February 2018

Call for Offers: Selection of a Travel Agency service providers

Date: 14 February 2018

Call for Offers:

Selection of a Travel Agency service providers

for 2018 contract

Rosa Luxemburg Stiftung, North Africa

Return tender to:

Rosa Luxemburg Stiftung North Africa Office

Rim Ben Zina

Administrative Manager

North Africa Regional Office

Rosa Luxemburg Stiftung

23, Avenue Jughurta,

Tunis 1082

Tel: 52.688.099

Email: benzina@rosalux.org

 

  1. INTRODUCTION

The Rosa Luxemburg Stiftung (RLS), North Africa office  is a German association implemented in Tunis since July 2013 and its headquarters is based in Berlin, Germany. The foundation has 16 offices around the world. Among them, Tunis office which is a regional one that has partners in Tunisia, Egypt and Morocco.

  1. SUBJECT OF THE CONTRACT

The purpose of this call for tender is to seek a competitive price for travel agency services for 12 months, commencing early 2018, with an option to renew for a further 12 months.

  1. TECHNICAL SPECIFICATIONS AND STANDARDS

3.1.  Scope of the Service

The travel agency shall be able to find and present various travel options/routes and connection flights to a requested destination. The agency shall find the cheapest options based on the Economy Class rates unless otherwise instructed by the Foundation (combining the most direct and least expensive routes to achieve cost effectiveness).

The travel agency shall ensure that all levies and taxes are included in the airfare quotation price.

As a rule, the travel agency shall find the most economic travel option to minimise transit/connection times and stopovers, if applicable.

The travel agency shall also provide at least three 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 authorisation 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 the 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  email. To this end, the contractor should have adequately skilled personnel.

  1. CRITERIA

There are two types of criteria under this call for tenders: (4.1) selection criteria and (4.2) 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:

A-able to present various travel options/routes (at least three) and connecting flights, if any, to the requested destination, when required;

B-has access to an IATA approved Global Distribution System (GDS) to enable direct access to airline booking information;

C-able to provide reminders to the RLS, prior to ticketing deadline for purchasing of air tickets to avoid automatic cancellation by the airline system;

D-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;

E-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 taking account of the following:

A- Prices must be denominated in Tunisian Dinars

B- References

C- Registration documents of the agency

5.2.  How Your Tender Will Be Evaluated

The technical evaluation will be made by establishing a technical score based on the following criteria:

 

AWARD CRITERIA POINTS
Sample of document the travel agency will provide for travel options and cost quotation 15
Type and detail of Global Distribution System used 15
An overall description of the agency including: a brief history; years of experience, different services provided, etc. 30
Description of billing, cancellation and refund policy & procedure 20
References 20
TOTAL 100

 

 

The tender with the highest score will be proposed for award of the contract.

The maximum possible score is 100 and will only occur when one offer gets the best technical score and is the cheapest one at the same time.

  1. 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.

  1. TENDER SUBMISSION DEADLINE

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

or by hand to:

“Fondation Rosa Luxemburg”

23, Avenue Jugurtha, 1082 Mutuelleville, Tunis-Tunisie”

No later than 4.00pm on Friday, 02nd March 2018.

Tenders submitted after this time will not be accepted.