SSA_2024_Zimbabwe_Secondary Travel Management Services

Tender description

The British Council requires a suitable a secondary supplier to offer travel agency; to assist with travels arrangements, ground transfers and accommodation for its members of staff and sponsored external stakeholders for 24 months with a possibility of renewal of 12 more months for domestic and international travels. The renewal or extension will be based on the continuity of need, satisfactory performance of the supplier and availability of funds.<br />The British Council intends to gain the advantages of an established and competent certified travel agent with demonstrated long running operations and license with the International Air Transport Association (IATA).<br />The British council therefore seeks to benefit on the following key objectives:<br />i. Negotiated rates of fares, hotel bookings and ground transfers<br />ii. Efficient and professional service deliveries<br />iii. Consolidated periodic managed invoicing of for all the requests within a month.<br />iv. An automated or robust system for flight request approvals and issuance<br />v. Short turnaround time for requested quotes.<br />vi. Good network and close collaboration with agreed and endorsed hotels all over the world.<br /><br />Detailed Services Required<br />The travel agent will be required to:<br />8.1.1 Provide the necessary travel booking services and support.<br />8.1.2 Negotiate favourable and discounted rates for the British Council with air travel, road transport and accommodation agents and implement them.<br />8.1.3 Provide a transparent and inclusive service fee structure.<br />8.1.4 Provide after-hours service.<br />8.1.5 Ensure timely notification to the British Council and to travellers of airport closing, cancellations, or delays in flights.<br />8.1.6 Update the British Council regularly on cancellation policies and fees of airline and the other relevant travel agents.<br />8.1.7 Obtain any reimbursement which may be due on account of cancelled or reissued reservations and/or tickets, unless otherwise stated.<br />8.1.8 Notify the British Council of air tickets for revalidation and/or reissue.<br />8.1.9 Ensure booking confirmations and payments as required by the airlines and other relevant travel agents are made.<br />8.1.10 Ensure prompt investigation and resolve on any complaints.<br />8.1.11 Provide detailed reporting on the services provided, discounts and benefits received, upon request from the British Council.<br />8.1.12 The travel agent shall keep abreast of and provide an information service to the British Council with regard to airport closings, carrier schedule changes, as well as all other alterations, safety conditions which may affect travel and new conditions affecting travel and to make appropriate adjustments for any change(s) in flight schedules prior to or during the traveller’s official trip, if possible. When necessary, tickets and billings shall be modified or issued to reflect these changes.<br />8.1.13 the travel agent shall be given a copy of the British Council’s travel policy and procedures and the travel agent will ensure that this information is complied with for all official travel.<br />8.1.14 Negotiated rates and deals and all corporate agreements must be communicated to the British Council the purpose should be to book the cheapest in-policy fare of the day. The travel agent must be aware of out-of policy bookings, or any trip not booked at the lowest rate.<br />8.1.15 the travel agent must be able to create a temporary reservation with the suppliers and a requisition subject to approval based on Travel policy compliance.<br />8.1.16 Travel itineraries must be generated for every approved travel request. This should reflect complete information on status of reservations on all carriers, road transport and accommodation. The travel booker must be made aware of fare restrictions, post ticketing.<br />8.1.17 Pre – Ticket changes: the travel agent must have the ability to make multiple changes to the travel requirements prior to the approval of the travel request.<br />8.1.18 Post Ticket changes: if open tickets are unused two months prior to expiry, refunds must be applied for by the travel agent. The British Council must be provided with assistance to ensure limited loss as a result of post ticketing changes.<br />8.1.19 The travel agent must manage quality control issues and disaster recovery services for all bookings.<br />8.1.20 Any other roles that shall ensure the British Councils’ travel business continuously achieves efficiency, value for money, savings in short, medium and long terms with a clear plan.<br />