Request for Proposal (RFP)

Transcription

1 Request for Proposal (RFP) For Travel Agent Hiring Under Framework Agreement Ref: MABD/ADM/GEN/1507/0019 Issue Date: 13 July 2015 BBC Media Action South Breeze Center (4 th & 5 th Floor) Building # 05, Road # 11, Block # G, Banani, Dhaka- 1213, Bangladesh

2 TERMS OF REFERENCE Background BBC MEDIA ACTION is the BBC s international development charity. We use media and communications to reduce poverty and promote human rights in developing countries. We partner with civil society, local media and others to produce creative programmes in multi-media formats which inform and engage audiences around key development issues, and strengthen the media sector through capacity building. Our work is built on insights from our research and engagement with communities, and is focused on three key themes: governance and human rights, health and resilience. Objectives 1. The successful Proposers ( the Travel Agent) at least 2 (two) will be required to sign a framework agreement with the BBC MEDIA ACTION to perform travel services specified under this Terms of Reference and agreeing to clearly identified service levels. 2. The Travel Agent(s) is required to book the most direct routing and least costly fares and to research alternate itineraries in order to provide the lowest appropriate fares. They also will cover reissuance, reconfirmation, processing refunds and cancellations of tickets. Full economy fares may be used if no appropriate reduced fares are available and business class are applicable in limited situations. Fares, which entail restrictive conditions, shall only be booked with the approval of the BBC MEDIA ACTION. Scope of Work The following are the scope of services requirement for the BBC MEDIA ACTION: General a) The Travel Agent(s) shall set up a dedicated Service Desk for BBC MEDIA ACTION. b) The Travel Agent(s) shall provide travel services from 9.00 am to 6.30 p.m. during working days. In addition the Travel Agent shall provide a contact number which shall be manned by an experienced travel consultant for 24 hours emergency service, services on weekends and official holidays where required. Reservation and Ticketing a) For every BBC Media Action Travel request, the Travel Agent(s) shall immediately make bookings and prepare appropriate itineraries and quotations based on the lowest fare and the most direct and convenient routing. b) In the event that required travel arrangements cannot be confirmed, the Travel Agent(s) shall notify the requesting party of the issue and present alternative routings/quotations for consideration. c) In case of wait-listed bookings, the Travel Agent(s) shall provide regular feedback on status of flight. d) The Travel Agent(s) shall issue accurate tickets and detailed itineraries, showing the accurate status of the airline on all segments of the journey; where necessary tickets and billings shall be modified or issued to reflect changes affecting travel and make appropriate adjustments for any change(s). Page 2 of 5

3 e) The Travel Agent(s) shall clearly advise the BBC Media Action of ticketing deadlines and other relevant information every time reservations are made, in order to avoid cancellations of bookings; f) The Travel Agent(s) shall only act on travel requests for official travel submitted by the responsible staff of the BBC Media Action. g) The Travel Agent(s) shall provide an information service to notify the BBC MEDIA ACTION and the traveller of such events as airport closings, cancelled or delayed flights, trains, buses voyages and strike situations as well as of local political or safety conditions, which may affect travel to any particular destination. h) The Travel Agent shall provide all official travellers with last seat availability, advance seat assignments and advance boarding passes on all airlines for which the Travel Agent(s) can offer these services. i) The Travel Agent(s) shall provide reconfirmation and revalidation of airline tickets, re-issued tickets which are returned as a result of changed routing or fare structures and printed itineraries showing complete information on status of reservations on all carriers. Service Standards a) The Travel Agent(s) shall provide the necessary personnel to provide prompt, courteous and efficient service for the BBC MEDIA ACTION. The number of assigned or dedicated personnel shall be sufficient to meet all services requirements under this Terms of Reference. b) The Travel Agent(s) is responsible for providing replacement personnel in case of absenteeism, vacation, sick days etc. of the regular personnel assigned. c) The Travel Agent(s) must be equipped with a fully automated accounting system interfaced with the computerized reservation system to cater for the BBC MEDIA ACTION's requirements. Eligibility: BBC Media Action invites organizations/firms to demonstrate their interest in providing above services and shall provide information with documentary evidences as applicable to establish that they have; a) The organization should have at least 1 fully operational registered office. b) Minimum 5 years of overall work experience. Experience Certificate from at least 3 international clients or donor agencies or UN agencies or embassy for serving minimum 02 years. c) Certification of any global accreditation as Travel Agent. d) Organizational clear management and operation management structures with an organogram. e) Legal documents: valid Trade License, VAT Certificate and TIN Certificate. f) IATA membership certificate. Payment terms: a. The Service Provider shall submit valid invoices to BBC Media Action in Bangladesh Taka Currency. b. Payment will be made within 15 days after submission of valid invoice. Deduction of Income Tax at Source will be applicable as per the Bangladesh Income Tax Ordinance and VAT will be addressed as per the VAT rules. Page 3 of 5

4 Contract Period: There will be one/two year framework agreement starting from August 2015 initially for the aforementioned services with a 6 month provision period and a 1 month contract termination period. The contract might be renewed with the consent of both parties. Proposal Submission: Please submit sealed quotation into the Quotation Box kept in reception area of below mentioned office address on or before 03:00 PM (BST) of 10 August 2015 and attention to: Administration Department, BBC Media Action, South Breeze Center (5th Floor), House # 5, Block # G, Road # 11, Banani, Dhaka 1213, Bangladesh. Mobile: in an envelope super scribed with VENDOR ENLISTMENT UNDER FRAMEWORK AGREEMENT- TRAVEL AGENT. General Terms & Conditions: a. The bidder shall quote the according to the Terms of Reference. b. The offer should be valid at least one year. c. There will be no public opening of proposal, the BBC Media Action is not bound to accept the lowest quotation and reserves the right to accept or reject any or all the quotations without assigning any reason whatsoever. d. The enlistment process may consist of a multiphase evaluation with verification of documents, inspection, meetings etc. After completion of evaluation process and approval, the selected at least 2 (two) vendors will be shortlisted under framework agreement. e. BBC Media Action reserves the right to cancel the enlistment of any vendors for any of the following reasons. I. If the vendor submitted false information during enlistment. II. III. If the performance of the enlisted vendor observed poor in terms of quality and performance. Any other valid reason. f. The bidder shall attach the following documents to its proposal / quotation / bid: I. Experience Certificate from at least 3 international clients or donor agencies or UN agencies or embassy for serving minimum 02 years. II. Certification of any global accreditation as Travel Agent. III. Organizational clear management and operation management structures with an organogram. IV. Legal documents: valid Trade License, VAT Certificate and TIN Certificate. V. IATA membership certificate g. The bidder shall fill up VENDOR ENLISTMENT FORM UNDER FRAMEWORK AGREEMENT and submit along with. For anymore clarification please don t hesitate to communicate us. Page 4 of 5

5 Thanking you On behalf of BBC Media Action Md Abul Fazal Mobile: Address: BBC Media Action, South Breeze Center (5th Floor), House # 5, Block # G, Road # 11, Banani, Dhaka 1213, Bangladesh Page 5 of 5