Travel Management Services to UNDP Kenya and Partner Agencies

REQUEST FOR PROPOSAL

RFP/UNDP-KEN/006/2011

Travel Management Services to UNDP Kenya and Partner Agencies

                                                                                                                                                                             01 July 2011

Dear Sir/Madam,

The United Nations Development Programme (UNDP) Kenya is undertaking a solicitation of proposals from travel agents who are interested in providing various travel services regularly required by the UNDP Kenya and its Partner Agencies.

The purpose of this present bidding is to conclude a Long Term Agreement(s) (LTA) for the period of three (3) years for Travel Management Services with a travel agent(s) specialized in this area of service. An estimated turnover on travel services within 2 (two) years would be about USD 5,000,000 (only for air ticket).

The successful bidder(s) shall be contracted for this purpose for an initial period of one year, and the contract shall be renewable thereafter, upon satisfactory evaluation of performance each year for an additional two years.

The LTA(s) shall not impose a minimum guarantee on volume of sales on the part of the UNDP Kenya and its Partner Agencies.

To enable you to submit a proposal, attached are:

General Information:

• Memo to Bidders                                                                  (Annex I)
• Instructions to Bidders                                                         (Annex II)
• General Conditions of Contract                                         (Annex III)
• Terms of Reference (TOR)                                                  (Annex IV)
• Performance Standards and Service Level Guarantees                (Annex V)
• UNDP’s Standard Agreement for travel services            (Annex VI)

Forms and Formats:

• RFP Acknowledgement Form                                             (Attachment I)
• Technical Proposal Format                                                 (Attachment II)
• Price Schedule Format                                                         (Attachment III)

Your offer comprising of technical proposal and financial proposal, in separate sealed envelopes, should reach the following address no later than Monday, 25 July 2011 by 12.00 noon Kenyan Time.

Address for RFP submission:

Deputy Country Director (Operations)

United Nations Development Programme Kenya

The Registry Office,

Room 131, Block Q

UN Complex Gigiri

P.O Box 30218

Nairobi, Kenya

A Pre-bidding Conference will be held for all bidders intending to submit their proposals. The pre-bidding Conference will provide the opportunity for participants to articulate their questions about the contents of the RFP documentation. You are hereby invited to participate at the Pre-Bidding Conference to be held on Monday, 11 July 2011 at 2.30 p.m. at United Nations Office at Nairobi, Conference Room No. 10 at the United Nations Complex, Gigiri.

Those who wish to attend the pre-bidding conference should send their name to procurement.ken@undp.org attention: Christine Kiura Christine.kiura@undp.org and David.lubanga@undp.org; not later than 3.00 p.m. on Thursday 7 July 2011 to enable booking of entry to the UN complex in Gigiri.

        If you request additional information, we would endeavor to provide information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your proposal. Kindly send your enquiries in writing to:  procurement.ken@undp.org;

If you request additional information, we would endeavor to provide information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your proposal.

Please note that at any time prior to the deadline for submission of Proposals, UNDP may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the Solicitation Documents by amendment, including through provision of supplementary information.

You are requested to acknowledge receipt of this letter and to indicate whether or not you intend to submit a proposal. Please be aware that the acknowledgment letter must be sent alongside the technical proposal.

Sincerely,

For the UNDP Kenya and its Partner Agencies

                                                                                                                Thomas Ole-Kuyan

Deputy Country Director (Operations)