provision of service of air ticket for the care RWANDA  staff traveling abroad

request for Proposal (rfp) DOCUMENT # 23/2024

RFP Issue Date:  DECEMBER 16^th ,2024

Proposal submission Deadline :  :  DECEMBER 30^th ,2024

1. ABOUT CARE

At CARE, we seek a world of hope, inclusion, and social justice, where poverty has been overcome and people live with dignity and security.

This has been our vision since 1945, when we were founded to send lifesaving CARE Packages® to survivors of World War II. Today, CARE is a leader in the global movement to end poverty. We put women and girls in the center because we know we cannot overcome poverty until all people have equal rights and opportunities. In 2019, CARE worked in 100 countries and reached 70 million people with an incredible range of life-saving programs.

To know more about CARE, visit: https://www.care.org/our-work/ 

2. GENERAL CONDITIONS and CLAUSES

2.1.  CARE’s GENERAL CONDITIONS

The enclosed document is not an offer to contract, but a solicitation of a vendor’s proposed intent.  Acceptance of a proposal in no way commits CARE to award a contract for any or all products and services to any vendor.  

CARE reserves the right to make the following decisions and actions based on its business interests and for reasons known only to CARE:

• To determine whether the information provided does or does not substantially comply with the requirements of the RFP
• To contact any bidder after proposal submittal for clarification of any information provided.
• To waive any or all formalities of bidding
• To accept or reject a proposal in whole or part without justification to the bidder
• To not accept the lowest bid
• To negotiate with one or more bidders in respect to any aspect of submitted proposal
• To award another type of contract other than that described herein, or to award no contract;
• To enter into a contract or agreement for purchase with parties not responding to this RFP
• To request, at its sole discretion, selected Vendors to provide a more detailed presentation of the proposal
• To not share the results of the bids with other bidders and to award contracts based on whatever is in the best interest of CARE.

Any material statements made orally or in writing in response to this RFP or in response to requests for additional information will be considered offers to contract and should be included by vendor in any final contract.

2.2. CONFIDENTIALITY/ NON-DISCLOSURE

All information gained by any vendor concerning CARE work practices is not to be disclosed to anyone outside those responsible for the preparation of this proposal.  Any discussion by the vendor of CARE’s business practices could be reason for disqualification.  CARE, at their discretion, reserves the right to require a non-disclosure agreement.

Reciprocally, CARE commits that information received in response to this RFP will be held in strict confidence and not disclosed to any party, other than those persons directly responsible for the evaluation of the responses, without the express consent of the responding vendor.  

Finally, the information contained within this RFP is confidential and is not to be disclosed or used for any other purpose by the vendor.

2.3. PUBLICITY

Any publicity referring to this project, whether in the form of press releases, brochures, or photographic coverage will not be permitted without prior written approval from CARE.

2.4. LIABILITY

The selected vendor(s) will be required to show proof of adequate insurance at such time as CARE is prepared to procure the services.  The participating vendor will also be required to indemnify and hold harmless CARE for, among other things, any third-party claims arising from the selected vendor’s acts or omissions, and will be liable for any damage caused by its employees, agents or subcontractors.  

2.5. FORCE MAJEURE

Neither Party shall be responsible for a performance that is delayed, hindered, or is rendered inadvisable, commercially impracticable, illegal, or impossible by a “Force Majeure Event.” A Force Majeure event includes, without limitation, an act of nature, a pandemic, emergency, civil unrest or disorder, actual or threatened terrorism, war, fire, governmental action or interference of any kind, power or utility failures, strikes or other labor disturbances, a health warning issued by the Center for Disease Control (or similar agency), any other civil or governmental emergency and/or any other similar event beyond a Party’s reasonable control.

The Party that seeks to invoke this Force Majeure provision (the “Affected Party”) shall provide the other Party (the “Unaffected Party”) with a written notice within ten (10) days of the date the Affected Party determines a Force Majeure Event has occurred.

2.6. ERRORS AND OMISSIONS 

CARE expects the vendor will provide all labor, coordination, support, and resources required based on the vendor’s proposal and corresponding final SOW.  No additional compensation will be available to the vendor for any error or omission from the proposal made to CARE.  The only exclusions are add-ons, deletions, and/or optional services for which the vendor has received written authorization from CARE.

2.7. OWNERSHIP OF WORK

All work created during this evaluation must be original work, and no third party should hold any rights in or to the work.  All rights, title and interest in the work shall be vested in CARE.

2.8.CONFLICT OF INTEREST

CARE encourages every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to CARE if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFP.

3. COMPANY PROFILE & BIDDER’S DECLARATION

Bidders are requested to complete this form, including the Company Profile and Bidder’s Declaration, sign it and return it as part of your proposal. No alterations to its format shall be permitted and no substitutions shall be accepted.

