Live opening · Posted 13 days ago
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Who We Are
Girl Effect(GE) is an international non-profit that builds media that girls want, trust and need. From chatbots to chat shows and TV dramas to tech, our content helps adolescent girls in Africa and Asia make choices and changes in their lives. We create safe spaces for girls, sharing facts and answering questions about health, nutrition, education, and relationships, empowering girls with the skills to negotiate and redefine what they are told is possible “for a girl”.
Our reach is 50 million and counting. And we’re using technology to reach girls at scale so every girl can choose to be in control of her body, health, learning and livelihood.
Because when a girl unlocks her power to make different choices that change her life, it inspires others to do so too. She starts a ripple effect that impacts her family, community, and country.
That’s the Girl Effect.
Background
Girl Effect operates across multiple countries and requires reliable travel services for domestic, regional and international travel undertaken by employees, consultants and other authorised travellers.
GE is seeking to establish a Framework Agreement with an experienced travel management company or travel agency capable of providing comprehensive, responsive and cost-effective travel services.
The successful agency will be expected to combine strong account management, competitive sourcing, reliable traveller support, appropriate technology and transparent reporting to support GE's travel programme.
GE is particularly interested in providers that can introduce technology-enabled and self-service travel solutions, alongside traditional travel agency support, allowing GE to improve efficiency, traveller experience, policy compliance and visibility over travel expenditure.
Objective
The objective of this RFP is to identify a specialised Travel Service Provider capable of delivering a safe, efficient, responsive and cost-effective travel management service that represents best value for money for GE.
The successful provider will be expected to:
Secure competitive fares and travel rates while complying with GE's Travel Policy.
Provide efficient booking and traveller support across GE's countries of operation and international destinations.
Provide 24/7 emergency assistance for urgent travel requirements and disruptions.
Support air travel, accommodation, transfers, visas, travel insurance and related services.
Provide appropriate technology and systems to simplify travel booking and administration.
Provide transparent invoicing, reconciliation and management information.
Track and demonstrate savings and other value delivered to GE.
Support GE in negotiating airline, hotel and other travel programme discounts where volumes permit.
Provide scalable travel insurance solutions through reputable insurance partners.
Provide a consistent service across GE's geographically dispersed operations.
Scope Summary
The successful agency will be expected to provide some or all of the following services.
Air Travel, Reservations and Ticketing
For every duly approved GE travel request, the agency shall:
Research and provide at least three suitable travel options, where available.
Present the lowest appropriate fare together with practical alternative itineraries.
Consider cost, routing, travel time, number of connections, baggage allowance, cancellation/change conditions and traveller requirements.
Provide domestic, regional and international air reservations and ticketing.
Clearly disclose fare conditions before ticket issuance.
Provide information on baggage allowances, ticket restrictions and applicable penalties.
Facilitate ticket changes, cancellations, re-routing and reissuance.
Process and track refunds.
Maintain and track unused tickets and airline credits and proactively apply eligible credits to future travel.
Advise GE of ticketing deadlines before reservations or fares expire.
Offer special, restricted, promotional, corporate, NGO/humanitarian, bulk or other discounted fares whenever appropriate.
Support GE in negotiating corporate or volume-based agreements with airlines frequently used by GE and ensure applicable discounts are consistently applied.
GE's Travel Policy currently requires the use of the lowest appropriate fare that reasonably meets organisational and traveller requirements. The successful agency will be required to understand and apply GE's Travel Policy and any subsequent revisions.
Accommodation
The agency shall, where requested:
Source and book suitable accommodation.
Compare GE-negotiated, agency-negotiated and publicly available rates where appropriate.
Seek preferential or corporate hotel rates where GE travel volumes provide an opportunity to do so.
Clearly confirm room rates, applicable taxes, meal basis and cancellation conditions.
Support group accommodation requirements for meetings, conferences, workshops and other events.
Negotiate volume or group discounts where applicable.
Ground Transportation and Airport Transfers
The agency should be capable of arranging:
Airport transfers.
Approved local ground transportation.
Group transportation where required.
Reliable and appropriately vetted transport providers.
Transportation associated with meetings, workshops, conferences and other GE activities.
Pricing for transfers should be transparent and agreed before confirmation.
Visa and Travel Documentation Support
The agency shall provide end-to-end visa support where required, including:
Current visa and entry requirements.
Application guidance.
Relevant application forms.
Visa appointment information.
Document submission where legally/permissibly available.
Visa application follow-up.
Passport/document collection where appropriate.
Transit visa requirements.
Passport validity requirements.
Maintaining up-to-date visa information for countries frequently travelled to by GE staff.
The agency should proactively flag potential visa or entry issues when reviewing proposed itineraries.
Travel Insurance
The agency should demonstrate its ability to facilitate comprehensive international travel insurance for GE travellers.
Insurance may be arranged directly by the agency where it is appropriately authorised to do so, or through a reputable and appropriately licensed insurance intermediary/agent working with a reputable and financially sound insurance underwriter.
The proposed insurance solution should be capable of supporting travel across:
Africa, Asia, Europe and the Americas, subject to applicable policy terms, territorial restrictions and exclusions.
Bidders should provide information on:
The proposed insurance intermediary/agent.
Proposed insurance underwriter(s).
Relevant licensing/regulatory status.
Countries and territories covered.
Single-trip insurance options.
Annual/multi-trip or corporate/group travel insurance options, where available.
Emergency medical treatment.
Emergency medical evacuation and repatriation.
Trip cancellation and curtailment.
Baggage and personal effects.
Lost or delayed baggage.
Travel delay and missed departure.
Personal accident cover.
Other relevant travel risks.
Applicable benefit limits.
Excesses/deductibles.
Material exclusions.
Treatment of pre-existing medical conditions.
Age or destination restrictions.
Emergency assistance arrangements.
Claims notification and claims-management processes.
The agency should be capable of providing appropriate policy/certificate documentation promptly following confirmation of cover and access to a 24/7 emergency assistance service.
Insurance premiums, commissions, administration charges and/or service fees must be transparently disclosed.
GE reserves the right to procure travel insurance independently. Appointment as GE's travel agency will not automatically give the successful agency exclusivity over travel insurance services.
Technology-Enabled and Self-Service Travel Solutions
GE is particularly interested in agencies that can offer modern technology-enabled travel management solutions that reduce manual administration while maintaining appropriate controls.
Bidders are therefore encouraged to propose an online booking platform, secure portal, mobile application, dedicated booking link or other technology solution through which authorised GE users can search, compare and, where appropriate, directly book approved travel.
Potential capabilities may include:
Direct search and booking of flights.
Hotel search and booking.
Ground transportation booking.
Real-time or near-real-time fare and availability comparison.
Traveller profiles.
Integration of GE's Travel Policy.
Identification or restriction of out-of-policy bookings.
Approval workflows before ticket issuance.
Cost centre, project, grant or other coding at the point of booking.
Electronic itineraries and travel documentation.
Mobile access.
Automated travel alerts and notifications.
Work arrangement
No
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