TRAVEL AGENCY PARTNERSHIP

WINSTON SALEM/FORSTH COUNTY SCHOOLS REQUEST FOR PROPOSAL RFP 260-02172024-90215 TRAVEL AGENCY PARTNERSHIP CLICK TO PRINT FORM The Winston Salem/Forsyth County School District is formally requesting proposals from qualified travel agencies to provide comprehensive travel services for our district. We are seeking a reputable and experienced travel agency to assist our staff and students with travel arrangements for various educational and extracurricular activities. Background information: Winston-Salem/Forsyth County Schools serve more than 53,000 students in Pre-K through Grade 12 with the goal of providing a quality education for each child. The school system has 42 elementary schools, 15 middle schools, and 16 high schools. Eight specialty schools bring the system-wide total to 81. Typical travel mostly involves conferences for employees in the continental United States. Scope of Work: The selected travel agency will be responsible for providing the following services: Booking,

payment, and managing airfare, ground transportation, and accommodation for school related trips and activities. We utilized a Purchase Order process with ACH payments. Please describe how this could work with your company without using a district credit card. Ensuring cost effectiveness and compliance with the school district’s travel policies and budgets. Providing 24/7 emergency support for travelers. Managing changes, cancellations, and refunds as necessary. Keeping records of all travel-related expenses and providing regular reports to the school district. Proposal Submission: Interested travel agencies are invited to submit their proposal in response to this RFP by March 28, 2024, by 2:00 pm. Proposals should be submitted electronically to jwmann@wsfcs.k12.nc.us, John Mann Jr., Director of Procurement Services, with the subject line Travel Agencies Service Proposal- Winston Salem/Forsyth County Schools. The service would begin on July 1, 2024, through June 30, 2025, and would be renewable if agreed with both parties for three additional one-year period. Evaluation Criteria: Proposals will be evaluated based on the following criteria: Experience and track record in providing travel services to educational institutions. 20 points Competitive pricing and cost-effective solutions. 15 points Quality of customer service, including responsiveness and availability. 20 points Ability to meet the specific needs and preferences of Winston Salem/Forsyth County Schools. 15 points References and recommendations from other clients, preferably educational clients. 10 points Ability to utilize an internal payment process while working with our Purchase Order System. 20 points Timeline: Proposal submission must be sent to jwmann@wsfcs.k12.nc.usby March 28, 2024, at 2:00 pm. Proposal evaluation period. The Evaluation Committee will review proposals and select one by April 19, 2024, or sooner. Notifications of selected travel agency: When/if a travel agency is selected, we will notify the agency by April 26, 2024, or sooner. Contact Information: For questions or clarifications regarding this RFP, please contact John Mann Jr, Director of Procurement Services at jwman@wsfcs.k12.nc.usor 336-748-4005. We appreciate your interest in providing travel agency services to Winston Salem/Forsyth County Schools, and we look forward to receiving your proposal. Thank You for your time and consideration.