FHI360-REQUEST FOR PROPOSAL FOR PROVISION OF TRAVEL MANAGEMENT SERVICES

FHI 360
REQUEST FOR PROPOSAL
(RFP) NO: FHI360-JUL-27-2023 FOR PROVISION OF TRAVEL MANAGEMENT SERVICES

A. BACKGROUND
Family Health International (FHI 360) is not-for-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes expert in health education, nutrition, environmental, economic development, civil society, gender equality, youth, research and technology-creating a unique mix of capabilities to address today’s interrelated development challenges.
With funding from the United States Agency for International Development (USAID) and other Intern, FHI360 is supporting the government of Nigeria (GON) to enhance sustained cross-sectional integration of HIV/AIDS services by building Nigerian Capacity to deliver sustainable high quality, comprehensive, prevention, treatment, care and related services in various states within Nigeria.

The Nigeria Country office is hereby seeking proposals for qualified and interested travel management agency for the provision of travel management services.

B. SCOPE OF SERVICE REQUIRED
• Airline Ticketing: The travel management firm will handle all aspects of booking airline tickets for the organization’s employees, ensuring the best available options in terms of routes, timings, and cost-effectiveness.
• Visa and Passport Assistance: Providing support and guidance in obtaining necessary visas and passports for international travel, ensuring a smooth and hassle-free process.
• Travel Expense Management: Assisting in managing travel expenses, including reimbursement processes and reporting, to facilitate streamlined financial procedures.
• 24/7 Customer Support: Offering round-the-clock assistance and support to travelers, resolving any issues or emergencies that may arise during their trips.
• Reporting and Analytics: Providing regular reports and analytics on travel-related data, helping the organization gain insights into travel patterns and expenditure for better decision-making.
• Travel Policy Updates: Keeping the organization informed about any relevant industry changes or updates in travel regulations, helping to adapt the travel policy accordingly.

C. THE PROPOSAL MUST BE SUBMITTED IN THIS FORMAT
Please read this section carefully and be sure that all requested information is included in your submission. Evaluators will neither make assumptions nor draw inferences regarding missing or incomplete information. The submission of incomplete information could result in the rejection of proposals.
1. company profile, cover letter with registered address, functional email, telephones numbers and point of contact for the organization.
2. Evidence of company registration with the Corporate Affairs Commission, including CAC7 & CAC2
3. Tax clearance certificate for 2020, 2021 and 2022
4. Verifiable list of current clients, including international non-governmental organization
5. Copy of IATA approval;
6. Evidence of registration with Nigeria Tourism Development Corporation
7. Evidence of usage of Amadeus or equivalent global reservation system.
8. Reference from three (3) previous or existing clients.

D. PROPOSAL/PRICING GUIDELINES

E. SUBMISSION OF PROPOSAL
The subject of submission email should clearly indicate “Provision of Travel Management Services”. Submission should be made as two separate attachments and in PDF format. i.e. Attachment 1-Proposal requirement in section C, attachment 2- Financial Proposal using the format in section D. All fees must be in Naira (NGN), signed by authorized representative of the bidding organization and submitted to designated email [email protected] not later than 4:00PM Wednesday August 9th, 2023.
Bidders must submit requests for any clarification concerning this RFP to [email protected] not later than 5.30pm on Friday 4th August, 2023.

PLEASE NOTE
Facsimile fax), e-mail documents or postmarked documents will not be accepted. Issuance of this RFP in no way constitutes a commitment by FH0360 to award a contract, FHI 360 reserves the right wary any part of this RFP at the time of award if it becomes necessary. FH360 is Value added Tax VAT) exempted but deduct Withholding Tax (WHT) in compliance with relevant Nigerian laws.

FHI360 SAFEGUARDING POLICY:
FHI360 is committed to provide a safe environment for all employees, beneficiaries and anyone contracted by FHI360. This includes taking measures to protecting vulnerable people from sexual exploitation and abuse (SEA) by either FHI360 employees or associated personnel. FHI360 abides by child safeguarding principles. FHI360’s safeguarding policies apply and flow out to all FHI360 staff, board member, volunteers and partner staff (subcontractors, consultants, vendors and sub-recipients), regardless of the funding mechanism or amount of contract, agreement, purchase order.