Travel Management Services & On-site Travel Agent for Athletics
| Agency: | Nevada Government eMarketplace (NGEM) |
|---|---|
| State: | Nevada |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD18750907909645674 |
| Posted Date: | Mar 12, 2024 |
| Due Date: | Apr 16, 2024 |
| Solicitation No: | RFP 871-CB |
| Source: | Members Only |
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Bid Information
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Contact Information
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Bid Attachments
| File Name | Description | File Size | ||||
| ||||||
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RFP 871-CB Travel Management Services & On-Site Travel Agent.pdf |
RFP Bid Document | 6.19 MB | ||||
Attachment Preview
UNLV RFP 871-CB
BUSINESS CENTER SOUTH
THE NEVADA SYSTEM OF HIGHER EDUCATION (“NSHE”), ON BEHALF OF
THE UNIVERSITY OF NEVADA, LAS VEGAS (“UNLV”)
REQUEST FOR PROPOSAL NO. 871-CB FOR TRAVEL MANAGEMENT
SERVICES AND ON-SITE TRAVEL AGENT FOR ATHLETIC TEAMS TRAVEL
(“RFP”)
RELEASE DATE:
Tuesday, March 12, 2024
LAST DAY FOR QUESTIONS:
Thursday, March 21, 2024 5:00 P.M. PST
LAST DAY FOR ADDENDA :
Thursday, March 28, 2024
OPENING DATE, TIME and LOCATION:
Tuesday, April 16, 2024 3:00 P.M. PST
Bids are opened electrionically in UNLV
NGEM System
PUBLISHED:
Las Vegas Review-Journal
March 12, 2024
Proposals, subject to the terms, conditions and specifications herein stipulated and/or attached hereto, will
be publicly opened as stated above. All Proposals must be received on or before this date and time to be
considered.
Proposals must be submitted through the NGEM, Nevada Government eMarketplace at www.ngemnv.com.
Please submit any questions or requests for additional information through the NGEM question tab or via
e-mail to the following Designated Contact at the e-mail address below:
Constance Montague Butts, Senior Purchasing Analyst
constance.butts@unlv.edu, with a copy to purchasingunlv@unlv.edu
Phone (702) 895-2807 or (702) 895-3521
Fax: (702) 895-3859
All correspondence should note the RFP number in the subject line.
Page 1 of 45
UNLV RFP 871-CB
TABLE OF CONTENTS
SECTION A:
SECTION B:
SECTION C:
SECTION D:
SECTION E:
Attachment 1:
Attachment 2:
Attachment 3:
EXHIBIT A:
EXHIBIT B:
General Provisions
Proposal Preparation and Submission Instructions
General Terms and Conditions
Scope of Work/Specifications
Sample Certificate of Insurance
Pricing Response Form
RFP Response Form
List of Subcontractors/Tier 2 Suppliers
Form Contract
Draft Facility Use Agreement
Description Of Premises
Rules & Regulations
PAGE
3
5
12
16
22
23
24
25
27
38
Page 2 of 45
UNLV RFP 871-CB
SECTION A
GENERAL PROVISIONS
The University of Nevada Las Vegas (UNLV) invites interested parties to submit a Proposal for Travel
Management Services. Please read carefully all instructions, general terms and conditions, purchase order
terms and conditions, scope of work and/or specifications, Pricing Response Form, RFP Response Form,
sample insurance if applicable, and Minimum Contract Terms, if applicable. Failure to comply with the
instructions, terms and conditions, scope of work and/or specifications, of the RFP may result in your
Proposal being declared non-responsive.
UNLV is located in the city of Las Vegas and is emerging as a premier urban university. UNLV currently
has over 220 undergraduate, masters, and doctoral degree granting programs and serves approximately
28,000 students. Additionally, there are approximately 3,000 faculty and staff. The University’s 340-acre
campus is located in the southeast part of the City, near the McCarran International Airport and the Las
Vegas Strip.
1. DEFINITIONS
a. “Addendum” (“Addenda” for the plural) means a written document issued by UNLV prior to
submission of Proposals in order to clarify or otherwise modify the RFP Documents.
b. “Affiliate” means an entity that controls, is controlled by, or is under common control with
the Company.
c. “Company” agmeans the legal entity of the applicable Proposer, whether a sole
proprietorship, corporation, limited liability company, partnership, or other legal entity, and
any person(s) acting on behalf of such entity.
d. “Contract” means the final agreement with the Successful Proposer, inclusive of all
documents incorporated by reference therein.
e. “Contractor” means the Successful Proposer who enters a Contract with UNLV and is
issued a Purchase Order.
f.
