Request for Proposal (RFP) for Hiring of Travel Agency

Request for Proposal (RFP) for “Hiring of Travel Agency”

Ref: AIFT/RFP/DL/2024-25/002

I. Summary of Deadlines:

Release of Request for Proposal	15th May 2024
Registration for Pre-bid Meeting (Online)	20th May 2024 (14:00 Hrs. IST)   Link for Registration: https://forms.gle/pjvfujHjwQjSPpsU8
Bid Submission Closing Date	28th May 2024 (23:59 Hrs. IST) Please submit proposals in the following respective Google Forms - 1.    Technical: https://forms.gle/3xZ2eLk7UeUftUt56 2.    Financial: https://forms.gle/q9f7mzpjREexYtPt5
Technical Bid Opening	27th May 2024
Financial Bid Opening	29th May 2024
Finalization of Contract	TBD (to be intimated to the awardee only)

Please note that The American India Foundation Trust (AIFT) reserves the right to modify this schedule as needed. All prospective bidders who have confirmed interest by the due date as above, will be notified of any changes simultaneously by email.

II. AIFT Statement of Business:

The American India Foundation Trust is registered as a public charitable trust in India. And is committed to catalyzing social and economic change in India and building a lasting bridge between the United States and India through high-impact interventions in education, livelihoods, public health, and leadership development. Working closely with local communities to develop and test innovative solutions and with governments to create and scale sustainable impact.

III. Scope of Work/ Key Deliverables:

AIFT is in pursuit of hiring a complete Travel Solution Partner to manage domestic and international air ticketing, hotel reservations, visa and passport assistance, taxi and transportation arrangements, travel insurance, and forex services. The agency's primary focus should be on ensuring efficiency, transparency, and a personalized approach in all their services, with the aim of providing seamless travel experiences for AIFT's employees and guests. It is imperative that the agency offers round-the-clock customer assistance and maintains strict adherence to industry standards, ensuring utmost satisfaction and peace of mind for travelers.

The detailed scope of the work is as per below:

1.    Domestic Air Ticket Booking:

• Provide booking services for domestic flights within the specified country.
• Ensure availability, competitive pricing, and timely confirmation of tickets.
• Offer options for various airlines and seat preferences as per AIFT’s requirements.
• Provide support for any changes or cancellations as necessary.

2.    Domestic Hotel Booking:

• Arrange accommodation(s) in domestic destinations.
• Offer a variety of hotels, resorts, and lodges catering to different budgets and preferences.
• Ensure timely confirmation and provide booking details to clients.
• Address any special requests or accommodation(s) needed by the AIFT’s.

3.    International Air Ticket Booking:

• Facilitate booking arrangements for international flights.
• Offer a range of airlines, itineraries, and fare options.
• Assist with visa requirements, layovers, and transit information.
• Ensure adherence to international travel regulations and guidelines.

4.    International Hotel Booking:

• Coordinate hotel reservations in international locations.
• Source options based on client preferences, including location, amenities, and budget.
• Confirm bookings promptly and provide detailed information to clients.
• Offer assistance with additional services such as airport transfers or sightseeing arrangements.

5.    VISA/ Passport Assistance:

• Guide clients through the visa application process.
• Provide necessary documentation support and guidance for visa interviews.
• Offer assistance in passport renewal or issuance as required.
• Stay updated with visa regulations and provide relevant information to clients.

6.    Domestic Car Booking:

• Arrange for transportation services within domestic destinations.
• Provide options for car rentals, chauffeur-driven services, or self-drive options.
• Ensure vehicle availability, timely pick-up, and drop-off arrangements.
• Address any specific requests regarding vehicle type, amenities, or special requirements.

7.    Domestic Bus Booking:

• Facilitate bookings for domestic bus travel.
• Offer routes, schedules, and seat selection options.
• Ensure ticket confirmation and provide relevant travel details to Travellers.
• Assist with any modifications or cancellations as needed.

8.    Train Booking (All Classes):

• Coordinate train reservations across various classes of service.
• Offer options for different train routes, classes, and seat preferences.
• Ensure timely booking confirmation and provide e-ticket details to clients.
• Assist with any changes, upgrades, or cancellations required by the clients.

9.    Airport Meet & Assist:

• Arrange for meet and assist services at airports.
• Provide assistance with check-in procedures, baggage handling, and security formalities.
• Offer personalized assistance for elderly passengers, families with children, or travelers with special needs.
• Ensure smooth transitions between flights or airport terminals as required.

10.  Travel Insurance:

• Offer comprehensive travel insurance coverage options.
• Provide information on policy benefits, coverage limits, and claim procedures.
• Assist clients in selecting appropriate insurance plans based on their travel needs.
• Coordinate with insurance providers for policy issuance and documentation.

11.  Forex Services:

• Facilitate foreign exchange services for currency exchange.
• Offer competitive exchange rates for various currencies.
• Provide options for currency conversion, traveler's checks, or prepaid travel cards.
• Ensure compliance with regulatory requirements and offer secure transactions.

Bid Submission:

Bidders are advised to submit bid online in Google forms link -

1. 1.    Pre-bid meeting interest submission- https://forms.gle/pjvfujHjwQjSPpsU8
2. 2.    Technical Bid Submission Link- https://forms.gle/3xZ2eLk7UeUftUt56
3. 3.    Financial Bid Submission Link- https://forms.gle/q9f7mzpjREexYtPt5

Note: Technical bid and financial bid are to be submitted separately in separate links.

Following points are to be kept in mind while submitting the bids-

1. All Bid must contain the complete address of firm, including contact number/ email ID of the person who is authorized to submit the bid under their signatures.
2. All bids must be signed on all pages by the bidder. Unsigned bids shall not be entertained/ accepted.
3. All pages of the bid being submitted must be signed and sequentially numbered by the bidder irrespective of the nature of content of the documents.
4. Bids not submitted as per the specified format and nomenclature or ambiguous in nature will be liable to be rejected.
5. The interested bidders may submit their bid to AIFT on or before the time mentioned in this RFP Documents. Any bid received by AIFT after the prescribed deadline for submission of bids will be rejected and no further correspondence in this regard will be entertained.
6. Financial bid should be prepared as per Annexure II given in the RFP Documents. Same is also to be uploaded in google forms too.
7. Bidders shall indicate their rates in clear/ visible figures as well as in words. In case of a mismatch, the rates written in words will prevail.
8. At any time prior to the last date for submission of bids, AIFT, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the RFP Documents by an amendment and publish the revised version of the RFP.
9. Printed terms and conditions of the bidders will not be considered as forming part of their bid. In case terms and conditions as given in the RFP Documents are not acceptable to any bidder, they should clearly specify the deviations in their bids.

10. Bids complete in all respects along with supporting documents, must be submitted as per the RPF. No physical document is to be submitted by the bidders.

11. NO conditional Bid will be entertained and will be rejected.

AIFT Contact:
Any communication must be sent to: procurement@aif.org

To download the full RFP, click here

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