Travel Management Services

The Vendor is required to provide travel management services include at a minimum: full reservation services for domestic and international travel, including ticketing and fulfillment across all commercial modes of transportation (excluding car rental), available through direct agent assistance.
- Reservations
• Offeror will book the lowest available airfare, rail, and ground transportation for both domestic and international travel that meets the traveler's required departure, arrival, layover, and destination needs.
• If a trip includes personal time, offeror will provide a business-only comparison quote, and any costs above that amount are the traveler's responsibility, charged to their personal credit card at ticketing.
• Unused ticket details will be stored in the traveler's profile, and the traveler will receive email reminders about the ticket's remaining value and expiration date.
• Book air and rail transportation for domestic and international travel.
• Coach class fares at the lowest reasonable rate available, consistent with state policy.
• Assist travelers with seat assignments during the booking process to the extent each carrier allows.
• Arrange group travel of any size and will work to secure the most economical rates available for the state.
- Technology and system integration
• Technology platform(s) used to manage state travel, including any booking systems, traveler tracking tools, or client-facing portals.
• Maintain the security and confidentiality of all state traveler data in accordance with applicable federal and state laws.
• Their data security practices, including how traveler data is stored, accessed, and protected.
• Web portal or equivalent resource where state agency staff can access agent contact information, travel program details, and relevant policy references.
• Notify the state of any planned system changes, outages, or upgrades that may affect service delivery, with reasonable advance notice.