traveler is combining City business and vacation, and part of the extended travel time consisted of a bridge between the two, no per diem or lodging for that bridge time will be allowed. N=New Travel Services C 2. AIR FARES: C a. The City will reimburse the traveler for the cost of the lowest air fare (Target Airfare) for a particular trip. The lowest air fare is defined as the lowest possible fare for the trip, using Fort Lauderdale Airport departure and return, flying on any regularly scheduled airline allowing for intermediate stop(s). Employees are expected to secure airline reservations and tickets in advance, to insure the lowest cost is obtained. Employees who obtain their tickets in advance and are obligated to pay for the tickets to the trip, will be able to have the cost of the ticket reimbursed if a copy of the ticket and their credit card invoice is presented with the prescribed form (Travel Expense Certificate) to the Travel Manager. An approved Travel Request (TA) will be required when this payment is requested. b. If an employee or traveler wishes to take a flight, or use a particular airline, for personal reasons, and the cost exceeds the amount for a Target Airfare (Lowest Airfare), the cost will only be reimbursed for the lowest amount. Premium cost for First Class airline tickets will not be reimbursed. c. Target airfare and related expenses (obtained by proper preplanning) will be used as the guideline in comparing costs of personal car vs, air travel. The employee will be reimbursed for the lessor amount. d. If the traveler is reasonable sure that a particular trip will be taken, it is recommended that the lowest possible airfare be utilized, even though there may be a penalty for cancellation or changes. If a non refundable ticket is obtained, and the trip cannot be taken due to required work or documented personal problems which are approved by the Travel Manager and the appropriate Department Director, the City will assume responsibility for any penalty. e. If substantial savings can be realized, (see parking and mileage reimbursement), it is recommended that alternate airports be considered and used. Alternate airports can be chosen by the traveler for personal convenience, as long as the travel cost is not increased. Often a conference designates an airline as the recommended method of travel. Normally a special "code" is provided in the conference literature. Travelers should provide this "code" information to the City's Travel Agency so that any special reduced airfare can be obtained. If special "packages" are available from any source and they meet the employee needs, call and discuss it with the Travel Manager. The City desires to save money. C = Change C Travel Services g. Employees may not be reimbursed for airline charges, if the tickets are obtained from other than the City's contracted Travel Agency unless prior approval is given by the Travel Manager. C 3. FREQUENT FLYER POINTS: a. The City, at this time, will allow the employee traveling on official business, to obtain Frequent Flyer Points. The City does reserve the right at a future date, to capture Frequent Flyer Points, and use them for official City purposes. Employees or travelers are prohibited from choosing a more expensive flight or incur any additional costs in order to accumulate frequent flyer credits. b. Travelers are encouraged to use frequent flyer credits obtained from City travel, to reduce official expenses. 4. 1AIRPORT'PARKING REIMBURSEMENT/AIRPORT BUS OR LIMO SERVICE: a. Employees are encouraged to get rides to and from local airports. b. If an employee must park at the airport, the City will reimburse for costs incurred, (except for Management Levels I & II.) (See 9.a., (3). Parking will not be reimbursed for parking in SHORT TERM area. Receipts must be furnished. Employees eligible for mileage reimbursement may claim their travel to and from the airport and their normal work place, when using their personal vehicles. The mileage should be claimed on the monthly form submitted to the Payroll Section of the Finance Department. c. If alternate airports are used for cost saving reasons for the City, the employee will be reimbursed for long term parking or Shuttle Service to and from these locations. A cost analysis must be furnished by the traveler. d. If the traveler is expected to utilize the least expensive means of transportation from the airport to the hotel, etc. A taxi should only be utilized if that is the least expensive means of transportation. Receipts must be provided for this expense. 5. RENTAL CARS: a. Use of rental cars may be approved if: (1) It is required by the nature of the task or travel requirements. (2) It will provide less cost to the City, compared to other types of transportation. C = Change roved b the a Trave/Services b. All rental cars must be approved y appropriate Department Director or IAssistant City Manager. C C. The smallest rental car (least expensive) commensurate with the task or number of passengers must be utilized. The employee is expected to obtain the best rental rate, after making comparisons. The Purchasing Division'will maintain information on State of Florida Contract Rates, plus other special offers which may be available. d. At the employees option, the City will reimburse for Collision Damage Waiver (CDW) insurance for rental cars. e. As a general practice, rental cars will not be approved if the employee is staying at or in the near proximity of the conference hotel or meeting location. Except for the use of a State Contract rate, whereby fuel may be included in the rental rate, employees obtaining rental cars, shall not accepts any provisions for fuel to be provided by the rental agency. It is normally much less expensive if the rental car is returned full of fuel, paid for by the renter at a private gasoline station. When fuel receipts are presented, they will be reimbursed by the City. (NOTE: State Contract requires Avis, who will reimburse for fuel expenditures, for in State rentals.) 6. PRIVATE VEHICLE/CITY VEHICLE/CAR POOLING a. Private vehicles used for transportation by all employees outside the "three county" area will be reimbursed at the approved rate per mile. Employees below Management Level III, may be reimbursed within the three county area. The Travel Manager will utilize Rand McNally Maps or a computer program for determining miles between specific location. b. The City will reimburse employees for the use of their personal vehicle at the rate allowed by the Internal Revenue Service. The mileage reimbursement which is paid when private vehicles are used includes costs for fuel, insurance, repairs, etc. Toll road charges will be reimbursed when private vehicles are used and valid receipts are furnished, if the charge is $2.00 or more. C. If a City vehicle is utilized, tolls and fuel will be reimbursed. The Fleet administrator has provided instructions on what actions to take if a City -owned car needs repair outside of the Fort Lauderdale area. Receipts will be required. C = Change TRAVEL MANAGEMENT PROPOSAL FOR CITY OF FORT LAUDERDALE BROWARD COUNTY BOARD OF COUNTY COMMISSIONERS PRESENTED BY: l4,tc-cAe,j,,.e e RFP NO.200-8280 February 7, 2000 %4w' xe� ® Travel ' Services RegexWtlre February 7, 2000 Mr. Kirk Buffington City of Fort Lauderdale Purchasing Division, Room 619 City Hall 100 N. Andrews Avenue Ft. Lauderdale, FL 33301 Dear Mr. Buffington: Universal Travel is a travel management company whose business philosophy is based on quality service, financial stability and client satisfaction. We have been fulfilling the needs of business travelers since 1980, and clearly understand their diverse requirements. Much of our success can be attributed to hard work as well as our innovative procedures and technology. Universal Travers significant growth is primarily due to our focus on corporate travel, enabling us to continue the high level of service for which we have been noted over the years. The complexity of the travel industry, and the ever -changing needs of corporate America require businesses like Universal Travel to be financially capable of providing clients with the latest technology and the highest caliber personnel. This proposal provides an overview of the services we offer and details information as outlined in Request for Proposal. In addition to the cost -savings programs we can offer as a Representative office of the American Expres®Travel Services Network, you will benefit from Universal Travers knowledge, experience and commitment to exceptional service. We welcome the opportunity to serve the City of Ft. Lauderdale and Broward County Board of County Commissioners travel needs. Thank you for your consideration. Sincerely, Universal Travel & Promotions Sue Ann Slater Director of Sales and Service V"U V de 34�9872TION 315 NE 3rd Avenue - Suite 101 - Fort Lauderdale, FL 33301 � IN $ 954-525-5000. 1-800-666-0026 - Fax: 954-524-6642 CENM www.universal-travel.com IATAM iuwewarw sss Universal Travel & Promotions - TABLE OF CONTENTS SECTION A: COVER LETTER SECTION B: QUALIFICATIONS Executive Summary ............................................................................ Universal Staff & Expertise................................................................. BusinessMix....................................................................................... Summary of Credentials of Travel Counselors .................................... Account Manager Responsibilities....................................................., Agency Information............................................................................ Universal Travel Office Locations ................................................. Computer Reservation System........................................................... ValuePricer....................................................................................... Prism.................................................................................................. Southwest Computer Program........................................................... Ticketing and Software....................................................................... TicketDelivery ................................................................................... Licensing................................................•----.....--•-----.......................... Professional Memberships ............................................................ OTHER QUALIFICATIONS............................................................... Implementation Plan .......................................................................... Worldwide Customer Care---------------------•--.................................... American Express Financial Services ................................................ International Services......................................................................... Consulting Services........................................................................... Travel Polic Products ....................... 1 I ...................... 2 ....................... 2 ....................... 2 ............. I......... 5 ....................... 6 ....................... 6 ....................... 7 ....................... 7 ....................... 8 ....................... 8 -1.............. I...... 8 ....................... 8 ....................... 9 ... ....... I............ 10 ....................... 11 ....................... 11 ....................... 12 ....................... 12 ....................... 13 ............ I.......... 13 y....................................................................I.......................... 14 Promotions Department........................................•-------............................................. 14 SECTION C: MANAGEMENT REPORTS Travel Management Reports...................................................................................... 16 SECTION D: TRAVEL SUPPORT Refunds..................................................................................................................... 18 QualityAssurance ...................................................................................................... 18 QualityAssurance Plus.............................................................................................. 19 Manual Quality Assurance Checks.......................................................... ..... 20 TelephoneSystems.................................................................................................... 20 Internet Capabilities.....................•---------...................................--•----• ....... 21 E-mail........................................................................................................................ 21 Expense Report Reconciliation................................................................................... 21 ResFax.................................................................................................................... 22 Travelers Itinerary ...................................................................................................... 23 Lowest Available Rates.............................................................................................. 23 Lowest Logical Airfares.............................................................................................. 24 AdvancePlanning ................................................. ............................... I .............. I...... 25 Guarantee Lowest Hotel & Car Rates ............. .......................................................... 26 Travel Management Proposal for City of Ft. Lauderdale & Broward County Universal Travel& Promotions -Ell TABLE OF CONTENTS- continued SECTION E: CONVENIENCES Office Hours Emergency Travel Service ................................. Tickets & Liquidated Airlines .............................. Travel Insurance ................................................ Business Travel Account .................................... Training Programs .............................................. Company Profile & Contents .............................. Traveler Profile & Contents ................................ Customer Service Commitment ......................... Customer Satisfaction Survey ............................ Weissman Travel Renorts ...................................... Travel Fax Bulletins & Newsletter ........................... SECTION F: OTHER CONTRACTS/FEATURES ........................................................ 27 ..................................... I .......... ....... 27 ........................................................ 28 ........................................................ 28 ..................... ........................ 28 .......... ................................................... 29 ................................................... 29 .." ............................................... 30 ................................................... 31 1 ............................................... 31 ................................................... 31 ................................................... 31 TWA................................................................................. I ..................... 32 Continental Midway.......................................................................... .................. 32 ............................................. 32 Airline Incentive Programs ......................................................................................... 32 Other Discount Programs with Universal Travel ......................................................... 