| SCOPE:
The Department of Athletics is a $90 million annual enterprise sponsoring 23 intercollegiate athletic teams with approximately 850 student-athletes. The number of student-athletes and the scope of the financial operation consistently rank among the premier athletic programs in the Big Ten and NCAA. Teams compete against the best intercollegiate athletic teams throughout the country, staff travels on business across the country, and coaches recruit internationally. In order to better service the needs of student-athletes and staff the athletic department began offering in-house travel agent services in 1990. In 1998 the athletic department made use of the in-house travel agent mandatory for its staff and athletic teams.
The athletic department requires use of the in-house travel agency for all airfare for individual business, recruiting, and commercial team travel. Historically team travel requiring use of charter aircraft has been bid under separate annual contract, though options to include charter aircraft will be considered as part of this competitive process. In addition to air travel, athletic department staff have been encouraged, but not required, to use the in-house travel agency for lodging and rental cars. These services and charter buses will also be considered as part of this competitive process. Historically use of the in-house agency for lodging and rental cars has been limited to recruiting travel by our coaches, and business meeting travel for other staff. Because many of our athletic team’s schedules are cyclical, coaches have historically booked team lodging and charter bus service directly with hotels and bus companies that they have frequently used over the years or with hotels and bus companies that have been recommended by the host institutions. It is the athletic department’s belief that this segment of travel, and possibly the addition of charter bus and aircraft, could be significantly increased by the successful vendor through proactive communication and interaction with staff, as well as proof of improved services and cost savings. Additionally, fan travel will also be considered as part of this competitive process. This function has historically been managed by the Wisconsin Alumni Association. |
1. Service Requirements
- The Contractor shall operate a full service travel agency offering allservices commonly provided by travel agencies to athletic departments including but not limited to obtaining waivers for the lowest fares without common stay over requirements, waivers of destination change penalties, credits for returned an unused tickets, reissuance of tickets when fares are decreased, delivery of tickets to recruits, etc.
- The Contractor shall keep the Athletic Department appraised of operating policies, prices, activities, incidents and all other information pertinent to an understanding of the activities of the agency.
- The days and hours of service of the Contractor’s office shall be determined by mutual agreement of the Department of Athletics and Contractor. However, the office must be open a minimum of eight (8) hours per weekday, including coverage over the lunch hour, for all official days of business for the University. Vacation periods should be requested in advance and mutually agreed upon. As a general expectation, Contractor’s staff should adhere to the same office attendance expectations as other University staff. In addition, the Contractor must provide Toll-Free access to an after hours assistance on a 24 hour per day, 365 day a year schedule.
- Contractor shall provide daily ticket deliveries as needed, Monday through Friday.
- Contractor shall provide monthly reports to contract administrator as routinely provided in the industry. In addition, contract must provide the following monthly reports; 1) A summary of total travel booked by the department broken down by type of travel – airfare, lodging, car rentals, etc); 2) A listing by department, by traveler, of all unused tickets held by agency for future use.
- Contractor shall furnish all labor, management, supplies, and equipment necessary for the efficient operation of the travel services included in this Contract.
- Contractor shall be financially responsible for obtaining all required permits (including parking), licenses, and bonds to comply with pertinent Board of Regents, University of Wisconsin System regulations, and municipal, county, state and federal laws, and shall assume liability for all applicable taxes including but not restricted to sales and property.
- Recognizing that successful performance of this Contract is dependent on favorable responses from eligible users, the Contractor shall meet periodically with the Department of Athletics representative to review operations and make necessary adjustments. The Contractor agrees to maintain good public relations with eligible users.
- Contractor agrees that items relative to travel agency services not covered herein may be added by the University to this Contract without voiding provisions of the existing Contract.
2. Personnel, Employment and Staffing
- Contractors shall have in their employ the necessary qualified and competent personnel to provide prompt, efficient, courteous, and quality service to all customers and in accordance with industry standard requirements.
- The Contractor shall appoint a Contract Administrator to consult with the Contract Administrator and the Department of Athletics’ representative on current and future travel service programs and act with full authority on the Contractor's behalf in all matters pertaining to Contract requirements.
