22 April 2025
(Technical Proposal - Open PDF file)
(Financial Proposal - Password-Protected PDF file)
REQUEST FOR PROPOSAL
Hiring of Travel Management Agency for CDRI (2025-27)
1. Background
The Coalition for Disaster Resilient Infrastructure (CDRI), an International Organization, recognized vide Gazette Notification F. No. D-II/451/16(3)/2021 by the Government of India, is a multi-stakeholder global partnership of national governments, UN agencies and programmes, multilateral development banks and financing mechanisms, the private sector, and academic and knowledge institutions that aims to promote the resilience of new and existing infrastructure systems to climate and disaster risks in support of sustainable development. The vision, mission, goal, and objectives of CDRI are explicitly linked to the post-2015 development agendas. CDRI promotes its Disaster Resilient Infrastructure (DRI) mandate through knowledge exchange and bolstering technical capacities among member countries and partners through the following key Strategic Priorities:
- Advocacy and Partnerships
- Research, Knowledge Management, and Capacity Building
- Program Support and Technical Assistance
Strategic Work Plan 2023-2026
CDRI's Strategic Work Plan 2023-26 describes the broad contours of its priority actions and planned initiatives in the next four years. The Strategic Work Plan sets out a clear direction for the Coalition to pursue a transformational agenda for DRI in response to a changing risk landscape and evolving on-ground realities of its members. In the next four years, the Coalition will continue to leverage the expertise of its Member Countries and partners to develop context-specific, innovative solutions for resilient infrastructure towards the achievement of national priorities and global commitments of its members.
With the Strategic Work Plan for 2023 – 2026, CDRI has set out the following strategic outcomes.
Strategic Outcome 1: A strong Coalition that has the membership, resources, and global leadership to drive global, national, regional, and local DRI action.
Strategic Outcome 2: Global DRI research, Coalition-led peer engagement, and CDRI-curated and generated knowledge promote risk-informed policy and practice.
Strategic Outcome 3: Enhanced capacities of government, private enterprises, and communities to implement post-disaster recovery and DRI action at scale.
CDRI Headquarters (Secretariat)
The CDRI Headquarter is established in New Delhi, India, to act as the Secretariat of the Coalition.
2. Terms of Reference
- CDRI regularly organizes international and domestic events, workshops, and high-level meetings, which require seamless travel arrangements for participants, delegates, and dignitaries. To facilitate its growing travel needs, CDRI seeks to engage a professional Travel Management Agency (TMA) with proven expertise in managing complex travel logistics for large-scale organizations.
3. Objective
- The objective of this engagement is to ensure efficient, cost-effective, and sustainable travel management services for all CDRI events and official travel. The selected TMA will outline and deliver the agreed scope of work and fulfill all responsibilities and deliverables to achieve this goal.
4. Scope of Work:
4.1 Travel Arrangements
TMA shall provide the following services:
- Provide in-time domestic and international flight bookings, ensuring timely, economical, and efficient travel options, including optimal fare selection and the shortest direct flights available.
- Manage train bookings, other modes of transport as needed for international and domestic destinations, including but not limited to train bookings, car rentals, and other local travel options where flights are not feasible.
- Arrange timely alternative transportation as and when needed.
- Ensure 24/7 support for the timely and efficient execution of emergency tickets, accommodation cancellations, modifications, rescheduling, and/or rerouting support, as per the requirements and requests as may be raised by CDRI.
- Maintain an updated record of frequent travellers' preferences to provide a customized travel experience.
- Arrange top-quality airport transfers and local transportation, including transport services during events for all delegates and dignitaries, including cars, cabs, vans, and buses.
5. Required Qualifications
CDRI requires that the proposing agency meet the following minimum qualifications:
- At least 5 years of experience in providing travel management services for large organizations, including handling international travel logistics.
- Accreditation with IATA (International Air Transport Association) or similar recognized travel industry bodies.
- Proven track record in managing online travel systems and mobile applications for travel booking and management.
- Demonstrated experience handling complex travel logistics for major events and conferences, including high-level delegations.
- An average annual turnover of at least INR 10 Crore during the last three financial years.
- Experience serving clients in the international, UN, or multilateral sectors (e.g., UN agencies, international organizations, government ministries) will be viewed favorably.
- The agency must not have been blacklisted by any Government, UN, or international organization. A self-declaration to this effect should be submitted with the proposal.
- Evidence of eligibility: The proposal should include documentation supporting all the above criteria (e.g., incorporation certificates, accreditation proof, financial statements, client references, etc.).
The bidder should also propose a suitable team for executing the contract. This should include at minimum a qualified account manager or team lead with substantial experience in travel management, along with support staff for bookings, logistics coordination, and customer service. An organizational chart and brief profiles of the key team members (detailing their experience, qualifications, and role) should be provided in the Technical Proposal.
Financial Proposal (password-protected PDF):
- The Financial Proposal should be submitted strictly as per the format provided in Annexure-II of this RFP document.
- Bidders are required to quote their Management Fee for each of the service categories mentioned in the format. The Management Fee should be quoted in INR, exclusive of applicable taxes.
- The Financial Proposal must be submitted as a password-protected PDF separately from the Technical Proposal.
- Note: The password for opening the Financial Proposal shall be requested by CDRI from technically qualified bidders at an appropriate stage.
Note: The Financial Proposal PDF must be password-protected. Under no circumstances should the password be shared at the time of submission. It will be requested separately after the RFP submission deadline has passed.
The proposal must be sent to the email address tender.projects@cdri.world with the subject line: "Hiring of Travel Management Agency for CDRI (2025-27)”
Interested bidders are requested to submit their proposal by 23:59 hrs (IST) on 12 May 2025. Responses received after the stipulated time or not in accordance will be summarily rejected.
Please ensure that your proposal is sent ONLY to the ABOVE-MENTIONED email ID before the closing date & time. Proposals sent/copied to any other email ID (other than the above) OR received after the bid closing date & time (mentioned above) will not be entertained.
For detailed information, please check the complete version of the RFP attached below.