University of Alberta - Request for Proposal - Travel Management Services

The University of Alberta (the “University”), located in Edmonton, Alberta, is the largest post-secondary institution in the province, with a total enrolment of approximately 46,000 undergraduate and graduate students, and a workforce of approximately 12,000 academic and support staff. Our University has a proud legacy of high-impact research and creativity across a wide range of disciplines, by a commitment to support innovation in teaching, discovery, and community service. Its enduring vision is to be one of the world’s great universities for the public good, fulfilling its founding promise that "the uplifting of the whole people shall be its final goal." This Request for Proposal (RFP) is being issued by Travel, Procurement and Contract Management, within Finance, Procurement and Planning. Proponents are invited to submit a Proposal for the provision of Travel Management Services in accordance with the specifications, terms and conditions set out in this RFP. The University is seeking a Travel Management Company (TMC) capable of providing: • Agent-assisted bookings and ticketing; • An operationalized online booking tool with established client use in Canada, accompanied by ongoing consultation; • Specialized Athletics Travel management; and • Group Travel services for faculty, staff, and university-sponsored student groups. Note: Services pertain exclusively to official University travel and are not offered for personal student travel. The University intends to enter in an Agreement for an initial three (3) year term with the option to renew for an additional three (3) two (2) year extension. Such renewal option would be based on satisfactory performance in the initial term and on a mutual agreement. University Travel Statistics (April 1, 2025 – March 31, 2026) University Travel Statistics (April 1, 2025 – March 31, 2026) The University’s estimated overall travel expenditure is approximately $31,000,000 annually, encompassing air travel, ground transportation, accommodations, conference registrations, meals and group travel. In Fiscal Year 2026, the University recorded 11,947 total trips, with 4,985 booked via the current online booking tool. 1. General Travel Spend (Current Provider) • Air: ~11,947 transactions valued at approx. $12,980,000.00 • Vehicle Rental: $76,000.00 • Accommodations: $201,000.00 2. Athletics Travel Spend • Air: 1,124 transactions valued at approx. $631,000.00 • Vehicle Rental: $21,739.30 • Service Fees: $19,250.00 Participation in the Travel Management Services contract is currently mandated by the University. The values identified are not to be taken as any guarantee or an absolute value