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Expression of Interest for Provision of Travel Management Services for GIZ Rwanda. Location: kigali Deadline: Tuesday, 16/06/2026 23:59 Information on GIZ Rwanda/Burundi The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 40 years. The primary objectives agreed to between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and Information and Communications Technology. GIZ Office Rwanda intends to conclude a contract with a travel agency to provide airline ticketing services for its operations in Rwanda. The service provider will be responsible for the procurement of airline tickets (domestic and international) of the GIZ Office and its joint programmes. The service will include among others - booking, issuing and billing of tickets as per GIZ guidelines and travel regulations. 1.2. Notes on tender The purpose of this tender is to conclude a framework agreement, for the provision of travel management services to GIZ Rwanda and Burundi by qualified Travel Agency during the term of the agreement. The aim is to commission one contractor under the framework agreement. The assignments for the provision of travel management services are called off under this framework agreement. 2. Term and scope of agreement The expected term of the framework agreement is 1 year, with the option to extend the contract for a further one (1) year as per the requirements GIZ calculates the total amount to be an estimated amount of 792,000,000 RWF for 12 months. The maximum amount792,000,000 RWF for 12 months. It is expected that these estimated and maximum amounts will be distributed as follows. 3. Services to be provided and requirements to be met by the contractor Primarily, the Travel Agent shall provide travel services during working days (Mo-Fr) and working hours (08:00-18:00hours Rwandan time). Additionally, the Travel Agent shall provide 24 hours a day emergency service, as well as for services during weekends and other official holidays whenever emergency travel services are required. Services from the Travel Agent can only be requested by GIZ staff based in Rwanda through their business e-mail firstname.surname@giz.de (i.e. max.mustermann@giz.de). Bookings for external partners (e.g. government officials, staff of partner organizations) must be facilitated through a GIZ Rwanda employee. The Travel Agent must not issue tickets for private/leisure travel. 3.1 Reservation and Ticketing The Travel Agent will provide GIZ with a template form (Word-Document) which all travellers are obliged to use when requesting flight details from the Travel Agent. This template will indicate the sequence of information which best suits the Travel Agents operation within its systems. The template should at least contain the following information: name of traveller, departure and arrival dates and times, booking class, GIZ project number (mandatory field) and preferred route. As per GIZs Travel Guidelines, combining private trips with business trips is permitted only if the trip is primarily undertaken on GIZ business. In cases where GIZ staff would like to extend their trip for private reasons, the Travel Agency must indicate in their offer whether additional costs will be incurred by the extension or if the price remains the same. The template form must include a field where staff can indicate whether such price comparisons should be obtained. Staff members do not need to provide evidence of a price comparison of the flight costs if they include a private stay at the place of business the weekend directly before or after the business trip. As part of the tender procedure, the Travel Agent is requested to submit an example of a template form. GIZ authorizes the Travel Agent to return requests which do not adhere to the agreed standards. Upon receipt of the travel request, the Travel Agent will provide the GIZ staff member with three (3) flight optionswithin 24 hours (one working day) and recommend the most economic flight option available at the time. The Travel Agency must provide proof (i.e., screenshot) of how and where the offers were received from. The proof must be from the official airline website. The offers must clearly indicate the base fare and any additional fees (i.e. taxes, commission by the airline, other costs). The fares must be fixed for a duration of at least 18h in order to allow the traveller to confirm the booking. If the traveller confirms the route after the reservation period of 18h, the Travel Agency may proceed with the booking only if the price remained the same or is lower. If the price increased in the meantime, then the Travel Agency must inform the traveller accordingly and provide three (3) quotes again. Exception: If GIZ Staff with line manager authorization expressively confirms that a higher ticket price may be booked without receiving three additional quotes after the reservation period. In cases where three options cannot be provided, the Travel Agency must submit a justification. All offers must be fully refundable. The offers should also indicate any cancellation fees of the airline. Tickets for first class must not be booked or proposed under any circumstance. Once the quote and route are confirmed by the project, GIZ will send a scanned version of the completed Travel Application Form (annex to be provided to the successful bidder). The Travel Application Form must be validated via physical signature or e-mail approval by the responsible line manager or officer responsible for the programme (AV). The signatory must be copied in the final confirmation. Only this process qualifies for air ticket issuance. Upon written approval by the signatory and in accordance with GIZ travel guidelines, the traveller can book a less economical flight option. In the event that required travel arrangements cannot be confirmed, the Travel Agent shall notify the requesting party of the situation and present alternative routings/quotations for consideration. For wait-listed bookings, the Travel Agent shall provide regular feedback on status of flight. The Travel Agent shall accurately advise the GIZ of ticketing deadlines, holding times and other relevant information every time reservations are made, in order to avoid cancellations of bookings. The Travel Agent shall provide an information service to notify the GIZ and the traveller of such events as airport closings, cancelled or delayed flights, trains, buses voyages and strike situations as well as of local political or safety conditions, which may affect travel to any particular destination. Any special or seasonal offer or a special discount provided by the Airline should be disseminated to GIZ by the Travel Agent. The Travel Agent shall provide each traveller a complete itinerary document which includes the following: Flight number(s) and seat assignment(s); Confirmed upgrade (if applicable) Departure and arrival time(s) for each segment of the trip Intermediate stops Airport and other taxes Travel Agents emergency assistance number Any other information such as change in international date lines. 3.2 Refunds Should the situation arise where the GIZ travellers anticipate that he/she will not be able to take up the flight he/she should immediately contact the Travel Agent and convey this information. Only then is the Travel Agent in a position to cancel the flight. This will reduce the costs of No show tickets which are costly and should be avoided. By using the Travel Agents emergency / after-hours assistance the traveller must indicate whether he will re-use the ticket or require a refund. Re-used tickets must be taken up within 12 months for international flights. For each booking, the Travel Agent will provide the traveller with the emergency / after-hours assistance together with the e-mail of confirmation of the flight booking. GIZ shall be reimbursed by the Travel Agent for partly or fully unused tickets and cancelled tickets subject to applicable regulations. The Travel Agency shall process these refunds on all returned airline tickets within 30 days through credit note and payment. 3.3 Service Standards The Travel Agent shall provide the necessary personnel to provide prompt, courteous and efficient service to GIZ. The number of assigned personnel shall be sufficient to meet all services requirements under this Terms of Reference. The Travel Agent shall sensitize his staff on a customer service-oriented approach for all exchanges with GIZ. Aside from the initial submission of the 3 offers within 1 working day, all ongoing ticketing requests must be responded to within 2 working days. The Travel Agent must nominate a focal point who shall be available for overarching queries by GIZ, resolve issues as they arise as well as participate in regular exchanges with GIZ as and when necessary. Furthermore, GIZ shall be informed of the focal points absence and an alternate nominee shall always be accessible. The Travel Agent is responsible for providing replacement personnel in case of absenteeism, vacation, sick days, etc of the regular personnel assigned. 3.4 Supplier Relations The Travel Agent shall not favour any particular carrier when making reservations. The Travel Agent shall maintain excellent relations with all carriers for the benefit of the GIZ. Potential conflict of interests must be reported to GIZ immediately. 3.5 Reporting The Travel Agent shall provide GIZ with quarterly management information reports consisting, of sa Tender Link : https://www.jobinrwanda.com/job/expression-interest-eoi-provision-travel-management-services-giz-rwanda-0
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