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Your solution for managed travel Webinar March 21, 2013 Tim Hay State of Oregon.

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Presentation on theme: "Your solution for managed travel Webinar March 21, 2013 Tim Hay State of Oregon."— Presentation transcript:

1 Your solution for managed travel Webinar March 21, 2013 Tim Hay State of Oregon

2 Discounted Air Fares Nationwide Vehicle Rentals Nationwide Lodging Services

3 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

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5 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 States with over $250 mil potential spend signed Intent to Participate

6 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)

7 Discounts off of published fares Discounts taken at the time of ticketing Domestic coach fares Performance measures Quarterly reporting requirements

8 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 /

9 Through State (Participant) contracted Travel Management Contractor (Travel Agency) Through the WSCA-NASPO Travel Center

10 All Participating WSCA-NASPO States Any political sub-division with permission from Participating State Participating Addendum Required Additional discount negotiation possible

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12 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

13 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

14 / / Hertz acquired DTG, in discussions to add brands

15 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 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

16 $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

17 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 & Cs 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

18 All Participating WSCA-NASPO States Any political sub-division with permission from Participating State Participating Addendum Required

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20 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!

21 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: ~ Authorized Lodging Provider ~

22 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

23 Best Western ChoiceIHGExtended Stay WyndhamOthers Carlson Rezidor Participating Hotels + Independents Over One Million Rooms

24 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

25 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 doesnt replace any existing individual state lodging programs for in-state lodging. It further extends those programs to a nationwide level.

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27 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 States with over $250 mil potential spend signed Intent to Participate

28 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

29 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

30 $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

31 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.

32 Generic WSCA/NASPO SiteCustom 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

33 Login required for each individual Work is required to create a profile Will review address for government type 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

34 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)

35 Without Contracted TMCWith Contracted TMC Contact US Travel US Travel will provide you with blank PAs 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 PAs 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 PAs from lead state website Contact airline and car rental contractors. Airline contractor will require dedicated ARC and Pseudo City Codes from your TMC Negotiate PAs with contractors Provide signed copies of PAs to lead state and WSCA-NASPO Discounted rates will now available though your TMC Reminder: No PAs needed to only use the lodging program. TMC-GDS form still required to access discounted lodging though TMC booking tool.

36 Tony Fuerte (206) Jeff Haag (866) Dave Leese (541) Sarah Engel (703)

37 Oregon website to contain links to… Price Agreements Original Solicitation Documents Contractors Points of Contact Blank Participating Addendums View these at:

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39 Tim Hay State of Oregon (503)


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