Secondary Travel Management Company Services Tender, Rwanda - 31648553

Procurement Summary

Country : Rwanda

Summary : Secondary Travel Management Company Services

Deadline : 28 Mar 2019

Other Information

Notice Type : Tender

TOT Ref.No.: 31648553

Document Ref. No. :

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : BRITISH COUNCIL
KG5 Ave. 81, Kacyiru, Gasabo District, Kigali, PO Box 2031 Telephone: +250 252 554 600
Rwanda
Email :informationrwanda@britishcouncil.org

Tender Details

Request for proposals are invited for Secondary Travel Management Company Services for British Council Rwanda Operations.

1 Overview of the British Council

1.1 The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.

1.2 We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body

1.3 The British Council employs over 10, 500 staff worldwide. It has its headquarters in the UK, with offices in London, Manchester, Belfast, Cardiff and Edinburgh. Further information can be viewed at www.britishcouncil.org.

2 Introduction and Background to the Project / Programme

2.1 The British Council requires a suitable a secondary supplier to offer travel agency; to assist with travels arrangements, ground transfers and accommodation for its members of staff and sponsored external stakeholders for 12 months with a possibility of renewal of 12 more months for domestic and international travels. The renewal or extension will be based on the continuity of need, satisfactory performance of the supplier and availability of funds.

The British Council intends to gain the advantages of an established and competent certified travel agent with demonstrated long running operations and license with the International Air Transport Association (IATA).

The British council therefore seeks to benefit on the following key objectives:

i. Negotiated rates of fares, hotel bookings and ground transfers;

ii. Efficient and professional service deliveries;

iii. Consolidated periodic managed invoicing of for all the requests within a month;
iv. An automated or robust system for flight request approvals and issuance;
v. Short turnaround time for requested quotes;
vi. Good network and close collaboration with agreed and endorsed hotels all over the world;
vii. Visa acquisition and facilitation from various consuls and embassies
2.2 The purpose and scope of this RFP and supporting documents is to explain in further detail the
requirements of the British Council and the procurement process for submitting a tender proposal. The
rationale for the services are to yield favourable cost saving and improve the cost effectiveness,
efficiency and planning of the travel facilitation and management. The provider will also be expected
to support analytics that can support the management in understanding the travel behaviours of the
British Council and its stakeholders.
3 Tender Conditions and Contractual Requirements
This section of the RFP sets out the British Council’s contracting requirements, general policy
requirements, and the general tender conditions relating to this procurement process (“Procurement
Process”).
3.1 Contracting requirements
3.1.1 The contracting authority is the British Council which includes any subsidiary companies and other
organisations that control or are controlled by the British Council from time to time (see:
http://www.britishcouncil.org/organisation/structure/status).
3.1.2 The appointed supplier will be expected to deliver the goods and/or provide services at the British
Council offices operations in Rwanda.
3.1.3 The British Council’s contracting and commercial approach in respect of the required goods and/or
services is set out at Annex 1 (Terms and Conditions of contract) (“Contract”). By submitting a tender
response, you are agreeing to be bound by the terms of this RFP and the Contract without further
negotiation or amendment.
3.1.4 The Contract awarded will be for duration of one year with an option for an extension for up to an
additional one year subject to the continuity of need, satisfactory performance of the supplier and
availability of funds.
3.1.5 In the event that you have any concerns or queries in relation to the Contract, you should submit a
clarification request in accordance with the provisions of this RFP by the Clarification Deadline (as defined
below in the Timescales section of this RFP). Following such clarification requests, the British Council may
issue a clarification change to the Contract that will apply to all potential suppliers submitting a tender
response.

3.1.6 The British Council is under no obligations to consider any clarifications / amendments to the
Contract proposed following the Clarification Deadline, but before the Response Deadline (as defined
below in the Timescales section of this RFP). Any proposed amendments received from a potential
supplier as part its tender response shall entitle the British Council to reject that tender response and to
disqualify that potential supplier from this Procurement Process.
3.2 General Policy Requirements
3.2.1 By submitting a tender response in connection with this Procurement Process, potential suppliers
confirm that they will, and that they shall ensure that any consortium members and/or subcontractors will,
comply with all applicable laws, codes of practice, statutory guidance and applicable British Council
policies relevant to the goods and/or services being supplied. All relevant British Council policies that
suppliers are expected to comply with can be found on the British Council website
(https://www.britishcouncil.org/organisation/transparency/policies). The list of relevant policies includes
(but it is not limited to): Anti-Fraud and Corruption, Child Protection Policy, Equality, Diversity and Inclusion
Policy, Fair Trading, Health and Safety Policy, Environmental Policy, Records Management, and Privacy.
3.3 General tender conditions (“Tender Conditions”)
3.3.1 Application of these Tender Conditions – In participating in this Procurement Process and/or by
submitting a tender response it will be implied that you accept and will be bound by all the provisions of
this RFP and its Annexes. Accordingly, tender responses should be on the basis of and strictly in
accordance with the requirements of this RFP.
3.3.2 Third party verifications – Your tender response is submitted on the basis that you consent to the
British Council carrying out all necessary actions to verify the information that you have provided; and the
analysis of your tender response being undertaken by one or more third parties commissioned by the
British Council for such purposes.
3.3.3 Information provided to potential suppliers – Information that is supplied to potential suppliers as
part of this Procurement Process is supplied in good faith. The information contained in the RFP and the
supporting documents and in any related written or oral communication is believed to be correct at the time
of issue but the British Council will not accept any liability for its accuracy, adequacy or completeness and
no warranty is given as such. This exclusion does not extend to any fraudulent misrepresentation made by
or on behalf of the British Council.
3.3.4 Potential suppliers to make their own enquires – You are responsible for analysing and reviewing
all information provided to you as part of this Procurement Process and for forming your own opinions and
seeking advice as you consider appropriate. You should notify the British Council promptly of any
perceived ambiguity, inconsistency or omission in this RFP and/or any in of its associated documents
and/or in any information provided to you as part of this Procurement Process.

3.3.5 Amendments to the RFP – At any time prior to the Response Deadline, the British Council may
amend the RFP. Any such amendment shall be issued to all potential suppliers, and if appropriate to
ensure potential suppliers have reasonable time in which to take such amendment into account, the
Response Deadline shall, at the discretion of the British Council, be extended.
3.3.6 Compliance of tender response submission – Any goods and/or services offered should be on the
basis of and strictly in accordance with the RFP (including, without limitation, any specification of the
British Council’s requirements, these Tender Conditions and the Contract) and all other documents and
any clarifications or updates issued by the British Council as part of this Procurement Process.
3.3.7 Format of tender response submission – Tender responses must comprise the relevant documents
specified by the British Council completed in all areas and in the format as detailed by the British Council in
Annex 3 (Supplier Response). Any documents requested by the British Council must be completed in full.
It is, therefore, important that you read the RFP carefully before completing and submitting your tender
response.
3.3.8 Modifications to tender response documents once submitted – You may modify your tender
response prior to the Response Deadline by giving written notice to the British Council. Any modification
should be clear and submitted as a complete new tender response in accordance with Annex 3 (Supplier
Response) and these Tender Conditions.
3.3.9 Rejection of tender responses or other documents – A tender response or any other document
requested by the British Council may be rejected which:
? contains gaps, omissions, misrepresentations, errors, uncompleted sections, or changes to the
format of the tender documentation provided;
? contains hand written amendments which have not been initialled by the authorised signatory;
? does not reflect and confirm full and unconditional compliance with all of the documents issued by
the British Council forming part of the

Documents

 Tender Notice