Your solution for managed travel Webinar March 21, 2013 Tim Hay State of Oregon.
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WSCA-NASPO Travel Services Your solution for managed travel Webinar March 21, 2013 Tim Hay State of Oregon
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Transcript of Your solution for managed travel Webinar March 21, 2013 Tim Hay State of Oregon.
WSCA-NASPO Travel Services
Your solution for managed travel
WebinarMarch 21, 2013
Tim HayState of Oregon
Covering all aspects
DiscountedAir Fares
Nationwide
VehicleRentals
NationwideLodgingServices
Sourcing Team Tim Hay, Oregon – Lead State Tami Nelson, Utah Lenora Kingston, Colorado Marcy Troescher, Nevada Jason Soza, Alaska Melissa Hernandez, Texas Doug Richins, WSCA/NASPO
WSCA-NASPO Travel Sourcing Team
Nationwide Discounted Air Fare
Fully compliant with Oregon Law RFP Release Date – October, 2012 Pre-Proposal conference with vendors
October 29, 2012◦ Delta, Southwest and US Airways participated
Proposal Due Date – December 19, 2012 Single Step Evaluation by Sourcing Team Contract Start Date – February 2013
Procurement Process28 States with over $250 mil potential spend signed Intent to Participate
Pricing – 70% Technical & References 30%
◦ Number of locations airport served◦ Waived fees for:
Baggage Premium seating
◦ International discounts◦ Entire coach class discounts◦ Other incentives (Solution funds)
Evaluation Process
Discounts off of published fares
Discounts taken at the time of ticketing
Domestic coach fares
Performance measures
Quarterly reporting requirements
Discounted Air Fares
Discounts off all markets “Business Select” and “Anytime” - fully refundable
Discounts off all markets “Wanna Get Away” within 0-7 days advance purchase – non refundable◦ Refer to Master Price Agreement for discount rates and fare
codes. Discount rates are market specific
◦ Example- Oregon all PDX fares, Texas, all airports SW provides service from.
No Baggage Fees and Change Fees
Discounted Air Fares
/
Through State (Participant) contracted Travel Management Contractor (Travel Agency)
Through the WSCA-NASPO Travel Center
How to access
All Participating WSCA-NASPO States Any political sub-division with permission
from Participating State Participating Addendum Required
◦ Additional discount negotiation possible
Who Can Use
Nationwide Vehicle Rentals
Fully compliant with Oregon Law RFP Release Date – June 3, 2009 Pre-Proposal conference with vendors June 24,
2009◦ Avis/Budget, Budget Truck, Enterprise/National,
Hertz Proposal Submittal Date – August 3, 2009 Proposals Received from 2 Proposers Single Step Evaluation by Sourcing Team Contract Start Date – October 19, 2009 Renewed to October 18, 2015
Procurement Process
Evaluation Process Pricing – 60% Technical & References 40%
◦ Number of locations (airport & neighborhood)◦ Contract adherence at all locations◦ Roadside assistance◦ International services◦ Greening initiatives◦ One way rental options◦ Other convenience options
Contractors
/
/
Hertz acquired DTG, in discussions to add brands
Over 5000 neighborhood locations
222 Airport Locations
We pick you up Month or More
Rental Plan Several cities with
differential fees Hourly rental
program: WeCar
Key Elements of Each Brand
•229 Airport Locations
•Insurance included in International Rentals
•Touch Screen rental Kiosks
•No one way surcharges that exceed 500 miles in certain zones
•Several small cities with differential fees
• 217 Airport Locations
• 1574 Neighborhood locations
• Very few city differential fees
• Hourly rental program: Hertz on Demand
• Free roadside assistance with AAA
• One Trip Travel Order
$1 Million Liability Protection Full loss/damage waiver protection Roadside assistance Direct billing options One-Way rentals up to 500 miles at no additional cost Short term and long term options Full Selection of vehicles, including hybrids Travelers can choose either Contractor (the three
brands) who best meets their needs Price Agreements valid for three years with options
to extend an additional 7 years for a total of 10 years All WSCA-NASPO Terms and Conditions apply
Key Elements of Price Agreements
Through States Travel Agencies Through WSCA-NASPO Travel Center Through Contractors Web Sites Through Contractors Toll Free Numbers At Contractors Branches
State rates are tied to a corporate ID or account ID number that travelers will reference when reserving vehicles. All of the rate and T & C’s are tied to the ID.◦ Payment made using credit card or direct bill.
Participating states may choose whether to have direct billing options through Participating Addendum
◦ Other billing/payment options also available CRBTA One Trip Travel Order
How do travelers book
All Participating WSCA-NASPO States Any political sub-division with permission
from Participating State Participating Addendum Required
Who Can Use
Nationwide Lodging
Nationwide Lodging Program◦ Over 11,000 qualified lodging facilities nationwide
that will honor GSA Per-Diem Rates for State and Political Subdivision employees travelling on business.
◦ Access over 1,000,000 rooms◦ Received national award for excellence in
procurement!
