Provision of Flight Booking Services-DRC Retour vers les opportunités

Provision of Flight Booking Services

1. Scope

The successful travel agent shall provide prompt and accurate international and domestic travel products and services.The services to be provided are:

• Provide travel information and flight schedules
• Reservation and ticketing services for domestic and international flights
• Airfares and pricing
• Flight cancellations/rebooking and refunds
• Invoicing

2. Requirements

The Supplier shall:

• Offer customer support through telephone and email, 7 days a week.
• Offer a designated point of contact for DRC.
• Offer an emergency “out of hours” service.

Reservation and ticketing services

• Provide information on the most suitable and economic solutions to a DRC flight request.
• If the required travel arrangements are not available, provide alternative options.
• Provide information of discussed travel options by email to the DRC requestor.
• Issue tickets upon written confirmation from the DRC requestor.

Airfares and airline routing /itineraries

• Ensure that tickets issued are in accordance with airline guidelines and IATA regulations.
• Include proposals for cost savings by taking earlier or later flights, alternative airlines or alternative routings.
• The supplier will predominantly be issuing both domestic and international flight tickets that will originate in Libya and Tunisia. It is essential that the supplier can issue tickets on the following airlines:
• Libyan Wings
• Tunisair
• All major international IATA affiliated airlines.

Flight cancellations/rebooking and refunds

• Process duly authorized flight changes/cancellations promptly.
• Process airline refunds for cancelled travel within 30 days of cancellation.

3. Payment schedule

• Payment will be processedby DRC on a monthly basisand paid no later than 10 days from receipt of invoice and supporting documents from the supplier.
• The suppliermust attach a copy of all e-tickets issued for that month to the invoice.

4. Timeframe

The duration of the purchase agreementwill be 12 months with the possibility of an extension of 12 months upon mutual agreement of both parties.

5. Experience and qualifications

• Accredited IATA Travel Agent duly licensed in the country of operation.
• Previous experience of working with INGOs or similar organisations.
• Offers customer support through telephone and email, 24 hours a day, 7 days a week.
• Offers a designated point of contact for DRC.

The successful supplier shall also be required to demonstrate providing a dedicatedservice to the travel needs of DRC throughout the year.

6. Administrative evaluation

The supplier must complete and submit the following documents as part of the Bid:

7. Technical Evaluation

Selection is based on the following weighted criteria. Suppliers must ensure that all requested information and documentation is submitted with the bid:

8. Financial Evaluation

Suppliers who pass the technical evaluation will be asked to submit prices for the services offered in the financial evaluation.

• The financial evaluation scoring will be based on service fees and lead times for delivery of service.
• The financial bid must be completed on Annex A.2 – Financial Bid Form and priced in
• Please do not include any airline fees in the Financial Bid, only those fees to be added by the supplier.
• Fees can be added as a lumpsum, or as a percentage amount of the flight ticket.

Annex A.1 – Technical Bid

Annex A.2 – Financial Bid Form

Annex B – Invitation Letter

Annex C – General Conditions of Contract

Annex D – Supplier Code of Conduct

Annex E – Supplier Registration Form

Annex F – Terms of Reference