CARE INTERNATIONAL IN RWANDA

P.O Box 550 Kigali, 541ST

Career Center Building 8^th floor

Tel: +250 788 306 241, 250 788 304 454

E mail: care.rw@care.org

www.care.org

Terms of reference (tor) for the supply and delivery of travel management services

Background

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CARE International in Rwanda is  an international nongovernmental organization leading in humanitarian work and fighting global poverty. We seek a world of hope, tolerance and social justice, where poverty has been overcome and people living in dignity and security. CARE International aims to be a global force and a partner of choice within a worldwide movement dedicated to ending poverty.

We are seeking the services of an experienced and competent company to provide  travel management services.

The service agreement will be signed for a period of one (1year), with a possible extension of one (1) year, subject to a satisfactory performance.

Scope of the service

The Travel agency shall:

1. Make reservations, issue and deliver air tickets for CARE Internation in Rwanda staff official travels
2. Provide at least three options for all destinations based on the lowest fare and the most direct and convenient routing. In the event that required travel arrangement cannot be confirmed, notify the requestor of the problem and present alternative routings/quotations for consideration; consider only economic class, unless advised otherwise;
3. Accurately advise the requestor of ticketing deadlines and other relevant information every time reservations are made in order to avoid cancellations of bookings;
4. Promptly issue and forward all tickets in electronic format with detailed itineraries including carrier(s), flight numbers, departure and arrival times for each segment of the trip;
5. Inform requester, upon booking confirmation, of flight/ticket restrictions, involuntary stop-over, hidden stops, and other inconveniences of the itinerary and provide required documentation for travels;
6. Handle complaints in a timely manner on behalf of CARE on flight problems, cancellations, delays etc;
7. Reconfirm and revalidate airline tickets, re-issue tickets which are returned as a result of changed routing or fare structures and printed itineraries;

Interested travel agencies are requested to provide in their tenders the following information:

• Company profile including a full legal name, jurisdiction of incorporation, and address of the company, copy of a valid registration certificate and/or tax compliance (i.e. VAT when applicable);
• A contact name, email address, and telephone number to facilitate communication between CARE and the vendor.
• Bank account information including the scanned copy of blank check or document from the bank confirming bank account information (name, account number, swift code, …);
• List of major customers in the same field of travel insurance including INGOS
• Copy of the VAT registration certificate.
• Tax clearance certificate issued by Rwanda Revenue Authority
• Tax clerance certificate issued by by RSSB
• Minimum of three (3) certificates of completion of similar services from well-known Organizations;
• List of airlines partners manily United States of America based airlines
• Different destination covered by the agency (network)+ current price plus discount

Interested  travel agencies are requested to submit their offer not later than September 18th, 2023  at 5:00 pm local time to the following e-mail address: rwa.procurement@care.org with “ Travel Management Services ” as subject.

Kigali, August 30^th ,2023

Procurement Unit