WSCA/NASPO Lodging
● Developed a qualified list of properties;● National chains oversee individual
properties;─ If property agrees to terms, it will be included
● National chain provides an excel spreadsheet;
─ Lists properties that agree to the WSCA terms• Independents can participate also● No formal Price Agreements are signed● No Participating Addendum used ● National Chain Issued a Certificate as an:
Request for Qualification
~ Authorized Lodging Provider ~
● Property must offer at or below per-diem rates for State and political subdivision employees
● Is not allowed to pre-charge for rooms● Will accept reservations through travel
agencies, toll free number and website● Will rent to 18 years and older● Encourages last room availability and no
black out dates● Accepts all major credit cards. Individual
properties may establish direct billing options
RFQ Terms and Conditions
Best Western
Choice IHG Extended Stay
Wyndham Others
Carlson Rezidor
~ Over 11,000 individual properties representing 50 chains ~
Participating Hotels
+ Independent
s
Over One Million Rooms
WSCA-NASPO rates are accessible through the WSCA-NASPO Travel Center
WSCA-NASPO rates will also be accessible through State travel agencies using a special Global Distribution System (GDS) Code
–States will need to complete a Travel Agency GDS form in order for their travel agency to have access to the WSCA-NASPO rates.
WSCA-NASPO rates are accessible on the hotels website or phone number using the corporate ID
Access to WSCA/NASPO rates
● Any public employee while on official government travel status
● Open to all States and their qualifying political subdivisions
● No Participating Addendum or additional terms
This program doesn’t replace any existing individual state lodging programs for in-state lodging. It further extends those programs to a nationwide level.
Who Can Use
WSCA-NASPO Travel Center
Fully compliant with Oregon Law RFP Release Date – June 15, 2012 Pre-Proposal conference with vendors June
27, 2012 and August 6, 2012 Proposal Due Date – August 28, 2012 Three Proposals received Single Step Evaluation by Sourcing Team Contract Start Date – October 2013
Procurement Process28 States with over $250 mil potential spend signed Intent to Participate
Real time reservation & booking tool that has access to all WSCA-NASPO Travel Agreements
Individual (Traveler) logins for each user tied to state profile
States can configure for their own needs through the login◦ Limit access to certain agreements◦ Different rate structures◦ Different policies
Functionality
Master Service Contract with:
Powered by:
Interface is modeled after:◦ Concise, easy to read formats◦ Visually appealing color schemes◦ Streamlined booking functionality◦ Corporate branding & messaging
Convergence of business and personal travel features◦ City information◦ Directions & maps◦ Activities & Events◦ Dining
Technology
$5.00 per transaction for any hotel booking $6.00 per transaction for air only or air
combined with car, hotel or both WSCA-NASPO Paying the fees up to the first
$50,000 to develop the WSCA-NASPO Lodging program
Banner ads on site to offset higher transaction fees on the WSCA-NASPO Lodging generic site
Online Rates
Hotel and Car Only - $10.00 Domestic Air Only - $20.00* International Air - $20.00** After Hours - $25.00 *please note domestic and international air fee
includes car and hotel **based on 4 segment itinerary. Complex
international trips potentially incur additional fees.
Agent Assisted Rates
Generic WSCA/NASPO Site Custom State Site
•Access to Generic WSCA/NASPO Rates•Traveler level Login•No customization •No State level Admin Fees•No reporting•No Participating Addendum required
WSCA/NASPO Lodging Only
•Access to State level Rates (PA Level rates & admin fees)•Traveler level login•Customization allowed by state
• Limit access to certain agreements
• Apply State policies•Traveler level reporting under State profile•Multiple traveler use •Tracks unused tickets at traveler level•Requires Participating Addendum•Minimum commitment
• 500 transactions per year or $50.00 monthly maintenance fee
Two levels of use available
Login required for each individual Work email is required to create a profile
◦ Will review email address for government type email “state.or.us” “wa.gov” “chemeketa.edu” “cityofalbany.net”
“.org”
◦ Prevents unauthorized use by general public Travel center will maintain individual profile
information Profile information can be tied to state
policies if participating addendum is signed
Access to site
Configurable: Any State and their poly subs◦ Access through individual level login◦ Configuration to entity requirements◦ Participating Addendum Required (Air, Car, Lodging)
Non-Configurable: Any State and poly sub ◦ Access through individual level login◦ No configuration possible◦ No Participating Addendum required (Lodging Only)
Who Can Use
www.wscatravel.comwww.wscatravel.orgwww.wscalodging.org
Without Contracted TMC With Contracted TMC
•Contact US Travel• US Travel will provide you with
blank PA’s for them and airline and car rental contractors
•Negotiate PA with US Travel•Provide signed copies of US Travel PA to Lead State and WSCA-NASPO•Negotiate PA with airline and car rental contractors•Provide signed copies of PA’s to US Travel, Lead State and WSCA-NASPO•US Travel will establish profiles in the booking tool, implement use and provide training on how to use it
•Obtain blank PA’s from lead state website •Contact airline and car rental contractors.•Airline contractor will require dedicated ARC and Pseudo City Codes from your TMC•Negotiate PA’s with contractors•Provide signed copies of PA’s to lead state and WSCA-NASPO•Discounted rates will now available though your TMC
Steps involved
Reminder: No PA’s needed to only use the lodging program. TMC-GDS form still required to access discounted lodging though TMC booking tool.
Contractors P.O.C.
Tony Fuerte(206) [email protected]
Jeff Haag(866) [email protected]
Dave Leese(541) [email protected]
Sarah Engel(703) [email protected]
Oregon website to contain links to…◦ Price Agreements◦ Original Solicitation Documents◦ Contractor’s Points of Contact◦ Blank Participating Addendums
View these at: http://wsca.oregon.gov
Where’s the Info
Questions
• Tim HayState of Oregon(503) [email protected]
• www.wscatravel.com• http://wsca.oregon.gov
Thank you for your time today
