Kaliska King, OPBC, CPPB Oregon PURCHASING DIVISION

1. Kaliska King, OPBC, CPPBOregonPURCHASING DIVISION Travel Management Services

2. Sourcing Team Utah Tami Nelson Alaska Matt Pegues New York Mark Milstein Louisiana Shelita Woods Ohio Jennifer Shafer NevadaMarcy Troescher Tim Hay, NASPO ValuePoint

3. Purpose To establish a Master Services Agreement for Travel Management Services: • State governments (including departments & agencies) • Institutions of higher education • Political subdivisions (i.e., colleges, school districts, counties, cities, etc.) • The District of Columbia & territories of the United States • And other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

4. Benefits of Agreement

5. Choice of Booking Tool Platforms By

6. RFP Process

7. RFP Process continued • 8 Proposals Received and Evaluated in Round 1 • 4 Proposals were moved to Round 2 • 1 Vendor awarded

8. Evaluation Criteria Evaluators assigned a score for each criterion between 0 and 5, with 0 = Response of no Value and 5 = Outstanding Technical Criteria • Round 1 Evaluation Catagories: • Company History/Experience • Additional Travel Related Services Available • Implementation/ Onboarding • Program Management • Program Outreach • Round 2 Evaluation Catagories: • Presentation and Demonstration • Cost submission

9. Scope of Services • Travel Management Services: Full reservation services for domestic and international travel including ticketing and fulfillment of travel reservations for all commercial modes of travel, via an online booking tool and full service agent services, including but not limited to: • Travel • Airfare reservations and booking • Lodging Services • Car rental reservations • Booking • Other • Additional Travel Management Services • Additional related travel services

10. Contract Pricing Service per transaction: Vendor Fee: Full service agent service: $20.00 Online transaction: Concur: $5.00 NuTravel: $6.00 Get There: $4.00 Lightning: $4.00 After Hours Fee: No Charge Hotel only booking via Agent: $6.00 Hotel only booking via online: Online booking fee Car Rental Booking via agent: $6.00 Car Rental Booking via online: Online booking fee Hotel and Car only booking via agent $6.00 Hotel and Car only via online: Online booking fee Optional Additional Service(s) and Fees: Vendor Fee: Online Direct Connect: $6.00 Vpay Client CC $6.00 VPay TMC CC $10.00 (Limited to State of Ohio only) Trondent Pre-Trip $1.00 Smart No Charge Smart Pre-trip (online only) $6.00 Smart Bill No Charge Any and all taxes that may be applicable under federal or state government regulations from time to time shall be additional to the above rates.

11. Awarded Vendor Tony Fuerte (206) 674-4438 Tony.fuerte@travelctm.com http://us.travelctm.com/naspovp/

12. About Corporate Travel Management • Founded in 1994 • Locations across the US and the world • 20 US offices covering all major time zones • 2,200 employees • Focused on customer service “We believe that to be great globally, we simply must be great locally… over and over and over again. Our unique approach to deliver personal service worldwide means that we can deliver in-country, customized services in every region, accommodating around a “one-size-fits-all” offering.”

13. Questions? Contract Lead: Kaliska King, OPBC, CPPB Oregon Phone Number: 503.378.5332 Email: Kaliska.King@Oregon.gov

14. Participating Addendum PROCESS

15. PA Process All 50 states and The District of Columbia have Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement

16. Participating Addendums • Through the Participating Addendum States/Entities may: • Include their own State Administrative Fee • Include required (unique) terms and conditions • Identify options for States or their political subdivisions • Request state-specific reporting or other requirements • Travel per diem must be negotiated with each contractor and written into the PA.

17. Opportunities for Participation Three Options for Participation State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.

18. Participation Opportunity #1 • Step by Step: • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.

19. Participation Opportunity #2 • Step by Step: Same Process as Opportunity #1 • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.

20. Participation Opportunity #3 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org An email request should be sent to info@naspovaluepoint.org from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to entity for signature . Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

21. PA Process Flow Chart

22. State Executed vs Polysub Executed PA’s If a state has executed a Participating Addendum that allows for Political Subdivision’s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.

23. Things to Remember • Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio. • Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. • Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org • The Lead State and NASPO ValuePoint do not get involved with negotiations. • Only submit completed and negotiated PA’s with signatures from both parties. • Submit completed PA’s in PDF Format.

24. Tim Hay NASPO ValuePoint Cooperative Development Coordinator THay@NASPOValuePoint.org 503.428.5705 * NASPO ValuePoint Point of Contact for these Master Agreements. Thank You Contact the Lead State or our NASPO ValuePoint Cooperative Development Coordinators if there are any questions about our expectations!