Travel Management Services UB-2025-00166-0302-RFI

THIS IS A REQUEST FOR INFORMATION ONLY: This is not a Request for Proposal, Invitation for Bid, or Solicitation. Responses to this RFI will not be used as part of a vendor selection process nor will the responses result in the award of a contract for such services. Any responses received in reference to this RFI will be treated as information only. Do NOT include actual pricing, or cost estimates in this response.

Responses may only be submitted through ShopBlue (Jaggaer) our E-Procurement system. Attached is a link to create an account in the ShopBlue (Jaggaer) system https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=SUNY. Once an account has been created the RFI may be viewed by referencing the event name "Travel Management Services UB-2025-00166-0302-RFI in the search opportunities tab.  

Purpose and Objective: 

The University at Buffalo (“University”)  is issuing this RFI to obtain vendor feedback on a variety of factors that may be used in creating requirements for a new solicitation for travel management services to support travel operations for the Universities NCAA Division 1 athletic teams. Using the information acquired through this RFI, the University will review available options and solutions and determine future contracting strategies.

It is the objective of this RFI to develop a general understanding of the following five (5) categories:

• Organizational Functions
• Services Offered
• Financial & Payment Process
• Communication Method with Clients
• Sustainability 

Critical Guidelines:  

• Respond to all questions. If a question cannot be answered, provide a brief explanation as to why the question cannot be answered.
• Do NOT include actual pricing, or cost estimates in this response. 

Introduction:

It is the intent of the University to establish a relationship with a company that can assist in and offer peace of mind that travel is being managed by professionals. Travel management is currently being handled in house by internal units that are seeking sustained improvement . The University is engrossed in gaining expertise and adeptness, in the travel management industry.  

The University competes in the NCAA Division I Mid-American Conference.  The following sports are offered: Basketball (Men/Women), Cross Country (Men/Women), Football (Men), Soccer (Women), Softball (Women), Swimming -Diving (Women), Tennis (Men/Women), Track & Field (Men/Women), Volleyball (Women), and Wrestling (Men).

Pertinent Dates:

• Question & Answer period ends at 7/10/2025 at 10:00AM EST

Instructions:

• If you have issues reach out to Jaggaer Support and submit a level 2 high priority ticket at this link here - https://jaggaer.my.site.com/SupplierSupportRequest/s/.
• Questions should be submitted on the tab labeled "Q&A Board" on the left hand navigation panel before the "Q&A Submission Close Date"

Reserved Rights:

• The University reserves the right to have follow-up communications with individual vendors who responded to the RFI.
• The University will not be liable for any costs of work performed in the preparation and production of any RFI response. All responses to the RFI shall become the property of the State of New York.
• Vendor are requested to respond to all questions. This RFI is issued as a means for collecting market research, solely for information and planning purposes. A response does not bind or obligate the responder or the University to any agreement of provision or procurement of services referenced. No contract can or will be awarded based on RFI submissions.
• Since this RFI is designed as a tool to collect information and will not result in a procurement contract, it does not fall under the requirements of State Finance Law §§139-j and 139-k (the Procurement Lobbying Law) and there is no restricted period. Questions should be submitted on the tab labeled "Q&A Board" on the left hand navigation panel  before the 'Q&A Submission Close Date
• Confidential, trade secret or proprietary materials as defined by the laws of the State of New York must be clearly marked and identified as such upon submission by the vendor. At the beginning of each question please indicate “confidential” or “proprietary”  as it shall not be considered sufficient without specific justification as to why disclosure of information in the RFI response would cause substantial injury to the competitive position of the vendor. Vendors intending to seek an exemption from disclosure of these materials under the Freedom of Information Law must request the exemption in writing, setting forth the reasons for the claimed exemption. The State’s receipt/acceptance of the claimed materials does not constitute a determination on the exemption request, which determination will be made in accordance with statutory procedures. Properly identified information that has been designated confidential, trade secret, or proprietary by the vendor will not be disclosed except as may be required by the Freedom of Information Law or other applicable State and federal laws.
• The University reserves the right to request RFI respondents to present supplemental information clarifying their responses, either in writing, oral or in formal presentation.