“Designated Contact” means the person indicated on page 1 of this RFP, the Director, or a
person designated by either, as applicable.
g. “Director” means the University of Nevada, Las Vegas Executive Director of Purchasing
and Contracts.
h. “NGEM System” refers to Owner’s electronic bidding system, the Nevada Governmental
eMarketplace. This is a web-based system that provides RFP Documents electronically to
potential Proposers and forms the pathway for interested Proposers to submit Proposals
electronically in response to advertisement and RFP. The term “electronic proposal” means
the Proposers’ electronic response submitted on the electronic proposal to the Owner by
way of the NGEM System. The term “electronic proposal” also describes the process to
submit an authorized proposal electronically to Owner in response to an RFP via the NGEM
System.
i.
“Opening Date” means the date and time of opening as set forth on page 1 of this
document.
Page 3 of 45
UNLV RFP 871-CB
j.
“Owner” or “UNLV” means the Board of Regents of the Nevada System of Higher Education
(“NSHE”), on behalf of the University of Nevada, Las Vegas (“UNLV”).
k. “Proposal” means the RFP Proposal Forms and all other materials submitted by Proposer
in response to this RFP.
l.
“Proposer” means any party submitting a response to this Request for Proposal.
m. “Protestor” means a Proposer filing a protest in compliance with the RFP requirements.
n. “Release Date” means the date of issuance of an RFP Document.
o.
“RFP Documents” means the RFP, Exhibits thereto, the RFP Proposal Forms, and each
Addendum.
p. “RFP Proposal Forms” means the Pricing Response Form, the RFP Response Form, and
the list of Subcontractors/Tier II Suppliers.
q. “Successful Proposer(s)” means the most responsible and responsive Proposer(s) to
whom UNLV has authorized the award of the Contract.
r.
“Supplier” means a Company that registers in the NGEM System.
s. “Terms of Use” means the NGEM System terms and conditions of access and use.
t.
“UNLV Purchasing” means the UNLV Department of Purchasing and Contracts.
2. ACCESS AND USE OF THE NGEM SYSTEM.
a. The NGEM System may be accessed from www.ngemnv.com. Prior to accessing the NGEM
System, a potential Proposer MUST register as a Supplier by clicking on the Supplier
Registration link and completing the registration form. There is no cost to register or to use
the NGEM System.
b. Use of the NGEM System is conditioned upon Proposer’s acceptance of the Terms of Use.
c. Once registered, Suppliers will receive emails notifying of solicitation opportunities.
Downloading any project bid data will automatically place the Proposer’s contact information on
the proposer’s list and the NGEM System will automatically send any and all updates, changes
or Addenda associated with that project.
d. Questions regarding use of the NGEM System should be directed to the Designated Contact.
Page 4 of 45
UNLV RFP 871-CB
SECTION B
PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
1. SUBMISSION
a. Proposers must use the NGEM System for the purpose of submitting Proposals and must
complete all required fields. Please refer to Section A, subsection 2 for details regarding
access and use of the NGEM System.
b. An electronic Proposal can only be submitted through the NGEM System. The RFP
Documents can be printed for Proposer’s use, but an electronic Proposal MUST be
submitted through the NGEM System. Follow the directions and requirements available
online.
c. Proposals must be submitted electronically no later than the Opening Date. Proposals may
not be submitted after the Opening Date, and the server clock will govern. Proposals will be
publicly opened and read aloud immediately after the Opening Date at the location specified
above. Proposers are solely responsible for the timely delivery of Proposals.
2. GENERAL
a. Proposers are expected to examine all RFP Documents. Failure to do so will be at the
Proposer’s risk. Each Proposer by submitting a Proposal represents that: (i) Proposer has read
and understands the RFP Documents and asserts that its Proposal is made in accordance
therewith and shall be considered a firm offer for a period of 120 calendar days following the
Opening Date or conclusion of interview, if applicable; and (ii) prior to submission of the
Proposal, the Proposer shall ascertain that it has received all Addenda issued and shall
acknowledge receipt of each Addendum by completing the acknowledgment space provided on
the applicable RFP Proposal Form.
b. If it becomes necessary to revise any part of this RFP, an Addendum will be posted on
www.ngemnv.com and available for all Proposers to download. UNLV is not bound by any oral
representations, clarifications, or changes made in the written specifications by UNLV
employees, unless such clarification or change is provided to Proposer in an Addendum.
c. All Proposals shall be typed in a font no smaller than 10 points on 8 ½” x 11” paper bound with
tabbed dividers labeled by section to correspond with the evaluation information requested.
d. Prices shall be submitted as requested in this RFP. When units are identified, the price for each
unit shall be shown. All prices shall include packing unless otherwise specified. A total shall be
entered in the amount column for each item. In case of error in extension of price, the unit price
will prevail.
e. Alterations, modifications or variations may not be considered unless authorized by this RFP or
by an Addendum.
f. When not otherwise specified, Proposer must definitively state time of proposed delivery. Days
must be calculated in consecutive calendar days.
g. All equipment or supplies shall be new, and of the manufacturer’s current model unless
specified herein.
h. Proposers shall take no advantage of any apparent error or omission in the RFP Documents. In
the event a Proposer discovers such an error or omission, lack of clarity, or other irregularity,
Page 5 of 45
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