RFP for Travel Services | ReliefWeb

Background

Pathfinder is pushed by the conviction that each one individuals, no matter the place they dwell, have the correct to resolve whether or not and when to have youngsters, to exist free from worry and stigma, and to guide the lives they select.

Since 1957, now we have partnered with native governments, communities, and well being techniques to take away boundaries to crucial sexual and reproductive well being companies. Together, we broaden

entry to contraception, promote wholesome pregnancies, save girls’s lives, and cease the

unfold of latest HIV infections, wherever the necessity is most pressing.

Our work ensures hundreds of thousands of girls, males, and younger persons are ready to decide on their very own paths ahead.

Description of Assignment

The general objective of the RFP course of is to pick out a extremely collaborative, world class company associate with the expertise, experience and functionality to supply full journey agent companies, combine with International ISOS Travel Ready, Travel Tracker. Please additionally point out whether or not you might have different expertise with integrating with Healix, Everest, and Berkley.

Pathfinder is presently searching for a vendor agency to supply the next companies:

1. Provide home and/or worldwide airline, or railway tickets on the most favorable price obtainable to satisfy all arrival and departures instances on the areas requested by all Pathfinders globally.

2. Ability to request Pathfinder required cost codes from Travelers previous to reserving journey. Ability to supply Pathfinder with a report exhibiting reservation and assigned cost codes.

3. Have and preserve a listing of areas the place Pathfinder doesn’t approve of to transit by means of.

4. Arrange resort lodging, if requested. Pathfinder presently has negotiated charges with accommodations, nonetheless; if supplier is ready to present extra aggressive company charges, please suggest this as an “add on service”

5. Capability to sync with International SOS (ahead the Passenger Name Records (PNRs) of all tickets to ISOS journey tracker) for dwell connection and issuing of pre-travel briefing paperwork. Please additionally point out whether or not you might have different expertise with integrating with Healix, Everest, and Berkley.

6. Maintain extra authorization step for buy for journey to or by means of nations designated as High or Extreme threat in International SOS score system.

7. Ability to combine with UKG.

8. Formulate, prepare, and supply all journey itineraries taking full benefit of any and all governmental, company, group, and/or seasonal low cost charges obtainable.

9. Demonstrate a safe server for the storage of PII (private figuring out data) and organizational data.

10. Demonstrate the flexibility to speak with passengers by way of varied strategies [i.e skype, WhatsApp, etc] along with telephone and e-mail.

11. Demonstrate the flexibility to work throughout all time zones.

Proposal Guidelines and Instructions

Offerors might be required to submit two electronically sealed proposals, one a technical proposal and the opposite a price proposal. All proposals have to be signed and legitimate for no less than sixty (60) days.

Your proposal ought to present primary details about your Company/Individual and related service choices. It ought to have a bit addressing every of the next areas:

1. Company/Individual Profile
2. Past Performance
3. Customer Service
4. Technical Approach (offeror might be evaluated primarily based on their responsiveness to the Scope of Work)
5. References
6. Relationship disclosure and mitigation plan
7. Key Personnel

Responses ought to embrace the next data:

1. Technical Proposal

Company/Individual Profile

• Company’s values, mission and customer support method and the way they relate to your efficiency
  • Description of the corporate’s journey system, backend and automation know-how together with any instruments to automate journey approval, high quality management and auto-ticketing
  • Company’s designation as small enterprise, veteran owned, minority owned, and so forth.

Past Performance

• Description of expertise serving small to mid-size International NGOs/ small to mid-size companies with a large geographic footprint, stretched over quite a few time zones
  • Average buyer measurement and trade/nations by which clients function in.

Customer Service

• Average size of time that vacationers and arrangers ought to anticipate to attend for a return telephone name or e-mail almost about their journey preparations
  • Availability of backup brokers to supply to the wants of shoppers throughout busy instances
    • Ability of firm to supply VIP/precedence service for choose vacationers
    • Capability to work with varied time zones
    • Accessibility throughout holidays and off-peak/nontraditional working hours. After hours and weekend service association
    • Brief description of the coverage or strategies for addressing customer support points or complaints.

Technical Approach

• Online/in individual coaching program to make sure straightforward transition and adoption of the brand new system
  • Description of varieties of administration reviews which can be obtainable
    • Technology choices that permit any billing, monitoring or reporting instruments
    • Outline of fares obtainable to company (i.e. nonprofit fares, humanitarian)
    • Ability to combine with International SOS Travel Ready and Travel Tracker. Please additionally point out whether or not you might have different expertise with integrating with Healix, Everest, and Berkley.
    • Capability to make sure safety of vacationers’ non-public data
    • Description of any particular price agreements with accommodations or automotive rental businesses
    • Describe your insurance policies and procedures for guaranteeing compliance with Pathfinder’s journey coverage? How would you guarantee greatest worth to Pathfinder?

References – move/fail

• Submit two written (2) shopper references for the group
• Provide another data to display the Contractor’s functionality in relation to the Scope of Work

Relationship disclosure – move/fail

• Describe any present or previous relationships your group might have with Pathfinder, and if it’s a potential battle of curiosity. If there’s a potential battle of curiosity, please clarify how this threat might be mitigated.
• Describe any private or familial relationships any worker of the Contractor has with any worker of Pathfinder. If there’s a relationship, please clarify how any battle of curiosity threat might be mitigated.
• Disclosure doesn’t robotically disqualify offeror.

Key Personnel

• Describe the important thing personnel to be utilized on the engagement together with resumes of key personnel. Indicate their diploma of experience and prior expertise, which might be acceptable for the engagement;
• Please embrace resumes of the proposed key personnel (max 2 pages every)

1. Cost Proposal

Provide detailed and full data on the setup prices that might be incurred by Pathfinder International. Such prices should embrace all objects that might be out of your firm and any subcontractors.

1. Provide detailed and full data for every program element. Include all ongoing charges and prices.
2. For any companies primarily based on month-to-month administration charges, please present a abstract of what the payment will embrace and what extra charges could also be incurred.
3. For companies billed on an itemized foundation, please present estimates for manufacturing prices, for inventive companies, and so forth.

Evaluation Criteria

In evaluating the proposals, Pathfinder International will search the greatest worth for cash

reasonably than the bottom priced proposal. Pathfinder will use a two-stage choice process:

• the primary stage will consider the Technical Proposal. The technical proposal opening might be attended solely by Pathfinders, as no data aside from who submitted a proposal might be learn out at this stage.
  • the second stage will consider the Cost Proposal for proposals that move the Technical Proposal analysis. Only proposals with a mean rating of 70 and above might be thought-about eligible for stage 2
  • Contractors passing stage 1, might be invited to a public value proposal opening. Attendance will not be obligatory and the associated fee proposal opening might be shared with all eligible contractors.

Specifically, the choice committee will consider every proposal upon the next standards:

Evaluation Criteria- Weight (Total of 100 Points)

Bid Submission

1. Bid submitted on time – Pass/Fail
2. Offeror is eligible to obtain funding per background checks – Pass/Fail
3. Any potential battle of curiosity is sufficiently mitigated – Pass/Fail

Past Performance – 25 Points

• Description of expertise serving small to mid-size International NGOs/ small to mid-size companies with a large geographic footprint, stretched over quite a few time zones
• Average buyer measurement and trade/nations by which clients function in.

Customer Service – 25 Points

• Average size of time that vacationers and arrangers ought to anticipate to attend for a return telephone name or e-mail almost about their journey preparations
• Availability of backup brokers to supply to the wants of shoppers throughout busy instances
• Capability to work with varied time zones
• Accessibility throughout holidays and off-peak/nontraditional working hours. After hours and weekend service association
• Brief description of the coverage or strategies for addressing customer support points or complaints.

