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Agenda Item (IX-A-1)

Meeting1/17/2017 - Regular
Agenda ItemAdministrative Reports (IX-A-1)
SubjectTravel Management Software with Concur Technologies, utilizing the CSU San Bernardino Awarded Agreement and Travel Agency Services utilizing the State of California, Department of General Services (DGS) Awarded Agreement
Various Resources
Recommended ActionIt is recommended that the Board of Trustees approve travel management software with Concur Technologies, Inc., utilizing the CSU San Bernardino awarded agreement and travel agency services with CalTravelStore utilizing the Department of General Services (DGS) awarded agreement.

Background Narrative:

The District identified a need to automate and streamline the current travel process into a single platform solution by encompassing all travel segments: travel request, approval, encumbrance, booking, and expense reimbursement. This travel solution will greatly improve operational efficiency, accelerate workflow processes, and help manage spending more effectively.

A travel task force was formed with representatives from each college and the district office, to evaluate travel and expense management software, travel management agencies and credit card options. The task force evaluated solutions on the basis of product/system features, ease of integration, security, scalability, and cost. It was determined Concur Technologies, Inc., partnering with CalTravelStore, would best serve the needs of the District.

Competitively awarded piggyback contracts were used to achieve added price savings through volume discounting, as explained below.

Assembly Bill 653 added Section 81646 to the Education Code and Section 20653.5 to the Public Contract Code enabling Community College Districts to purchase materials, equipment, supplies, and/or services under the same conditions as those specified in a contract lawfully awarded by the University of California (UC) or the California State University (CSU). The bill permits Community College Districts, the UC and the CSU to share contracts with each other for the purpose of achieving added price savings through volume discounting. As such, the Foundation for California Community Colleges (FCCC), through the California Higher Education Shared Services (CHESS) Consortium, secured an agreement with Concur Technologies, Inc., using the CSU San Bernardino awarded agreement for travel management software. The term for the CSU San Bernardino awarded agreement is through September 9, 2017, unless extended. Concur initial costs are estimated at $15,000 and approximately $14 per expense reimbursement.

Public Contract Code 10298 authorizes state and local agencies to contract with suppliers awarded state contracts without further competitive bidding. The California Department of General Services (DGS) consolidates the needs of multiple state agencies for goods, information technology and services. Master Agreements are contracts that are competitively bid by the DGS and available to California State and Local Government agencies that are empowered to expend public funds for the acquisition of products and services. As such, the Department of General Services Statewide Travel Program contracted with TravelStore for travel agency services. The term for the DGS awarded agreement is through April 4, 2018, with an option to renew for two (2) additional terms. DGS contract provides negotiated discount for airfare, hotel and car rental rates with airfare booking fees at $7 per transaction.

Staff recommends the use of the CSU San Bernardino awarded agreement for travel management software with Concur Technologies, Inc. and use of the Department of General Services (DGS) awarded agreement for travel agency services with CalTravelStore.
Prepared By: Aaron Brown, Vice Chancellor, Business and Financial Services
 Majd Askar, Director of Business Services
Melissa Elwood, Controller