GGGI Official Travel Management Company (TMC) in Latin America and the Caribbean

Date documents can be requested until : 28 March 2025 16:00
Title : GGGI Official Travel Management Company (TMC) in Latin America and the Caribbean
Procurement No. : 100012346
Process : RFP
Description : GGGI in Latin America and Caribbean seeks to dedicate a single and/or more Service Providers (agencies), which is hereunder referred to as Travel Management Company (TMC), to support and assist GGGI travelers in arranging flights, accommodation, and visas in a timely and cost-effective manner under a Framework Agreement.

PROJECT BACKGROUND AND OBJECTIVES:
The Global Green Growth Institute has been working across Latin America and the Caribbean to integrate green growth planning and mobilize climate finance that supports green, resilient, and inclusive investments. GGGI has established full-country programs in Colombia, El Salvador, Mexico, Costa Rica, Paraguay, Ecuador, Peru, Guyana, Saint Lucia, the Dominican Republic, and Nicaragua.

GGGI Latin America and the Caribbean estimates undertake approximately 70 to 80 air travel per year, with a total air travel cost of around 90,000 USD annually. Travel will be undertaken by the GGGI staff and their eligible dependents, secondees, government counterparts, high-ranking officials, and others, as authorized. However, the contract shall not impose a minimum guarantee on volume sales on the part of GGGI. GGGI anticipates that this Framework Agreement will be effective starting in Mach 2025.

Geographical common destinations are, but not limited to: Colombia, El Salvador, Mexico, Costa Rica, Paraguay, Ecuador, Peru, Guyana, Saint Lucia, the Dominican Republic, Nicaragua, Brazil, South Korea, UK, EU, among others.

The functional and technical requirements for this RFP are described under Deliverables and Payment Schedule. The selected Service Provider shall provide various travel services for one year with the possibility to renew based upon evaluation of satisfactory performance. The GGGI and the successful Service Provider will regularly consult on and jointly put in place appropriate mechanisms to guarantee adherence to the contractual terms and their respective interests.

PROPOSED ACTIVITIES:
The selected Service Provider shall provide various travel services as specified in the RFP in the most cost-effective way which satisfies and complies with the internal policy, ensuring the adequate and timely provision of travel services. Once selected, the Service Provider shall set up the necessary global infrastructure, e.g., signing agreements with partners, if available.
The Service Provider shall provide prompt, and accurate, international and domestic travel products and services to staff of the GGGI and other travelers as defined scope of work upon GGGI travel authorization in accordance and in full compliance with GGGI Travel Rules. The products and services required by the GGGI shall include, but not be limited to the items specified under Scope of Work.

GGGI expects that the Service Provider shall quote a service fee, instead of a commission per transaction. Pre-negotiated airline fares, hotels and other services shall be non-commissionable, where commissions are earned for the GGGI bookings all these commissions shall be returned to the GGGI on agreed terms. Please note that no financial proposal information should be included in the technical component.

SCOPE OF WORK:
A. Reservation and Ticketing
a) As per GGGI Travel Rules, the Service Provider shall, at the request of the GGGI’s staff, provide at least three Proposal for the most direct and most economical route, which follows a two-step process:
i) Identifying the most direct routes and then;
ii) Selecting among these routes the one with the lowest cost;
b) The most direct route would normally be the one with the least travel time that involves the least number of stops; however, because direct routing may substantially increase the cost, alternative routing involving layovers or stopovers of not more than four (4) hours in total will be required where the cost savings between the itinerary with layovers or stopovers of not more than four (4) hours cumulatively and the direct flight is greater than 20%;
c) In the event that the required travel arrangements cannot be continued, the Service Provider shall notify the requesting party of any such problem and present alternative routings/Proposals for the traveller’s consideration;
d) For wait-listed bookings, the Service Provider shall provide regular feedback on status of flight and continuously endeavour to secure reservation;
e) Prior to issuing the tickets, the Service Provider shall promptly send the detailed electronic itineraries, showing the following:
• Ticketing deadlines, in order to avoid cancellations of bookings
• Accurate status of the airline on all segments of the journey
• The fare type (e.g. full economy or business class, or restricted economy)
• For all air tickets, the Service Provider shall provide the fare restrictions (validity, booking charges, re-profitability, refundability, etc.).
• Net amount of the ticket with discriminated costs of taxes and administrative fee, and final total
• Baggage allowed in the quoted tickets
• Clarification of conditions for tickets that include different airlines.

f) Tickets shall be issued on the same day upon receipt of the GGGI’s approved Travel authorization, up to 1 hour before office closing time.

