Loading...
Exhibit 1 - Agenda Information SheetCity of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: July 21, 2020 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Collette Travel Services, Inc., for professional group travel booking of recreational extended trips offered through Parks and Recreation; providing for the expenditure of funds therefor; and providing an effective date (RFP 7277 – awarded to Collette Travel Services, Inc., for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $800,000). INFORMATION/BACKGROUND The Parks and Recreation Department’s Denton Senior Center has organized and offered annual and bi-annual trips as part of its programming for the past 23 years. Trips are 8-10 days long with 40-50 participants in each trip. Past trips were primarily bus tours. Feedback from participants showed trips of this kind were too long for the mode of transportation being used and many indicated a desire for a variety of travel options that included shorter trips over extended weekends, cruises, and international travel. Historically, the registration fees paid by the participant covered 100% of the travel costs. Travel companies provide a comped fare for chaperones based on the number of participants attending. The chaperones usually consist of one exempt staff and one background checked volunteer. An added percentage to the registration fee generated and average of $3,000 in revenue which was used to offset administrative costs and chaperone expenses such as meals. By contracting with Collette Travel Services, Inc., the need to pass on a fee increase to the participants is reduced as the company pays a commission back to the coordinating entity which will continue to cover internal expenses. Parks and Recreation staff will work with the travel agency to set an initial registration deadline and collect all deposits and cancellation insurance premiums. Once the minimum number of participants is reached, the trip will be confirmed, and initial fees will be paid to the travel company. If the minimum registration is not met, the trip will be cancelled, and no funds will be dispersed to the travel agency. Travel protection will be built into the stated fee for travel as part of the program. Payment of a Per Person Travel Protection Plan Fee guarantees a full refund of all payments (including deposit), except the Travel Protection Plan Fee itself, made to the agency for travel arrangements in case of cancellation for any reason prior to the day of departure. Parks and Recreation has been working on this bid process for 18 months. This was the third process in which the department has worked to achieve quality bids. A typical bid process takes approximately 3 months. Realizing that travel is restricted at this time due to COVID-19, Parks and Recreation is recommending this contract be approved so the procurement process will be complete, and the contract will be in place when programs resume at the appropriate time. Requests for Proposals for six (6) sample trips were sent to over 277 prospective suppliers for these services. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Suppliers were informed that contracts may be awarded in sections as necessary to meet the variety of trip options requested. Four (4) bids were received and evaluated based upon published criteria including compliance with specifications, probable performance, and price. Based upon this evaluation, a combination of two vendors Collette Tours and Braxdale Travel were determined to be the best overall value for the City. Collette Tours ranked highest (1) for their ability to provide a variety of travel options including air travel, international travel, and cruises with a substantial itinerary and travel perks. However, Collette does not provide bus tour packages which are necessary to provide a variety of trip options to meet the recreation and financial needs of senior participants. The selection committee is recommending a separate vendor for bus tour options. A BAFO was not requested from suppliers for this contract because all bids were based on sample trips and will fluctuate based on a variety of factors. It is not possible to give an exact price for trips at this time because destinations will be selected by popular interest from our members and exact itineraries will be determined at the time of booking. The contract recommended not-to-exceed amount of $800,000 is based on estimated pricing of up to 50 participants per trip at approximately $2,000-$5,000 per participant depending on exact travel destination, itinerary selected, and fluctuation in travel rates. NIGP Code Used for Solicitation: 961-(Service Only)-Miscellaneous Services, No. 1 (Not Otherwise Classified) Notifications sent for Solicitation sent in IonWave: 277 Number of Suppliers that viewed Solicitation in IonWave: 13 HUB-Historically Underutilized Business Invitations sent out: 20 SBE-Small Business Enterprise Invitations sent out: 104 Responses from Solicitation: 4 RECOMMENDATION Award a one (1) year service contract with the option to renew for up to four (4) additional one-year periods to Collette Tours for professional booking of international, air, and cruise travel for recreational extended trips offered through Parks and Recreation in a not-to-exceed amount of $800,000. PRINCIPAL PLACE OF BUSINESS Collette Travel Services, Inc. Pautucket, RI ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from the Recreation Fund by way of program registration fees. The City will only pay for services rendered and is not obligated to pay full contract amount. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Megan Thomas, 940-349-7752. Legal point of contact: Mack Reinwand at 940-349-8333.