00011458 - Travel Management Services

This Request for Proposal (RFP) is being issued by Ornge for their Travel Management Services Program.
Ornge is an aviation company and a mobile base hospital healthcare organization, regulated Federally and Provincially in Ontario.  Ornge provides air and land ambulance services under an agreement with the Ontario Ministry of Health.  Additional information about Ornge is available at: www.ornge.ca
Ornge has a requirement for commercially available travel management services. These services must include the related travel services, travel services maintenance and support and documentation as detailed herein. Training and professional services must also be provided.
Currently Ornge spends above 1.5M annually on both domestic and international travel often travelling to remote destinations. The fundamental goal is to decrease Ornge’s direct and indirect travel costs and to increase the user satisfaction associated with travel management. These goals are achievable through the provision of efficient travel services that not only meet the functional needs of a broad and diverse user community but also reduce the administrative burden of making and accounting for travel arrangements.
The key deliverables that the successful proponent will be expected to provide includes but are not limited to:

• Provide an automated on-line booking tool, which incorporates Ornge’s preferred suppliers, Ornge company travel policy and have or be compatible with pre-trip authorization applications.
• The tool must display real time availability for flights and hotel space and must have capability to automatically enforce Ornge policies including travelers refusing low fares or not booking preferred suppliers.
• All international/domestic airlines must be available through the on-line booking tool with access to comprehensive fare content and inventory that ensures that Ornge is receiving the lowest possible airfares, hotel and car fares and provide a guarantee of the lowest fare with your claim.
• Provide traveler profile management that includes automatic cost allocation according to pre-populated traveler profile. The tool must display Ornge staff profiles, preferences and travel policy to be accessible to travelers and travel co-coordinators to view/change within the on-line booking tool. Data access by designate authorized Ornge representative to update, modify and change traveller profile.
• Agency technologies must gather comprehensive, consolidated travel data from point of sale and share this information via web enabled management information tools and reporting, including destination reporting analysis by airline/hotel/car vendor name, city location, frequency and cost breakdowns.
• The Account Manager will negotiate best available hotel rates annually on behalf of Ornge. To be reviewed with Ornge in Q4 annually.