The International Planned Parenthood Federation - South Asia Region (IPPF-SAR) is seeking expert consultancy assistant for comprehensive travel management services to organize and manage official IPPF travel carried out by its staff, as well as its visitors and attendees of events on behalf of the IPPF SAR. The contract with the selected Travel Agent would cover the provision of travel management and related services that include, but are not limited to, hotel booking, air travel reservation; ticketing; visa arrangement and advisory; and arranging all formalities related to travel documents processing for the IPPF. The selected vendor is expected to provide such services, based on the specific travel request submitted to the vendor.
Scope of Work
The selected travel agency will be responsible for the following:
- Same day response to requests from the IPPF SAR
- 24/7 support (via email or phone)
- Assisting travelers with travel itinerary planning, making special efforts to consider the environmental impact of travel and minimize the organization's carbon footprint
- Providing quotes and offers to travelers
- Assisting IPPF SAR with various control functions (e.g., obtaining the most economically efficient price)
- Fare and reservation hold for at least 48 hours, allowing IPPF SAR to confirm before ticket issuance; clearly stating the reservation deadline
- Completing bookings for transportation with the possibility of extending services to other travel-related necessary reservations
- Providing travel services for people attending conferences organized by IPPF SAR (both in India or elsewhere) in close cooperation with conference organizers
- Providing information on any visa or health requirements based on traveler’s itinerary
- Offering visa facilitation services for global travel, ensuring end-to-end support.
- Dealing with cancellations, itinerary changes and any other requests and endeavor to minimize financial penalties or losses incurred by the organization
- Securing accommodations (up to 4-star hotels) for both international and domestic travel.
- Ensure hotels meet the IPPF SAR standards (see attached ToR)
- Providing IPPF with monthly itemized invoices
Duration
The initial service contract is envisaged to be for 24 months from the date on which it enters force (expected to be beginning of 2025). After this period has expired the contract may be extended (with or without amendments) or terminated.
Submission Deadline
Interested travel agencies must submit their proposals by 13th January 2025 to the procurement team at [email protected].
For more information, please see the attached terms of reference below.
when