Travel Booking Program for OhioMHAS FY26-27

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

SRC0000030592

5/19/2025 2:00:00 PM

1. MISSION & GUIDING PRINCIPLES

The mission of the Ohio Department of Mental Health and Addiction Services (OhioMHAS) is to provide statewide leadership of a high-quality mental health and addiction prevention, treatment and recovery system that is effective and valued by all Ohioans. OhioMHAS strives to be a national leader in implementing a comprehensive, accessible, and quality-focused system of addiction and mental health care and wellness for all Ohio citizens.

1. PURPOSE

The Ohio Department of Mental Health and Addiction Services (OhioMHAS) is seeking proposals from qualified contractors to act as a travel agent for the agency that includes but are not limited to planning and coordinating travel for the employees of OhioMHAS, for both in-state and out-of-state travel, including the purchase of airline tickets, flight changes, and hotel accommodation at the prescribed State rate in accordance with the Office of Budget and Management (OBM) regulations. The offeror is required to offer the option of on-line booking for all types of reservations. The Offeror shall also provide emergency travel services as may become necessary during the contract .

1. BACKGROUND

OhioMHAS has six regional psychiatric hospitals located around the state of Ohio. Travel accommodations are required for certain job duties, conferences, and meetings that are held throughout the state and out of state.

1. SCOPE OF WORK AND DELIVERABLES

The successful Contractor will be responsible for, but not limited to, planning and coordinating travel strictly for employees of the State of Ohio Agency - Department of Mental Health & Addiction Services, for both in-state and out-of-state travel including the purchase of airline tickets, flight changes, ground transportation and hotel accommodations, at the prescribed State rate (GSA Per Diem). The Contractor shall also provide emergency travel services as may become necessary. Emergency travel may include change of plans requiring agency personnel to fly to a different location not initially on the itinerary, or weather emergencies that may require alternate flight arrangements and/or hotel accommodations for an extended stay.

Contractor's responsibility will include, but are not limited to:

1. 1. Airline reservations and changes in schedule
   2. Hotel Accommodations
   3. Ground Transportation
   4. Emergency travel arrangements as may be necessary

The Contractor will provide an email address(es) for questions and requests from authorized users which will be monitored periodically throughout a day and a response to all inquiries must be returned no later than close of business the day after the request is received. The response may be an acknowledgement of the request and a tentative timeline needed to provide a thorough answer to the inquiry.

The Contractor is required to accept and hold for reporting purposes supporting documentation from the traveler such as MHAS Travel Request Form, emails and other documents deemed necessary by the agency for both In-State and Out-of-State travel.

The Contractor is required to offer the option of online booking for all types of reservations. On-line booking will be available 24 hours a day, seven days a week and offers a discount from the rate charged when calling the travel agent/broker directly. Prepayment for hotel bookings should be included with the online booking process . All transactions confirmed through on-line booking system will be audited by the Contractor prior to ticketing for compliance with OBM travel guidelines.

Any reservations not in compliance will be forwarded to the applicable State Agency Fiscal Office Contact as "denied". In determining the lowest airfare available meeting requirements, the Contractor will, evaluate available airfares to the general public and offer alternate routings, times, and wait-list reservations for lower fares . The Contractor will refund the difference in cost if it did not book at the lowest available airfare with comparable features and class of service. The ticket must reflect the lowest available applicable fare at the time of ticketing. The Contractor will work with the agency for customizing the online booking tool to meet the needs of the agency.

The Contractor will reserve seating assignments at the request of the traveler when the option is available from the airline. The Contractor shall not be held responsible for changes made by the airlines or other carriers that are not under their control.

The Contractor will set up an account for each authorized staff person within the applicable State Agency to utilize the on-line booking system. Procedures for establishing the accounts will be published as an Amendment within 60-days of the award of the Contract. The Contractor will provide documentation in all Passenger Name Records (PNR) reflecting the type of reservations booked. All cancellation/exchanges/changes must be done through the Contracted Travel Agent/Broker. If requested, the Contractor will obtain accounting and approval information from the traveler including detailed invoices showing all fees. First class tickets are never permitted. It is preferred by State Agencies that the Contractor will pay for the reservations, invoice the applicable State Agency after the travel/lodging has taken place and is confirmed and complete; the applicable State agency will pay the invoice upon receipt by state payment (credit) card within five (5) business days. The State of Ohio will pay the Contractor for airfare at the time of purchase; all other travel costs will be paid after the travel has been confirmed as completed.