B. Travel Documentation
The Service Provider shall:
a) Ensure that all staff on travel has a complete set of travel documentation required for their journey, well in time before departure.
b) Check and advise about risks of close connections of flights and trains, especially information about mandatory check-in and check-out procedures considering the time needed to pick up luggage and any need of transit visas. This information shall be included in the planning process.
c) Provide information about health requirements such as vaccines and others, specifying the minimum time required for the intake of vaccines before the trip and needed documentation.

C. Airfares and airline routing/itineraries

The Service Provider shall:
a) Propose train ticket/fares/airline routings and guarantee that it shall obtain the lowest available airfare/ticket for the journey concerned. Such journeys shall be the most direct and economical routing.
b) Ensure that tickets issued are in accordance with entitlements as per the GGGI Travel Rules, and as may be prescribed in the approved Travel request.
c) Advise GGGI on market practices and trends that could result in further savings for GGGI, including the use of corporate travel booking tools with automated travel policy compliance and enforcement, and travel management reporting.
d) Guarantee that prices offered are the best and refund difference in price if proven otherwise.
e) Provide GGGI with 100 % of the discounts granted by all airlines to the Service Provider.
f) Include proposals for possible cost savings by earlier departure from origin or later departure from destination or using alternative close airports of destination/departure airports, in case this could lead to substantial saving amounts.
g) In the case of itineraries that include various airlines, ensure that there will be only one booking to guarantee continuity of the operation even if the passenger misses a flight due to delay on the previous leg.
h) Input the traveler’s rewards number to their purchased airplane tickets when available

D. Travel information/advisories
The Service Provider shall:
a) Inform GGGI upon booking confirmation, any flight/ticket restrictions, involuntary stopovers, hidden stops, and other possible inconveniences of the itinerary.
b) Provide GGGI and the traveler with online and offline relevant information on official destinations (e.g., airport transfers/land transportation facilities, local points of interest, currency, restrictions/regulations, health advisories, security advisories, weather conditions, etc.).
c) Notify travellers of airport closures, delayed or cancelled flights, security procedures, health precautions, as well as any other changes that will affect or will require preparations from the travellers, with sufficient notice before departure time.

E. Flight cancellations/Rebooking and Refunds
The Service Provider shall:
a) Process duly authorized flight changes/cancellations when and as required, taking care that in such cases, cancellation fees and charges imposed by the airlines are avoided;
b) Immediately process airline refunds for cancelled travel requirements/unutilized pre-paid tickets and credit these to GGGI as expeditiously as possible;
c) Refund tickets within a maximum of two (2) months; and
d) Limit refund charges at airline rates only, i.e, no additional charges will accrue to the Service Provider.

F. Management Reporting System
The Service Provider shall develop a database and shall, on a monthly basis (or upon request), make the following information available online to GGGI:
a) Monthly itemized passenger listing reports for which the Service Provider shall propose a computerized format, stating the purpose of each trip, and an itemized listing of all transactions, regardless of form of payment. The listing shall, at a minimum, include the following items/elements:
i) The full name of each official traveller, carrier/train, fare basis, booking class, and original and destination points.
ii) Any travel request transaction number, ticket number, account fund, trip dates, and leg-by-leg details, as required by GGGI.
iii) Transportation charges by mode of travel for each trip, codes to indicate whether discount fares were obtained or the Service Provider's justification for non-use.
iv) The full fare economy tariff for the trip (standard cost) as a), b) the cheapest possible fare on the trip if booked in advance and c) the actual obtained fare. The statistics should as well state the difference between a) and c) and the difference between c) and b).
v) For trips over 9 hours, d) full fare business tariff and e) least expensive fare for business class should be included in addition to a), b), and c) mentioned above; and
vi) Total transportation charges for the billing period (statement of monthly charges and refunds, including debits and credits);
b) Calculation of emissions according to the UN methodology (www.unfccc.org) and recommendations to limit the carbon footprint. The emission amount in GHG (greenhouse gas) as information provided to the traveller together with the electronic ticket would be an asset.
c) Regular compliance report, which includes but is not limited to listing out exceptions and deviations from most economic options provided by the Service Provider, as well as deviations from the 21/7 days rule, and any business class flights taken in economy class to comply with first business eligible class rule indicated in GGGI Travel Rules. (Please download the GGGI Travel Rules using the link-(https://gggi.org/wp-content/uploads/2020/03/GGGI-Travel-Rules-31-March-2020.pdf);
d) Changes and updates on airline rates, promotions, policy changes, etc.
e) When invoicing, the Service Provider shall attach the agent's e-ticket and travel request to the traveller as attachment to the statement of invoice (separate invoice per traveller and mission).

G. Availability of Other Products and Services
The Service Provider, where applicable and upon request of the traveller, shall provide other in-house services including, but not limited to the following:
a) Provide visa service, or if not possible, provide accurate information for this procedure.
b) Package Tours and Promotion for Personal Travel.
c) Preferred seating arrangements and Upgrades.
d) Privileged Check-In Services, Use of Airlines Lounges Facilities.
e) Excess Baggage/Lost Baggage.
f) Ground Transportation/Car Rental and Coach.
g) Emergency Services, e.g., sickness, injury, etc.
h) Travel Insurance.
i) Travel Assistance/Support to Conferences/Special Events (e. g. Renting venues and accommodation for workshops - logistical and professional services arrangements).
j) Provision of additional personnel on temporary basis for processing travel arrangements for staff and funded delegates. The foregoing description of services herein required by GGGI, as well as the succeeding performance standards, were identified and herein spelled out specifically, based on many years of experience and lessons learned. Hence, GGGI will be strictly enforcing them and ensuring the Service Provider's compliance to them during their contractual relationship with the GGGI.
k) Land, maritime, and river transportation services or support with local providers

H. List of Hotels and Hotel Reservations
The Service Provider shall:
a) Compile a list of at least three (3) hotels of medium to high standard (4-5 star) in capital and major cities, with preference given to hotels or hotel chains offering reward programs.
b) Add hotels in other locations to the list, as requested by GGGI.
c) Include only hotels offering standard rates not exceeding the respective Accommodation Cost Limit under GGGI Travel Rules, for the location.
d) Continuously update the list including any respective changes to room rates, hotel ratings and reward programs.
e) Propose a choice of three (3) hotels from the list at the traveller’s destination(s).
f) Ensure a hotel reservation if requested.
g) Notify the GGGI of any changes in hotel reservations or room availability immediately.
h) Accumulate hotel reward points on behalf of GGGI where available.

I. Local Travel Services
The Service Provider shall:
a) Provide local travel services in other parts of the world via global partners/networks.
b) Provide all services noted in above sections for local travel services, outside of Seoul HQ. This shall include local flights.

J. Integration
Experience with Agresso ERP system integration is not mandatory. However, integration experience will be taken into consideration in the evaluation. Tenderers should provide references on their integration specifically, if applicable.

Pending discussions and consequence of future interpretation, GGGI reserves the right to terminate the contract and compete a separate RFP for an integrated procedure.

For more details, please refer to the Terms of Reference (TOR) document attached.

IMPORTANT TIMELINES:
The tender submission deadline is MARCH 28, 2025 16:00 HRS KOREAN STANDARD TIME (KST).
If any bidder has any request for clarification on the TOR or any part of the tender documents, GGGI will be happy to clarify if they are received on or before 7 days before the deadline (namely: if the tender submission deadline is 16:00 28 March 2025 KST, then the due date for submission of request for clarification is 16:00 21 March 2025 KST).

Interested parties will be required to register their details on the GGGI e-Green Procurement Portal (https://in-tendhost.co.uk/gggi).

HOW TO OBTAIN THE DOCUMENTS:
Documents can be accessed via the e-Green Procurement Portal by selecting ‘View Details’ on the relevant notice and then clicking the ‘Tender Application’ button. If you are a new supplier, you will be required to register your details. If you have an existing account, you will need to login to the portal. Please refer to the guidance documents under the `Supplier Guidance` area of the portal for further information.

ONLINE TENDER MANAGEMENT:
Once in the Tender Management Area for the tender, there are five possible tabs: ‘Tender’, `Tender Documents`, ‘Correspondence’, ‘Clarifications’ and ‘History’. Select the 2nd tab (`Tender Documents`) where you will find useful information regarding the RFP. Scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents.

OPTING IN & OPTING OUT:
Please note that you may be required to ‘Opt In’ before you can start populating your response. The ‘Opt Out’ functionality will also be available throughout the duration of the tender process. Opting out will give you the option of declaring you no longer want to receive any further communication in relation to this tender along with the opportunity of providing comments and feedback for this decision. You can choose to ‘Opt In’ at any time during the tender process if you initially decided to ‘Opt Out’.

SUBMITTING YOUR RESPONSE VIA THE PORTAL:
Please note that you may be required to ‘Opt In’ to be able to submit a response through the portal. Tenderers will be required to upload any mandatory Placeholders (i.e., specified documents) within the `Tender Documents` tab. The ability to attach additional documents may also be available. Your proposal will not be submitted until you click `Submit Return`, located towards the bottom of the screen. On clicking `Submit Return`, you will receive a receipt confirming that your proposal has been submitted to GGGI.
Please read Instructions on How to submit the Proposal.

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