Provision of Travel Management Services Tender in Barbados - 42111084

Procurement Summary

Country: Barbados

Summary: Provision of Travel Management Services

Deadline: 17 May 2020

Posting Date: 09 Apr 2020

Other Information

Notice Type: Tender

TOT Ref.No.: 42111084

Document Ref. No.:

Competition: ICB

Financier: Other Funding Agencies

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

63515000 - Travel services

Purchaser's Detail

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Tender Details

Request for proposals are invited for Provision of Travel Management Services for the CCREEE.
Caribbean Centre for Renewable Energy and
Energy Efficiency (CCREEE)
Request for Proposals
Provision of Travel Management Services for the CCREEE
Terms of Reference for the Provision of Travel Management Services
1. Background Information
1.1 Development Objective
The CCREEE aims at improving access to modern, affordable and reliable energy services, energy security and mitigation of negative externalities of the energy system (e.g. local pollution and GHG emissions) by promoting renewable energy and energy efficiency investments, markets and industries in the Caribbean.
1.2 Mandate of the CCREEE
The mandate of the CCREEE defines it as a specialized agency with an official CARICOM and SIDS DOCK tasked to promote renewable energy and energy efficiency investments, markets and industries in the Caribbean. The Centre operates within the decision and policy framework of CARICOM. However, the Centre enjoys full autonomy and operates according to its own administrative and financial rules and procedures. The day-to-day management and decision-making authority is delegated to the Executive Director (e.g., procurement, signing of contracts, recruitment) and the Executive Board.
The CCREEE has a technical mandate and provides action and service-oriented services to a broad range of public and private partners and clients.

The Centre assists the Energy Programme of the CARICOM Energy Unit and the CARICOM Member States in the technical implementation of sustainable energy commitments. Under the SIDS DOCK framework, the Centre works closely with the ECOWAS Centre for Renewable Energy and Energy Efficiency (ECREEE) and the Pacific Centre for Renewable Energy and Energy Efficiency (PCREEE) on common SIDS sustainable energy issues and solutions.
2. Objective and Purpose of the Request for Proposal
The Objective of the Request for Proposal (RFP) is to invite proposals for the provision of and facilitate the selection of a suitable contractor to provide travel management services for the CCREEE as below. -
The travel management services are to be provided in respect of the following:
• Mission related regional and international travel for the staff of or consultants working with the CCREEE;
• Mission related regional and international travel for other individuals as may from time to time be instructed by the CCREEE.
3. Scope of the Supply of Services
The Contractor is expected to provide the following main and additional services
3.1 Main Services
• Airline ticketing services
• Airport transfers
• Hotel reservations
• Car rentals
• Other ground transportation
• Other transport services as may from time to time be necessary according to the travel needs of the CCREEE
3.2 Additional Services

• Travel advice

• Travel insurance

• Information on visa requirements and guidance through the visa application process.

• 24/7 travel support

The negotiation and final purchase of each travel arrangement will be completed on a case by case basis as authorized by the

CCREEE.

The above services are to be provided across the Caribbean region and beyond as the travel needs of the CCREEE demands.

The Contractor will be tasked with advising and assisting the CCREEE on the reduction of travel costs and the achievement of

travel efficiency.

For each travel booking or hotel booking the Contractor will be expected to obtain at least three (3) suitable quotations from

vendors to facilitate the ultimate selection of the option which fulfils the travel or hotel requirements of the CCREEE (route,

schedule, number of stops, departure/arrival time) at the lowest price (inclusive of all costs and taxes)..

4. Deliverables and Services

a) The Contractor will be required to make the booking/s and provide a quotation/s within 24 hours from receiving the

booking/s request from the CCREEE-s authorized personnel.

b) Airline bookings are to be made and quotations obtained based on the lowest fare and most direct and convenient route

using IATA standards and other transportation bookings and hotel bookings are to be made and quotations obtained

based on the lowest rate and most convenient option available.

c) The CCREEE reserves the right to verify rates applied by the Contractor.

d) The lowest available rate in the market will apply.

e) Airline tickets are to be issued and bookings confirmed only upon the CCREEE-s authorized personnel-s clearance of

the itinerary and fare proposed, and hotel bookings and ground transportation are to be confirmed only upon the

CCREEE-s authorized personnel-s clearance of the rates or charges proposed.