3.1. COMPANY PROFILE 

Table 4.1.A Previous Work with CARE

Table 4.1.B Other Information

3.2. BIDDER’S DECLARATION

4. CONDITIONS AND GUIDELINES FOR SUBMISSION OF PROPOSAL

4.1. PROPOSOSAL GUIDELINES

This Request for Proposal represents the requirements for an open and competitive process.  

All vendors must provide written notification via email to December 18^th ,2024

Proposals will be accepted until 5:00 PM local time on December 30^th ,2024 delivered via email solely to RWA.Procurement@care.org  no later than the above specified date.

Any proposals received after this date and time will not be accepted.  All proposals must be signed by an official agent or representative of the company submitting the proposal.

If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal.  Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work.  Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.All costs must be itemized to include an explanation of all fees and costs.  

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP.  All contractual terms and conditions will be subject to review by the CARE legal department, and will include scope, budget, schedule, and other necessary items pertaining to the project. You must respond to every subsection including statement, question, and/or instruction without exception.

Any verbal information obtained from, or statements made by representatives of CARE shall not be construed as in any way amending this RFP.  Only such corrections or addenda as are issued in writing by CARE to all RFP participants shall be official.  CARE will not be responsible for verbal instructions.

4.2. PROJECT PURPOSE AND DESCRIPTION

CARE is issuing this RFP (Request for Proposal) soliciting qualified bidders to submit proposals intended for the provision of air ticket service for the CARE RWANDA’s staff traveling abroad

This RFP is an invitation to bid, not an offer of contract.  Bidders must submit a response that complies with the minimum requirements contained herein.

4.3. PROJECT OVERVIEW

CARE is seeking a provider to submit proposals intended for the : provision of air ticket service for the CARE RWANDA’s staff traveling abroad the FY 25 and FY 26.

[Provide additional requirements] 

[Provide additional requirements]

Scope of the service

• The travel agency shall be able to find a present various travel options/routes and connection flights to a requested destination
• The agency shall find the cheapest options based on the economy class rates unless otherwise instructed by CARE RWANDA (combining the most direct and least expensive routes to achieve cost effectiveness)
• The travel agency shall ensure that all taxes are included in the airfare quotation price. As a rule,  the travel agency shall find the most economic travel option to minimize transit /connection times and stopovers, if applicable
• The travel agency shall also provide at least two comparison quotes with either the same or different route options.
• The travel agency shall also provide  the list of airlines partners manily United States of America based airlines on their code share
• The travel agency shall also provide different destination covered by the agency (network)+ current price
• The travel agency shall also provide the promotion price if there is or reduction

Frequent destinations for CARE RWANDA’s staff:

4.4. PROJECT TIMELINE 

All bidders are advised to strictly follow the below timeline as noted.

Any technical questions arising during the preparation of your response to this RFP should be submitted in writing via email to [Procurement Staff’s Name:N/A] (RWA.Procurement@care.org) no later than [December 30^th ,2024] 

4.5. PROJECT REQUIREMENTS

Technical Requirements

a.1 Technical Proposal of the Product

 VALUE & COST (Financial Requirements)

(Provide below requirements, payment terms, etc., if there’s any)

See attached template (in Excel File) to be used for your financial bid. There is excel file attached on.  

Compliance with Requirements

4.6. EVALUATION CRITERIA 

Interested candidates or  firms are requested to submit electronically their application files not later than 30^th December 2024, with subject: “Provision of Air Ticket service  to CARE RWANDA ” to the following e-mail address:RWA.Procurement@care.org" style="box-sizing: border-box; color: rgb(49, 158, 98); text-decoration: none; font-family: Roboto, sans-serif;"> RWA.Procurement@care.org

The application file should contain the following documents:

• A detailed Curriculum Vitae of the individual(s) or firms who are proposing to carry out the work (if a team is envisaged, ensure the repartition of roles is clearly explained);
• A capacity statement demonstrating why the suppliers are capable of doing the job based on academic qualifications and relevant past professional experience (See selection criteria above);
• A technical offer, a proposal w detailing how the deliverables will be achieved;
• A financial offer detailing the various costs associated with the needed items on the list, in PDF format and must be a separate document from the technical.
• Evidence of the supplier’s experience in the similar assignment (at least 3 references with contact or address of referees);
• Copies of similar assignments (with evidence for good completion of the previous similar       assignments);
• Company profile; VAT registration certificate; RRA tax clearance certificate; RSSB tax clearance certificate (when applicable)

Proposal Evaluation Criteria

The technical and financial proposal will be assessed using the below criteria:

Procurement unit