The vendor is required to provide comprehensive travel management services for its study abroad programs.
- Flight arrangements
1. Group flight booking:
• Book and coordinate international and domestic flights for students, faculty, and staff.
• Ensure flights align with program dates and times, minimizing layovers and travel time where possible.
2. Cost management:
• Offer competitive pricing and negotiate group rates or discounts with airlines.
• Provide the most cost-effective options while balancing convenience and quality.
3. Flexible itinerary management:
• Manage changes to itineraries in the event of cancellations, delays, or participant modifications (such as adding or removing participants, adjusting travel dates, etc.).
4. Seat reservations and preferences:
• Manage seat assignments and ensure reasonable seating preferences (e.g., proximity for group seating).
5. Flight tracking and notifications:
• Provide real-time flight tracking and notify participants and the study abroad office of any changes or delays
- Accommodation management
1. Hotel and housing arrangements:
• Coordinate bookings with hotels, hostels, or university housing in the study abroad destination(s), based on program needs and budget.
2. Room assignments:
• Provide group accommodations and manage room assignments for students and faculty.
• This may include single, double, or shared rooms depending on program requirements.
3. Special requests:
• Address special accommodation needs, such as accessibility requirements, dietary restrictions, or other accommodations for students or faculty with specific needs.
4. Location and safety:
• Ensure accommodations are in safe, convenient locations near program facilities and key landmarks.
• The consultant should be proactive in assessing the safety of the accommodations.
- Local transportation
1. Airport transfers:
• Arrange transportation to and from the airport for students, faculty, and staff upon arrival and departure from the destination city.
2. In-destination transportation:
• Coordinate local transportation options (e.g., buses, private coaches, or taxis) to ensure easy travel between program sites, excursions, and other activities.
3. Group travel coordination:
• Ensure smooth transportation arrangements for large groups, including managing routes, schedules, and vehicles to accommodate all participants comfortably and efficiently.
4. Emergency transportation:
• Provide transportation assistance in case of emergencies or unforeseen changes to the program
- Pre-departure support and orientation
1. Pre-departure briefings:
• Offer orientations for students and faculty prior to departure to familiarize them with travel arrangements, safety tips, cultural norms, and expectations.
2. Travel documentation support:
• Assist participants with obtaining necessary travel documents (e.g., visas, travel insurance, vaccinations) and provide guidance on passport and visa requirements.
3. Cultural awareness and travel preparation:
• Provide information on cultural differences, health and safety protocols, and local customs to prepare participants for their destination.
- On-site support and emergency services
1. 24/7 emergency support:
• Offer round-the-clock assistance for any emergencies, including medical, travel-related, or personal crises, ensuring quick resolution and coordination with local resources.
2. In-country assistance:
• Provide a local contact or representative in the destination country who can assist with logistics, emergencies, and program-related issues.
3. Crisis management:
• Develop contingency plans for emergencies such as natural disasters, civil unrest, or health concerns (e.g., pandemics).
• The agency must have protocols in place to address these issues promptly and effectively.
4. Communication:
• Maintain open communication channels with the study abroad office, students, and faculty throughout the program.
• This includes regular updates on travel status and any changes to itineraries or logistical arrangements.
5. Insurance and health coverage:
• Provide travel insurance that covers medical emergencies, trip cancellations, lost luggage, and other incidents.
• Ensure all participants are properly insured during the duration of their study abroad program.
- Post-program support and evaluation
1. Return travel coordination:
• Ensure safe and timely return travel for students and faculty at the conclusion of the program, including arranging return flights and ground transportation.
2. Feedback collection:
• Gather feedback from participants on their travel experience to assist with program evaluation and improvements for future study abroad programs.
3. Final reporting:
• Provide a detailed report on the logistics, expenses, and any issues that arose during the program.
• This should include recommendations for future programs and any lessons learned.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: April 21, 2025