Travel Management Services

OBJECTIVE The Councils request proposals from travel agencies to provide high quality Travel and Related Services, as outlined in this Request for Proposals (RFP), at competitive rates to the Agencies. BACKGROUND This RFP is for the acquisition of travel and related services for the Agencies with the primary user being the Meeting and Travel and Planning Services team (MTPS). Peer Review committees perform important work for Canadians, including reviewing Grant proposals. Most committee work takes place in Ottawa, however, committees travel within Canada or internationally on occasion. These trips can occur on short notice and can have a variety of complex logistical details. As these trips can be of an ad hoc nature, there is no guarantee of the number of destinations, travelers, or amounts to be spent per fiscal year. For committee travel, it is estimated that there will be 200 meeting requests per year with on average 10 travelers per meeting, therefore it is estimated there will be 2000 travelers per year. Occasionally, there may be the need to book hotels or ground transportation through the travel agency. Peer Review committees require the support of a travel agency, as travel is often booked on short notice and often requires multiple changes leading up to departure and during the travel. It is also very important to have 24/7 access to an agent in cases of emergency.