Provision of Travel Management Services for the United Nations Regional Service Centre (UNRSCE) and its clients.

1. INTRODUCTION AND DESCRIPTION OF REQUIREMENT (1.1) The United Nations Regional Service Centre Entebbe (RSCE) has a requirement to engage the services of a Travel Management Agency/Company (herein refered to as TMC). The TMC will offer full Travel Management Services (herein refered to as TMS) to RSCE including air travel reservations, quotations, ticketing and related standard travel services. (1.2) The TMC that will offer these services must have the following Mandatory qualifications among other qualifications: (1.2.1) - Be accredited to International Air Transport Association (IATA). (1.2.2) - Have access to a GDS to manage and process tickets. (1.2.3) - Have Bank Settlement Plan (BSP) capabilities. (1.3) RSCE is responsible for arranging the travel of their own staff members, staff family members, the staff of its clients, consultants, experts, meeting participants, military and police officers deployed to peace operations, and other categories of travelers. As a result, travel can originate from any country in the world and therefore the TMC must have the ability to provide worldwide reservations and ticketing services. (1.4) To sufficiently cater for the above described requirement, the RSCE intends to enter into contracts with two of more Travel Management Companies/Agencies. (1.5) Travel Management Companies/Agencies from all over the world are therefore, hereby invited to express their interest in participating in the upcoming solicitation / tendering process for this requirement. (1.6) While submitting their expression of Interest, the TMC must also provide the following three(3) requirements (Refer to Article 1.2 above and Article 6.5 below): (1.6.1) A copy of their IATA Accreditation Certificate. (1.6.2) Their Pseudo City Code as proof that they have access to a GDS. (1.6.3) Confirmation that they have Bank Settlement Plan (BSP) capabilities. Specific Requirements/Information (1.7) Travel Management Companies who are not accredited with/to IATA will not be invited to participate in the solicitation process even if they submit an expression of interest. Similarly, Travel Management companies who have no access to a GDS as well as those who do not have BSP capabilities will not be invited to participate in the tender exercise even if they submit an expression of interest. (1.8) The solicitation Method for this requirement will be a Request for Proposal (RFP). (1.9) The Contract is expected to be in place by 31 October 2025 or as soon as the solicitation and award process is finalized. 2. SUMMARY DESCRIPTION OF REQUIRED TASKS AND QUALIFICATION OF THE SERVICE PROVIDER: (2.1) The TMC will be required to provide highly professional, responsive, and client-oriented TMS to all RSCE travelers worldwide including the following: (2.2) Airline reservations and ticketing including, but not limited to revalidation / re-routing/reissuance, quotes, reconfirmation, processing refunds and cancellations, and preparation of suitable itineraries (including alternative routings, departures, and arrivals) at lowest cost and in compliance with the UN Organization’s policy. (2.3) Rail, bus, and sea bookings with support including, but not limited to issuance and/or change of tickets/reservations, refunds, exchanges, combination with air travel itineraries. (2.4) Provision of professional and responsive advice to travelers in relation to all services. (2.5) A range of travel management support functions as would normally be expected from a professional TMS Contractor, including after-hours support service, group bookings/department for meetings, reporting and business intelligence support, continuous program optimization and 24/7 client support and service. (2.6) Partnering with RSCE to enable RSCE take full advantage of developments and enhancements in the travel industry and bring about cost effectiveness and enriched efficiency into its travel programs. (2.7) Respond to requirements in terms of customer service, cost savings and policy compliance. (2.8) The TMC must also be accredited by IATA and participate in a Bank Settlement Plan (BSP) in all service locations or as advised by the RSCE. The TMC must also have access to a GDS in order to manage and process tickets (Ref. Article 1.2). (2.9) The TMC must be willing to incorporate third-party technology into the RSCE’s travel programs, in addition to the RSCE’s existing “in house” solutions, whereby the TMC can provide technology or enhancements that are better suited to the RSCE’s needs or are more cost-effective. The TMC should also be prepared to work with the RSCE in the implementation of new technologies and process improvements as shall be mutually agreed. (2.10) While there are many similarities in the way all UN offices operate, Vendors should be aware that the RSCE may use different IT systems, apply different travel authorizations and booking processes different from those used by other UN clients they have served in the past. 3. CONTRACT RELATED ISSUES (3.1) It is expected that the resulting Contract will be for an initial period of three (3) years with an option to renew for two (2) additional one (1) year periods (3+1+1) at the sole discretion of the RSCE, subject to changes in operational requirements of the RSCE, availability of funds, and satisfactory performance of the TMC. (3.2) It is expected that the commencement of full operational services under the ensuing contract is planned to be in October 2025 or as soon as the solicitation and contract process is finalized. (3.3)While participating in this process, the TMC must be open to the future possibility of additional Offices or Entities of the United Nations System joining, under the Contractual terms and conditions that will be established through the contractual process. (3.4) The RSCE may also request the selected TMC to include other offices or entities in the scope of the contract, upon mutually agreed timelines and conditions. 4. SOLICITATION PROCESS (RFP) (4.1) UNGM Registered Vendors (refer to article 5 below) who express their interest by submitting the expression of interest Form duly filed and signed, together with the information and documentation listed in Article 1.6 above will be invited to participate in the ensuing Tender/Bidding process. Vendors who do not provide the information and documentation listed in Article 1.6 above will not be invited to participate in the Tender/Bidding process. 4.2) As stated in Article 1.4 above, the tender process will aim at the selection of at least two firms to provide the required services. 5. REGISTRATION IN UNGM (5.1) RSCE is precluded from entering into a contract with a vendor that is not fully registered with the United Nations Global Market Place (UNGM) and not obtained the UNGM Vendor ID Number. Consequently only vendors who are fully registered, OR are provisionally registered, will be eligible to receive the solicitation documents for the RFP. (5.2) Vendors should use the following site to be registered at UNGM website: https://www.ungm.org. 6. EXPRESSION OF INTEREST (6.1) Vendors who fulfil the above requirements and are interested in participating in the planned solicitation process should complete the Vendor Response Form through the UN Website provided in Article 6.4 below and submit it as instructed in Article 6.5 below, together with the information/documentation listed in Article 6.5 below. (6.2) By submitting an EOI, the Applicant acknowledges that neither the United Nations nor the Applicant intends to create any contract or other relationship under which the United Nations is legally obliged to conduct the Expression of Interest process for the stated requirement in any manner or to proceed to tender on the basis set out in this Invitation for the Expression of Interest or any other basis and that there is in fact no such contract or other relationship in existence. (6.3)The UN reserves the right to reject incomplete responses to this REOI. (6.4) Vendors interested in participating in the planned solicitation process should complete the Vendor Response Form through the following UN Website of this EOI: http://www.un.org/depts/ptd/pdf/eoi(insert the EOI number here).pdf (6.5) After completing the Vendor Response Form, Vendors should email the fully completed Form together with (a) The IATA accreditation certificate (b) The Company's Pseudo City Code (c) The confirmation that the company has BSP capabilities to the email address: dos-pd-gpss@un.org with a copy to irene.kagwe-karega@un.org before 10 July 2025, 16:00 hrs, Entebbe time. 7. REQUESTS FOR CLARIFICATIONS (7.1) All questions/requests for clarifications should be sent through the email address dos-pd-gpss@un.org with a copy to irene.kagwe-karega@un.org no later than five(5) days before the EOI closing date stated above.