Provision of TRAVEL AGENCY booking SERVICES -DRC

• Provide travel information and flight schedules.
• Reservation and ticketing services for domestic and international flights.
• Airfares and pricing.
• Flight cancellations/rebooking and refunds.
• Hotel booking
• Minimum Products and Services Required by DRC

• Airline Reservations: Booking domestic and international flights for DRC employees.
• Flexible Ticketing: Options for flexible or refundable tickets to accommodate changes in travel plans.
• Multi-City and Round-Trip Bookings: Arranging complex itineraries, including multi-city and round-trip flights.
• Group Bookings: Managing reservations for group travel, including corporate events or team trips.
• Last-Minute Bookings: Providing urgent flight arrangements when needed.
• Visa Assistance: Providing guidance or support for visa requirements related to flight bookings.
• Provide signed stamped Purchase Orders (PO)s and invoices per PO and Terms and Conditions for each hotel flight service requested by DRC.
• Providing flight tickets via email
• 24/7 Support: Providing round-the-clock customer support for emergencies or changes.
• Endeavor to notify DRC travel staff of airport closures delayed or cancelled flights, security procedures, health precautions, as well as other changes that will affect or will require preparations from the travelers, sufficiently before departure time; and Quick reference for requested destination

• the journey concerned: For all flights, the most direct and economical fare in economy class is to be offered. The only exception from the above-mentioned rule is if the accumulative outbound and/ or inbound flying time per direction exceeds 9 hours in duration when the lowest cost business class fare is to be offered unless otherwise requested by DRC;
• ensure that tickets issued are in accordance with entitlements prescribed in the Travel Authorization (e-mail information).
• Inform DRC travel staff, upon booking confirmation, of flight/ ticket restrictions, involuntary stopovers, hidden stops, and other possible inconveniences of the itinerary and provide required documentation for travels;
• Provide DRC travel staff with online and offline relevant information on official destinations, i.e., visa requirements, security advisories, airport transfers/ land transportation facilities, local Billing and Invoicing

• Process duly authorized flight changes/ cancellations when and as required and take care that in such cases cancellation fees imposed by the airlines are avoided,
• Immediately process airline refunds for changed/ cancelled travel requirements and credit these to DRC as expeditiously as possible,
• Refund tickets within three (3) months only (a shorter period than 3 months offered will be an advantage),
• Limit refund charges at airline rates only, i.e. no additional charges will accrue to the Travel Agency,
• Absorb all cancellation and/or change reservation date charges which are due to no fault of DRC or the person travelling, and Report regularly back to DRC on the status of ticket refunds. • Inform DRC by email to the “Admin” department in Tunisia for any update or cancellation of the service regarding flights. Traveler is also to receive info. by his/her shared contact number.

• Process duly authorized flight changes/ cancellations when and as required and take care that in such cases cancellation fees imposed by the airlines are avoided,
• Immediately process airline refunds for changed/ cancelled travel requirements and credit these to DRC as expeditiously as possible,
• Refund tickets within three (3) months only (a shorter period than 3 months offered will be an advantage),
• Limit refund charges at airline rates only, i.e. no additional charges will accrue to the Travel Agency,
• Absorb all cancellation and/or change reservation date charges which are due to no fault of DRC or the Traveler, and Report regularly back to DRC on the status of ticket refunds.
• Inform DRC by email to the “Admin” department in Tunisia for any update or cancellation of the service regarding flights. Traveler is also to receive info. by his/her shared contact number.

• Accommodation Reservations: Booking hotels, resorts, or other lodging options based on preferences and budget.
• Corporate Rates: Negotiating discounted corporate rates for frequent stays. • Group Bookings: Arranging accommodation for group travel or events.
• Special Requests: Handling special requests such as early check-in, late check-out, or specific room types.
• Cancellation Policies: Ensuring flexible cancellation or modification policies where possible. • Location Preferences: Booking hotels in preferred locations (e.g., city center, near airports, or specific landmarks).
• Venue Booking & Event Support Services
• Venue Reservations:
• Booking venues for meetings, workshops, seminars, and corporate events.

• Ground Transportation: Arranging airport transfers, car rentals, or other local transportation.
• Travel Insurance: Offering options for travel insurance coverage.
• Crisis Management: Providing support during travel disruptions (e.g., flight cancellations, natural disasters).
• Sustainability Options: Offering eco-friendly travel options, such as carbon offset programs or green hotels.
• Payment schedule

• Payment will be processed by DRC every month and paid no later than 30 days from receipt of the final invoice and supporting documents from the supplier.
• The supplier must attach a copy of all e-tickets issued for that month to the invoice.
• Timeframe

• Accredited IATA Travel Agent duly licensed in the country of operation.
• Previous experience working with INGOs or similar organisations.
• Offers customer support through telephone and email, 24 hours a day, 7 days a week.
• Offers a designated point of contact for DRC.

• Technical Evaluation

• Financial Evaluation

• Fees can be added as a lump sum, or as a percentage amount of the flight ticket.

Jamaity