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NO. 8,322
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A CONTRACT WITH WORLD WIDE TRAVEL
AGENCY FOR AIR AND OTHER BUSINESS TRAVEL SERVICES
FOR VARIOUS CITY DEPARTMENTS.
221
WHEREAS, a Request for Proposal was issued for a contract
to provide air and other business travel services to various City
departments; and
WHEREAS, the selection committee appointed to review the
proposals has selected World Wide Travel Agency as the provider
for all air travel and any lodging or car rental not pre- arranged
by conferences or seminars.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
THE CITY OF LITTLE ROCK, ARKANSAS:
SECTION 1: The City Manager is hereby authorized to
execute a contract with World Wide Travel Agency for air and other
business related travel services for various City departments in
an amount not to exceed the budget.
ADOPTED: June 19, 1990
ATTEST:
CI CLERK rAA CZECH
FAUU010 17M 010 ?1 111
101140 1
APPROVED:
MAYOR F OYD G. VILLINES, III
O-/
PURCHASING FACT SHEET
BID NO: 0295 DATE OPENED: 5 -18 -1990
DEPARTMENT: VARIOUS
DESCRIPTION: TRAVEL SERVICES
FUNDING: STREET /GENERAL
ACCOUNT NUMBER: VARIOUS - 6050
APPROPRIATION OR TRANSFER REQUIRED: NONE
ACCOUNT AVAILABILITY: $132,000 FOR TRAVEL AND LODGING
AMOUNT OF PURCHASE: $50,000 ESTIMATED FOR AIR TRAVEL
SUGGESTED AWARDEE: WORLD WIDE TRAVEL
LITTLE ROCK, AR
n
RECOMMENDATION AND DISCUSSION: See attachment
223
RECOMMENDATION AND DISCUSSION:
Proposals were issued to thirty -six area travel companies seeking
an exclusive provider for the City's travel requirements. Four
companies responded and their proposals were evaluated by a
committee comprised of Jerry Paul, Purchasing Agent, Gary Davis,
Director of Accounting & Reporting, Capt. Randy Reed, Captain of
the Patrol Division, LRPD, Hallie Simmons, Little Rock Convention
Bureau, and Terri Quinn, Little Rock Convention Bureau. The
committee recommends that the City award a contract with World
Wide Travel. The contract will require the City to exclusively
use World Wide for all air travel and any lodging or car rental
not pre - arranged by conferences or seminars. In return, World
Wide will book all-of the City's air travel at the lowest air
rates available, provide requested reports, deliver tickets,
arrange for lodging and car rentals and guarantee the City a
discount of at least one percent on our purchases. It is
estimated that the City will expend $50,000 annually on this
contract. It is also recommended that upon City Managers
approval this contract be renewable for two additional years.
The recommendation to contract with a sole travel service
provider is justified for the following reasons:
1) The contractor selected has available state of the art
equipment which will always assure the City that the 1pwest
possible rate will be available. In lieu of individual
"Frequent Flier" objectives the City will be able to take
advantage of all discounts, credits, and package -deal
offerings which will minimize our travel cost.
2) Credits to the City for air fare alone will be approximately
$500.00.
3) "Perks" available for the City and the traveler include
$200,000 in no -cost travelers' insurance, one -day free
parking at the Little Rock Municipal Airport and the
recommended contractor will offer their services to City
employees for personal travel.
4) The contractor provides for immediate confirmation and
complimentary ticket delivery guaranteed by 1:00 P.M. and
5:00 P.M. or picked up at the airport in the case of an
emergency.
5) Perhaps the most important advantage will be the "tailored"
automated reports the contractor will supply the City. The
bid requires the provider to work with the Finance
Department to establish cost centers for more detailed
travel reporting. This service will be provided by the
contractor as per our terms freeing time for the Accounting
Division.
6) Having one contractor will better enable the City to.educate
them as to our travel procedures and guidelines. We can
require the contractor to stay within our parameters and
objectives of our travel policies when working with the
various departments.