Selecting a travel agency
Recover Foundation, Hospitals for Africa
OBJECTIVE
That the agency effectively manages the purchase of airline tickets, train tickets and/or accommodation for Fundación Recover workers and volunteers.
DESCRIPTION
Recover Foundation, Hospitals for Africa contracted in 2024 an annual volume of 44 airline tickets with an approximate cost of 51,000 €. The procurement mainly consists of international airline tickets. The number depends on the opportunities that arise.
The most frequent destinations are: Cameroon, Ivory Coast, Benin, Burundi, DR Congo, South Sudan and Saharawi camps. There are also tickets from African countries to Spain, as we evacuate patients for surgery here.
Similarly, the team occasionally travels around Spain, either by train (to Albacete or Barcelona, for example) or by plane (to San Sebastián...).
EXPECTED SERVICES
The travel agency awarded the contract must undertake to offer reduced prices at the time each ticket is issued and more competitive than Internet search engines.
Similarly, it must ensure:
- As few scales as possible
- Make the company as safe as possible
- Seat reservation (avoiding the worst seats on the plane, especially those in the back rows).
- Priority for unchecked hand luggage to be carried on board the aircraft
- Support with on-line check-in as long as it is within their business hours.
- Changes or cancellations before departure at the lowest possible cost.
- Follow-up of the trip and accompaniment in any incident that may occur.
- 30-day payment credit.
- Business benefits offered by companies. Advise and include Fundación Recover in the points programmes that involve cost savings for the Foundation in the issuing of tickets.
Competitive value is essential, and must be reflected in the prices offered.
INVOICING AND PAYMENT
The travel agency is responsible for issuing the corresponding invoices and for establishing the channel of communication with the Recover Foundation. No payment may be made that has not been previously communicated to and validated by the Foundation.
Payment by credit card, establishing a 30-day credit.
TRAVEL AGENCY REQUIREMENTS
- Demonstrable experience of at least 5 years in the ticketing and accommodation processes. With a special focus on the African continent.
- Demonstrate awareness of the benefits that some companies provide to the NGO sector.
- Having a platform that operates:
- during Fundación Recover's working hours (9-18.00h)
- 24/7 365 days for the management of incidents and/or emergencies in the services already contracted.
- Establish a customer reference contact.
- Demonstrate experience in communicating and exchanging information smoothly with the customer, airlines, airports or passenger terminals, hotels and transport companies.
- To know the necessary requirements to be able to enter each country and/or appropriate permits, and to advise the client.
- Provide customer support in English, French and Spanish.
PROPOSAL
The proposal should include the following information:
- Work plan:
✓ Proven experience
Methodology and tool for the booking of services. Especially in the booking of airline tickets. It should include the whole cycle, from request to confirmation and invoicing.
Methodology for incidents and emergencies - Costs and invoicing:
Agency costs
✓ Management tool
Tables of benefits to NGOs by company - Corporate benefits. Details of the benefits that can be offered through the management with the different companies. Such as, for example:
✓ Change of name on the banknote
✓ Admission to VIP lounges
✓ Up-grade in flights
✓ Loyalty programme
✓ Discounts on air fares
Solutions to flight changes, delays and/or cancellations.
Other: give details
SELECTION PROCESS
Fundación Recover opens the deadline for the submission of proposals during the month of April. From a minimum of three agencies that have submitted proposals, Fundación Recover undertakes to choose an operator before 15 May.
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