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Terms of Reference & Call for proposal for a new travel agency

Terms of Reference

Introduction

GIN SSOGIE is seeking a new travel agency to provide reliable, efficient, and cost-effective travel services for our staff. GIN’s travel expenses have reached 184k USD in 2022. The new travel agency should have a proven track record in the industry and be able to meet our organization’s specific travel needs. 

Scope of services

The travel agency will be responsible for booking flights, accommodations, and transportation for our staff traveling overseas for work. The agency will also be responsible for providing visa assistance, travel insurance, and emergency support services.

Requirements

  1. The travel agency should have a minimum of five years of experience in the travel industry.
  2. The agency should have a proven track record in providing travel services to international organizations, with references and testimonials.
  3. The agency should have a 24/7 customer service support system in place for emergency assistance.
  4. The agency should have a clear pricing structure and provide competitive rates.
  5. The agency should have a user-friendly online booking system that allows our staff to book and manage their travel arrangements easily. This system should allow for authorisation for requested bookings by line managers and finance staff.
  6. The agency should provide regular updates and reports on our staff’s travel arrangements and keep us informed of any issues or changes in travel plans.
  7. Familiarity with the processes of visa application for travellers from Global South contexts
  8. Familiarity with the issues faced by LGBTIQ+ and especially transgender travellers would be an advantage.

Evaluation Criteria

The proposals will be evaluated based on the following criteria:

  • Demonstrated experience and track record in providing travel services to international organizations.
  • Competitive pricing and a clear pricing structure.
  • Quality of customer service and support.
  • User-friendly booking system and online platform, which enables authorisation by line managers and finance staff.
  • Ability to provide emergency support services and handle any issues that may arise during travel.
  • Compliance with ethical and sustainability standards.
  • Demonstrated familiarity with the processes of visa application for travellers from Global South contexts
  • Demonstrated familiarity with the issues faced by LGBTIQ+ and especially transgender travellers

Submission Requirements

Interested travel agencies should submit a proposal detailing their experience, pricing structure, and approach to providing travel services to our organization. The proposal should include references and testimonials from previous clients, as well as any certifications or awards the agency has received. The proposal should also outline how the agency plans to meet our specific travel needs and requirements.

Call for Proposals

Our NGO is seeking proposals from experienced travel agencies to provide travel services for our staff traveling overseas for work. The selected agency will be responsible for booking flights, accommodations, and transportation for our staff and providing visa assistance, travel insurance, and emergency support services.

Interested agencies should submit a proposal that includes the following information:

  1. A description of the agency’s experience and track record in providing travel services to international organizations.
  2. A clear pricing structure and competitive rates.
  3. A 24/7 customer service support system for emergency assistance.
  4. A user-friendly online booking system and platform, which enables authorisation by line managers and finance staff
  5. References and testimonials from previous clients, as well as any certifications or awards the agency has received.
  6. An outline of how the agency plans to meet our specific travel needs and requirements.
  7. Evidence of familiarity with the processes of visa application for travellers from Global South contexts
  8. Evidence of familiarity with the issues faced by LGBTIQ+ and especially transgender travellers

Proposals should be submitted to larissa@gin-ssogie.org by August 20th 2023. The selected agency will be notified within two weeks of the submission deadline. Our organization reserves the right to reject any proposals that do not meet our requirements or are deemed unsatisfactory.

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