Travel Agency Services

The Vendor is required to provide for travel agency services as needed for district employees.
- Airline Tickets
•    Book airline tickets for authorized district employee travelers with an approval number. 
•    No purchase shall be made without an approval number. 
•    The district will not reimburse the responder(s) for unauthorized purchases.
•    Provide same day written confirmation of all reservations placed including itinerary, charges, departure/arrival times, and other pertinent information to the employee traveler. 
•    Confirmation shall be made via e-mail.
•    Send airline ticket confirmations to the designated district travel representative with a completed invoice.
•    Notify the designated district travel representative for approval of changes to a previously purchased ticket that will result in an additional charge.
•    Notify the designated district travel representative if they become aware that someone is booking personal days or is choosing a more expensive flight.
•    Contact the designated district travel representative for any questionable items.
•    Provide invoices with the following information: employee traveler’s name, travel arranger (person calling to order the ticket), date that the ticket was purchased, district approval number, detailed flight information, and itemized cost information (base price, taxes, fees, etc.)
•    Provide, at least, one dedicated, experienced inside representative to handle the district’s account.
•    Coordinate with airline companies to provide credits for canceled tickets to be used toward a future ticket for the same employee traveler.
•    Send a monthly statement of outstanding unused ticket credits showing the name and expiration date to the designated district travel personnel.
•    Notify the designated District travel representative of any major changes in airline travel rules.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: November 25, 2025