18th March 2024
REQUEST FOR PROPOSAL FOR TRAVEL AGENCY SERVICES
- Introduction
Médecins Sans Frontières/Doctors Without Borders is a nonprofit international humanitarian organization dedicated to delivering emergency medical aid to people affected by conflict, epidemics, disasters, or exclusion from health care. MSF observes neutrality and impartiality in the name of universal medical ethics and the right to humanitarian assistance and claims full and unhindered freedom in the exercise of its functions. Members undertake to respect their professional code of ethics and to maintain complete independence from all political, economic, or religious powers.
In Nigeria, MSF France is running three regular projects in three states these include a malnutrition activities’ project in Katsina state, a pediatric project in Borno state and a maternal health care project in Jigawa state with a country coordination office in Abuja FTC
- Terms of the RFP
MSF France invites providers of Travel agent/ Management Services to submit proposals, which reflect the requirements as outlined in this bidding document. This Request for Proposal (RFP) is not an offer to contract but represents a definition of specific requirements and an invitation to qualified companies to submit a response addressing such requirements.
- Explanation of the need
MSF France’s objective for the tender is to optimize and improve the current service according to market and technological developments. This involves selecting a travel agency that can provide MSF France with a professional service, a total cost reduction of the travel service while guaranteeing a quality of service that meets the requirements of the humanitarian sector and the requirements specific to MSF France. So, bidders are free to offer different service formats. However, the formats offered must meet the specificities of MSF, mainly:
✓ Need to optimize all costs (travel purchases, modifications, cancellations)
✓ Availability and responsiveness
✓ Flexibility given a high rate of modification and cancellation
✓ Improvement of the quality and efficiency of the services offered
- Scope of the RFP
The scope of activities covered in this Request for Proposal is limited to the travel needs of MSF France Nigeria Mission. The scope concerns the travel agency services for MSF France staff (Nigeria Mission). They travel mainly to & from Nigeria from/to various origins & destination both regional and international capitals as well as with in Nigeria.
Spend 2023
MSF France Nigeria mission spend for 2023 on international Air travel was 482,136 euros and 139,357 Euros on domestic air travel.
Top Airlines
Ethiopian Airlines, ASKY, Turkish Airline, Qatar Airways, Deutsche Lufthansa & Air Cote D’Ivoire
*It should be noted that there is no guarantee for volume, all figures being indicative*.
- Service Offering Requirements
Service Offering Requirements Within your response we would like to see following non-exhaustive list of services to be provided. All the other requests have been detailed in Annexes 1 and 2.
| SERVICES | MUST HAVE | SHOULD HAVE | COULD HAVE |
| Online travel booking (air) | X | ||
| Offline travel booking (air) | X | ||
| Combination of online and offline booking (air) | X | ||
| Changing/cancellation/rebooking (air) | X | ||
| Inventory: airline (NGO fares, MSF negotiated rates integration) | X | ||
| Customer service 24/7 | X | ||
| Risk Management/Duty of Care | X | ||
| Rewards Programs | X | ||
| Consulting (optimization, advising) | X | ||
| Travel Expense reimbursement | X | ||
| Employee self service | X | ||
| Integrate our preferred rates for Airline | X |
- Travel agency/ management company solutions and pricing.
The Travel agencies/management companies are invited to propose their best solutions in this RFP answering to the related questions in the Annex 1 “Questionnaire” and detailing their financial propositions in the Annex 2 “Travel Agencies Pricing”.
- Participation and request for documents.
To participate please send an email to [email protected] requesting the complete set of documents. The email subject should be “TRAVEL AGENCY TENDER 2024/2025 COMPLETE SET OF DOCUMENTS”
- OFFER SUBMISSION
Your complete offer including all the documents below should be submitted to [email protected] by 7th April 2024
- MSF Charter (signed)
- MSF Supplier code of conduct (signed)
- Annex 1 Questionnaire (completed and signed)
- Annex 2 Travel Agency pricing
- Copy of Corporate Ownership/Registration Certificate/Licence
Deadline of Submission 7th April 2024
MSF will only consider completed offers in the process.
MSF shall award a service contract (s) to the most suitable bidder(s) as per the information provided and based on the agreed terms and conditions.
All technical questions and inquiries regarding this should be directed to:
The Supply Chain Coordinator E-mail: [email protected]
Médecins Sans Frontières France, represented by:
Head of Mission Dr. Abdel-Kader ISSALEY