CALL FOR TENDERS

Travel Agency Services – 2026

Framework Agreement – Service Contract

Date of publication: 20 February 2026

Submission deadline: 28 February 2026

About Hilfswerk International:

Hilfswerk International is an Austrian, non-profit, and independent NGO based in Vienna that has been providing humanitarian aid and development cooperation worldwide since 1978. Our mission is to reduce poverty and human suffering while empowering individuals to reach their full potential. We prioritize vulnerable groups, including children, women, and minorities. We believe that every person deserves a fair chance. Therefore, our vision is to ensure that all people – especially children – have the opportunity for a better life through participatory approaches and equal partnerships. Our projects are characterized by needs-based solutions, flexibility, independence, and effectiveness.

1. LEGAL FRAMEWORK AND GENERAL CONDITIONS

This Call for Tenders is issued within the framework of the internal procurement procedures of the Contracting Authority. The selected tenderer shall comply with all applicable national laws and regulations in force in Tunisia, including fiscal, labour and social security legislation.

The framework agreement does not constitute an exclusive agreement and does not guarantee a minimum volume of services.

II. SUBJECT OF THE CONTRACT

The purpose of this tender is to conclude a framework agreement with one qualified travel agency for the provision of travel management services including flight bookings, accommodation, venue reservations and related logistical support for missions, workshops and events.

III. DETAILED SCOPE OF SERVICES

1. Air Travel Services

The Contractor shall provide complete air travel services including but not limited to:

– Domestic and international reservations

– Economy class (most direct and most economical fare)

– Alternative route proposals upon request

– Flexible and refundable ticket options

– Group reservations and urgent bookings

– 24/7 emergency assistance

– Immediate notification of delays, cancellations or travel disruptions

2. Accommodation Services

– Hotel reservations aligned with budget ceilings

– Negotiation of corporate and discounted rates

– Group accommodation management

– Flexible cancellation conditions whenever available

3. Venue and Logistical Services

– Reservation of conference rooms and event spaces

– Coordination with hotels and service providers

– Arrangement of airport transfers when required

IV. SERVICE LEVEL REQUIREMENTS

– Dedicated focal point for the Contracting Authority

– Response time to quotation requests: maximum 4 working hours

– Availability outside working hours in case of emergency

– Clear quotation format including fare rules and cancellation policies

V. FINANCIAL PROVISIONS

The financial offer must be expressed in Tunisian Dinars (TND), all taxes included. Prices shall include all service fees and commissions.

Invoices shall be issued monthly and paid within thirty (30) days upon receipt of invoice and supporting documents.

Prices shall remain firm and not subject to revision during the validity period of the offer (90 days).

VI. DURATION AND TERMINATION

The framework agreement shall be concluded for a period of ten (10) months, renewable once for twelve (12) additional months upon mutual agreement.

The Contracting Authority reserves the right to terminate the contract in case of serious breach, unsatisfactory performance or non-compliance with contractual obligations.

VII. CONFIDENTIALITY, ETHICS AND ANTI-CORRUPTION

The Contractor shall treat all information obtained during the execution of the contract as confidential.

VIII. REQUIREMENTS FOR THE TECHNICAL PROPOSAL

To ensure a high-standard selection process, the bidding agency must provide a comprehensive technical file. Proposals missing mandatory legal or financial documentation will be disqualified.

A. Legal & Administrative Capacity

• Travel Agency License: A certified copy of the Licence A issued by the Ministry of Tourism.
• Legal Identification: * Copy of the National Register of Companies (RNE) and Tax Registration.
  • Copy of the Manager’s (Gérant) National Identity Card (CIN).
  • Original or certified copy of the Criminal Record (Bulletin N°3) of the General Manager.
• Supplier Questionnaire: TENDERS DECLARATION fully completed, including company profile and ethical declarations.

B. Financial Standing & Audits

• Audited Reports: Complete Audit Reports for the last two fiscal years to prove solvency and transparency.
• Turnover: Declaration of annual turnover and the specific share related to NGO services.

C. Detailed Agency Profile & Portfolio

• Comprehensive Presentation: A full dossier describing all services provided (Ticketing, Seminars, Catering).
• Event Portfolio: Detailed presentation of past events managed by the agency, including high-quality photographs of setups and execution.
• Transport Fleet: A dedicated presentation for transportation services (cars, vans, buses), including descriptions and photos of the vehicles used for transfers.

D. Human Resources & Expertise

• Staff List: A complete list of all permanent staff and executives currently employed by the agency.
• Project Leadership: Detailed Curriculum Vitae (CV) for the General Manager (Gérant) and the designated Project Manager who will handle the HWI account.
• Experience: Evidence of dealing with International NGOs, including contract scopes and client references.

E. Compliance with Terms of Reference (Cahier des Charges)

• Technical Compliance: A formal statement confirming the agency’s ability to meet all technical specifications, health and safety protocols, and “Duty of Care” requirements (Please refer to the attached annex).

Deadline and Application Modalities

Interested agencies should submit a comprehensive technical proposal including legal licenses, financial audits, agency portfolio, staff CVs, compliance statements, and signed declarations by 28 February 2026, as detailed in Section VIII of the TOR, to Mr. Heythem Ferjani (email: Heythem.Ferjani@hilfswerk-international.at) with the email subject: “Travel Agency Services – 2026”. Kindly note that for efficiency reasons, only shortlisted candidates will be contacted. Candidates who do not receive feedback within three weeks of the deadline should consider their application as unsuccessful.

Call_for_Tenders_Travel_Agency_2026

CALL FOR TENDERS – Annexes (final)