Technical Approach – 40 Points

• Online/in individual coaching program to make sure straightforward transition and adoption of the brand new system
• Description of varieties of administration reviews which can be obtainable
• Technology choices that permit any billing, monitoring or reporting instruments
• Outline of fares obtainable to company (i.e. nonprofit fares, humanitarian)
• Ability to combine with International SOS Travel Ready and Travel Tracker. Please additionally point out whether or not you might have different expertise with integrating with Healix, Everest, and Berkley.
• Capability to make sure safety of vacationers’ non-public data
• Description of any particular price agreements with accommodations or automotive rental businesses
• Describe your insurance policies and procedures for guaranteeing compliance with Pathfinder’s journey coverage? How would you guarantee greatest worth to Pathfinder?
• Ability to work globally. All Pathfinder places of work might be utilizing the identical journey companies, please display your skill to work in a number of time zones.

References – 5 factors

• Submit two written (2) shopper references for the group.
• Provide another data to display the Contractor’s functionality in relation to the Scope of Work.

Key Personnel -5 factors

• Describe the important thing personnel to be utilized on the engagement alongwith resumes of key personnel. Indicate their diploma of experience and priorexperience, which might be acceptable for the engagement;
• Please embrace resumes of the proposed key personnel (max 2 pages every)

Pathfinder will not be sure to simply accept the bottom or any proposal and reserves the correct to simply accept any proposal in entire or partly and to reject all or any proposals.

Pathfinder shall not be legally sure by any award discover issued for this RFP till a contract is duly signed and executed with the profitable offeror.

The evaluator will tally all the person scores for every part and calculate the entire rating. If the entire quantity factors meet or exceeds the 70 level threshold, the suppliers value proposal might be eligible for consideration.

The rating for the associated fee proposal might be calculated within the following method:

Cost proposal rating = 100 x Lowest value/ value of the proposal into account. The lowest value proposal will obtain the total 100 factors.

The whole rating might be calculated as follows:

Total Score= Technical proposal rating of the proposal into account multiplied by 70 plus (+) Cost proposal rating of the proposal into account multiplied by 30.

Evaluation of Platform/Demo Presentation

As a part of this RFP course of, Pathfinder reserves the correct to conduct interviews with bidders, inclusive of presentation and demonstration of their platforms which might be evaluated in figuring out the general profitable bid.

How to use

Inquiries

If you might have any questions/inquiries, please e-mail procurement@pathfinder.org no later than shut of enterprise August 24, 2026**.** The solicitation quantity indicated above have to be included within the topic line. Responses might be posted to all identified offerors.

As a part of this RFP course of, Pathfinder reserves the correct to conduct interviews with bidders, inclusive of Platform presentation or Demos.

Proposal Deadline

All written responses to this RFP have to be acquired by Pathfinder no later than 5:00pm (Washington, D.C. time) on September 08, 2026. The solicitation quantity indicated above have to be included within the topic line/on the envelope.

Please e-mail the quote and different data on to: Procurement@pathfinder.org , Pathfinder International, 1015 fifteenth ST. NW,, STE 1100, Washington, DC 20005. Please label every proposal attachment. One must be labeled technical proposal and the opposite Cost proposal. The solicitation quantity indicated above have to be included within the reference line.

Modification

If at any time previous to award Pathfinder deems there to be a necessity for a major modification to the phrases and circumstances of this RFP, Pathfinder will situation such a modification as a written RFP modification to all competing offerors. No oral assertion of any individual shall in any method be deemed to switch or in any other case have an effect on any RFP time period or situation, and no offeror shall depend on any such assertion. Such amendments are the unique technique for this function.

Resulting Award

Single contract: As a results of this solicitation, Pathfinder anticipates partaking a single unbiased contractor/firm. Pathfinder reserves the correct to separate the SOW and make a number of awards.

Any ensuing contract might be topic to the phrases and circumstances contained in Annex A. Part A of this annex will solely apply to USG-funded assignments.

Payment Terms

Pathfinder anticipates coming into right into a cost-reimbursable fixed-cost contract with the chosen contractor.

Terms

Pathfinder reserves the correct to cancel this solicitation at any level and is underneath no obligation to situation a subcontract because of this solicitation.

Pathfinder is not going to reimburse any bills associated to the preparation of any proposal associated supplies or supply.

Confidentiality

All data disclosed by both celebration concerning this RFP is confidential and shall be handled as such.

Agreement

Any ensuing contract might be topic to the phrases and circumstances contained within the annex. See Annex A

Thank you

Procurement Department

Pathfinder International