REQUEST FOR PROPOSALS

Travel Management Services

Introduction

The CVF-V20 is an international intergovernmental organization of countries most threatened by climate change. It is currently composed of 74 member states from Africa, Asia, the Caribbean, Latin America, the Middle East, and the Pacific, representing 1.74 billion people worldwide. Headquartered in Ghana, the mandate of the CVF-V20 is to support member countries to build climate resilience and to turn their vulnerability into prosperity. 

The work of the CVF-V20 Secretariat requires significant travel in supporting member countries and potential member countries in the development of climate resilience strategies. The CVF-V20 Secretariat, therefore, requires the services of a proven and professionally run travel management service provider to provide professional travel services at very efficient and highly competitive rates that will ensure value for money to the Secretariat and our Donors/financial partners. The travel services requested will not be limited to its headquarters in Ghana but will extend to other locations worldwide based on the CVF-V20’s needs. 

The successful service provider is expected to provide general travel services, including the following: 

  • Ticketing: negotiation of flight plans, with a focus on obtaining the best rates for the CVF-V20;
  • Quotations, reservations, and provision of air and rail tickets;
  • Hotels: negotiating and proposing hotel quotes and making hotel reservations;
  • In the event of cancellation, ticketing, or hotel reservations, the Travel agency should have the ability to ensure minimal costs/penalties to the organization; 
  • Immigration: information on entry conditions and alerts to any restrictions imposed by the various countries of destination;
  • Visa management services; and
  • Consulting: precise monitoring of expenditure and production of annual statistics.

In addition, the successful service provider will:

  • Provide all relevant travel information, respecting the CVF-V20’s travel policy in terms of departure and return dates;
  • Advise on the choice of the most economically advantageous offer;
  • Provide clear information on the financial consequences of changes and/or cancellations;
  • Clearly indicate the additional cost incurred by changes, before prices are validated according to time slots, dates of arrival, and departure days, etc.; and
  • Whenever possible, the tickets should be purchased at least four (4) weeks in advance to get the best possible prices. 

Eligibility

This invitation is open to both local and international suppliers. Eligible applicants should not have been cited for suspension or banned for corrupt or fraudulent procurement or business practices by recognized international organizations such as the United Nations, World Bank, and any recognized public body locally or internationally. It is the responsibility of the travel agency selected to ensure that it obtains the permits, licenses, and access rights to professional software necessary for the effective execution of the contract.

Requirements

Interested suppliers/service providers should submit applications and attach the required documentation below. Failure to submit all requirements may result in unsuccessful applications.

  1. Financial Proposal (pricing structure and any additional fees): 30% weightage. 
  2. Technical Proposal including detailed description of services offered: 70% weightage. 
  3. Non-disclosure agreements need to be signed to protect the sharing of data or travellers. 
  4. Governing law or dispute resolution: Laws of the country in which the tickets were issued will apply in case of any dispute. 
  5. Termination clause: The contract can be terminated by either party with one month’s notice. 
  6. Relevant Governance Documents, such as:
    • Certificate of incorporation 
    • Company profile, including directors/shareholders and staff levels 
    • Tax Registration and Tax Clearance Certificates 
    • Social Security Registration where required 
    • Evidence of at least three (3) similar works executed 
    • Client references or contactable referees for the 3 cited similar projects
    • Evidence of registration with international travel Associations 
    • Evidence of Access to an IATA-approved Global Distribution System (GDS)

Criteria for Selection

The Secretariat will conduct a detailed assessment of all applications in line with the requirements and will make a selection based on the proposal that offers the best value for money. Tenders will be assessed based on the detailed technical file and financial offer submitted by each service provider. Assessment criteria will include:

    • The quality of the travel agency’s internal management;
    • The quality of the control procedures planned by the service provider to supply the services referred to in the requirements above;
    • Reservations available 24/7, including emergency service provided by the agency; 
    • Measures to optimize travel costs;
    • Flexible air, rail, and hotel offers, including ticket changes and cancellations at a controlled cost;
    • The responsiveness and efficiency of the services offered; and
    • Registration with an internationally recognized travel association of good standing.

Submission Procedure

All applications must be submitted only via email to [email protected] under the subject “Travel Services Proposal”. Applications are to be submitted no later than the close of business on 01 December 2025. Only shortlisted applicants will be contacted. Shortlisted applicants may be invited for interviews to discuss their proposals further. The selected travel provider (s) will be notified by December 30, 2025.