REQUEST FOR PROPOSALS (RFP) FOR TRAVEL AGENCY SERVICES
Issued by: Rosa Luxemburg Stiftung (RLS), North Africa Office
Date: 18/11/2025
Tender Submission Deadline: 29th of December 2025
1. Introduction
The Rosa Luxemburg Stiftung (RLS), North Africa Office, invites qualified and experienced service providers to submit proposals for the provision of travel agency services for the period starting on 1 January 2026, with a maximum potential duration until 31 December 2028.
RLS is an internationally operating, progressive non-profit institution for civic education affiliated with the German Left Party (DIE LINKE). Active since 1990, RLS promotes democratic participation, social justice, and sustainable development through dialogue, knowledge sharing, and empowerment initiatives.
The North Africa Office, based in Tunis, implements projects and activities across the region, including conferences, publications, and cooperation with national and international partners. This RFP seeks to identify a reliable and professional travel agency capable of delivering high-quality and, cost-effective services in line with the foundation’s values and operational standards.
RLS intends to establish a framework contract with the selected service provider(s) for an initial period of one (1) year, which may be renewed for up to two (2) additional years based on satisfactory performance, quality of service, and the operational needs of the foundation. RLS reserves the right to terminate the framework contract at any time if the quality of the services is unsatisfactory or if contractual obligations are not fulfilled.
In line with current procurement regulations, the framework contract will specify both an estimated value and a maximum value for the entire duration of the agreement, inclusive of all applicable taxes:
- The estimated total order volume is 150,000 TND.
- The maximum value, which may not be exceeded under any circumstances, is 250,000 TND.
Once the maximum value is reached, the framework contract is considered exhausted, and no further orders can be placed without launching a new procurement procedure. Please note that the estimated value does not constitute a guaranteed minimum order volume, and RLS is under no obligation to reach either the estimated or maximum value during the contract period.
2. Description of Services
The selected agency will be responsible for providing the following services:
2.1. Travel Management Services
- Present at least three competitive travel options for each requested route (when available).
- Provide airline, train, and bus tickets, accommodation, and ground transportation (including airport transfers).
- Offer visa assistance and coordination with embassies when applicable.
- Ensure all fares include taxes and surcharges and identify the most economical and practical routes.
2.2. Booking, Changes, and Cancellations
- Manage bookings, amendments, and cancellations promptly and efficiently.
- Process refunds within 10 working days, unless restricted by the airline.
- Strive to minimize penalties and costs in case of cancellations.
2.3. Customer Support
- Provide dedicated customer support during RLS working hours (Monday–Friday, 09:00–17:00).
- Ensure 24/7 emergency contact availability for urgent travel matters.
2.4. Reporting and Communication
- Provide detailed travel itineraries and booking confirmations electronically.
- Offer monthly summaries of travel activity, costs, and savings (if required).
3. Preliminary Conditions
Bidders must meet the following conditions to be considered eligible:
-If you wish to apply for international travel services, you must provide access to a Global Distribution System (GDS) or demonstrate partnerships that enable international bookings.
Bidders must specify whether they are applying for national or international travel services and indicate how they will manage international bookings accordingly.
– Proven experience of at least 5 years in the travel management field.
- Provide References
– Valid business registration, tax identification, and necessary professional certifications.
– Demonstrate Emergency Protocol
4. Criteria of Selection
Proposals will be evaluated based on the following criteria:
– Financial Offer:50%
– Quality of Services: 50%
The quality of services will be evaluated based on:
- Ability to provide efficient, reliable, and cost-effective travel arrangements
- Experience managing bookings for international organizations or NGOs
- Responsiveness and quality of customer service
- Compliance with travel policies, visa support, and timely itinerary management
- Use of reliable suppliers and partners (airlines, hotels, transport)
- Capacity to handle emergencies and changes effectively
5. Documents to Submit
Bidders must specify whether they are applying for national or international travel services. They have to provide the following: French and English are accepted.
– Company profile in annex I
– Financial offer in annex II
– Evidence of work with international organizations / NGOs.
– Emergency Protocol documentation.
– Experience in the travel management field.
– Client references.
– Proposed team CVs or profiles managing the RLS account.
– And if applying for international travel services: GDS
6. Conditions for Submission
All proposals must clearly mention the reference of the RFP: “RLS–ADMIN–Travel Agency Service–2026/2028”.
Proposals may be submitted:
– By email: Procurement.NorthAfrica@rosalux.org
– Or by post/hand-delivery (sealed envelope) to:
Rosa Luxemburg Stiftung, North Africa Office
55 TER, Rue 1er Juin,
1082 Mutuelleville, Tunis – Tunisia
Deadline for submission: 29th December 2025. Late submissions will not be considered. Please note that no separate acknowledgments of receipt will be issued. Only providers shortlisted for further consideration will be contacted.
7. Contact:
For any questions or information regarding this Bid, please contact the procurement team via email: Procurement.NorthAfrica@rosalux.org with the subject line: Questions & Info on RFP- Travel Agency