- The Contractor, its officers, agents and employees, in the performance of this Contract shall act in the capacity of an Independent Contractor and not as an officer, employee or agent of the University. Contractor agrees that it shall take such steps as may be necessary to ensure that each subcontractor or contractor will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer or partner of the University.
- Contractor shall provide headquarters management staff to routinely review and inspect operations and fill staff vacancies in a timely manner. Contractor shall be responsible for personnel relations of payrolled employees. Contractor shall comply with all applicable government regulations related to employment, compensation and payment of personnel.
- Contractor shall have resources and staff for continually providing sales and destination training and development programs for their employees at all organization levels. Cost of training shall be at the Contractor’s expense.
3. Equipment Requirements
The Contractor shall furnish and install at its expense all equipment and furnishings required to perform under this Contract whether such equipment and furnishing is permanently affixed or moveable. The Contractor shall supply such tools of the trade as are necessary for office operations, including printer and photocopier. All repairs to such equipment and furnishings shall be the responsibility of the Contractor.
Removal of Equipment upon Termination of Contract
- Upon termination or expiration of this Contract, Contractor shall vacate and return the premises to the University in the same condition at the time the Contractor entered the premises, reasonable use and wear expected.
- The University, at its option, may retain intact any leasehold improvements, or require that the Contractor remove such leasehold improvements within fifteen days from the termination of this Contract.
- All equipment and furnishings not removed from the University locations on termination of this Contract after 10 days written notice to the Contractor may be removed and placed in storage by the University. Contractor shall assume all costs of removal, storage and product and revenue loss.
- To ensure the continuation of travel agency services, the Contractor shall honor the University's request to extend the Contract to allow for renovation of space and delivery and installation of new equipment for start of the new Contract at a mutually agreed upon lease rate.
4. Space Use Requirements
Structure
- The University shall provide the Contractor with travel agency office space in the administrative offices located at 1440 Monroe Street (Kellner Hall). Contractor shall occupy and use the said premises only for travel agency services operation.
- The Contractor shall assume the costs of decorating the area including, but not limited to painting, carpet, and wall covering. The plans for such improvement must be approved by the University prior to the commencement of work. The cost for these improvements will be paid by the Contractor.
- The University shall have the right of inspection of all Contractor’s travel service areas. Authorized representatives of the University shall have the full right of access to all areas of said premises at any and all times.
- The University shall have the right of inspection of all travel agency operations. The authorized representative of the University shall have the full right of access to all areas of leased premises at any and all times. Deficiencies may be presented orally or in writing by the authorized representative of the University. Deficiency corrections shall be made by the Contractor in 15 calendar days unless otherwise agreed.
- All attached signage, whether interior or exterior, must be approved by the Department of Athletics’ representative prior to installation and conform in general to building decor and good safety practices.
- The University shall provide custodial service on a schedule normally performed for like space at the University.
Utilities
- Where necessary, utilities shall be brought to the equipment by the University. Contractor shall be responsible for paying connection costs for all phone installations and service, and shall pay for all local and long distance charges, including computer and facsimile connection circuits.
- Contractor agrees to exercise care to keep energy use to a minimum and comply with established energy conservation practices, regulations and policies and endeavor to conserve the use of energies.
Security
- The University will provide Contractor with keys required for access to service areas. Contractor is responsible for control of keys obtained from the University and for maintaining the security of locked areas. Contractor's employees shall not admit anyone to areas controlled by a key in their possession. Contractor shall be responsible for immediate reporting to Facilities Manager all the facts relating to losses incurred, equipment damage or break-ins to their equipment and areas of the University.
- No building keys may be copied. If keys are lost, Contractor shall be responsible for the total cost of rekeying and replacement of all affected University locks and keys.
- Contractor is responsible for the purchase of padlocks and other security devices, which may be required by the Contractor to further ensure revenue, product or property.
5. Compliance Training
Because UW Madison is bound by the rules and regulations of the National Collegiate Athletic Association (NCAA), many travel arrangements made by personnel within the Athletic Department may have compliance rules relating to that travel. Contractor's key personnel assigned to the daily operations of the Athletic Department's travel agency office must participate in annual NCAA compliance training offered by the Compliance Office in the Athletic Department. |
