TOR for The Air Ticket Services Provision

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TERMS OF REFERENCE FOR THE AIR TICKET SERVICES PROVISION

Heifer International Rwanda (HIR) is hereby undertaking a solicitation of bid proposals from services providers who are interested to provide Air tickets for HIR. The successful bidder shall be contracted for a period of one year and may be renewable after a successful evaluation.

DETAILED SERVICES REQUIRED

The service provider will be required to:

  1. Should be able to provide both electronic and printed ticket to the travel booker;
  2. Provide the necessary travel booking services and support;
  3. Able to offer discounted rates with air travel;
  4. Able to issue air ticket at any time when needed;
  5. Ensure timely notification to the HIR and to travelers of airport closing, cancellations, or delays in flights;
  6. Update the HIR regularly on cancellation policies and fees of airline and the other relevant travel agents;
  7. Notify the HIR of air tickets for revalidation and/or reissue;
  8.  Must be able to issue a temporary reservation;
  9. Travel itineraries must be generated for every approved travel request;
  10. Must have the ability to make multiple changes to the travel requirements prior to the approval of the travel request.
  11. Travel itinerary emails must be sent to the travel booker;
  12. Must accurately advise the travel booker of ticketing deadlines and other relevant information every time reservations are made, in order to avoid cancellation of bookings;
  13. Accreditation and affiliation- The air ticket service provider must ensure full compliance in respect of the industry requirements;
  14. The service provider should be able to provide the air ticket and submit the invoice after issuing the ticket.

The Service provider is required to provide the following:

  1. Fully accredited member of the International Air Transport Association (IATA);
  2. Certified copies of the certificates and proof, as mentioned above, must be submitted together with your bid proposal.
  3. The travel agent must have a dedicated, travel team with the capacity to deliver the required service.

EVALUATION PROCESS

Bids that do not comply with the mandatory requirements will not be considered for Phase 2 evaluation.

Mandatory Requirements

CRITERIA

YES

NO

1.

 

  • Fully Accredited Member of the International Air Transport Association (IATA)

 

  • A Certified copy of the certificate must be submitted

 

  • Valid Tax clearance certificate
  • Submit the certificate of social security fund clearance
  • Be a registered company 

 

 

 

       

The functionality criteria together with the maximum points to be awarded are set out below:

NO

EVALUATION CRITERIA

GUIDELINES FOR CRITERIA APPLICATION

WEIGHT

1

The ability and flexibility to provide the required travel services

Indication of  how a bill back facility will be supported by the air ticket service provider

 

The ability to provide service at ant time needed.

30

2

Demonstrable capabilities of the team

Experience, qualifications and skills composition

 

30

3

Evidence of track record in similar assignments undertaken

Duration, value, number of beneficiaries serviced

20

4

Two Reference letters

Indicating an objective assessment of the quality of relevant and recent work undertaken.

20

 

Total

 

100

NB: Evaluation criteria will be Quality Based Selection (QBS).

FORMAT OF THE BID SUBMISSION

Technical Proposal

  • Letter of Application
  • Company Profile
  • Methodology and Implementation
  • Team member names and roles
  • Track record and experience
  • Submission of all applicable documents as indicated below:
  • Valid Tax clearance certificate
  • Submit the certificate of social security fund clearance
  • Be a registered company 
  • The completed and signed Standard Bidding documents (SBD)
  • Copy of the registration document of the organization;
  • IATA certificates

How to submit:

The bidder shall submit proposals in a pdf format via email at procurement-rw@heifer.org Any questions pertaining to this bid should be addressed to Heifer International Rwanda through this email address.

The deadline for submissions is on or before October 25th, 2019; at 5 p.m.

Late bids will be rejected.

Done at Kigali, on 2nd October 2019

______________________

Dr. KAMANZI U. Elisée

Country Director