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- Parliaments
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We help strengthen parliaments to make them more representative and effective. - Knowledge
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Contracted service
Request for Proposals (RFP) for Travel Agency Services
Context
The IPU is the global organization of parliaments of sovereign States established in 1889. It serves as the focal point for worldwide parliamentary dialogue and works for peace and cooperation with regional inter-parliamentary organizations, as well as with international, intergovernmental and non-governmental organizations which uphold the same ideals.
Its main goals may be summarized through the following topics:
- Representative democracy
- Women in politics
- International peace and security
- Promoting human rights
- Sustainable development
- Cooperation with the United Nations
The IPU currently has 179 Member Parliaments and 13 Associated Members; they provide 70 per cent of its funds. The IPU’s Headquarters are located in Geneva, Switzerland while it operates an Office of the Permanent Observer to the United Nations in New York. Accordingly, most of its employees are based in Geneva, with the remaining collaborators in New York. Within the context of its work, the IPU seeks to hire a travel agent to service travel requirements for its Assemblies, which take place at least once a year in a different location (e.g. the past Assemblies have taken place in Belgrade, Doha and St Petersburg), as well as for the official travel needs of its staff. IPU travel takes place in most regions of the world and amounted to approximately CHF 0.6 million in 2019.
Objectives
The purpose of this RFP is to select and conclude an agreement with a specialized Travel Management Company (TMC) to obtain the most competitive, qualified, responsive and high-quality service, representing the best value for money, for all the IPU’s travel service requirements which includes air and railway ticketing, airport and railway station transfer, hotel reservation, visa services, travel insurance and related services (travel insurance on lost luggage etc.) regularly required by the IPU. This entails the assignment of the most experienced personnel and management to provide the IPU with a travel programme that represents cutting-edge technology, processes and systems for the benefit of its travellers.
How to apply
- This Request for Proposals (RFP) consists of this document and the following annexes:
Annex A: Letter of acknowledgement
Annex B: Terms of Reference (including Quality Standards)
Annex C: Evaluation criteria
Annex D: General conditions
Annex E: IPU Travel rules and relevant conditions applicable to the TMC
The General Conditions form an integral part of this RFP and will be included in any contract resulting from this solicitation. Submission of a proposal in response to this RFP constitutes acceptance of these terms and conditions
To be eligible as a supplier of the IPU, all organizations and individuals must be aware that the IPU has a put in place a Fraud and Corruption Prevention and Control Policy as well as a Code of Conduct for all its personnel.
- The Terms of Reference combined with Quality Standards set forth in Annex B, the completed Financial and Technical Proposal and the General Conditions in Annex D shall constitute part of a contract should the IPU accept the Company's proposal.
- Proposals must be submitted in English or French by the close of business on 20 January 2020.
- Proposals must be submitted in a sealed envelope/package addressed to:
Director, Support Services
Inter-Parliamentary Union
5 Chemin du Pommier
1218 Geneva
and marked CONFIDENTIAL
- Entities making proposals must confirm participation in the RFP and return Annex A duly signed.
- Price quotes shall be specified in CHF, free of any tax and duty. Prices shall be final and not subject to review from the time the contract enters into force until the end of the contractual obligations.
- The price quotes referred to above shall include all necessary services to be provided by the selected entity (even if such services are not expressly enumerated) in order to ensure a satisfactory fulfilment of the contract, as well as any other expenses incurred by the selected entity.
- All written inquiries concerning this RFP should be addressed to the following email address: [email protected].
Deadline: