Dear Sirs/Madam,

This is the African Institute for Mathematical Sciences, Rwanda (AIMS RWANDA). We would like to invite potential Travel or service providers who are interested in providing Air tickets to submit bid proposals. The successful bidder shall be contracted for a period of one-year renewable following a successful evaluation.

Similar Jobs in Rwanda
Learn more about African Institute for Mathematical Sciences (AIMS)
African Institute for Mathematical Sciences (AIMS) jobs in Rwanda

1. Service

Provision of air travel and ticketing services for AIMS staff or any other stakeholder on a need basis.

2. Scope of work

The Travel Agency shall provide full, prompt, accurate and expert international travel products and services to staff and any other stakeholders of AIMS.

3. Deliverables:

The products and services include, but are not limited to, the following:

a) Reservation and Ticketing

For every duly approved AIMS Travel Authorization, travel agency shall:

• Propose three (3) tickets of different appropriate itineraries and/or different appropriate airfares, make bookings and prepare formal quotations based on the lowest fare and the most direct and convenient routing.
• In the event that required travel arrangement cannot be confirmed, travel agency shall notify AIMS of the problem and present another three (3) alternative routings/quotations for considerations.
• For wait-listed bookings, provide regular daily feedback on the status of the flight.
• Reconfirm and revalidate airline tickets, re-issue tickets which are returned as a result of changed routing or fare structures and printed itineraries after receiving the confirmation from AIMS travel portal.
• Promptly issue and deliver accurate tickets and detailed itineraries, (in electronic format)
• Show the accurate status of the airline on all segments of the journey.
• Travel agency shall provide information on airline tickets schedules.

b) Airfares and Airlines Routings / Itineraries

• Travel agency shall advise market practices and trends that could result in further savings for AIMS including the use of corporate travel booking tools with automated travel policy compliance and enforcement, and travel management reporting.
• Travel Agency shall provide AIMS with a complete automated itinerary document to include carrier(s), flight and voyage numbers, departure and arrival times (s) for each segment of the trip, tax-exempt information, etc.;
• Travel Agency shall inform AIMS upon booking confirmation, of flight/ticket restrictions, involuntary stopovers, hidden stops, and other inconveniences of the itinerary and provide required documentation for travels;
• Travel Agency shall provide, upon request, AIMS with online and offline relevant information on official destinations, i.e. VISA requirements, security procedures, airport transfers/land transportation facilities, local points of interest, currency restrictions/regulations, health precautions, weather conditions, etc.
• Travel Agency shall promptly notify AIMS of airport closures, delayed or canceled flights, as well as other changes that might affect or will require preparations from travelers, sufficiently before departure time;

d). Billing and Invoice

• Travel Agency shall send an itemized official invoice to AIMS on a monthly basis as per the date agreed by both parties (end of the month) for all transactions that took place in the preceding month. The Travel agent shall submit monthly reports to AIMS in a format that includes the tickets issued, routes, officers ticketed, and cost of ticket by the agency, the airline charges and the variances including the reasons for the variances between the agency and the airline charges along with the invoice.
• AIMS shall provide payment to the Travel Agency within 30 days after receiving the invoices, considering the credit line in place.

e) Flight Cancellation / Rebooking and Refunds

• Travel Agency shall process duly authorized flight changes/cancellations when and as required.
• Travel Agency shall immediately process airline refunds for canceled travel requirements / unutilized prepaid tickets and credit these to AIMS as expeditiously as possible (if applicable);
• Travel Agency shall limit refund charges at airline rate only, i.e. no additional charges will accrue to the Travel Agency;
• Travel Agency shall bear charges for cancellation and/or change in reservation dates, which are due to no fault of AIMS.

4. AIMS Roles and Responsibilities

AIMS travel portal shall serve as the focal point for the following:

• Ticket booking related communication with the travel agent.
• Obtain monthly Invoice and pay in time.
• Perform inspection of services, including verification of fares, rates, etc.

5. Submission of proposal to offer services

This will include.

1. Mandatory Requirements (MR)

• Letter of application
• Company profile and experience
• Copy of Valid RATA/RTTA Certificate of Accreditation.
• Copy of Certificate of incorporation/Registration
• Copy of RSSB compliance certificate (Local company) equivalent to the international bidder
• Copy of Validity Tax clearance certificate
• AIMS Supplier registration form.

2.Technical requirement.

• Methodology and Implementation (Turnaround time)

Model diagram of proposed system

Flowcharts for cancel or change reservations.

• Proof of number of years in Air travel and ticketing industry (Five years and above, contracts from 2018)
• At least Five (5) up-to-date Letters of Recommendations from corporate clients and NGOs the tenderer worked with from the past five years (Duly signed and stamped)
• Financial strength:

Submit audited accounts for the last two years.

• Profile and Key management personnel.

Organization chart and Team member names and roles (Details of at least 4 staff members, provide their CVs, with details)

6. Financial proposal.

A clear breakdown of the financial proposal including.

• all the chargeable taxes.
• Credit line offered.
• Applicable discounts and Terms of payment

7. Compensation Scheme

Travel agency shall generate its income on a per-ticket/transaction basis.

AIMS travel portal shall, from time to time, evaluate and verify with other travel agencies and other industry indicators the comparability and competitiveness of the rates.

AIMS reserves the right to terminate contract with the selected Travel Agency at any time if the Travel Agency charges AIMS on higher rates than market standards or does not render minimum services described in this tendering document.

8. Duration

The duration of the contract is anticipated to run for a period of one year which can be extended if the annual review is satisfactory.

9. Contract Parameters

AIMS recognizes the importance of confidentiality of the data provided: the proposal information and the travel itineraries and reservations of its travelers. Accordingly, the selected agency must keep confidential all dealings with AIMS.

A Service Framework Agreement will be signed once the best bidder has been Selected.

9. Bid submission.

The application files (bids) will include the following:

• Technical and financial proposals

10. Modification and withdrawal of tenders

The tenderer may modify or withdraw its tender after the tender’s submission, provided that written notice of the modification, including substitution or withdrawal of the tender’s is received by the AIMS prior to the deadline prescribed for the submission of tenders. No tender may be modified after the deadline for submission of tenders.

AIMS may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination.

11.Evaluation and comparison of tenders

AIMS will evaluate and compare the tenders which have been determined to be substantially responsive, the comparison shall be of the price including all costs as well as duties and taxes payable on all the materials to be used in the provision of the services. In addition to the tender price (Credit line and commission), the technical evaluation will be conducted (Operational plan)

12.Award Criteria and Notification of award

AIMS will award the contract to the successful tenderer whose tender has been determined to be substantially responsive and has been determined to be the lowest evaluated tender, provided further that the tenderer is determined to be qualified to perform the contract satisfactorily.

AIMS reserves the right to accept or reject any tender and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability or obligation to inform the affected tenderer or tenderers of the grounds for AIMS’s action.

Prior to the expiration of the period of tender validity, AIMS will notify the successful tenderer in writing that its tender has been accepted. The notification of award will signify the formation of the Contract subject to the signing of the contract between the tenderer and AIMS Simultaneously the other tenderers shall be notified that their tenders have not been successful.

14. Validity:

Your offer must remain valid until 30/11/2023 before which a flame work agreement, if placed, should be accepted by you.

15. Offer:

Thank you and best Regards 

Prof Sam Yala,

AIMS Network President