Call for Offers: Selection of a service provider – Travel Agency for the period 2023-2025

Call for Offers:

Selection of a service provider – Travel Agency

for the period 2023-2025

Rosa Luxemburg Stiftung, North Africa

Return tender to:

Address:

Rosa Luxemburg Stiftung North Africa Office

North Africa Regional Office

Rosa Luxemburg Stiftung

55 TER, rue 1er juin

1082Mutuelleville

OR

Email: Procurement.NorthAfrica@rosalux.org

1. INTRODUCTION

Rosa Luxemburg Stiftung, North Africa, based in Tunis seeks to contract a travel agency to ensure all services related to business trips as well as all services related to official visits incl. accommodation in hotels, guesthouses, etc. and any other related services.

2. SUBJECT OF THE CONTRACT

The purpose of this call for tender is to seek a service provider for a period of 3 years, starting in 2023.

3. TECHNICAL SPECIFICATIONS AND STANDARDS

3.1.  Scope of the Service

• The travel agency shall provide RLS with flight options/routes based on competitive rates and climate-friendly flight routes.
• The travel agency shall ensure that all levies and taxes are included in the airfare quotation price.
• The travel agency shall also provide at least two comparison quotes with either the same or different route options.
• When possible, quotes shall be held for at least three (3) working days.
• The travel agency shall reserve and issue tickets for all air, and other travel if requested, upon authorization to do so by the Foundation.
• Whenever RLS requests a fare quotation for a particular route, the service provider shall be able to present the relevant information by email within 24 hours of RLS’ request.

3.2.  Ticket Issue

The travel tickets will be delivered electronically to the RLS at least 48 hours before the time of departure.

3.3.  Working Hours

The service provider must be able to provide services, including ticket delivery, during normal working hours of the RLS (Monday to Friday 9:00-17:00). Flexibility during weekends and holidays will be favourably viewed. In particular, the service provider must have a service for urgent requests falling outside normal working hours (the name of a contact person and telephone number must be provided).

3.4.  Cancellation

In the case of cancellation at short notice, the service provider shall endeavour to minimise any penalties applicable to RLS. Penalties attributable to the fault of the service provider will not be accepted.

3.5.  Communication

The travel agent will inform RLS immediately of any changes in scheduled flights, including industrial action, natural disaster, political instability or other event, which may affect travelling arrangements for the RLS.

In order to facilitate contacts and information exchange between the parties, the travel agency shall be able to process reservation, booking and delivery requests received by phone or by email. To this end, the contractor should have adequately skilled personnel.

4. CRITERIA

There are two types of criteria under this call for tenders: (i) selection criteria and (ii) award criteria.

4.1.  Selection Criteria

Tenderers should have the necessary financial, economic, technical and professional capacity to perform their obligations under the contract. In particular, the tenderer must submit:

• A presentation of the agency stating the experience in the field
• be a company duly established and existing under the laws of the country of its incorporation;
• have an IATA registration number;
• References;
• Price
• Table of the agency fees according to the different countries of destination (either for flights or for hotel bookings)
• Ability to work with different airline companies

4.2.  Award Criteria

The travel agency is requested to propose and describe in detail in its offer the following:

• able to present various travel options/routes (at least three) and connecting flights, if any, to the requested destination, when required;
• has access to an IATA approved Global Distribution System (GDS) to enable direct access to airline booking information;
• able to provide reminders to the RLS, prior to ticketing deadline for purchasing of air tickets to avoid automatic cancellation by the airline system;
• has a clear, transparent and timely way of invoicing. Invoices must indicate clearly the cost price of the transportation ticket and the fees charged by the travel agency;
• timely reimbursement of cancelled tickets. In their offer, the travel agency will give a description of the proposed system and the maximum delays.

5. PRESENTATION OF TENDERS

5.1. Tenders must be submitted with the following details:

• Prices must be denominated in Tunisian Dinars
• References
• Registration documents of the agency
• Annex I : Bidder Information Form
• Annex II: Bid Submission Form
• Annex III: Financial Bid Form

5.2.  How Your Tender Will Be Evaluated

The evaluation will be based on following criteria:

6. PAYMENT OF INVOICES

The standard payment terms of the RLS are payment within 15 days of receipt of invoice either by cheque or by bank transfer. Payment will be made in Tunisian Dinars.

The invoice shall clearly identify the cost of the service fees charged.

For bank transfers, the agency should provide its bank details.

7. TENDER SUBMISSION DEADLINE

All offers should be sent either by electronic mail or by hand/post, under the subject “RLS-ADMIN-Travel Agency 23-25”.

Tenders must be submitted either by email to: Procurement.NorthAfrica@rosalux.org

or by hand/post under sealed envelope to:

“Fondation Rosa Luxemburg

55 TER, Rue 1^er juin, 1082 Mutuelleville, Tunis-Tunisie”

No later than 3^rd of May 2023.

Tenders submitted after the above-mentioned date will not be accepted.