Provision of Travel Management Services
UNOPS
Provision of Travel Management Services
Request for proposal
Reference:
RFP/2024/50488
Beneficiary countries or territories:
Multiple destinations (see the Countries or territories tab)
Registration level:
Basic
Published on:
04-Jun-2024
Deadline on:
22-Jul-2024 20:00 0.00
Description
Tender Description: Request for Proposal for Provision of Travel Management Services (TMC/ Travel Management Company).
IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
This tender has been posted through the UNOPS eSourcing system. / Cet avis a été publié au moyen du système eSourcing de l'UNOPS. / Esta licitación ha sido publicada usando el sistema eSourcing de UNOPS. Vendor Guide / Guide pour Fournisseurs / Guíra para Proveedores: https://esourcing.unops.org/#/Help/Guides
First name:
N/A
Surname:
N/A
This procurement opportunity integrates considerations for at least one sustainability indicator. However, it does not meet the requirements to be considered sustainable.
Climate change mitigation and adaptation
Environmental
The tender contains sustainability considerations for preventing or minimizing damage associated with climate change.
Examples:
Energy efficiency, greenhouse gas reporting and emission offsetting.
Gender issues
Social
The tender contains sustainability considerations addressing gender equality and women's empowerment.
Examples:
Gender mainstreaming, targeted employment of women, promotion of women-owned businesses.
| Link | Description | |
|---|---|---|
| https://esourcing.unops.org/#/Help/Guides | UNOPS eSourcing – Vendor guide and other system resources / Guide pour fournisseurs et autres ressources sur le système / Guía para proveedores y otros recursos sobre el sistema |
90121502
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Travel agencies
New amendment added #7: Amendment #7Dear Bidder, Purpose for Amendment 7:1) Extend the clarification date to 12 July 2024 23h00 CPH time ( 21h00 UTC time) instead of 5 July 2024 23h00 CPH time ( 21h00 UTC time) 2) Extend the closing date to 22 July 2024 22h00 CPH Time ( 20h00 UTC time) instead of 14 July 2024 22h00 CPH Time ( 20h00 UTC time) 3) Amend the schedule of requirement 3.1.1.6 as follows : 3.1.1.6 A special VIP setup made available to the UNOPS Executive Office and their travellers. The Company shall be able to offer a priority service. UNOPS expect that phone, emails and other pointspoint of contract from the Executive office are answered without delay (within 5 rings) rings and that emails are prioritised when the sender is an identified travel arranger from the Executive Office. UNOPS expects that travel arranged for the Executive Office are priorities and therefore not part of the general SLA. UNOPS would prefer to have automatically prioritize (skip the line) calls on a dedicated VIP VDN. Please refer to the RFP_2024_5048874 - Section II. Schedule of Requirements_v14) Amend the Price Offer Table, c (Annex III) to remove the item 6 Product Liability Insurance .Please refer to RFP_2024_50488 Price Offer Table, c (Annex III)_ v1All other terms & conditions of the original RFP will remain unchanged. We look forward to receiving your bids by date 22 July 2024 22h00 CPH Time ( 20h00 UTC time)Regards,
Edited on:
10-Jul-2024 15:48
Edited by:
webservice@unops.org
New clarification added: This was raised on the pre-bid call as well, but it is important for us to have full clarify and understanding of your expectations of the special VIP service and SLA. We understand your point of your VIP travellers shouldn't wait, and should be prioritized. But we are struggling to understand your expectations of a SLA report (with potential penalties) based on "... calls to be answered immediately.". What is "immediately in seconds, and do you consider it reasonable to expect 100% delivery? And do you expect your VIP's to be managed from the same dedicated team as non-VIP's? If you do; Would you consider ammending this special SLA to have the option to automatically prioritize (skip the line) calls on a dedicated VIP VDN?Unops Answer : UNOPS expect that phone, emails and other pointspoint of contract from the Executive office are answered without delay (within 5 rings) rings and that emails are prioritised when the sender is an identified travel arranger from the Executive Office. UNOPS expects that travel arranged for the Executive Office are priorities and therefore not part of the general SLA. UNOPS would prefer to have automatically prioritize (skip the line) calls on a dedicated VIP VDN.This will be reflected through amendment 7 in the schedule of requirement.