f) Ticketing service shall not be interrupted by the Contractor should any third party different to the CCREEE fall behind

in their respective payment schedule of any financial obligation between said third party and the Contractor.

g) The Contractor shall promptly issue and deliver accurately printed ticket(s) and related itineraries (in printed and

electronic formats) showing the related airline on all segments of the journey.

h) In the event that the required travel arrangement cannot be confirmed, the Contractor shall notify the CCREEE within

24 hours and present a minimum of three [3] alternative routings and the related quotations for the CCREEE-s

consideration.

i) The Contractor will need to ensure that the appropriate insurances are in place, and in the event of loss, the Contractor

shall immediately replace airline tickets and other travel documents without additional cost to the CCREEE.

j) The Contractor shall reconfirm and revalidate airline tickets, re-issue tickets which are returned as a result of changed

routing or fare structures and printed itineraries.

k) The Contractor shall accurately advise the CCREEE of ticketing deadlines and other relevant information every time

reservations are made, in order to avoid cancellation on airline ticket schedules.

l) The Contractor shall ensure that tickets are fully issued in accordance with the information received from the CCREEE.

m) The Contractor shall provide quick references for the requested destinations.

n) The Contractor shall provide travelers with a complete automated itinerary document to include carrier[s], flight and

voyage numbers, departure and arrival time[s] for each segment of the journey, tax exempt information, etc.

o) The Contractor shall promptly notify travelers of airport closure, delayed or cancelled flights as well as any other

changes that might affect or will require preparation from the traveler[s] in sufficient time, before the departure time.

p) The Contractor shall submit the changes and update on airline rates, promotions, policy changes, etc. immediately

upon receipt of the advice.

q) The Contractor shall keep documents of costs and payments made under this contract and send a financial report to

the CCREEE at the end of every month, and the report shall include a detailed list of services provided and related

unit costs.

r) All tickets and other travel documents shall be delivered, preferably by email or other electronic means, to the

CCREEE-s office.

5. Payment

5.1 Payments will be made to the Contractor on a trip by trip basis within 30 days after receipt of the Contractor-s invoice

for each booking purchased.

6. Duration of the Contract

6.1 The contract shall be for a period of one [1] year in the first instance and shall include an option to renew for a further

period of one [1] year on such terms and conditions as may be agreed by the parties including the option to renew for

further periods.

7. Criteria for Evaluation

• Fixed booking fee and for re-booking and cancellation fees or an overall service costs equivalent to percentage

for the overall contract.

• How fast the Contractor responds to the request from the CCREEE and how long they can hold the booking

• Variety of airlines offered.

• Delivery of the ticket [electronic versus hard copy].

8. Submission Instructions and Guidelines

8.1 RFP Contract

For all purposes of this RFP process, queries and other submissions including final proposals should be made to

[email protected]. Attempts at unofficial queries through officials and other staff members of the CCREEE for the

purpose of influencing the outcome of this RFP may be cause for disqualification from further consideration.

Proposal Submission Delivery Requirements

All proposal submissions MUST be completed in electronic form and made via e-email. Hard copy submissions are not required

but may also be made in addition to e-mail submissions.

E-mailed submissions (Required):

Proposals sent by e-mail must be received in Adobe PDF format only, no later than 16:00 h (GMT/UTC - 4h) on 17 May 2020

in one e-mail and titled “Proposal for the Provision of Travel Management Services for CCREEE”.

8.2 RFP Timetable

Activity Deadline

Issue Date of RFP 7 April 2020

Deadline for Questions 28 April 2020

Deadline for Issuing Clarification Document 6 May 2020

Deadline for Submission 17 May 2020

Evaluation of Proposals 31 May 2020

Contract Negotiation Period 6-10 June 2020

Anticipated Contract Start Date 14 June 2020

8.3 Inquiries from Respondents

Respondents are required to submit requests for additional information or clarification in respect of this RFP no later 28 April

2020 via RFP contact, e-mail: [email protected]. All questions should be as clear and concise as possible. Respondents

are also expected to immediately notify the RFP contact via email of any discrepancies, ambiguities, errors, omissions, or other

faults in any part of the RFP document, providing full details.

Responses to inquiries or amendments will be issued in written addenda prior to the final proposal submission deadline. Should

there appear to be conflict between the RFP and any addenda issued, the last ad

Documents

 Tender Notice