33 American Express Hotel Program .............................................................................. 34 NegotiatedHotel Savings ................................ .......................................................... 35 CarRental Programs .................................................................................................. 35 Example of Client Special Rate Negotiations ............................................................. 36 SECTION G: REFERENCES Universal Travel Corporate References ..................................................................... 37 SECTION H: COST Transaction Fee .......................... .............................................................................. 38 Monthly Management Fee ........ ................................................................................. 38 ReturnedCommissions ................................................. I ........................ I ................... 38 Other Revenue Sharing Opportunities ........................................................................ 39 CONCLUSION.......................................................................................................... 40 SECTIONk TRAVEL AGENCY SURVEY ATTACHMENTS: Licenses and Certificates (Attachment 1.) Sample Travel Management Reports (Attachment 11.) Sample Travel Itinerary/invoice (Attachment 111.) Travel Newsletter (Attachment IV.) Travel Management Proposal for City of Ft. Lauderdale & Broward County Universal Travel& Promotions -M SECTION B: QUALIFICATIONS Executive Summary Our vision is to be the best service provider in the travel management business. By focusing first and foremost on our clients, our goal is to deliver what you need today and anticipate what you will want in the future. Universal Travel is a Representative office of the American ExpressO Travel Services Networkf, comprised of over 1,700 locations in more than 120 countries worldwide. By combining the strength of American Express with the local expertise of Universal Travel, the City of Ft. Lauderdale reaps the financial and service benefits of working with both a large corporation and a Ft. Lauderdale -based company. There are fundamental business principles and processes to which we are committed and into which we have invested considerable resources in order to achieve success in partnership with our clients: Service Where and When It's Needed — Service is our core product. Through the local personal service Universal Travel provides in conjunction with the American Express(V Travel Services Networkt, we are positioned to meet the varied and intricate needs of your business travelers. 0 Savin-s — Cost savings is the ftindamental benefit of partnership with the Universal Travel. Through our air, hotel and car programs and our experienced travel counselors, we have been consistently delivering measurable price performance to our clients for years. 0 State-of-the-art Technolop, — Our relationship with American Express keeps us apprised of technological advancements in the industry and gives us the opportunity to introduce these new products to our customers. The benefits to the City of Ft. Lauderdale of these opportunities are significant not only in cost savings measures, but also in our ability to enhance service levels to your travelers. Our People — The heart of our organization is the highly trained, tenured and motivated professional staff that meets our clients' needs each day. This experienced workforce shares a commitment to total quality along with the General Manager of Universal Travel. Our human resources programs, compensation and benefit plans, training curriculum and career development have made Universal Travel one of the best places to work in Ft. Lauderdale. Our people truly make the difference. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page I Universal Travel & Promotions -M Universal Travel Staff & Expertise Our primary objective is to establish a long-term and mutually beneficial partnership with the City of Ft. Lauderdale in which the needs of both parties are considered and satisfied. We believe that the structure of this arrangement will: > Provide City of Ft. Lauderdale maximum service by using an extensive array of travel management services and capabilities. > Provide City of Ft. Lauderdale maximum flexibility in an ever -changing environment. To establish an effective travel management program for City of Ft. Lauderdale, Universal Travel will provide the following personnel and services: > Experienced travel counselors > Quality assurance specialists Travel counselor training specialists Account manager Vacation specialists Accounting and management reporting specialists Universal Travel Business Mix 4 Corporate 75% Domestic 80% 4 Vacation 25% International 20% How Universal Travel Is Organized to Serve You In order to provide the highest quality of service to our clients, we use a team approach. This means each staff member is cross -trained to perform duties outside of their area of specialization and allows management the flexibility of shifting counselor duties to meet immediate needs. Summary of Credentials of Travel Counselors It is our interest, as well as the City of Fort Lauderdale's to ensure a high degree of personal service. We realize the sensitivity of your company's travelers when changing to a new vendor and have extensive experience in handling such transitions, The key to successful implementation begins with a dedicated team from Universal Travel and the City of Fort Lauderdale people that have specific tasks and a realistic time line. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 2 Universal Travel& Promotions -M Universal Travel Staff Upon your decision to award Universal Travel the City of Fort Lauderdale account, Sue Ann Slater will be assigned as your as Account Manager. Scott Kerr and Kathy Bock will be assigned as the dedicated travel counselors for City of Fort Lauderdale who will be thoroughly trained on the nuances of your company. Additionally, we have several other travel professionals who will be available for assistance during heavy travel periods. With one phone call, travelers can request air, car and hotel reservations. > Sue Ann Slater — Director of Corporate Sales and Service - Sue Ann has thirteen (13) years of experience in the travel industry to bring to her position as Director of Corporate Sales and Service. She is responsible for new business development and account management for Universal Travel's major clients. Sue Ann will work with the City of Fort Lauderdale's management to ensure the travel program is meeting the expressed objectives for your travel management and cost containment. Scott Kerr - Corporate Travel Specialist - Scott has worked for Universal Travel for ten (10) years. Scott is lead corporate travel agent for our corporate customer the North Broward Hospital District. Scott also has experience arranging travel using per diems, and utilizing state and government travel contracts for air, car and hotel reservations. Kathy Bock, Corporate Travel Specialist — Kathy has fourteen (14) years experience as a corporate travel agent. Kathy began her career in Chicago as a dedicated agent for Motorola Corporation specializing in international travel. Kathy was promoted and managed a dedicated corporate team of agents for the next seven (7) years. Kathy recently joined Universal Travel bringing her expertise to Universal Travel and to our corporate clients. Debbie DeBenedetto, Corporate Travel Specialist -Debbie has seven (7) years experience as a corporate travel agent and has worked at Universal Travel & Promotions for five (5) years specializing in corporate domestic and international travel. > Kathy Duffy, Corporate Travel Specialist - Kathy has thirty (30) years experience in the travel industry. Her background includes twenty-three (23) years with Eastern Airlines in ticketing and tour operations. When Eastern Airlines closed operations, Kathy became a Corporate Travel Manager and worked for an independent company - Avis Rent A Car. Cendent Corporation purchased Avis, and in 1998 all travel was consolidated through Cendent Travel Department in Nashville. > Susan Naveira, Corporate Travel Specialist - Susan has fourteen (14) years experience as a travel counselor. Susan has been specializing in corporate travel for over ten (10) years. Her background also includes agency management for a leisure travel office. Susan recently joined Universal Travel bringing her expertise to Universal Travel and to our corporate clients. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 3 Universal Travel& Promotions - M: > Dorothy Trappberger - Quality Assurance Specialist - Dorothy has worked for Universal Travel for four (4) years and is responsible for quality assurance and ticketing on all reservations for all corporate customers. Dorothy re -checks all reservations for correctness, lowest fare, compliance with travel policy and completeness of information such as ticketing and delivery formats, cost center codes, date validation and itinerary continuity. > James Caldwell — MIS and Support Services - James has worked with Universal Travel since 1987. James has worked in various departments with Universal Travel. Since January 1998, James has worked in the MIS department and is responsible for computer operations, monthly travel management reports and graphs, and office documents. James also assists management with daily operations. > Mark Gerstenfeld - Accounting Manager — Mark brings Universal Travel 20 years of accounting experience. Mark is responsible for the Airline Reporting Corporation weekly ticket sales reports and data entry for ticket sales, ticket refunds, voids and exchanges. Mark is assisted by June Walters. June Walters— Accounting Assistant— June has worked in the travel industry for seven (7) years and has recently been promoted to accounting services for Universal Travel. June assists Mark with the Airline Reporting Corporation weekly ticket sales reports and data entry for ticket sales, ticket refunds, voids and exchanges. She handles American Express financial transactions and customer service issues as well. Dianne Thornhill - Diane has been employed with Universal Travel for three (3) years. Dianne worked at our Nova Southeastern University Travel Office as receptionist for the past two (2) years. She is now working in Universal Travel's corporate office and had various responsibilities which included reception, accounting support and special projects. > Wade Brandon — Wade is employed part-time with Universal Travel as our receptionist. Wade has been employed with Universal Travel for one year. > Curtis Schwartz and Phil Granna - Daily Ticket Delivery - Curtis and Phil are full- time couriers with an average of 15 years experience. Both couriers are responsible for document delivery Monday through Friday, between the hours of 9:30AM and 5:OOPM. > Donna Goudie - General Manager - Donna has fourteen (14) years experience in the corporate travel industry. Donna has experience in accounting, MIS Reporting, corporate reservations and travel operations. All day-to-day functions, administrative decision making and operations are initiated in our corporate reservation center by the General Manager, Ms. Donna Goudie. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 4 Universal Travel& Promotions -M Account Manager Responsibilities Sue Ann Slater has the overall responsibility to ensure the success of your travel program and will have access to all necessary resources as well as the full support of the entire staff. Periodic reviews will be performed to guarantee the travel management program is successful. Sue Ann will serve as your key point of contact for the duration of the relationship. Sue Ann's responsibilities for the City of Ft. Lauderdale include: > Overseeing all elements of the implementation of the City offt Lauderdale account. > Effectively managing the overall partnership with City ofFt. Lauderdale. > Reviewing monthly travel andfinancial reports with Citv o Ft. Lauderdale's travel contact. > Acting as liaison between Universal Travel & Promotions and Citv o Ft. Lauderdale to resolve any issues that may arise. > Conducting a comprehensive analysis of City of Ft. Lauderdale's travel patterns. providing fieedback, guidance and recommendations. �i- Coordinating special negotiation e ,ftbrts with vendors. > Conducting travel seminars .1br City o Ft. Lauderdale travelers and travel arrangers to acquaint them with products. services and industry changes. > Presenting periodic updates and -or lbrmal account reviews to City ol'Ft. Lauderdale regarding Universal Travel & Promotions' service. the achievement of savings goals and opportunitiesfirfiirther savings Travel Management Proposal for CitY Of Ft Lauderdale & Broward County page 5 Universal Travel& Promotions -M Agency Information Universal Travel is a Florida Corporation established in 1980 and has been in continuous operation for twenty (20) years. Universal Travel specializes in business travel. Corporate travel represents 100% of our business. Our leisure travel agency Universal Travel at Southport Shopping Center specializes in vacation planning and leisure travel. Universal Travel is proud to be an American Express Travel Representative. American Express is the worlds largest travel provider with $15.8 billion in annual sales. Conducting business with Universal Travel, an American Representative, offers the City of Fort Lauderdale the best combination of services. The City of Fort Lauderdale enjoys the advantage of an independently owned, locally managed travel company, and at the same time the City of Fort Lauderdale will benefit from the extensive business travel resources of American Express one of the most respected travel organizations in the world. Mr. Edward Howes, a real estate entrepreneur is the sole owner of Universal Travel. Mr. Howes also owns several travel agencies in Austin, Texas. Universal Travel is headquartered in Fort Lauderdale, Florida with three (3) full service Fort Lauderdale offices. Universal Travel Local Offices • Corporate headquarter location Universal Travel & Promotions 315 N.E. Third Avenue, Suite 101 Ft. Lauderdale, FL 33301 • On -site office at customer location Universal Travel at Nova Southeastern University Travel Office 3301 College Avenue Ft. Lauderdale, FL • Leisure headquarter location Universal Travel Southport Shopping Center 1425-C S.E. 17th Street Ft. Lauderdale, FL 33316 Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 6 Universal Travel& Promotions -M . Computer Reservation System Universal Travel uses Amadeus as our computer reservation system provider. Amadeus maintains complete impartiality to all airline, car, hotel and other suppliers that participate in the computer reservation system. The Amadeus; CRS contains all the rules, with their restrictions and penalties that have been filed by the individual airlines and also recorded by the individual suppliers, including cars and hotels. Amadeus is an authorized representative for suppliers of air, rail, car, hotel and leisure travel services. Amadeus complies with all rules and regulations of the industry both governmental and within the industry. With Amadeus, Universal Travel uses two effective programs called "Value Pricer" and "Prism. " Value Pricer Value Pricer is a powerful low -fare search tool that gives the ability to obtain the best available domestic or international fare in seconds. Value Pricer can perform fully validated searches for available flights and lower fares in one easy step. A round-trip itinerary has traditionally required five steps to complete: retrieving and reviewing information for fares, availability, rules, booking, and pricing. Tapping into Amadeus' database of over 40 million fares, Value Pricer searches published and private fares and returns up to four lower -fare recommendations for available flights. Value Pricer also saves valuable time looking for the lowest fares with fare displays and availability, then interpreting applicable conditions and restrictions. Value Pricer offers a special "Price to Beat" feature allowing you to search for fares lower than an amount you specify. If a customer wants to pay no more than $200 for a flight, Value Pricer can perform a quick and Comprehensive search to "beat- the price and ultimately offer the best deal available. Value Pricer allows a variety of options to customize the low fare search, such as specifying airlines and connecting cities, arrival and departure times, alternate dates, the type of flight, and specific cabin, providing immediate answers to clients needs. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 7 Universal Travel& Promotions -M Prism Prism is designed to save time in the reservations process while enhancing accuracy and efficiency. And, in addition to the agent making quality assurance checks on every reservation, our Prism program automatically re -checks every reservation to ensure all travel requirements are met for the City of Fort Lauderdale. Southwest Computer Program In addition to Amadeus, every corporate agent's computer has a direct link to Southwest Airlines. Southwest Airlines does not participate in any computer reservations systems. This program allows our agents to view "live" availability and issue ticketless transactions without having to contact Southwest Airlines by phone. Ticketing Services and Software Universal Travel uses Amadeus computer reservations system for airline ticketing. Amadeus verifies the following: Lowest airfare at time of ticketing Minimum connecting times �- Airline ticketing agreements (more than one airlines in a reservations) Ticketless Travel Universal has a direct link to Southwest Airlines which permits Universal Travel to issue ticketless travel on -site. Quality Assurancel-Ticketing Agent Universal has a dedicated quality assurance/ ticketing agent for non -computer related ftinctions such as split ticketing to lower airfares. Ticket Delivery All travel documents will be delivered Monday through Friday, between the hours of 9:30AM and 5:OOPM. Deliveries are made twice daily, in the morning and then again in the afternoon. We guarantee that delivery will be on -time for every reservation. All travel documents are delivered on a mutually agreeable schedule, via the most convenient method. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 8 Universal Travel& Promotions -M Ticket Delivery Continued Local Deliveries — Universal Travel has two, full time couriers who are employees of Universal Travel with an average of 15 years industry experience. Deliveries will be made to all the City of Fort Lauderdale locations within Broward County by our full-time couriers. Electronic Tickets - Electronic tickets Electronic ticketing is currently in use by all major carriers. Electronic ticketing is optional, thus travelers who prefer to receive a paper ticket instead of a confirmation number and itinerary may continue to do so. Universal Travel has an information piece that is distributed to travelers who need information on how E-tickets work. Universal Travel will fax invoicelitinerary with confirmation number and deliver passenger receipt coupon via mail or by courier. Ticketless Travel — Ticketless travel is used by smaller regional/low cost carriers such as Southwest Airlines. With "ticketless travel", flights must be reserved by either the travel agency or the traveler contacting the airline directly. Universal Travel will fax invioce/itinerary with confirmation number to traveler. Ovemight Express Mail — Overnight Express Mail will be used for travel documents to be delivered outside of the South Florida area at no cost to the City of Fort Lauderdale. All delivery charges will be absorbed by Universal Travel. Prepaid Tickets — Prepaid tickets are seldom used today because have been replaced with electronic ticketing. A prepaid ticket is a ticket is paid for in advance and is awaiting the passenger at the airport. Airlines impose a non-refundable service charge in connection with the issuance of such ticket. LICENSING ARC AND IATAN APPROVAL NUMBERS Universal Travel - 10-908096 315 N.E. Third Avenue, Suite 101 Ft. Lauderdale, FL 33301 Universal Travel - 10-858901 1425 C S.E. 17* Street Ft. Lauderdale, FL 33316 Universal Travel on site at Nova Southeastern University - 10-974983 3301 College Avenue Ft. Lauderdale, FL 33314 Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 9 Universal Travel& Promotions -M PROFESSIONAL MEMBERSHIPS • ARC - Airline Reporting Corporation • IATAN - International Airlines Travel Agent Network • ASTA - American Society ofTravel Agents • ICTA - Institute of Certified Travel Consultants • CLIA - Cruise Lines International Association * STRAC — Senior Travel and Recreation 0 AS[ — Advertising Specialty Institute * 20 Year Achievement Award * Hotel Excellence Sales Specialist Certified by Marriott Please see Attachment 1. Other Memberships 0 Ft. Lauderdale Chamber of Commerce * City of Sunrise Chamber of Commerce 0 Construction Association of South Florida Travel Management Proposal for City of Ft. Lauderdale & Broward County page 10 Universal Travel& Promotions -M Implementation Plan Universal Travel proposes the following general approach to implementing your travel management program. A more detailed plan will be developed in collaboration with the City of Fort Lauderdale when this proposal is accepted. Set Date To Begin Business Travel Service Customize Your Business Travel Program > Map out the City ofFort Lauderdale's travel program with Universal Travel. > Develop on -going Service Plan with Universal Travel Account Manager > Identify key contacts at the Citv of Fort Lauderdale > Distribute traveler profiles and introduce employees to Universal Travel. Establish Travel Guidelines, Procedures and Reports > Review the City of Fort Lauderdale travel guidelines it? order to build company profile. > Determine reporting needs. �� Review pa�yment s,ystemsfir travel arrangements. > Set ticket delivery and HP procedures. Implement Business Travel Management Program Set date for orientation of company travelers. > Collect and input traveler and compan.y prqfiles. > Activate the toll -free 24-Hour American Express Emergency Travel Service to receive callsfirom the Citv q F�qrt Lauderdale's travelers. � 'f > Conduct operational, policy and procedural training with travel counselors to meet the specific needs and goals of the City of Fort Lauderdale. > Conduct orientation seminars.for your travelers and travel arrangers. Service Begins Travel Management Proposal for City of Ft. Lauderdale & Broward County Page I I 4 Universal Travel &Promotions -M Worldwide Customer Care Program American Express instituted this program in 1985 to provide clients holding an American ExpressO Ticket Jacket several exclusive privileges and services throughout its Networkt of Travel Service Offices. As a valued business traveler client, the City of Fort Lauderdale travelers will have access to the following services, free of charge*, at over 1,700 offices worldwide. 0 Reconfirmation ofairline reservations * Sightseeing arrangements 0 Hotel and car rental reservations * Airlineflight rescheduling Transact financial services. such as purchasing American Express Travelers Cheques or replacing lost ones. exchanging.foreign currencies, and picking up or sending emergency Ands- 0 Replace anY lost or stolen American Express Card t Comprises Travel Service locations of American Express Travel Related Services Company, Inc., its affiliates and Representatives Worldwide. American Express Financial Services Whether your're traveling at home or abroad, American Express' Travelers Cheques are a safer way to carry cash. Unlike cash, Travelers Cheques are refundable if lost or stolen.. Refunds can be provided, usually within 24-hours, while on -trip so you can continue business or your vacation virtually uninterrupted. Universal Travel & Promotions provides the following financial services in our local offices as well as on a global level: �, Purchase orReplace American Express Travelers Cheques > Purchase American Express Gift Cheques > Exchange Foreign Currencies > Receive Emergency Funds > Rep/ace lost or Stolen American Express Charge Cards > Traveler Cheques are also available in foreign currencies Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 12 4 Universal Travel& Promotions E. International Services Universal Travel & Promotions is committed to working closely with the City of Ft. Lauderdale international travelers to ensure maximum safety, comfort and convenience. Universal Travel provides consistent quality service in arranging all facets of international travel. Our travel counselors will consult with your travelers and arrangers in the following areas: > Passport and visa service > Expert documentation assistance > International ai�fare quotes and reservations > Health requirements (inoculations and vaccinations) > Non- U. S citizen travel documentation > Climate information. local customs > National and religious holidaY information Hotel and car rental reservations > A merican embass.v and consulate listings > Time zone information > Destination information > Foreign currency exchange rates > Foreign currency travel cheques > Additional travel insurance Baggage allowances American Express Consulting Services As a Representative of American Express, Universal Travel has access to the resources of American Express' Consulting Services group. This department offers an added level of consultative service, unmatched by other travel companies. Staffed with travel industry experts, American Express' Consulting Services group has become widely known and respected for its programs and activities which assist companies in the development and management of their travel and expense payment program. Travel Management Proposal thr City of Ft. Lauderdale & Broward County Page 13 Universal Travel& Promotions -M, American Express Consulting Services continued The Consulting Services group has developed numerous analytical and benchmarking tools, including the following: Travel Policy Products American Express is revolutionizing the way companies manage their travel and entertainment expenses through their travel policies. Travel policy products include: > Travel Policy Expert );> Travel Policy Handbook Research and Educational Publications In addition, the Consulting Services group publishes numerous industry publications, including: > The American Express Surve.y of Business Travel Management Annual Trends & Forecasts for the Business Travel Industry The American Express Guide to Corporate Travel Management The American Expressl_ Business Travel Revievv Tax Rules Situation Anallisis Reengineering Business Travel Expenses Travel Management Expert �� Travel Analvsis Promotions Department Universal Travel is the ONLY local travel agency which maintains an on -site Promotions Department. The Promotions Department was created out of our client's need for non -travel - related services & merchandise for their meeting and incentive needs. By having an in-house promotions department Universal Travel is able to offer more diverse services at much lower prices than any other South Florida travel agency. In addition to planning and setting up of employee award travel vacations, Universal Travel & Promotions can deliver a Catalog Partnering Program, which is entirely turn -key to City of Ft. Lauderdale, Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 14 Universal Travel& Promotions -M Promotions Department continued The different types of programs we offer: > Safety - an employee incentive program is designed to motivate and encourage employees to perform their duties on a higher level of awareness. The result of such programs is the reduction of accident related expenditures; i.e.: absenteeism, turnover and job training, insurance and workers compensation premiums, hospitalization and outpatient medical claims. > Sales Incentives - This program is designed to allow every participant an opportunity to earn awards based on their own specific achievements. If your current program is cash based, we can help you get more ... for less, which produces a bottom line, result ... greater profits. Additional benefits can include tax deductions (check with your accountant for current tax laws), > Holiday Gifts - This is a great way to show your appreciation to your current clients, your employees and to remind your best prospects that you still want their business. We have.an array of gifts and price ranges for you to choose from, whether it is a calculator, an American Express gift chock, a leather jacket, a Monte Blanc pen, or a Caribbean cruise we can take care of it for you. > Seecialty Advertising — As a client of Universal Travel & Promotions, the City Ft. Lauderdale would benefit from our purchasing power in the promotional products industry. We are a member of the largest information network of specialty advertising professionals in the industry. You will receive discounted pricing on such items as corporate wearables, tradeshow giveaways, direct mailings, and have access to over 350,000 different imprintable items. Universal Travel & Promotions can handle everything from the creative merchandising, to catalog design and layout, inventory control and the entire fulfillment requirements for any of your programs. Whether we are putting together a program for you or taking care of promotional giveaways we will always guarantee excellent service, top quality merchandise and extremely competitive pricing. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 15 Universal Travel& Promotions -E SECTION C: MANAGEMENT REPORTS Meaningful management information is crucial to an effective travel management program. Clear and comprehensive information empowers the City of Fort Lauderdale to take action to improve spending controls. Using these reports, the City of Fort Lauderdale can ,�' Analy-ze and evaluate travel patterns V' Plan, budget, andforecast travel expenditures v"' Monitor use of approved vendors V' Identify opportunities.for savings Identify spending with key vendors Ensure travel guidelines are followed Management Information Reports Summary me0101T L ate4prx 'D —l"LlIpose F1 -equelle\ N'TD'-' Airline Usage Airline Summary Identify company patterns and Monthly Yes frequencies Destination Analysis Identify company patterns and Month,ly Yes frequencies City Pair Summary — Assists in vendor negotiations Monthly Yes Top 25 Hotel Usage 1 Property Within City — Identify company patterns and Monthly Yes Top 25 frequencies City Swn=rY — Property Assists in vendor negotiations Monthly Yes Within Chain chain Summary Assists in vendor negotiations L — Monthly I Yes I Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 16 Universal Travel& Promotions -E Property Within City Chain Summary — Year to Date - Identify company patterns and frequencies 1 -1 Monthly - -L Yes Car Rental Usage Car Company Within City Identify company patterns and Monthly Yes — Year to Date ftequencies Car Company Summary — Assists in vendor negotiations Monthly Yes Year to Date Lowest Logical Airfare Lowest Logical Airfare — Summary Monitors policy compliance Monthly Yes Lowest Logical Airfare — Detail Compliance summary Monthly Yes Trip Activity Reports Provides audit trail Monthly Yes Airline Savings Airfare Savings Summary Shows savings potential- and Monthly Yes analyzes overall cost savings achieved Airfare Savings Tracking — Shows actual savings per route Monthly Yes Routing Enclosed is a sample set of our travel management reports. Please see Attachment Il. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 17 Universal Travel& Promotions -M r SECTION D: TRAVEL SUPPORT Refunds Universal Travel wHI remit refunds on a weekly basis as directed by the Airline Reporting Corporation's (ARC) regulations. A receipt for the returned tickets, which will provide a live audit trad, will be issued at the time of return. No tickets or documents will ever be directly refunded to the City of Fort Lauderdale employee. All refunds are credited directly to the original charge card number. Non -Refundable Tickets Non-refundable, unused tickets should immediately be forwarded to Universal Travel for credit for future use. Non-refundable tickets or penalty tickets that have been issued and paid will be assessed airline administrative charges as required by ARC and a Universal Travel administrative fee of $15.00. The traveler profile will be documented with the airline carrier, ticket number, and other necessary information to be kept on file for future use. Reports can be generated by traveler name to identify outstanding credit(s). If employment of an employee of the City of Fort Lauderdale has been terminated, Universal Travel will need to be advised so that, if there are any unused, non-refundable tickets they can be returned to the airline with a request for credit to the City of Fort Lauderdale. The credit will be in the form of a travel voucher for future use. Quality Assurance Each reservation record will be examined for correctness, compliance with your travel policy and completeness of infon-nation such as ticketing and delivery formats, cost codes, date validation and itinerary continuity. Continuous checks for the lowest available airfare, clearance of waitlisted flights and seats will be made automatically. This conu-nitment begins with our agents and extends to our technically advanced automation. To ensure you get the best airfare, schedule and seat based on your requirements, we use the most sophisticated automated re -checking system available, Quality Assurance Plus, from Amadeus. Quality Assurance Plus combines Fare Assurance, Fare Choice, Waitlist Assurance, Seat Assurance, ReAssurance and Prism to deliver the ultimate in service and cost savings advantages. Travel Management Proposai for City of Ft. Lauderdale & Broward County Page 18 Universal Travel& Promotions -M Quality Assurance Plus Quality Assurance Plus is a full range of automated services that check and re -check your travel reservations for savings opportunities, traveler preferences and accuracy. The cornerstone of Quality Assurance Plus is Fare Assurance, recognized as the premier low -fare re -checking service in the travel industry. The other Quality Assurance Plus elements include a search for availability of waitlisted flights or segments, preferred seating and continuity of air, car and hotel. Fare Assurance - The most comprehensive low -fare re -checking service in the industry, Fare Assurance uses patented technology to sift through multitude of flights and fares to find the best option based on your specific needs and requirements. Fare Assurance stays on top of constantly changing fares, and monitors the allocation of airline discount seats to deliver more potential savings to you. Waitlist Assurance - Continuously checks for availability for flight segments or classes of service that were sold out at the time a reservation was made. Often, your traveler's original flight preference or a lower priced seat on the same flight will become available prior to departure. Waitlist Assurance automatically check the availability status of all waitlisted requests many times a day, seven days a week, up to the day before departure. Seat Assurance - Seat Assurance automatically checks for the availability of preferred seating. Records sent to Seat Assurance will be checked and automatically re -checked, based on a set schedule up to three days before departure. Seat Assurance will indicate different seat preferences for different flights. ReAssurance - ReAssurance automatically re -checks travel arrangements to ensure continuity and consistency. Every record sent to ReAssurance is automatically checked for completeness, accuracy and continuity of all air, car and hotel bookings. This greatly reduces the possibility of an error. Prism - Prism is a software program incorporating corporate travel policy parameters and monitoring compliance to the same. With Prism we can ensure that all quality control requirements are met and reservations are error free. A tailored made edit record will be made for the City of Fort Lauderdale which will review each reservation record before it is ended or before ticketing. Prism will let us know if the record has not met all the required standards for the City of Fort Lauderdale - before ticketing. To help us refine and improve our delivery of quality service to you, we will continually monitor your travelers' satisfaction with the service we provide. We solicit your travelers' comments through annual surveys for each traveler who maintains a traveler profile with Universal Travel. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 19 Universal Travel& PrOmotions -M Prism continued In short, we make our comn-iitment to quality real, so your travelers never have to Worry about their travel arrangements, and you never have to worry about your travelers. Manual Quality Assurance Checks In addition to our automated quality assurance checks, every reservation is checked manually by our quality assurance expert at the time of ticketing. Reservations are checked for: > Dcket and Dehvery Date > Trip Continuity > Lowest Available Air Fare > Seat Assignments > Special kleals Frequent Flyer Numbers Hotel Reservations, Cancellation POlic"AMEX Hotel Rates Car Reservations Corp. ID Numbers Passport'Visa Advisory After Hours Emergenci, Phone Numbers and ID Communications Telephone System Our corporate headquarters is staffed by experienced business travel counselors and equipped with state-of-the-art telephone, reservation and quality assurance systems. Universal Travel uses the Northern Telecom phone system, Meridian models M7208 and 920700 with 45 different features that greatly improve office communications. Universal Travel has 16 local phone lines and each line works with our toll -free telephone number. Every agent has the ability of handling two calls at one time, incoming, outgoing, or botk conference calling and many other features. Additionally, every agent uses a head set for speed in the reservation process. Travel Management PfDPOsal fOr City of Ft Lauderdale & Broward County Page 20 Universal Travel& Promotions E Internet Capabilities Universal Travel provides internet access. Our web site is located at universal-traveLcouL Universal Travel has included many valuable links which will assist travelers in "keeping in touch" with local events while on the road and offering helpful travel information. Those links include: Local Florida Links Travel Links Miami Herold USA Todc�v Sun Sentinel CAW Florida Marlins Weather Channel Miami Dolphins Dining Guide Mapping Programfor directions, Currenc,v Converter Florida Panthers Miami Heat Intemet Access AV uj_-� V ff"I 6 _Jrl At Universal Travel, every employee has internet access from his/her desktop. This ensures our ability to access late -breaking news and information instantly in every department. E-mail Universal Travel offers email communication with off -site corporate accounts for prompt and efficient service. Every agent has email capabilities enabling our agents to email schedules, fares, itineraries, and any other pertinent travel information to your travel arrangers and or travelers. Each agent can be reached via individual email addresses. Universal Travel email messages and make travel requests while on the road. Due to current security issues on the internet, Universal Travel does not request or supply confidential information such as form of payment information (e.g. credit card numbers). Automated Expense Report Reconciliation There are several programs available for on-line expense reporting which can provide easy, secure solutions to timely submission of traveler expense reports. Depending upon the accounting practices and current expense reporting procedures in place, City of Ft. Lauderdale can realize substantial savings by implementing one of these programs. Costs for these programs vary depending on a myriad of categories. Travel Management Proposal for City of Ft. Lauderdale & BrDward County Page 21 Universal Travel& Promotions -M ResFAX@ As a client of Universal Travel & Promotions, City of Ft. Lauderdale travelers will have the option to receive all flight and fare information via fax. Instead of listing or transcribing multiple flight and fare options, Universal Travel counselors can send a detailed "Flight Options Listing" to your travelers, through our automated product, ResFAX6. Travelers would simply call Universal Travel and provide general details of their desired trip. Within minutes, a document will be faxed to them listing complete flight and fare options, all according to City of Ft. Lauderdale policy. The ResFAXS Flight Options Listing contains: • Intended travel dates and city pairs. • Up to six outbound flight choices including departure and arrival times. carrier. flight number, meals, equipment. number ofstops. on -time pe�formance raring and.flight duration. • Up to six return flight choices including departure and arrival times, carrier, flight number. meals, equipment, number ofstops. on -time pe�formance raring and.flight duration. • A fiare matrix con taining.1bres.for each outbound and return combination, with the lowest fiares highlighted in hold. * Translation ofairport or cio,, codes. To book any of the flight options, the traveler may either call to advise our counselor of flight selections, or circle the fare desired and fax back to Universal Travel. ResFAX(V will book the flights and automatically send a fax to the traveler containing a complete itinerary with air, hotel, and car rental details. Travel Management PrDPOWI for City of Ft. Lauderdale & Broward County Page 22 Universal Travel& Promotions M. Traveler's Itinerary Universal Travel will provide the City of Ft. Lauderdale's travelers with complete travel itineraries. Additional copies of the itinerary will be furnished on request. Newsletters and other authorized informational pieces will be packaged with the traveler's airline ticket. Each ticket will be accompanied by a printed itinerary that includes the following information: 0 Airline 0 Departure times 0 Meal service a Confirmation numbers Universal Travel telephone numbers * Flight numbers Date of travel * Arrival times Cities 0 Hotel & car reservations a Seat assignments a Ticket numbers Enclosed is a sample itinerary/invoice. Lowest Available Rates Specific instructions or advisories for the traveler Notations for special requests Pertinent billing information Universal Travel is committed to saving the City of Fort Lauderdale money on its travel investment by: 4 Delivering direct savings on travel purchases through Universal Travel's special hotel and car rates and by ensuring the City of Fort Lauderdale travelers receive the lowest available airfares through our extensive low -fare searches. 4 Providing indirect savings by streamlining the City of Fort Lauderdale travel purchasing processes and therefore lowering administrative costs. To maximize the City of Fort Lauderdale's investment, Universal Travel will assist in: ,/+ Developing and communicating the City of Fort Lauderdale's corporate travel policy. 4 The City of Fort Lauderdale's negotiations of exclusive preferred rates with travel suppliers. 4 Securing the lowest fares and rates on every travel transaction. 4 Providing recommendations; for additional savings based on our travel management experience and the analysis contained in our management reports. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 23 Universal Travel& Promotions -M Lowest Available Rates Expanding the City of Fort Lauderdale's savings opportunities is the most effective benchmark of our service and commitment to the City of Fort Lauderdale. Universal Travel has invested our resources toward employee development, trainin& and technology, resulting in greater client satisfaction and maximized cost savings. The benefits of this cost savings will substantiaUy affect the City of Fort Lauderdale's bottom line expenditures. There several opportunities to assist the City of Fort Lauderdale to insure that your are receiving the lowest rates. Universal Travel travel counselors will create tangible cost reduction by fully investigating fare availability with each reservation. Our automated low fare search produc alue Pricer and Fare ce will perform reiterative tj e ight affter the reservation has been checks for lower fares at the time of res made, and then at the time of ticketing. If an airfare sale has been announced, Universal Travel will re -check all reservations for a lower airfare. Lowest Logical Airfares It is Universal Travel' standard policy to guarantee the lowest available air fare at the time of purchase. Every travel reservation is documented with the lowest fare available at the time of purchase. If the lowest fare was not accepted by the travel arranger, it is also documented in the record why (e.g. time of flight, specific airline carrier, flight schedule, etc.) and is documented on the City of Fort Lauderdale's monthly travel management reports under savings codes. The lowest fare is also documented. Universal Travel assures our clients that we have secured the lowest airfare. Through both automated and manual checks, our counselors locate options for alternate flights and times that may provide a lower airfare if travelers are flexible in their dates and times of travel. To augment their search, our counselors make use of two critical tools: 4 Value Pricer, a powerful low -fare search tool that gives the ability to obtain the best available domestic or international fares in seconds. Tapping into airlines' database of over 40 million fares, Value Pricer searches published and private fares and returns up to four lower - fare recommendations for available flights. Universal Travel can use a variety of options to customize the search for City of Ft. Lauderdale, such as specifying airlines and connecting cities, arrival and departure times, alternate dates, the type of flight, and specific cabin. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 24 Universal Travel& Promotions -M Lowest Logical Airlares continued 4 Direct Access, which takes the bias out of the CRS system and gives counselors access to last-minute seat availability and fares. Our quality control team is critical in providing clients with the assurance that Universal Travel has procured the lowest logical fare. All reservations are sent to the quality control desk on the day they are booked, where they are checked for lower fares. In addition to monitoring records for newer, lower fares, the quality control team also alcrts counselors to fare increases. If a booking has been made but not ticketed and a fare increase is scheduled, Universal Travel will contact the City of Fort Lauderdale to see if ticketing can be done before the increase. Prior to delivery, the team again re -checks reservations for the possibility of a lower fare. Fare Assurance and Fare Choice are the two programs Universal Travel uses to guarantee the lowest available airfares. Please refer to page seven (7) for further information and details on our low -fare, re -checking software programs, Fare Assurance and Fare Choice. Our lowest logical airfare report will identify all exceptions to the City of Fort Lauderdale's lowest fare guidelines in detail and the reason for such exceptions to the policy. Further, our airfare savings report not only compares the actual fare paid to the coach benchmark and subsequent savings but also compares the actual fare paid to the lowest logical fare as defined by your company policy and offered by Universal Travel. This extensive analysis of actual and potential savings will give the City of Fort Lauderdale clear and legitimate picture of savings to be realized and where opportunities for even greater savings can be found. 4 Waitlists - Universal Travel counselors will make every effort to secure flights requested by the City of Fort Lauderdale's travelers at the time of the reservation. Should this not be possible, our counselors will waitlist the desired flight and: > Check the "direct access "system to verift, I actual airline availabilitv, > Call the airline directiv to checkfir available seats. > Enters ivaitlists.for all potential savings opportunities Advance Planning & Advance Purchase Fare Airline pricing is structured in such a way that travelers will pay more for a ticket closer to a flight's departure time. For example, a leisure traveler who makes a reservation 21 days in advance and stay over a Saturday night should be able to secure a much less expensive fare than the business traveler who reserves his/her seat 2 days before departure. However, there are some basic advance trip plannimg strategies that companies can employ in order to increase savings. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 25 Universal Travel& Promotions -M Advance Planning & Advance Purchase Fare continued One strategy is to create a travel policy where advance trip planning is encouraged and communicated to all employees. Another strategy is to negotiate a favorable advance purchase window with a preferred carrier that will meet your needs. PROS 0 Cheaper airline tickets 9 Greater likelihood of receiving preferred flights, seat assignments and hotels CONS 0 Ticket may be restricted, non-refundable, non -changeable and non -endorsable 0 May result in increased changes to itinerary and more calls to agency Guaranteeing Lowest Hotel and Car Rental Rates As part of our complete travel service program, Universal Travel will provide negotiating support to secure discounted car rental rates and hotel rates on behalf of City of Ft. Lauderdale. Comparison studies will be conducted to ensure the City of Ft. Lauderdale is getting the lowest rates available relative to any current negotiated rates. Universal Travel will cross-check your contracted rates with promotional rates offered by approved suppliers to ensure that the lowest rate, whether corporate or promotional, is always used. ' �71 Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 26 Universal Travel& Promotions M SECTION E: CONVENIENCES Office Hours Universal Travel's office hours are 8:30am to 530pm, Monday through Friday, Eastern Standard Time. Universal Travel is closed in observation of all legal holidays. Universal Travel can be reached at 954-525-5000 or 1-800-666-0026. To serve emergency travel needs after normal office hours, you will have access to American Express' Emergency Travel Service with contact instructions provided on every travel itinerary. Emergency Travel Service Universal Travel recognizes that the needs of travelers do not always end with the close of the business day. To serve emergency travel needs after normal office hours or while en- route, Universal Travel clients have access to American Express' Emergency Travel Service. The Emergency Travel Service operates 24 hours a day, 365 days a year and is staffed by experienced American Express employees who can access the City of Fort Lauderdale's original reservation and personal profile electronically. This service elin-dnates itinerary change delays and allows reservations to be made within the City of Fort Lauderdale's travel policy guidelines, while ensuring that vital management information is captured. Domestic and international travelers using this service identify themselves with a personal access code. This enables counselors to retrieve the complete passenger record and traveler profile. All changes are made immediately, with one call, and emergency tickets can be issued with proper authorization when necessary. All communication with the American Express Travel Service is relayed to Universal Travel's office so we can maintain control of the transaction and provide any required follow-up. The following points highlight some benefits of the Emergency Travel Service: • The Emergency Travel Service is electronical�y linked to Universal Travel. • The Emergency Travel Service can be accessed bv a toll -free nzimber within the United States. Additionall ' t� collect calls are accepted from your travelers at any time, from an�ywhere in theworld. • Emergency Travel Service staff has access to interpreters of maily d�fferent languages through AT&T's Language Line Service. • Each of your travelers will receive a wallet -sized traveler assistance card with the Emergency Travel Service number. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 27 Universal Travel& Promotions am Emergency Travel Service continued American Express has an exceptional track record for assisting travelers around the world during emergency situations. Whether your travelers are dealing with extreme weather conditions, an emergency evacuation or just the normal changes inherent to business travel, the Emergency Travel Service is at your service. Tickets issued against a carrier that goes out of business In today's current environment.... if tickets are paid for by cash/account receivable then the purchaser ( City of Fort Lauderdale) becomes a creditor of the airline. As such, the City of Fort Lauderdale will maintain the responsibility of contacting the airline or its council in order to be placed on the creditor list. If tickets are paid for by credit card, then the credit card company becomes the creditor and the purchaser (City of Fort Lauderdale) receives full credit for the purchase(s). It is necessary for the City of Fort Lauderdale to be responsible of contacting the credit card company and denying the charges. Travel Insurance Universal Travel offers travel insurance and vacation protection plans at an additional cost. All corporate customers we service use a credit card, Air Travel Card or the Business Travel Account by American Express as form of payment for airline ticket purchases. Under most corporate credit card programs, travel insurance is automatically covered with each airfare purchased. Business Travel Account Universal Travel offers The Business Travel Account (BTA) from American Express which is a simple billing and payment system that works without a charge card to consolidate all airline spending. By using the BTA as form of payment on airline tickets, travelers are automatically covered for up to $200,000 of travel accident insurance. This coverage is valid when a common carrier ticket is charged to a BTA. In addition to the accident insurance, checked baggage is covered for up to $500 and carry -on luggage is covered for up to $1,250. All baggage is covered on the way to and from the terminal and in the terminal itself. Our affiliation with American Express allows us to waive the fee of $200.00 per year for our corporate customers, therefore, there are no fees involved. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 28 Universal Travel& Promotions E Training Programs Universal Travel will conduct initial and ongoing training seminars for the City of Fort Lauderdale travelers and travel arrangers, if needed. These seminars will introduce employees to Universal Travel and make travelers aware that their active participation is an integral part of the travel program's success. Participants in Universal Travel traveler and travel arranger training programs will receive a Welcome Kit that contains the following, but not limited to: Welcome letter, Universal Travel contacts, office hours, telephone numbers and fax number, reservation handbook, business travel service highlights, traveler tips and frequently asked questions and answers. Universal Travel will hold these sessions scheduled at the start-up of the contract period, and held periodically throughout the contract term if needed. Company Profile important information regarding your policies, procedures and the specific regulations you want applied to your business travelers will be incorporated in an automated Company Profile. As no reservation will be made without first consulting the Company Profile, policy compliance is ensured. Regardless of where or when a reservation is made, our counselors and the counselors at the American ExpressO Emergency Travel Service will have immediate access to this data. Company Profile Contents The Company Profile contains the following information: > Pre rred air, hotel. and car vendors .fe > Speciall.v-negotiatedfares and rates > Policv on the use o enaltv and non-refiindable.fares �fp Polici on the use of business class./ares > Flight schedule "vvindow > Billing procedures > After-hours travel procedures > Travel authorization procedures Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 29 Universal Travel& Promotions -M Traveler Profiles Completion of traveler profiles enables Universal Travel to maximize personal service to individual travelers while saving time for the traveler. Universal Travel maintains a computerized database of profiles completed and returned to us by the City of Fort Lauderdale employees. These profiles can be accessed nationwide by Universal Travel and American ExpressO Emergency Travel Service counselors. Each time a traveler calls, we can access the specific profile and immediately act upon individual requests. We will institute a program for updating each profile at. specified intervals; however, travel counselors routinely verify information each time the profile is accessed to be sure that our information is current. Traveler Profile Contents The traveler profile contains the following details: > Traveler name and title > Traveler of .fice location Employee Number and cost center > Specific seating preferences (e.g., ivindow, aisle) > In-flight meal requests > Airline preferences andfrequentflyer numbers > Airline club memberships > Hotel preferences and club membership numbers > Car rental identification numbers and express check -in numbers > International document records (passport number, expiration) > Charge card numbers > Secretary or assistant's name andphone number > Home address andphone number Travel Management Pmposal for City of Ft. Lauderdale & Broward County Page 30 Universal Travel& Promotions -M Customer Service Commitment As travel professionals, we continuously strive to provide world class service and customer care. However, should a traveler or travel arranger have a concern, it is our policy to immediately resolve the issue. Unlike many other service guarantees in today's marketplace, Universal Travel' policy puts the emphasis on long-term solutions, not short-term payoffs. As simple as it may seem, this policy has always been our approach toward client satisfaction. We believe that this high level of accountability is one of our biggest strengths, and that it will serve as the foundation for a solid working partnership between Universal Travel and the City of Fort Lauderdale. Customer Satisfaction Surveys Universal Travel uses a variety of methods to measure customer satisfaction and to continuously improve our performance. Universal Travel surveys travelers once a year. Customized surveys provide questions of overall customer satisfaction and are sent to all travelers. The results will then be shared with the City of Fort Lauderdale. Weissman Travel Reports Universal Travel provides customized travel destination information for over 2,000 cities worldwide. The Weissman travel reports includes useful and time -sensitive information such as details of prominent culture events, business services, health advisories, practical information, transportation restaurants, recreation, shopping, suggested itineraries and much more information on various topics. Travel Fax Bulletins Universal Travel sends travel faxes on special promotions and industry news. Travel Newsletter Universal Travel distributes a monthly newsletter which includes current travel industry news and helpful travel tips. , Please see Attachment IV. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 3 1 Universal Travel& Promotions -M SECTION F: OTHER CONTRACTS OR FEATURES Universal Travel & Promotions leverages our clout and high marketplace visibility to obtain the lowest possible airfares for our corporate clients. Universal Travel has negotiated the following exclusive airline agreements: TWA Domestic Travel > 50% discount off first and full coach fares on non -stops flights between JFK and Boston, Cleveland, Washington National, Detroit Indianapolis, Las Vegas, Orlando, Miami, New Orleans, Chicago and Tampa. > 25% discount off unrestricted first, business and full coach fares on all flights except non -stops to/from St. Louis. > 15% discount off all other published fares. Midway Airlines > Universal Travel has negotiated an exclusive 10% discount off published airfares with Midway Airlines for our corporate customers. Continental Airlines Universal Travel is currently negotiating with Continental Airlines for an exclusive 10% discount off published airfares for our corporate customers. Airline Incentive Programs > Universal Travel will enroll the City of Ft. Lauderdale in the various airline incentive programs. Major U.S. airline carriers offer corporations the opportunity to earn rewards such as free domestic airline tickets, domestic upgrade certificates, frequent flyer preferred status upgrades and club memberships for travelers. Corporations must generate quarterly flight expenditures from $ 10,000 to $ 100,000 to earn points for redemption. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 32 Universal Travel& Promotions -M Other Discount Programs with Universal Travel > Meetingjares to specific destinations > Trainingjares to specoc destinations > Group fares of 10 or more traveling together > Promotional Trans-Atlanticfares and Upgrades > Promotional Trans-Pacificfares and Upgrades > Promotional South Americanfares and Upgrades > A irfare Negotiations Universal Travel's size and local presence gives us leveraged buying power that allows us to negotiate effectively with our travel vendors on behalf of our corporate clients. Universal Travel & Promotions has proven experience in identifying and delivering savings opportunities to our clients. Universal Travel will develop an airfare savings strategy for the City of Ft. Lauderdale based on your travel volume and top destinations. We will assist City of Ft. Lauderdale in negotiations by leveraging our relationships with the airlines and by providing extensive data and analytical. support. Throughout the life of our partnership, Universal Travel & Promotions will continue to search and act on further savings opportunities for the City of Ft. Lauderdale. Other ways for the City of Ft. Lauderdale to obtain discounts to the extent your company is willing and able to: > Move market share > Support negotiated agreements > Change travel policy and procedure to support negotiating efjbrts Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 33 Universal Travel& Promotions em Hotel Programs American Express Worldwide Selectsm Hotel Program The American Express Worldwide Select Sm Hotel Program is an unparalleled corporate program designed to serve the lodging needs of both corporate clients and individual business travelers. The program includes over 3,200 hotels in over 100 countries and over 680 cities Worldwide. These hotels are located in every major business destination as well as many secondary markets and offer guaranteed rates for a set period of time. Providing discounts of up to , ' - - e La—tes, the program focuses on the continuing need to manage hotel expenditures while providing travelers with a wide range of price and property options. The City of Fort Lauderdale can benefit from our preferred rates in markets where your company does not have negotiated rates. This program encompasses: * Flat Rates — Single room rates for single or double occupancy usage. 0 Last Room Availabilio, —Select Rates have guaranteed last room avaflability. "NO Walk "Agreement — If a business traveler has a guaranteed reservation and a room is not available upon arrival, the Select Hotel will pay for one long-distance phone call, one night's accommodation at a comparable hotel and transportation to that hotel. "Price Promise" — A commitment from the American Express Worldwide Selectsm Hotel Program is that Universal Travel will never knowingly be undersold. If an advertised promotional rate is lower than the Select Hotel rate, the business traveler will receive the lower rate. Select Value -Added Rates - Many Select Hotels Offer complimentary amenities to make the traveler's trip more pleasurable, such as room upgrades, a complimentary newspaper, or continental breakfast. A utomated Travel Directon, — American Express Select Rates and corporate rates are stored and compared in our automated hotel directory, accessed through our computer reservation system. This automated directory is updated continuously, giving your travelers the assurance that they will be offered the lowest hotel rate available. The American Express Worldwide Select SM Hotel Guide — This complimentary guide, for use by travel managers and travelers, aids in cost-effective travel planning. Weekend Rates —Special weekend rates and amenities at certain Select Hotels are available to travelers looking to save money by traveling over a Friday, Saturday or Sunday. Travel Management PrOPOsal for City of Ft. Lauderdale & Broward County Page 34 Universal Travel& Promotions -E Negotiated Hotel Savings Universal Travel will assist the City of Ft.- Lauderdale in negotiating hotel discounts in major business destinations and secondary markets by: 0 Analyzing the City of Fort Lauderdale's hotel data to determine which cities are traveled to on a regular basis and total room night utilization by city. 0 Developing a strategy based on each prqper�y's philosophy, competitive environment and occupancy levels. 0 Negotiating for discounts in such areas as meeting and conference rates, room nights, amenities and upgrades. Car Rental Program Universal Travel will assist the City of Ft. Lauderdale in minimizing car rental costs by enforcing your policy regarding the use of primary and secondary car rental companies and by providing management with information that maximizes leverage in vendor negotiations. We will also be happy to assist, when needed, in negotiating improved rates and terms, as we have done for many of our business travel clients. Additionally, Universal Travel uses the exclusive American Express Preferred Car Rental program which is designed for our travel clients that do not have a specific car rental contract in place. Each of our car rental partners offer special, competitive (and in some cases, exclusive) corporate rate programs, available to you through Universal Travel/American Express. These programs provide you and your travelers with access to discounted rates with unlimited miles, firee upgrades when available and membership in preferred rental programs. American Express has partnered with four of the car rental industry's top companies toe create the HANA alliance. The acronym HANA provides an easy way to remember our preferred car rental suppliers: Hertz, Alamo, Nalional and A vis All four HANA partners offer year-round promotions, usually in the form of value-added coupons (e.g., 5% discount off rental rates, single and double class upgrades, etc.). Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 35 Universal Travel& Promotions -M Specific Client Special Rate Negotiations Universal Travel's most recent special rate negotiations was conducted for Nova Southeastern University's Surnmer Institute Program. Participants include 500-700 travelers. Universal Travel negotiated the following exclusive vendor agreements 'with discounts for Nova Southeastern University. A savings of 10% off all published airfares with Delta Air Lines booked outside of 60 days from travel. A savings of 5% off all published airfares with Delta Air Lines booked within of 60 dqys from travel. * 10% offall published ai�fares with USA irways booked outside qf 60 days from travel. Asavingsof5%o all published airfares with US Airways booked within o 60days/rom f travel, A savings qf 10% -35% off standard corporate hotel rates with over 10 local hotels in Ft. Lauderdale. On a yearly basis Universal Travel renegotiates various vendor contracts. The following were renegotiated in January 2000: 0 Alamo Car Rental Contract * Enterprise Car Rental Contract 0 Avis Car State Contract Details on above negotiated contracts can not be revealed without prior approval from our client. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 36 Universal Travel& Promotions -E SECTION G: REFERENCES 1. North Broward Hospital District %YJ 303 S.E. 17th Street Fort Lauderdale, FL 33316 (954) 355-4170 Contact: Harolynn Lanza North Broward Hospital District has been a client of Universal Travel since 1989. 2. Gribetz International 13800 N.W. 41h Street Sunrise, FL 33324 (954) 846-0300 Contact: Audrey Baker Universal Travel has been servicing VIP travelers with Gribetz International since 1989. In 1995, Gribetz decided to consolidate all travel and Universal Travel was awarded the entire account. 3. Centex Rooney Construction Company 6300 N.W. 5h Way Ft. Lauderdale, FL 33309 (954) 771-7122 Contact: David Rosenoff Centex Rooney Construction Company has been a client of Universal Travel since July, 1999. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 37 Universal Travel& Promotions -E, SECTION H: COST Our goal is to continue providing customers with unbiased, comparative fare and schedule information, convenient corporate travel services (ticket delivery, faxing and emailing itineraries, paper or electronic ticket issuance, etc.) and time -saving one -stop reservations for all your travel arrangements (airlines, car rentals, hotels, cruises, tours, etc.) In order to maintain the services you expect and deserve, travel agency today are forced to charge fees for our services due to airline airline commission cuts. Option 1: Transaction Fee A $15 transaction fee for airline tickets, ticket voids, exchanges and refunds. This nominal fee is a result from airlines implementing changes which affect the cost of travel. Transaction fees are charged at the time of ticketing. Charge will reflect on itinerary/invoice. A separate passenger coupon is also issued for receipt. If you choose to award Universal Travel your travel account, you will find this nominal fee is a worthwhile investment by finding you the lowest fares and excellent customer service, Option 2: Monthly Management Fee Based upon the approximate number of tickets issued (as provided in the RFP) Universal Travel will charge a flat travel management fee of $1,500.00 per month. Option 3: Returned Commissions Universal Travel will return 100% of airline conunission to the City of Ft. Lauderdale and 7Broward County and charge a $32.00 per ticket transaction fee. Please keep in mind this will put 100% of the risk for future commission cuts on the City of Ft. Lauderdale and Broward County. Universal Travel does not feel this is in the your interest, because the City and County will have complete responsibility and burden of such a risk. Direct Billing Options: Universal Travel does not offer a direct bill, however, we do offer a bffling and payment system with American Express (please refer to page 28). Travel agencies are required by ARC to pay for all airline tickets on a weekly basis. On occasion if a direct bill is requested, the travel agent must get approval from management on case -by -case basis. Travel Management Proposal for City of Ft. Lauderdale & Broward County Page 38 Universal Travel& Promotions -M Other Revenue Sharing Opportunities Promotions Department - We believe that revenue share opportunities exist through our Promotions Department. Our Promotions Department is an ASI fisted distributor for specialty advertising merchandise. We would require additional information regarding actual purchases before submitting a detailed financial proposal. L.eisure Travel Discounts With Universal Travel as your travel provider, there are advantages for all of your employees, not just your business travelers. The same excellent service and attention to detail that Universal Travel applies to our business travel extends to our leisure travel services through our leisure office, Universal Travel at Southport Shopping Center. Our leisure travel specialists will handle vacation planning and arrangements for the City of Fort Lauderdale employees. Our experience and resources allows City of Fort Lauderdale employees to choose from a wide selection of vacation travel programs designed to provide the best possible value for their personal travel dollar. Universal Travel offers on -site or home delivery of brochures, literature and travel documents at no cost. Personal appointments can be arranged by request. As a valuable benefit to your employees and their families, Universal Travel has an exclusive discounted vacation program and a selection of distinctive travel values for our corporate customers. This program not only represents a unique benefit to your employees, it also significantly enhances your employee benefit package at no additional cost to the City of Fort Lauderdale. Features and Benefits Your employees are eligible for the following exclusive benefits: Guaranteed lovvest vacation airfares Super Saver discounts on selected tour and cruise packages Shipboard creditsftom $50. 00 to S300. 00 on selected cruises Cabin upgrades on selected sailings Airline discount coupons Savings on hotels and resorts at popular vacation destinations • Discounted car rental programs and upgrades • Discounts on selected luxury cruises Travel Management Proposal for City of Ft. Laudenlale & Broward COuntY Page 39 Universal Travel& Promotions -E CONCLUSION Helping the City of Ft. Lauderdale and Broward County make informed decisions about the most effective ways to manage your travel program. This means helping City of Ft. Lauderdale and Broward County: • Save money • Identify new opportunities to negotiate preferred rates • Achieve greater control of your travel policy • Forecast future activity based on current trends • Evaluate your travel program's success Our reputation for reliability and quality of service is superlative and is one that we work continually to maintain. For you, this means the services we can provide will be consistent, efficient and correct. Travel Management ProPosal for City of Ft. Lauderdale & Broward County Page 40 RFP No. 200-8280 Travel Services TRAVEL AGENCY SURVEY .,,encyName Preparedby 'Suc__)4Aj,,j StaTw-,e, Address-'31.!j �j 14 Ur' , -A 16 Telephone 15-4-5,23--,5-000 Does your agency offer the following? I . Computerized airline reservations service Name the different systems that you utilize A. AAA�DE(,S C. _TPT-E7LL1ED1__ B, SQ LILLI WCLL_r D.- 2. insure maximum use of government, corporate and/or other special rates? K! 4 5 7. 8, 10. 11. 12. 13. 14, 15, immediate confirmation of flights Confidential reservations. Notify customer of changes to itinerary within twenty-four hours Toll -free 24 HR service/7 days a week a. in your location, utilizing your agents b. VIA an outside service: NAME i�MEZiCA,�,J E)( Telex/FAX service for clients E-mail service for clients Guaranteed hotel reservations Advance boarding passes Suggest alternate routings for international travel for maximized savings Help secure visas and passports Supply all documents forms Take passport photos Specialized international tariff agents (�;' 0 (9�NO &NO 8> 0 &NO &NO YESO ONO @�NO ONO (D/NO ONO YOE N 0 ( DES NO ONO YESoo OES 0 Attachment B -J 21 WA RFP No. 200-8280 Travel Services Management Reports a. Monthly air activity report analysis by division, department, or any relevant Accounting code b. origin/destination flight report by city and airplane for analysis of company travel patterns C. Flights by class of service for monitoring travel policy d. discount air fare comparison, usage and exception report to monitor savings, adherence to policy and to verify agents guarantee of lowest available air fare e. hotel usage report to monitor adherence to policy and provide potential volume discount data f. car rental usage report to monitor adherence to policy and provide potential volume discount data g. expense report database listing all T & E Information h. T & E Audit reports for management of Travel inefficiencies i. validation report to show individual airline usage by volume Separate quality control functions a -Quoted fares double checked by agent other than original reservationist For low fare accuracy b.dedicated special staff utilizing multiple reservation systems to eliminate bias and capture last minute fare changes and last seat availability. c. special designated agents for major clients d. all reservations reconfirmed e. agency evaluation survey by travelers Special service staff assigned to City a. customer service representative b. travel management consultants G�O 0 YES NO ONO ONO 9NO 3 YE NO YES 0 Y JEN 0 YES 0 &0 8 YES/ 0 YE N 0 YES 0 YES 0 (9� 0 5 NO Attachment B RFP No. 200-8280 Travel Services 28. Use special net non-commissionable rates negotiated by clients 90' 29. Special Services a. traveler checks - b. corporate rate hotel directory C. block space hotel program d. preferred rate hotel program e. special vendor promotions f. frequent flyer tracking End of Section — Attachment B Trrtt,* f t"ratr Presented to. - UNIVERSAL TRAVEL & PROMOTIONS 315,Northeas.t 3rd Avenue, Suite 101, Fort Lauderdale, Florida This is to certify that the above Travel Agent has met the standards of professionalism, competency and integrity as set forth by the International Airlines Travel Agent Network. Presi6nt Vrce President & Treasurer Issue Date: December 27, 1999 International Airlines Travel nt Network1>500' (IT %;.,'Iertifirate of I, kYPVT"'ntMt'nt Issued to: JEB TRA VEL, INC. DBA : UNIVERSAL rRA VEL & PROMOTIONS 315 Northeast 3rd Avenue suite 101 Fort Lauderdale, Florida 33301-1149 I.A.T.A. Numeric Code: 10-9 0809 6 Issue Date: December 27, 1999 The following airlines have authorized the Passenger Network Services Corporation, trading as the International Airlines Travel Agent Network, as their agent -in -fact to advise you that you are appointed as their agent. Aer Lingus p.l.c. Aeroflof - R ussian International Airlines Aerolineas Argentines S.A. Aerovias do MaxiCo S.A. de C.V. (AEROMEXICO) Empresa do Transporte Aeroo del Peru Air Afrique Air Canada Air France Air Jamaica Limited Air Malta p1c, Air New Zealand Limited Air Pacific Limited Air -India RLTI Jordanian/Alia Royal Jordanian Airline A ALIA - Linee Aeree Italane S.p.A. Aerovias Nacionales do Colombia S.A. AVIANCA British Airways p.l.c. Trinidad and Tobapo (BWIA Int.) Airways Corp Canadian Airlines nternational Ltd. Continental Airlines Inc. Corporate Express Airlines Czech Airlines Ecualoriana do Aviacion (ECUATORIANA) E yptair EF Al Israel Airlines Limited Finnair 0 1' Gulf Air 8ompanZ G.S.C. IBERIA, Lineas oreas do Espana S.A. Icelandair Japan Airlines Com any Ltd. Jugoslovenski AeroFlansporl (JAT) Kenya Airways Ltd. . KLM Royal Dutch Airlines Kuwait Airways Corp. Uneas Aereas Costarricenses S.A. (LACSA) Ladeco Airlines Linea Aerea Nacional-Chile S.A. (LAN -CHILE) Lloyd Aerso Boliviano S.A, (LAS MALEV Hungarian Airlines (p.l.c.1 Compania Wexicana do Aviacion S.A. do C.V. Middle East Airlines Airliban Nigeria Airways Limited =Airways S.A. International Airlines Corp. (PIA) Philippine Airlines Inc. Polskic Linia Lolnicze (LOT) Oantas Airways Limited Royal Air Maroc SABENA Scandinavian Airlines System (SAS) Saudi Arabian Airlines Corp. (SAUDIA) South African Airways (SAA) Surinam Airways Swiss Air Transport Co. Limited (SWISSAIR) TAM - Transportes Aereos del Mercosur SA. TAP -Air Portugal Thai A'"**a ', International P.I.C. Trans Wor �d Airlines Inc. (TWAnote I Transbrasil S.A. Linhas Aereas Turkish Airlines Inc. VARIG S.A. (Viacao Aerea Rio-Grandense) Where agent is listed as an Airline Reporting Corporation (AFIC) Industry Agent, and has executed the ARC Agent Reporting Agreement, this document is the written Certificate of Appointment refemed to in Subsection V.B. of that Agreement. It is a condition of this appointment that any material changes affecting the information previously submitted to obtain or maintain such appointment be submitted to the Passenger Network Services Corporation, trading as the International Airlines Travel Agent Network, and that any appointment of any of the above airlines may be terminated upon a finding that the individual appointment standards of the airline in question are no longer met. NOTE 1 . The Appointment of Trans World Airlines is In respect of international sales except for those Agents based In Puerto Rico, the U.S. Virgin Islands and the U.S. Territories and Possessions in the Pacific where the appointment is in respect to all sales. Internationd A'rflne$ T v'gl > ra >> Ag n Ne work > 5123382813 FEB-04-2000 17:12 ACCENT TRAUEL 4 [FrFrr, AkSw Reporting coqxwotion UNIVERSAL� TVL/AMEX SUITE 101 315 NE 3RD AVE FT L-AUDERDALE - F 3:3301 Dear Travel A9ent: Novembet- Z4,v 199e 5123382813 P.01.,01 ACN: 1 O',RQ8096 Anniv*rsary datat 0z/z7/'09 ANNUAL REVIEW OF 90ND OR LETTER OF CRLDIT The annual review of Cred i t has conf i r-med that the amount of YOttr borod or I ettLar of requirements of sections you are in com&l iance with IV-A.1 of yo u the r ARC eporting Agreement. The ARC Agent Repartin Agreement req - Of credit bO in an amount a ? leac uIres a bond or cc, I I ect i on amount as determ ; t equal to.*) the aver -a lettej� ending on the ias ined ge monthly pr t sale" Period for ttiv -L'welv.-- Monts? Per i od ,or to the anniversa ending date (C,3 ry date cc Of the fifth month liection f �Cwur bond or remittance amount means net remi tance letter of credit. - cOnso I i dated checks Y p I an any variable The if applicable. to 1 1 ec t i On amount used to determ i ne yo,jr bondal:, I v amoul-It was for the The amount f12 months be inninij 10/97 tht-ough the or each Mont? v end of 09/98 inch ;)f f i CeS and STP�.; T i ;r' 0 1 Ved f Or Your ent i t nc: I ud i ng ll'aPPlicablev are as 1,0 ,nded to the nearest d ar: l0ws -and Cc T MONTH: AMOUNT: 10/97 11/97 - 26 v ()Z6 17 949 1Z/97 98 MONTH - 9 - 1 7 K)5 -:35v '5?5-4 0 z / 9) 3- 11,586 03/90 AMOUNT: 04 F/S 05/9L:1 38YO48 52 -j I ZZ 06/98 07/98 e 9 TOTAL COLLF-CTION AMOUNT: -4 5 66Z 11 , 8::<� 0 8/ 9 Iq 9,;4LRZ 9,q -'1$915 $ 40- -j 40.05 SUM OF LOCATIONS CURREN1 BOND AMOUNT: AVG; -'411 -P 7 00 The maximum '5 $101000700 t required amount except for agents is $707000-00- The $ 'tcl'o of-)o 1,'o years irt which c:&S e the minimum who have been is $7n minimum z:.Imr less than n For further detailsT 0 industry agents handbook. Please consult sqCtiors-.1(') of your ARC POND DEPARTMENT (70--�--) 875-07-96 ARC is3o wiwn %,d., Site em Aflington, VA 222M2448 701�416-WW Fax: 703-816-8104 08/12/98 Florida Department of Revenue 1766--ruticate of Registration This Certificate Is DR-11 Non -transferable. A. 12/97 Issued Pursuant to Chapter 212, Florida Statutes Registration Effective Date Opening Date Certificate Number Refer To This Number 08/10/98 08/10/98 16-03-315716-12-2 When Reporting Tax. This Certifies That UNIVERSAL TRAVEL INC JES TRAVEL INC %DONNA L GOUDIE 315 NE 3RD AVE FORT LAUDERDALE FL 33301 Is Hereby Authorized and Empowered to Collect Sales and Use Taxes For The State of Florida. THIS CERTIFICATE MUST BE POSTED IN A CONSPICUOUS PLACE. 0 � � toAT L4 CITY OF FORt, LAUDERDALE LICENSE- 1999-2000 ME OF BUSINESS 'ATION -UNIVERSAL .'TRAVEL!, 315,NE' 3'AV - EBY LICENSED TO ENGAGE IN BUSINESS.-OCCUPA'nON OR PROFESSION. 24300. TRAVEL.,BUREAU/TRAVEL-:.AGENT ENSE NUMBER STATE'LICENSE .176214 TAL FEE PAID s 150.00 IS LICENSEASSUED FOR THE PERIOD COMMENCING OCTOBER. I ST AND DING SEPTEMBER 30TH OF THE YEARS SHOWN ABOVE TICE — LICENSES MUST BE TRANSFERRED WHEN BUSINESS SOLD OR MOVED. (PLEASE SEE BACK OF THIS FORM.) )ST THIS LICENSE IN A CONSPICUOUS PLACE !Lm -2 -2 & 4 — 4 4 Am 4 ft _�AILFIRST �=MAIL U.S. POST4GE PAID t OZ, PERMIT NO, 401 PRESORTED FIRST CLASS MAIL JES TRAVEL INC % EDWARD,A HOWES 315 NE 3 AV FT LAUD FL 33301 "Iff"t9m U) z 0 0 2i 0 m IL C 6 < -j ULJ LU z ---4 as .9 41- 0 C13 '9 4--j M r_: to 1� i r-4 i Lm i 43 4 0 CA u d) 00 OC) o 00 cn u 4-4 0 cn "0 0 CA 5 An 0 .1 1 U) 0 Ul aI . . .1 . . IL 0 n toll 'AIR n m > M Lq Z:3 1 c 0 Y) ro,ol, 0 w i0wo-i R.e-port 20 10, Summary of All Travel Activity Note: Actual Reports are Larger This report is designed as an executive overview of all travel activity, including international vs. Domestic, class of service, savings and lost savings, plus car and hotel booking activity. Each section of the report is covered in detail by other backup reports. j UNIVERSAL TRAVEL City Of Ft. Lauderdale PAGE : 1 Your Address Goes Here FROM :01/01/99 TO :01/31/99 REPORT:02/14/99 ACCT#: xxxx EXECUTIVE TRAVEL SUMMARY EXCLUDING VOIDS , INCLUDING REFUNDS & PENALTIES AND EXCLUDING MCO RECORDS -ERI?T20101 DOMESTIC AIR TICKETS INTERNATIONAL TICKETS 4 OF # OF NET DAYS AVERAGE # OF # OF NET DAYS AVERAGE TRXS O&D FARES ADV. FARE TRXS O&D FARES ADV. FARE 222 318 82,813.05 17.4 453-51 1 2 531.03 7.0 531.03 TOTAL AIR SALES - - TOTAL NONAIR SALES - QTY AMOUNT AVERAGE QTY AMOUNT AVERAGE SALES 202 91,685.83 453-89 0 0.00 0.00 REFUNDS 21 -8,866.75 -422.00 0 0.00 0.00 PENALTIES 7 525.00 75.00 0 0.00 0.00 VOIDS N/A N/A N/A N/A N/A NET TOTAL 181 83,344.08 460.46 0 0.00 0.00 GROSS TRX 223 373.74 0 0.00 AVERAGE DAYS ADV. BOOKING 17.3 SALES SUMMARY QTY 181 AMOUNT 83,344.08 AVERAGE 460.46 AIR SEGMENT SUMMARY FIRST BUSINESS COACH OTHER TOTAL BASE FARES 10,719 0 23,064 42,040 75,823 1 SEGMENTS 26 0 109 359 494 HOTEL NITES 147 HOTEL AND CAR SUMMARY CAR DAYS 269 AMOUNT 18,047.77 AMOUNT 23,636.10 AVG/NITE 122.77 AVG/DAY 87.97 SAVINGS SUMMARY DENIED SAVINGS SUMMARY FULL FARES LISTED 166,009.17 FARES PAID 83,344.0 FARES PAID 83,344.08 LOWER FARES DENIED 80,881.58 TOTAL SAVINGS 82,665.09 TOTAL SAVINGS DENIED 2,462.50 AVERAGE SAVINGS PEP -CENT 49.8% AVERAGE DENIAL PERCENT 3.0% QTY OF TICKETS W/ SAVINGS 124 QTY OF TICKETS W1 DENIALS 13 Summary of savings and lost savings performance. Relates to Report 1201 Dates report covers, and date report was run. Snapshot of domestic and international purchases for the period. Relates to Report 2012. Key statistics for all air purchases, including penalties incurred and average days advanced booking. Non -air section does not applyl to most corporations. 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Photo I.D. re�'��rq ��H flights. ' ~ --__ -------_ ^ N.E. 3� Avenue, Ste. 1�, Fort �W�r� � �� w ��5�� w Fax��5�� w(800) l660026 SALES AGT: 22/Y5L9AK 224914 CITY OF FT LAUDERDALE 100 N. ANDREWS AVENUE FT LAUDERDALE FL 335101 DATE: FEB 0? 2000 SERVICE DATE FROM EXAMPLE ITINERARY MAIL RECEIPT 100 M ANDREWS AVE FT LAUDERDALE FL 33301 MTTN PURCHASING DIVISION 802010 TO DEPART ARRIVE CONTINENTAL AIRLINES 15FEB FT LAUDERDALE NEWARK 0715A 0955A CO 1020 V TUE FLL INTL NEWARK INTL EQP:757 SEAT 11A CONFIRMED CAR 15FEB HERTZ NEWARK NJ 17FE8 CONFIRMATION: A990lE398C/GULD PREMIUM CAR AUTOMATIC AIR RATE: USD74.09- .00 UNL DY 24.70- UNL XH OR RATE GUARANTEED HOTEL. 15FEB SHERATON AT WOUDBR1DGE PLACE HO7EL 17FEB 515 ROUTE 1 SOUTH lSELIN. NJ 08830 TELEPHONE: 908 6343600 CUNFlRMA11DN: C945839452 REFERENCE: 82DQR1 RAIL: QR1 USD 155.00 PER NIGHT ADDITIONAL CHARGES MAY APPLY **CANCEL BY 4PM LOCAL TIME lO AVOID NO-SHOW CONTINENTAL AIRLINES 17FEB NEWARK FT LAUDERDALE 0356P 0657P CO 1033 Y THU NEWARK INTL FLL INlL EQP:M80 SEAT 06D CONFIRMED wwUNABLE TO WAITLIST FOR LOWER FARE CLOSED PER CO*** AIR FARE 250.46 TAX 40.54 TOTAL USD 291.00 SERVICE FEE 15.00 SERVICE FEE PAID BY CC -15.00 PAID BY CC -291.00 AIR TOTAL USD 0.00 INVOICE TOTAL USE, 0.00 �NVOICE NUMBER 0000224914 1/ 2 International Airlines Travel NO ?16 READ IMMEDIATELY!. Please verify your flights, dates, and times are as requested. Rzawoadwa -ETravel Photo I.D. required for all flights. Services io A.E. 3rd Avenue, Ste. 101, Fort Lauderdale, FL. 33301 (954) 525-5000 e Fax (954) 524-6642 * (800) 666-0026 SALES AGT: 22/Y5L9AVx 224914 CITY OF FT LAUDERDALE 100 N. ANDREWS AVENUE FT LAUDERDALE FL 33301 DATE: FEB 03 2000 SERVICE DATE FROM PAYMENT: *CHECK RESERVATION NUMBER�s) CO/JLBSRH KIROEGER/KNEITH EXAMPLE ITINERARY MAIL RECEIPT 100 N ANDREWS AVE FT LAUDERDALE FL ?3301 ATTN PURCHASING DIVISION 802010 CO FRE(WENr FLYER COPU231101 X, X V E R I FI E 11 1 T I N W / K EITH -X- X X -X- x * x TICKET IS NON ALLOWEI) 75.00 AIRLINE SERVICE FE'E FOR CHANGES AFIER BUS] ' N�,"SS HOURS CAI I I --- 8 0 0 --- 24 9 --- 05 4 0 YOUR PERSONAL ACCESS NO IS 1--'LA.1S'21.2J "NVOICE NUMBER 000022491.4 TO DEPART ARRIVE 71CK%E-.T:CO/ETK%T 005 7004022424 W/SVC �EE 21 2. International Airlines Travel =rk American Removes 75,000 Seats American announced that they will be removing thousands of coach seats to get added leg room on their planes. They will remove approximately 7,200 seats, about 6.4% of their coach capacity, and will increase the seat pitch for more than 75,000 coach seats. This will expand the "living space" in the airline's coach cabins from the present industry standard of 31 and 32 inches to a predominant level of 35 and 35 inches of space, with some leg room reaching as much as 36 inches. The number of seats being removed from each airplane varies. American's MD 80's, which account for 37% of the airline's total jet fleet, will have 2 rows taken out from each aircraft. An additional benefit to the traveling public is that with approximately twenty fewer passengers, there will be more overhead space in the cabin. AA and AOL create AOLAAdvantage American Airlines and AOL announced today the creation of AOL AAdvantage, the world's largest online customer loyalty program. The new program will bring together AOL and the American AAdvantage program. The program will feature a wide variety of products and services from partners of AOLAAdvantage. The program will launch in the spring. Members will be able to redeem their miles from a single account accessible through both AOL and the American Web site. The miles can be redeemed for a wide range of goods and services including tickets, AOL membership fees, brand name items including videos, CDs, magazines, books, appliances, free music downloads, and online greeting ra rds, BA Adds New Class British Airways will be introducing a new class of travel between business and economy. This will be the first time the airline has offered four distinct classes in its aircraft. Passengers in the new class will get better food, more leg room, and more flexibility with their tickets for the price of a full -fare economy ticket, approximately $1,300 one- way between London and New York. New Ft. Lauderdale - New York Service JetBlue, one of the strongest new entrant car- riers to challenge the established players, will begin service with three daily roundtrips on 11-Feb-00 between NY Kennedy and Ft Lauderdale, and on 17-Feb-00 between JFK and Buffalo. The low -fare airline offers live satellite TV at every seat on a fleet of new Airbus 320s. The company has hired veterans from top carriers Southwest, Continental, and Virgin Atlantic. FAA delays America West expansion plans America West Airlines will not be allowed to add any planes to its fleet until it improves the maintenance of planes it already has. The Federal Aviation Administration put the airline on notice that it must improve maintenance before the agency would authorize additional aircraft. The airline denied it lacks adequate maintenance. The agency maintains that America West has flown planes beyond maintenance deadlines and has "an acute shortage of properly trained ramp workers" who direct and service planes at the gates. America West has one of the best safety records in the industry, crash in more than 16 vears of fivina. FORECASTING ::ven though the New Year arrived with no terrorist incidents of note, it is expected that the US is more oi a potential target today than anytime in the past. Security regulations will expand and continue to inconvenience travelers but most will be worthy of the wait. The FAA will promote regulations to improve the performance of the baggage screening process. Among the new entrant carriers expected to take wing early in 2000: JetBlue, Legend, and Ozark. GWINNERS Among Fortune Magazine's "100 Best Companies to Work For" are the following travel organizations: #2 Southwest Airlines ("famous for its wacky corporate culture"); #24 Continental Airlines ("Gordon Bethune piloted a huge workplace turnaround in part by showing appreciation"); #48 Four Seasons Hotels ("employees and their families can book a room for nothing"); and #70 Marriott International ("pre- dominantly low-income workers get good benefits"). 0LOSERS New Boeing 737-700s and 800s seating configurations: the typical seat is 17" wide, an inch or so less than on many long-distance jets, US Hotels: According to the AHMA, thefts by guests cost them $100 million annually, and include TV sets, paintings, and major furnishings. @GOOD IDEAS The Wall Street Journal reports that airlines tend to offer the best compensation to travelers who write letters seeking reasonable and specific compensation when they've been inconvenienced or discomforted. GNOT-SO-GOOD IDEAS United Airline is dumping its "United Rising" campaign after two -and -a -half years. Critics said the message was confusing to many customers, and left the carrier open to cynical comments such as "the only things rising at United are the fares." The FAA notified airlines it will immediately enforce a new rule governing how much rest reserve pilots must have before being called to duty, The airlines say this action could produce flight cancellations during busy holiday seasons. It seems too obvious to mention, but airline passengers should not attempt to carry -on wrapped presents. They are subject to being opened (un- wrapped). 