Emergency Service may be provided for travelers if the anticipated travel is for the current day, on or before the next scheduled workday, or for travel that has commenced.

The Contractor will maintain and provide a Web site for agency personnel with pertinent travel information and links to Web sites containing important domestic updates. These updates/notices may involve weather delays, security, or health concerns to or from the origin or destination. Travel itinerary adjustments shall be notified promptly to the passengers of any changes in flight, or other transportation schedules. Any tickets, itineraries and billings shall be modified or reissued to reflect changes, as necessary. The Contractor shall notify passengers by timely notification regarding airport or terminal closings, cancellations or delays in flight or departures, unusual minimum airport check-in requirements including unusual security requirements, airport departure taxes or fees.
Reporting Requirements The Contractor will include reporting of all types of travel for reconciliation purposes, an electronic report is preferred.

1. Monthly Authorized User Transaction Repor t
   1. Upon request from any authorized user purchasing air tickets during a calendar month, the Contractor shall provide to the requesting State Agency contact with a detailed report which includes, at a minimum, invoice (itinerary) number, traveler's name, origin, destination, total fare and applicable airline. The report should also provide detail for all lodging costs.
2. Air Travel Services Monthly Activity Repor t
   1. The Contractor shall provide the requesting State agency contact with a monthly volume report which includes the origin and destination city pair code, the number of passengers ticketed and the revenue by city code. A trip out and back shall count as two trips (e.g., a trip from Albany to Philadelphia and return shall count as two trips). In addition, the Contractor shall provide an accumulative report each month of the above information, including the same information for the calendar year. This report is subject to change during the term of the contract by the State Agencies.
3. Monthly Un-used Ticket Repor t
   1. Upon request by a requesting State Agency contact, the Contractor shall submit an un-used ticket report to the appropriate authorized user, including passenger name, ticket number and total fare. This report shall include all tickets previously reported to the authorized user, which remain unused, until the date of expiration of the ticket. Reason for an unused ticket must be included.
4. Lodging Reservations Repor t
   1. The Contractor shall provide the requesting State Agency contact, and upon request from the applicable authorized user, a list of hotel reservations confirmed during the month, including the hotel name, location of hotel (city name), number of nights and the hotel rate. The report for the authorized user shall include employee's name and date of reservation.

1. MINIMUM QUALIFICATIONS OF CONTRACTOR

Minimum of two years’ experience providing same or similar services outlined within the Scope of Work.

Contractor shall not be subject to an “unresolved” finding for recovery under Section 9.24 of Ohio Revised Code.

PART FOUR: EVALUATION OF PROPOSALS

1. Evaluation Process

OhioMHAS’s evaluation process of responses submitted to this request may consist of up to four distinct phases:

1. OhioMHAS’s initial review of all proposals for timely submission;
2. An evaluation committee review of the proposals for defects and scoring;
3. OhioMHAS’s request for more information (clarifications, interviews, presentations, and/or demonstrations); and,
4. Negotiations or best offer requests.

At its sole discretion, OhioMHAS will determine whether phases three and/or four are necessary under this RFP, reserving for itself the ability to eliminate or add phases three or four at any time during the evaluation process. OhioMHAS may add or remove sub-phases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.

1. Proposal Evaluation Criteria

In the proposal evaluation phase, OhioMHAS staff or reviewers selected by OhioMHAS (the committee) will rate the proposals submitted in response to this RFP based on the following criteria and weight assigned to each criterion.

Evaluation Criteria	Weight	Rating	Extended Score
Company history, years of relevant experience as a full-service travel agent/broker and their Capacity to do the work.	20
Offeror shall prove a minimum of two (2) years’ experience providing services comparable to those required under this Contract for corporate or government entities	20
Staff Qualifications with experience with travel agent/broker duties, formal education, experience and references of same	10
Ability to complete the tasks outlined within the Scope of Work.	30
Cost Proposal completed	20
		Total: