TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with West Enterprises Inc., DBA Uniglobe Travel Designers, of Columbus, OH, for as-needed travel management, travel expense management, and related services, on the same terms and conditions afforded to the Region 4 Education Service Center (ESC) through Omnia Partners, in a total annual amount of $250,000, with a 20 percent contingency of $50,000, for a total annual contract not to exceed $300,000, until the Omnia Partners contract expires on November 30, 2024, with the option to renew for as long as the Omnia Partners contract is in effect, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with West Enterprises Inc., DBA Uniglobe Travel Designers (Uniglobe) for delivering as-needed travel management, travel expense management, and related services.
A Request for Information (RFI) was issued on October 31, 2022, to solicit information from Travel Agencies registered to do business in the State of California, who might be interested in providing travel services to employees for official City of Long Beach (City) business travel. There were 16 potential vendors specializing in Travel Agent Services notified of this opportunity, of which 3 were Long Beach Local vendors. Outreach was conducted via email, phone call and Long Beach Buys, the City’s bidding platform. There were no responses received as a result of this targeted outreach, apparently in part due to many travel agencies already having more business than they can handle.
The Purchasing Division of the Financial Management Department researched procurement options for as-needed travel management, travel expense management and related services and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City reviewed the cooperative agreement options and determined that the contract between ESC, through Omnia Partners, and Uniglobe provided the best value to the City.
Uniglobe was selected based on their competitive pricing, service level, and breadth of product offerings. Uniglobe is a full service, accredited Travel Management Company that is Minority-owned Business Enterprise (MBE) and Women-owned Business Enterprise (WBE) certified.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis, when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Anita Lakhani on September 21, 2022, Purchasing Agent Michelle Wilson on November 16, 2022, and by Revenue Management Officer Geraldine Alejo on September 13, 2022.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on December 13, 2022 to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual amount of the contract will not exceed $300,000, including a 20 percent contingency. The contract will be used citywide on an as-needed basis and is budgeted across various fund groups and departments. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER