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Documents

Overview

EOI/019/PHL/2023: Invitation for Expression of Interest (EOI) on Provision of Travel Management Services

The United Nations Development Programme (UNDP) Philippine Country Office (CO) hereby invites national and international agencies with representation in the country to express their interest in providing full range of travel services for the UNDP and other UN Agencies in the Philippines. The expression of interest should illustrate the ability of the travel agency to provide high quality travel services, including issuance of air tickets, airport pick-up, hotel bookings, assistance for emergency travel and medical evacuation, processing visa applications, and assistance in arranging for major conferences abroad, etc. This call for EoI aims to assess the market availability and viability of the travel agencies in the Philippines.

Definition

In UNDP, a “long term agreement” (LTA) is a written agreement between UNDP and a supplier that is established for specific goods or services at prescribed prices or pricing provisions for a defined period of time, year, against which specific Orders (call-offs) can be placed at any time, during the defined period and with no legal obligation to order any minimum or maximum quantity. The term “long-term” refers to the nature of the contract which typically has a minimum duration of one (1) year, during which UNDP may place repetitive orders for varying ranges and quantities. LTA may be extended for another 2 years, subject to the supplier’s performance.

Background

In order to achieve cost efficiency from economies of scale while ensuring outstanding quality of service, UNDP and other UN Agencies have agreed to consolidate the travel requirements and enter into common contract travel agency/ies to serve its travel needs and other travel-related services. Travel shall apply to all movements or journey of UN staff from one place to another for official business purposes, both international and domestic. UN agencies follow a strict travel policy, and all travel requests must adhere to the respective policies. Travel shall apply to all journeys of UN Agencies staff by air/train from one place to another for official business purposes.

These official purposes include, but need not be limited to, to the following:

• Official missions, meetings and various events;

• Interviews of applicants / candidates for employment;

• Appointment and repatriation of staff and family members;

• Home leaves, emergency travels, and educational leaves; and

• Visit to project sites, by UN Agencies staff, Government and counterparts, or other entities

General Instructions and application documentation

UNDP invites potential travel agencies to express their interest for the above requirement. The expression of interest shall be received no later than May 2, 2023, through bids.ph@undp.org with subject title: EOI/019/[Company Name]

The Expression of Interest shall include the following documentation in free format:

1. Letter of Interest to participate in the tender.
2. A brief profile of the company including size, geographical location and network, areas of expertise, years in business, product range, etc.
3. Copy of valid Business registration documents, licenses and Quality assurance certificates (if any) e.g. ISO held by your company, either for company business processes or products, or both.
4. Copy of Valid IATA certificate.
5. List of major clients (International and Government organizations, embassies).
6. Duly Accomplished Annex A – Questionnaire and supporting documentation

Tender for Long Term Agreement with UNDP CO in Philippines will be conducted in accordance with the procedure set out in the UNDP Procurement Guidelines and UNDP Financial Rules and Regulations. The information received through this EOI may result into open competitive procurement process.

This Request for Expression of Interest does not entail any commitment on the part of UNDP, either financial or otherwise. UNDP reserves the right to accept or reject any or all Expressions of Interest without incurring any obligation to inform the affected applicant/s of the grounds. Interested companies may obtain further information or clarifications by sending an email to procurement.ph@undp.org

EOI from suppliers failing to provide the requested information will be disregarded. Invitations to bid and any subsequent purchase order will be issued in accordance with the rule and procedures of UNDP.