Edited on:
10-Jul-2024 14:46
Edited by:
webservice@unops.org
New clarification added: In the price offer table you request a price on "Product liability insurance". We fail to understand this price request and to which product it will be linked to (OBT, ticket, hotel reservation etc.), kindly ask you to clarify.Unops answer :This list item will be removed. It will be updated in the price list through amendment 7
Edited on:
10-Jul-2024 14:12
Edited by:
webservice@unops.org
New clarification added: Please can you confirm your target go-live date and your expectations for the implementation timeline?Unops Answer :The go live date is 1 March 2025 but with a regional roll out from 1 January 2025
Edited on:
09-Jul-2024 17:15
Edited by:
webservice@unops.org
New clarification added: Clarification# 10Question 1. Your answer to Clarification #6 question 2 regarding the Form F: Performance Statement form is still unclear to us, as this form seems to cover manufacturing purposes. As Travel Management Service is provided as a service, orders are not linked with an order number, nor can we advise a value of the order, delivery terms etc. We've already advised 3 client references hence we kindly ask you to ellaborate what information you need applied in the Performance Statement Form.Answer 1. This form is used by UNOPS to assess if the bidder have the experience requested in 3.2 and 3.3. Please list similar services that you provided over the last years, with the minimum details given below:- Description of services;- Country;- Total Amount of contract;- Contract Identification and Title and Contact details of Client: (Name, Address, telephone, email, fax); and- Year Project was undertaken.
Edited on:
05-Jul-2024 18:02
Edited by:
webservice@unops.org
New clarification added: Clarification #9Question 1. Follow up question relating to Clarification #6. Regarding the three references, since UNOPS have confirmed that their current on-contract spend is closer to USD 6m, please can you revise the spend limit of the (3) references to a lower value which better compares to this specific contract? For example USD8m or USD 10m. Answer 1. Please see Amendment #6.Question 2. We request that UNOPS remove 9.4 from the schedule of requirements. Overides and commissions are very difficult to breakdown by client, since the threshold of these payments will be achieved based on a combination of clients making bookings via certains suppliers. In many cases it will be near impossible to determine the attributable amount to UNOPS, as it is not as simple as saying % is attributed to each client. There is also the consideration of commercial sensitivity of the agreements TMCs have with each supplier, which will vary. Without being able to calculate this 100% accurately, there is always going to be room for debate.Answer #2. Please see Amendment #6.Ultimately, this will drive booking fees to be more expensive to cover the additional risk for the TMCs (plus to cover the lower income), negating any financial benefit that UNOPS is seeking to receive by this requirement.
Edited on:
04-Jul-2024 11:34
Edited by:
webservice@unops.org
New amendment added #6: Amendment #6The following clause 9.4 is removed from Section II. Schedule of Requirements/TORs Global Consultancies: "9.4 Overrides and commissions perceived by the CompanyUNOPS requires full disclosure and credit of all revenues (commissions, overrides or others) perceived by the Company as a result of the transaction volume made with UNOPS. Overrides are negotiated incentive commissions paid to the Company by certain airlines with which the Company has preferred relationships.Any air or rail override cashed in by the Company based on the flown revenue generated by UNOPS will be refunded to UNOPS. The Company will allocate overrides based on UNOPS’s contribution to the overall override amount.The Company shall also debit UNOPS any free of net transportation cost in the event airlines grant commission on individual tickets up-front.The Company will provide reasonable documentation of Override Commission Earnings and allocation to UNOPS, subject to the confidentiality provisions of its agreement with the airlines.The UN may negotiate airline discounts that are net of Override Commission, in which case, no Override revenue will be due to the UN for sales on such carriers.It is understood that breach of this provision will constitute grounds for early termination of the Contract by UNOPS".2. The following requirement replaces Technical Criteria 3.3 of Section "Criteria" of e-sourcing: "Experience with complex travel with large international accounts. The Company must service at least three (3) clients with net ticket spend exceeding 10 million USD/Client/Year each. Please provide names of clients/references with net ticket spend exceeding 15 million USD. Please include ten (10) examples of complex travels to remote locations handled for a client. Please make an exact reference to where in your proposal this information can be located".
Edited on:
04-Jul-2024 11:27
Edited by:
webservice@unops.org
New amendment added #5: Amendment #51. The new deadline to submit proposals is 14th of July 2024.2. The new deadline for request of clarifications is 5th July 2024.
Edited on:
03-Jul-2024 10:33
Edited by:
webservice@unops.org
New clarification added: Clarification #8Question 1. In In section 3.1.1.1 from the Schedule of requirements it states: "Deliver travel services through offline team/travel outplant staffed with highly professional, client oriented travel counsellors fluent in English, France and Spanish". Is it required to be fluent in all 3 languages, or will English be sufficient?Answer 1. UNOPS expect the bidder to have access to trained outplant staff who are able to communicate and understand the three languages, but it is not required that one person speaks all three languages.Question 2. In section 3.2.4.7 you're stating "Collaborate with UNOPS to set-up the B2B interfaces with UNOPS Enterprise Resource Planning (ERP) tool". Kindly ask you to ellaborate on what you mean by "set-up the B2B interfaces". Answer 2. UNOPS expect the bidder to have experience with collaboration and best practices regarding interaction with clients ERP systems and other data access points between the bidder and their clients.Question 3. It is important for us to understand your thoughts and rationale behind your request of direct GDS access in-house to UNOPS employees as stated in section 3.1.1.5 in your schedule of requirements. If your online adoption is approx. 80% and you have a dedicated offline team in place 24/7, the GDS access seems more like a "nice-to-have" than a "need-to-have" as stated in your schedule of requirements?Answer 3. It will be ¨nice to have¨.
Edited on:
02-Jul-2024 12:39
Edited by:
webservice@unops.org
New clarification added: Clarification #8Question 1. In Price Offer Table, C (Annex III) you request a price on "In-house bookings for VIP-Executive Office assisted on-site, UN city Copenhagen" (B.5). This In-house/on-site solution doesn't seem to be described anywhere else in the material. Kindly ask you to clarify.Answer 1. The cost shall indicate the additional costs for UNOPS per month in case a VIP -Excecutive on-site option is requested.Question 2. In Price Offer Table, C (Annex III) you request a price on "Refund of lost documents". Are you refering to the splitshare of automated tracked refunds on unused tickets?Answer 2. Yes, that is what we are requesting.Question 3. In Price Offer Table, C (Annex III) you request a price on "Tickets issued directly from database (Air/Rail tickets/Hotel)". It's unclear to us what database you're referring to and what kind of service?Answer 3. The price request is for ticket issued by UNOPS trained personnel with access to GDS.
Edited on:
02-Jul-2024 11:21
Edited by:
webservice@unops.org
New clarification added: Clarification #7Question 1. In the LTA you refer to ANNEX 1: Special Conditions.This ANNEX doesn't seems to be added to the document section, nor added by link in the LTA. Kindly ask you to clarify / add.Answer 1. Section IV. Sample Long Term Agreement - which contains Annex 1 - is a template document that will be filled out with the bidder that is awarded the LTA. There are no Special Conditions set up by UNOPS for this tender. The Annex 1. Special Conditions is to give space for the awarded company to include the Special Conditions to the Contract that the awarded company might have requested during the bidding period. If a bidder believes that certain additional provisions/deviations to the UNOPS General Conditions are needed in order to perform the services for UNOPS, they should include it in their proposal. UNOPS may evaluate the requested deviations during the evaluation stage. If the requested deviations are acceptable to UNOPS, UNOPS may consider negotiating the requested deviation with the successful bidder before the contract award.Question 2. What exactly do we need to fill in the Performance Statement Form? Is it mandatory to fill it?Answer 2. Please see Clarification #6, Question and Answer 2. And yes, it is mandatory to fill it in.
Edited on:
02-Jul-2024 11:10
Edited by:
webservice@unops.org
New amendment added #4: Amendment #4The Pre-Bid Conference Minutes of Session 2 held on 18 June 2024, are uploaded in the Documents Section/Label of the RFP.
Edited on:
28-Jun-2024 14:16
Edited by:
webservice@unops.org
New clarification added: Clarification # 6. Question 1. Qualification criteria - 3: This requirement states that suppliers should have at least 5 clients spending USD15m per annum. UN procurement has an emphasis on encouraging SMEs to take part in these competitions, yet this particular requirement feels restrictive. Would you agree to amend this to 2 or 3 references clients that meet this criteria? We believe this should be considered sufficient.Answer 1. Qualification criteria 3.3 has been modified to at least 3 clients. Please, see Amendment #3.Question 2. We don't understand the purpose of the Form F: Performance Statement Form and what we're signing? Could you ellaborate?Answer 2. Form F, Performance Statement Form, requires information related to orders/ contracts the bidding company signed in the past with other companies (purchasers). UNOPS evaluation team will check those references with the listed clients and this way obtain confirmations of successful completion.Question 3: You have enclosed Form G: No Adverse Action Confirmation Form in the returnable bidding forms, but it doesn't seem like it needs to be uploaded anywhere?Answer 3: Section III: returnable Bidding Forms: Form G: No adverse Action Confirmation Form is eliminated. Please, see Amendment #3.
Edited on:
28-Jun-2024 11:51
Edited by:
webservice@unops.org
New amendment added #3: Amendment #31. The following requirement replaces Technical Criteria 3.3 of Section "Criteria" of e-sourcing: Experience with complex travel with large international accounts. The Company must service at least three (3) clients with net ticket spend exceeding 15 million USD/Client/Year each. Please provide names of clients/references with net ticket spend exceeding 15 million USD. Please include ten (10) examples of complex travels to remote locations handled for a client. Please make an exact reference to where in your proposal this information can be located.2. Section III: returnable Bidding Forms: Form G: No adverse Action Confirmation Form is eliminated through this Amendment # 3.
Edited on:
28-Jun-2024 11:51
Edited by:
webservice@unops.org
New clarification added: Clarification #5Question 1. Since we have a presence in almost all the countries you mentioned, can we submit our bid from our headquarters in Dubai?Answer 1: Yes you are able to submit a proposal with headquarters in Dubai.Question 2. Could you clarify how we should present the total price in the Financial Offer details? Additionally, should we only specify the service fee in Annex C?Answer 2: Yes for the financial Offer please use Annex .Question 3. I note that you operate in 80+ countries - how many countries Point of Sale (PoS) is this tender anticipating?Answer 3. UNOPS have not specified the number of PoS as this will be up to the supplier to provide the best option for UNOPS, taking into account that all personnel can travel on any budget.Question 4. Do you require local servicing in multiple countries rather than just Denmark PoS?Answer 4 : UNOPS require service provided 24/7 as we have personnel all over the world.Question 5 : 6b - 2 GDS systems - in light of the conversation in today's webinar, will UNOPS agree that one GDS system is sufficient, as long as the travel agency has a clear NDC strategy to ensure a wide range of fares are delivered to UNOPS?Answer 5: Yes, UNOPS would agree to one GDS and can demonstrate a clear NDC strategy.Question 6. We request a small extension to the tender deadline since many clarifications have not yet been answered. Do you agree to extend the deadline to 5th July to ensure all bidders have the time to provide a quality and well thought out response?Answer 6: Please, take a look at Amendment #1.Question 7: The payment term "invoice or lodge card" is mentioned many times in the schedule of requirements and once in the revision section. Could you clarify whether it's required for us as company to accept both terms, or if acceptance of only one of the two options are acceptable. The payment term "invoice or lodge card" is mentioned many times in the schedule of requirements and once in the revision section. Could you clarify whether it's required for us as company to accept both terms, or if acceptance of only one of the two options are acceptable.Answer 7: Suppliers can choose only to provide one permanent term of their choice.
