Job ID: 250642

RFP - For Hiring of Travel Agencies

International Union Against Tuberculosis and Lung Disease (The Union)

Location: India

Apply by: 14 Oct 2024

Relevant Sectors

Infrastructure, Technology, Engineering, Science

THE UNION INDIA/Off/Admin/2024/ 097

REQUEST FOR PROPOSAL FOR HIRING OF TRAVEL AGENCIES

1. BACKGROUND

1.1. Established in 1920, the International Union Against Tuberculosis and Lung Disease (The Union) is committed to creating a healthier world for all, free of tuberculosis and lung disease.

1.2. The Union, as a global organization, frequently engages in international and domestic travel to support its mission. Travel is integral to the organization’s operations including for project implementation, meetings with stakeholders, conferences, or fieldwork in remote locations. The Union currently has 343 staff based in France, UK, Africa, India, Myanmar, Australia, Switzerland, and Ireland and additional 173 consultants based in these and many other countries. The Union staff travel frequently within the country and outside their home country including in Africa, United Kingdom, Europe and South East Asia During 2023 our travel expenses were approximately €800,000.

2. PURPOSE

2.1. To ensure efficient, cost-effective, and safe travel arrangements, The Union seeks to engage a dedicated travel service provider to streamline travel management, ensuring that all logistical needs—such as domestic and international flight bookings, accommodations, ground transportation, passport related services and visa processing—are handled effectively and efficiently. This partnership will allow The Union to focus on its core objectives by reducing administrative burdens, ensuring policy compliance, and leveraging better rates through the provider’s network. Additionally, a travel service provider will help maintain compliance with The Union’s travel policies, enhance safety protocols for staff traveling to high-risk areas, and offer 24/7 support for unforeseen travel disruptions. By centralizing travel management, The Union aims to optimize cost management, improve traveler satisfaction, and ensure seamless travel operations that align with its strategic goals. Through this bidding process The Union is seeking to hire IATA certified Travel Solution Partner.

2.2. In pursuance of this objective The Union has decided to carry out bidding process for hiring of a Travel Solution Partner to whom the contract may be awarded. This RFP should not be considered as an agreement or offer by The Union to the prospective bidders. The purpose of this RFP is to provide interested parties with information that may be useful to them in the submission of proposals pursuant to this RFP.

2.3. The Applicants must submit their applications in accordance with the requirements contained in this RFP.

2.4. The Union reserves the right to update, amend and supplement the information in this document including qualification process before the last date and time of submission of applications.

2.5. The bids shall be opened at The Union, C-6, Qutub Institutional Area, New Delhi.

3. GENERAL TERMS OF BIDDING

3.1. All bidders are required to submit their bid in accordance with the terms set forth in this RFP.

3.2. Notwithstanding anything to the contrary contained in this RFP, the detailed terms specified in the Agreement shall have overriding effect. Provided that any conditions or obligations imposed on the bidder hereunder shall continue to have effect in addition to its obligations under that Agreement.

3.3. The Union reserves the right to invite fresh bids with or without amendment of the RFP at any stage or to terminate at any time the entire bidding/selection process without any liability or any obligation to any of the bidders and without assigning any reason whatsoever.

3.4. The Union will not guarantee any minimum quantity of business under any contract. Also, The Union reserves the right to split the business amongst the agencies keeping in mind the interest of the organisation. The Union reserves the right to enter into contract with multiple bidders/agencies at the same time.

3.5. The bidder cannot be an individual or group of individuals. It should only be a registered legal entity. The bidder should not be a consortium of such entities. The agencies should have registration documents under applicable laws and should submit copies of the same.

3.6. A bidder shall not have a conflict of interest that affects the bidding process. Any bidder found to have a conflict of interest shall be disqualified.

3.7. Also, the bidder should not have been convicted/charge-sheeted for any criminal offence. Any entity which has been convicted for any criminal offence shall not be eligible to submit the bid.

ROPOSAL SUBMISSION:

A. Proposals through email are invited from the reputed agency for the aforesaid purpose. The proposal should include the "Technical & Financial" details.

B. Two separate emails are required to be submitted - Technical and Financial Proposal. The interested bidder must submit their proposals in two separate emails and should clearly state in the subject line - "Technical Proposal – Hiring of Global Travel Agency " and "Financial Proposal – Hiring of Global Travel Agency " with all relevant documents as
listed in Annexures 1 & 2 to Procurement.USEA@theunion.org latest by 14^th October 2024.

C. The "Technical proposal” to be prepared in accordance with documentation as detailed in Annexure–A and Technical Evaluation Criteria as indicated in Section 8 of this RFP. The Technical Proposal should not contain any cost information whatsoever.

D. The Detailed Financial Proposal shall be in accordance with instructions in Annexure-B to this RFP.

E. In case of emails, “Financial Proposal” shall remain password-protected, and such password shall be obtained by procurement committee appointed by The Union after the Technical Qualification of the Proposal submitted by the bidder.

F. Proposal validity period will be for 180 days from the date of submission of proposal.