0GOOD NEWS Congress seems to be serious about protecting the rights of air travelers and is currently requiring an audit of major carriers to see how they're performing. 013AD NEWS In the Wall Street Joumal's "Year End Review of What Was News," the first three items dealt with American Airlines: (1) "American pilots are ordered back to work, but move fails to prevent travel disruptions"; (2) "American has been charged by the Justice Department with illegally forcing smaller competitors out of its Dallas hub"; (3) "American is under examination by federal safety officials for a series of accidents over the past six years...that all seem to involve pilot miscues." At that rate, American would probably be happy not to make the papers at all this year. QUESTIONS? COMMENTS? CALL 954-525-50,00 OR EMAIL donna@universal-travel,com CD co Cb t. n rwL �=. 3 N%. I�Nll I 60i T* Cn rT, > rD CA CA rb QD ro t9sh CONTRACT NO: 200-8280 Agreement to supply - -_ , ; AcENcy sFamicFS This agreement, made and entered into this the 8th day of March __ 2000 , by and between CITY OF FORT LAUDERDALE, a municipal corporation of Florida, City Hall, Fort Lauderdale, Florida 33301, hereinafter called the "City." - and - Name of CONTRACTOR: UNIVER&AL TRAVEL & PROMOTIONS ADCRESS: -115 mF '3rd Ave. Suite 101, Ft. Lauderdale, Fl. 33301 A Corporation: = I A Partnership: _, An Individual: I Other authorized to do business in the State of Florida, hereinafter called the "Company." Witnesseth that: Whereas, the City did advertise and issue an Invitation to Bid (ITB) for supplying the requirements of the City for the items and/or service listed above for the period of Two Years AND the Contractor submitted a bid which was accepted and approved by the City: NIA Formal authorization of this contract was adopted by the City Commission on (date) Now, therefore, for and in consideration of the premises and the mutual covenants herein contained, the parties covenant and agree as follows: 1. The Company agrees to sell to the City and the City agrees to buy from the Company, during the period beginning �rii 3 gonn andencling April -2nd, 2002 for the requirements listed above and according to the following specifications, terms, covenants and conditions. a. The Legal Advertisement, Invitation to Bids containing general conditions, instructions to bidders, information for bidders, special conditions, specifications, addenda, and/or any other attachments forming a part of ITB No. — 200-8280 and the Contractor's bid in response form a part of this contract and by reference are made a part hereof. b. In construing the rights and obligations between the parties, the order of priority in cases of conflict between the doc- ument shall be as follows: 1) This contract Form G-1 10, Rev. 1/96. 2) The City's ITB and all addenda thereto. 3) Contractor's bid in response to the City/s ITB. c. Warranty: The Company by executing this contract embodying the terms herein warrants that the product and/or service that is supplied to the City shall remain fully in accord with the specifications and be of the highest quality. In the event any product and/or service as supplied to the City is found to be defective or does not conform to Spec- ifications the City reserves the right to cancel that order upon written notice to the Contractor and to adjust billing accordingly, d. Cancellation: The City may cancel this contract upon notice in writing should the Contractor fail to reasonably per- form the service of furnishing the products or services as specified herein and/or upon 30 days written notice. This applies to all items of goods or services. e. Taxes Exempt: State Sales and Federal Excise Taxes are exempted. f. Invoicing: Contractor will forward invoices in duplicate for payment to the Finance Department, 100 North Andrews Avenue, Fort Lauderdale, Florida 33301. If discount (other than prompt payment terms applies, such dis- count MUST appear on the invoices. FORM G- I 10 Rev. V96 (Front) page I Of 2 2. Contract Special Conditions. The following special conditions are made a part of and modify the standa�rd prov'!- sions contained in this contract Form G-1 10. N/A 3. Contract, Summary: a. Attachments b. Payment T erms ppr REp c. Delivery Per RFP d. Quantities e. Insurance Yes XX No f. Performance Bond/Letter of Credit Yes No xx g. Class Item h. Procurement Specialist Initials JTJJ 4. Contractor's Phone Number: (q54) 92 5-5000 Contractor's FAX Number: . (994) 524-6642 CITY OF FORILAODE-RDALS/'�i M- Purchasing Mant�f-�City Manager's Designee) Auth.: Sec. 2-4,R-1 of Codg & CKYMemo 84-299. By KSS,S+V��- City *torney (Approved as to form) Date— oate 3 - QI -CO VENDOR COMPANY BY Date CJ C Z�/ Name of Company Officer (please print) Authorized Officer's Signature I (2 F �,,S,4 i- e-L � I.S8-,e V jrC - - Title (please print) ( 5 :8 WV E Z FORM G- I 10 Rev. I i96 (13ack) Page 2 Of 2 EXHIBIT B TEMP RESO #9415 AGREEMENT THIS AGREEMENT is entered into ond&,��-' Z 2001 between the City of Tamarac, a municipal corporation with principal offices located at 7525 NW 88 1h Avenue, Tamarac, Florida 33321 ("the City") and JEB, Inc., a Florida Corporation dba Universal Travel/Universal Travel & Promotions, with principal offices located at 315 Northeast Td Avenue, Fort Lauderdale, Florida 33301 (Contractor) for the purpose of providing standardized travel services to the City of Tamarac. The parties hereby agree to the following terms and conditions. In return for valuable consideration in an amount not to exceed fifteen and no/100 ($15.00) per air travel arrangement, Contractor shall comply with the terms and conditions within the City of Fort Lauderdale Request for Proposal #761-5143 and Contract #200-8280 attached hereto as Exhibit A. All terms and conditions of contract documents set forth in Attachment "A" are incorporated ,4erein as if set forth in full, except as modified by the specific requirements pertinent to the City of Tamarac as set forth herein and incorporated as if set forth in full. Upon execution of this Agreement, all references made to City of Fort Lauderdale RFP #761-5143 and Contract #200-8280 in Exhibit A shall be interpreted as pertaining to Tamarac, and all terms and conditions of Exhibit A shall be deemed as having been implemented for use within the City of Tamarac. It is understood that wherever the words "agency name" or "agency board name" appear, they shall be read as "City of Tamarac" and "City of Tamarac Commissioners." This agreement and Exhibit A constitute the entire agreement between the City and the Contractor, JEB, Inc.dba Universal Travel/Universal Travel & Promotions. Whenever either party desires or is required under this Agreement to give notice to any other party, it must be given by written Inotice, sent by registered United States mail, with return receipt requested, addressed to the party for whom it is intended at the following addresses. CITY City Manager City of Tamarac 7525 NW 88 1h Avenue Tamarac, FL 33321 ATTEST: JEB, INC. dba UNIVERSAL WVELJUNIVERSAL TRAVEL M ,z2&i (tdV��ecretary (Name of President) Type/Print Name of CorporatW-Secy. Type/Print Name of President -4�AI�C_ / 5� _60�_ ,2 Date- it (CORPORATE SEAL) CORPORATE ACKNOWLEDGEMENT STATE OF COUNTY OF The foregoing instrument was acknowledged before me this day -7 of 1�,[L 200 / by 2 (name of officer or agent, title of officer or agent) of JEB, Inc. dba Universal Travel/Universal Travel & Promotions (name of corporation acknowledging), a Florida (state or place of incorporation) corporation, on behalf of the corporation. SigqAture of Notal- JUUMMMve"A SSM EXPIR�S t rAfr 11 RA� Printed, typed/stamped name of Notary Public - Exactly as commissioned ,9 Personally known by me, or 7_1 Produced identification: (Type of identification produced) Did take an oath, or [I Did not take an oath 1� With a copy to the City Attorney at the same address. CONSULTANT JEB, Inc. dba Universal Travel/Universal Travel & Promotions 315 Northeast TdAvenue Fort Lauderdale, Florida 33301 954-525-5000 IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. The City of Tamarac, through its Mayor and JEB, Inc. - dba Universal Travel/Universal Travel & Promotions through President, duly aut or ze execute same. ATTEST: Marion Swenson, CIVIC City Clerk Date: CITY OF TAMARAC in Joe Schreiber, Mayor Date: By: Jeffrey L. Miller, City Manager Date: Approved as to form and legal Sufficiency: By: Mitchell S. Kraft, City Attorney Date: MTravel Services Reprmntati7e— June 12, 2001 Lynda S. Flurry, CPPO Purchasing & Contracts Manager City of Tamarac 7525 N.W. 881h Avenue Tarnarac, FL 33321 Dear Lynda: C'7 ' , � OF TNIAW R,IIRCH.AS.'.-,��A E)EWMAENT I !'jq, 15 P M 3: 12 This is to certify that Universal Travel will provide travel services for the City of Tamarac under the City of Fort Lauderdale, contract number 200-8280, issued on behalf of the SE Florida Governmental Purchasing Cooperative. General conditions, service and pricing from this contract will be available to the City of Tamarac by Universal Travel. President 349872 315 NE 3rd Avenue - Suite 10 1 * Fort Lauderdale, FL 33301 a 0 PROMOTION PRODUCTS 954-525-5000 - 1-800-666-0026 - Fax: 954-524-6642 INFORMATION 00CENTER www.universa]-travel.com P ON S 0�7GH 7ON U OM NOT DIED B 77 Y TH 06/18/01-1. TE I - R", P" MID MFM :7 S No RI E Ly C Ad d insurance Underwriters M � CEIR �TIE D HIN IS TIFI Ravenswood office Center ALTEIR E CMMAGE F 5201 RoLvenswood Rd., Ste 107 CWP JES MFMDIN(3 COV Ft Lauderdale, FL 33312 COMPANY Aold Dominion Ins- Co k INS U R ED COMPANY Universal Travel BZC Insurance Company (PCA)144- Jeb Travel Inc. DBA COMPANY 3737 Executive Center Dr Suite C #100 COMPANY Austin, TX 78731 D 7... ". -. . �kzy. _0 -*�'-'..'� f . . ... ......... j� .. .. ED ABOVE FOR THE POUCY PERIOD THIS IS TO CERTIFY THAT THE POLICIES OF INsuRANcE USTED BELOW HAVE BEEN ISSUED TO THE INSURED NAM INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT VATH RESPECT TO V1HICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POUQES DESCRIBW HEREIN IS SUBJECT TO ALL THE TERMS, E)(CLUSIONSAND 0:)NDITIONsOF SUCH POILICIES. UMrrsSHOWN MAYHAVEBEEN REDUCED BYPAJD CLAIMS. POLICYEFFECTIVE POLICY EXPIRATION LIMITS CO TYPEOF INSURANCE POLICYNUMBER DArEIMMIDOfM DATEIMM/DDM LTR GENERAL LIABILITY BPGO8024 09/22/00 09/19/01 GENERAL AGGREGATE Q 000,000. X !COMMERCIAL GENERAL LIASILI PRODUCTS -COMPIOPAGG Q 000 000 CLAIMS MADE FF�il PERSONAL & ADV INJURY S1 000,000 A I OCCUR EACH OCCURRENCE $1 000.000 OWN ER'S & CONTRACTOR'S PROT Vendor FIRE DAMAGE(Anyone fire) S50U'UUU MEDEX (Anyoneperson) $5.000 Date of Rev:ew; OMOBILE LIABILITY COMBINEDSINGLE LIMIT S :,30 V_-Al C-) C-) ANYAUTO Acceptable _.../4— BODILYINJURY ALL OWNED AUTOS Not Acceptable (Per perscn $ r-j SCHEDULEDAUTOS (Note Deficiencies Below) RODILYINJURY HIRED AUTOS (Per accident) rl ;�Z NON -OWNED AUTOS PROPERTY DAMAGE AUTO ONLY -EA ACCIDENT GARAGE LIABILITY MMorized Signabn ..................... OTHER THAN AUTOONLY�. ANYAUTO EACH ACCIDENT S AGGREGATE S A EXCESS LIABILITY CUG08024 09/19/00 09/19/01 EACH OCCURRENCE $1 000 000 AGGREGATE $1 000 000 X UMBRELLAFORM OTHER THAN UMBRE B WORKERS COMPENSATION AND 197000006318101 01/01/01 01/01/02 X I STATUTORY IMITS EMPLOYERS'LIABILITY EACH ACCIDENT s500 000 THEPROPRIETOR/ INCL DISEASE-POLICYLI IT s5OO 000 PARTNERS/EXECUTIVE DISEASE -EACH EMPLOYEE $500 000 OFFICERS ARE EXCL THER ��014S/VEHICLES/SPECIAL ITEMS Except 10 days Notice of Cancellation for Non -Payment of premium on General Liability. (See Attached Schedule.) .. . .. ........ ..... ... . ...... -------- .......... . . . . . . . . . . . . . . . . SHOULD ANYOF YHEABOvE DESCRIBED POLICIES BE CANCELLED BEFORE THE City of Tamarac, Purchasing EXPIRATION DATETHEREOF, THEISSUING COMPANYWILL ENDEAVOR TO MAIL Dept., Attn: Lynda S. Flurry _3_0 * DAYS WRITTEN NOTICIETOTHE CERTIFICATE HOLDER NAMED TOTHE LEFT. 7525 N.W. 88th Avenue BUTFAILURETO, MAIL SUCH NOTICESHALL IMPOSE NOOBLIGATIONOR LIABILITY Tamarac, FL 33321 OF ANY KIND UPON THE COMPANY. ITS AGENTS OR REPRESENTATIVES, AUTH041ZED REPRESENTATIVE ............. 0-012— No Text AGREEMENT THIS AGREEMENT is entered into ondOY�L-- Z�� 2001 between the City of Tamarac, a municipal corporation with pdncipal offices located at 7525 NW 88 th Avenue, Tamarac, Florida 33321 ("the City") and JEB, Inc., a Florida Corporation dba Universal Travel/Universal Travel & Promotions, with principal offices located at 315 Northeast 3rd Avenue, Fort Lauderdale, Florida 33301 (Contractor) for the purpose of providing standardized travel services to the City of Tamarac. The parties hereby agree to the following terms and conditions. In return for valuable consideration in an amount not to exceed fifteen and no/100 ($15.00) per air travel arrangement, Contractor shall comply with the terms and conditions within the City of Fort Lauderdale Request for Proposal #761-5143 and Contract #200-8280 attached hereto as Exhibit A. All terms and conditions of contract documents set forth in Attachment "A" are incorporated 4erein as if set forth in full, except as modified by the specific requirements pertinent to the City of Tamarac as set forth herein and incorporated as if set forth in full. Upon execution of this Agreement, all references made to City of Fort Lauderdale RFP #761-5143 and Contract #200-8280 in Exhibit A shall be interpreted as pertaining to Tamarac, and all terms and conditions of Exhibit A shall be deemed as having been implemented for use within the City of Tamarac. It is understood that wherever the words "agency name" or "agency board name" appear, they shall be read as "City of Tamarac" and "City of Tamarac Commissioners." This agreement and Exhibit A constitute the entire agreement between the City and the Contractor, JEB, Inc.dba Universal Travel/Universal Travel & Promotions. Whenever either party desires or is required under this Agreement to give notice to any other party, it must be given by written notice, sent by registered United States mail, with return receipt requested, adaressed to the party for whom it is intended at the following addresses. CITY City Manager City of Tamarac 7525 NW 88th Avenue Tamarac, FL 33321 With a copy to the City Attorney at the same address. CONSULTANT JEB, Inc. dba Universal Travel/Universal Travel & Promotions 315 Northeast 3rd Avenue Fort Lauderdale, Florida 33301 954-525-5000 IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. The City of Tamarac, through its Mayor and JEB, Inc. _dba Universal Travel/Universal Travel & Promotions throughQj,4-e_b President, duly authorized to execute same. ATTEST: Marion Swengon, CIVIC City Clerk Date: q- 11- 01 CITY OF TAMARAC By. LIAe Schreiber, Mayor Date: B y: all JeffrLdyL. Miller, City Manager Date: Appr ed s form and S "icii lnct7 Date: itchelliS. Kr4ftAity Attorney ATTEST: JEB, INC. dba UNIVERSAL T'�tAVEL/UNIVERSAL TRAVE T MO7r/'1 (tovfdgtecretary (Name of President) Type/Print Name of Corporate Secy. Type/Print Name of President Date: 4AI�C- / 5� -0 ,2-C �/ (CORPORATE SEAL) CORPORATE ACKNOWLEDGEMENT STATE OF COUNTY OF .0 The foregoing instrument was acknowledged before mp this -44-day of �htLP— 200 1 by 2E-�LL�9 4 r (name of officer or agent, title of officer or agent) of JEB, Inc. dba Universal Travel/Universal Travel & Promotions (name of corporation acknowledging), a Florida (state or place of incorporation) corporation, on behalf of the corporation. Sigr)Ature of Nota, 0 ON EXPI Printed, typed/stamped name 'bf Notary Public - Exactly as commissioned X; Personally known by me, or L, Produced identification: (Type of identification produced) Did take an oath, or [I Did not take an oath