Edited on:
25-Jun-2024 10:58
Edited by:
webservice@unops.org
New amendment added #2: The Pre-Bid Conference Minutes of Session 1 held on 18 June 2024, are uploaded in the Documents Section/Label of the RFP.
Edited on:
25-Jun-2024 10:49
Edited by:
webservice@unops.org
New amendment added #2: The Pre-Bid Conference Minutes of Session 1 held on 18 June 2024, are uploaded in the Documents Section/Label of the RFP.
Edited on:
25-Jun-2024 10:48
Edited by:
webservice@unops.org
New amendment added #1: Amendment #11. The new deadline to submit proposals is 5th of July 2024.2. The new deadline for request of clarifications is 30 June 2024.
Edited on:
21-Jun-2024 11:18
Edited by:
webservice@unops.org
New clarification added: Clarification #4Question 1, 3.2.4.1 - We have a proprietary booking tool and have invested to deliver a tool that provides the richest variety of fares in the market. It is not desirable for UNOPS to have the option to select a third party tool since our commercial proposition is based on our own technology being implemented. Do you agree to remove this clause since TMCs will only present solutions which meet your requirements.Reply 1. The answer to this quesiton was provided in Pre-Bid Meeting 1. Please, see Minutes of Pre-BId Meeting 1 that will be published shortly.Question 2. 3.2.4.2 - Emissions in an OBT are typically pulled through from the source of the fare (e.g. GDS / direct connection). Is it acceptable to report based on the ICAO emissions calculator, but not have this information at point of sale?Answer 2. As UNOPS travel is mainly done by the actual traveller we need to be able to show the CO2 emission as best as possible in order for the traveller to be able to make informed decisions. We hope to get the emissions shown at the point of sale but will consider a bid where the ICAO calculator is used for reporting only.Question 3. 3.2.4.7 - Please can you provide more technical detail on this requirement so we can establish what will be required?Answer 3. This point does not exist in Section II. Schedule of Requirements.Question 4. 4.14.7 - Please can you provide additional technical detail regarding this requirement?Answer 4. This point is related to the interface needed between the UNOPS ERP system and the supplier. UNOPS need to be sure of a validation of active accounts to be used for travel purchase. preferably via automatic file upload from a server.Question 5. There is reference to a global service hub that must be located in Denmark. Can you confirm whether it is acceptable to propose a hub in a different location, for example the UK?Answer 5. A service hub in Denmark is prefered as UNOPS HQ is in Denmark, but a Service hub outside of Denmark would be accepted.Question 6. Appendix 2 - Travel profiles - Typically a traveller profile includes personal details, passport information, frequent flyer details and dietary requirements (and other preferences) - essentially the minimum information an airline requires to fulfil a booking. Including Visas and other additional content in a traveller profile would be unusual as these cannot be passed through to the airline in a simple way. Is it acceptable to offer traveller profiles which cover the afortmentioned list of information?Answer 6.The UNOPS profiles shall include the needed information to complete a booking.Question 7. Our system currently caters for 3 layers of approval. Is this sufficient?Answer 7. As mentioned in Annex 1 Background information on travel policies and procedures at UNOPS in Section II. Schedule of Requirements UNOPS is currently using a two step approval process and therefore a 3 layer approval cater for UNOPS needs.
