Call for Proposals
Terms of Reference
Selection of travel agent for AGRA
I. Background:
AGRA seeks a qualified travel agent for the two-year period (January 2012 - December 2013) to provide outsourced Travel Services herein referred to as Travel Services Provision (TSP).
The estimated value of the travel business for AGRA during the year 2010 was in excess of US$ 1,000,000 incurred for both domestic and international travel. Although there is no expected travel budget, ticketing volume in the years to come is expected to remain at comparatively similar levels.
II. Objective:
Contract with a qualified travel agent would cover the provision of travel management and related services hereafter referred to as “Travel Services Provider”. The travel agent shall include, but not limit itself to: airline ticketing and airport transfer, hotel reservations, and related services (visa services, travel insurance, car rental arrangements) for travel plans and preparation of suitable itineraries (including alternative routings, departures and arrivals) at the lowest cost for staff members and/or their dependents (for purpose of official and non -official travels) and grantees, participants attending meetings or on official business for AGRA. The major routing for travel will be within Africa. TSP also includes facilitating the arrangement of conferences, meetings, seminars and training workshops and negotiations with airlines of appropriate discounts for AGRA.
III. Travel Policy:
Current travel policy requires the travel agent in all cases to research alternate itineraries (at least three options, if available) in order to provide the lowest appropriate airfares, which satisfy AGRA travel polices and mission requirements. AGRA’s travel policies embody the following basic principles which, at AGRA’s discretion, may be subject to waivers or subsequent revision:
1. Where available, use of the lowest applicable fare (including penalty fares);
2. Full economy fares may be used if no appropriate reduced fares are available;
3. Business class travel or equivalent may be applicable where one leg of the flight is more than 8 hours. However restricted business class should be given preference
4. The travel agent must be knowledgeable of and prepare to offer special fares, restricted fares, discount fares, and bulk fares for use whenever appropriate. The travel agent shall, where appropriate, attempt to obtain free business class and first class upgrades for AGRA travelers. Any upgrades should be used mainly for the cost-saving purposes.
IV. Qualifications of the successful Travel Agent
1. The travel agent(s) shall have in its current office all the necessary equipment and facilities, and shall employ a sufficient number of experienced and professionally trained travel experts and staff to handle requirements of AGRA.
2. For purposes of accessibility, easy of coordination, and efficiency of delivery of services, AGRA will require at least two implants based in its offices – office space and necessary support to ensure efficient provision of services will be provided to the said staff
3. The successful travel agent shall also be required to devote at least three (3) personnel (2 implants and 1 off-base) providing dedicated services to the travel needs of AGRA.
4. All such personnel will be required to be well-versed on the travel policies of AGRA, and adopt the same knowledge on the conduct of business and delivery of services to AGRA. The personnel who will be assigned to serve AGRA need not necessarily be new, but may also be current employees of the travel agency, to be re-assigned to service AGRA’s requirements on a full-time basis.
5. The successful travel agent who will be contracted to serve the needs of AGRA and shall have the following basic minimum qualifications:
· Accredited BSP/IATA Travel Agent(s)
· A good track record in serving international organizations, embassies and multinational corporations for a minimum of at least 7 years; list of corporate clients should be provided
· Has in its employment competent and experienced travel consultants, especially in ticketing and fare computations, as evidenced by their track record in their Curriculum Vitae
· Financially stable – annual report or audited financial statement to be provided
· Maintains facilities of on-line booking/airline reservations, in -plant domestic and international ticketing and ticket printing facilities/satellite ticketing printer, basic office equipment, telecommunications equipment, and online booking tool
· Capable of deploying motorized messenger(s)/documentation clerk(s) and drivers.
· Willing and able to guarantee the delivery of products and services in accordance with the performance standards required by this TOR.
· Ability of its travel staff to think on their feet and provide reasonable solutions to travel needs and emergencies.
V. Documentation required in the Request for Proposal
Accordingly, this is a request for proposals (RFP) which should contain the following details:
- The Firm’s company profile (period of existence, shareholders, experience, 4 referees and any other information you may find relevant)
- Copies of the last 3 audited financial statements
- Statement on how the firm envisages providing flawless travel assistance to AGRA
- Brief description of invoicing process and invoicing cycle, payment terms, payment currencies
- Number of fleets available, and transfer fees (if applicable) to and from the airport to various areas
- Your indicative fees (all costs inclusive) for the following frequent destinations with hypothetical departure dates November 20th and return November 26th, 2011 – indicating both economy and business class
- Nairobi – Accra- Nairobi
- Nairobi - Dar es Salaam – Nairobi
- Nairobi – Entebbe - Nairobi
- Nairobi – Addis Ababa - Nairobi
- Nairobi – Beira - Nairobi
- Nairobi – Geneva - Nairobi
- Nairobi – Ouagadougou - Nairobi
- Nairobi – Bamako - Nairobi
- Nairobi – Abuja – Nairobi
- Nairobi – Luxembourg - Nairobi
- Nairobi – New York - Nairobi
- Nairobi – Accra- Nairobi
VI. Services to be furnished by the Travel Agent(s):
The contracted travel agent will provide a wide range of travel services and should have the capacity to handle commercial accounts.
A. General
1. The travel agent should provide travel services from 8.00 am to 5.30 p.m. during working days. In addition travel agent shall provide a 24-hours emergency service, as well as services during weekends and official holidays where emergency travel service is required. At least two of the travel agent’s employees shall always be reachable by cellphone.
2. The travel agent shall make accommodation reservations when requested. This service shall include initiating and confirming reservations, and confirming the bed and breakfast rate at which the reservation is made;
3. The travel agent shall assist AGRA in obtaining visas. This assistance shall consist of providing the forms and applications for visa requests, providing visa information to travelers, conducting visa assistance follow-ups, keeping appropriate records thereon, using and making arrangements for issuance of visas;
4. The travel agent shall provide transportation services for AGRA members and workshop participants from Jomo Kenyatta and other Nairobi-based airports as necessary when required.
5. For ease of tickets issuance, the travel agent will be required to have an implant (or two depending on work volume) based at the AGRA offices
6. A monthly summary (including year to date cumulative figures) of sales activity data shall be submitted to AGRA within 10 days of the end of the month. This summary shall reflect all official sales activities with each airline based on ticket’s value. This report should also show a detailed analysis of the number of trips, travelers, most frequent city-pairs, carries used, savings achieved from the carrier’s lowest available “Y” fare. “Ticket refund” status reports are also required.
7. Th