Edited on:
19-Jun-2024 12:08
Edited by:
webservice@unops.org
New clarification added: Clarification 3Question 1. 3.1.1.5 - There are a number of references to GDS content but no reference to NDC content. The distribution landscape has changed dramatically. In Q1 of 2024 we booked almost 25% of tickets via NDC channels as these provided the best value for money for our clients. This means that an online booking tool which is connected to both GDS and NDC content will provide a richer variety of fares than just a GDS alone. Based on this, are UNOPS open to utilising online booking tool access rather than direct GDS access?Answer 1. This answer was provided in Pre-Bid meeting 1. Please, see Minutes of the Pre-Bid Meeting #1 that will be published shortly.
Edited on:
19-Jun-2024 12:03
Edited by:
webservice@unops.org
New clarification added: Clarification #2Question 1. We are writing to seek clarification regarding the current tender. As a travel management company with an office in Cameroon, we would like to know if it is permissible for us to submit our tender exclusively for Cameroon.Answer 2. No, the tenders submitted for this contract needs to be able to offer travel globally.
Edited on:
19-Jun-2024 11:48
Edited by:
webservice@unops.org
New clarification added: Clarification #1Technical Questions:Question 1. How does your current operation handle travel arrangements: is it managed through an implant (on-site), offsite, or an Online Booking Tool (OBT)?Answer 1. UNOPS travel is currently handled via an online travel tool, and offsite agents. Furthermore, UNOPS have a number of local Long Term Agreements with Local Travel agencies for off site bookings where it makes sense for the best point of sale.Question 2. Could you identify the top five destination locations/City pairs regarding travel demand or frequency for your organization?Answer 2. 1: BEG-TGD, 2: BKK-MNL, 3: CPH-GVA, 4: HGU-POM, 5: BKK-RGN, 6: BKK- CPH, 7: AEP-RGL, 8: ABV-ACC, 9: CHP-MBO, 10:BKK-CGKQuestion 3. Which airlines are among the top five most frequently used by your organization for travel purposes?Answer 3. 1: Turkish Airlines, 2: Hahn Air, 3: Philippine Airlines, 4: Thai Airways, 5: Ethiopian Airlines, 6: Air France, 7: AEROLINEAS Argentina, 8: QATAR, 9: APG Airlines, 10 Kenya Airways Question 4. Are there any contracted or negotiated rates available from suppliers for travel services such as airfare, accommodation, or car rental?Answer 4. UNOPS have UN negotiated global agreements as well as UNOPS negotiated fares.Question 5. If you utilize an Online Booking Tool (OBT), what is the breakdown between online and offline bookings?Answer 5. From our current corporate agreement we have an 80% online and 20% off site booking ratio. Please see Section II. Schedule of Requirements Appendix 1 Traffic Volume and Background informationQuestion 6. Do you foresee any need for integration between the travel management system and other internal systems (e.g., HR, finance)? If so, could you provide details on the required integrations?Answer 6. UNOPS expects integration between UNOPS HR (automatic profile upload, single sign on), and UNOPS Finance (two step approval process and the capabilities to implement and link with UNOPS authorization processes for easy reconciliation of transactions against correct charge of accounts). For more information please look at Section II. Schedule of Requirements 3.2.4Financial Questions:Question 1. What are your preferred payment terms for travel services?Answer 1. Invoicing or lodge cardQuestion 2. In which currency do you typically conduct financial transactions for travel-related expenses?Answer 2. UNOPS do transactions in DKK, USD and EURO depending on the contract.Question 3. What forms of payment should the Travel Management Company (TMC) expect to accept for travel services (e.g., credit card, wire transfer)?Answer 3. Wire transfer or credit lodge card.
Edited on:
19-Jun-2024 11:39
Edited by:
webservice@unops.org