Request for Proposal- Travel Management Company

(Voire plus bas pour la version française) Overview Project Objective Fòs Feminista is issuing this RFP to solicit proposals from qualified travel service agencies located in Africa. Beyond the specific questions outlined below, FÒS FEMINISTA seeks a partner who: Provides top notch multi-lingual customer service to travelers. Can demonstrate a proactive culture of service, treating FÒS FEMINISTA’s travel spend as its own. Is uniquely adept at booking and providing subject matter expertise for complex international trips. Provides timely and detailed reporting to facilitate travel expense reporting and audit compliance. Request for Proposal FÒS FEMINISTA makes no representations, warranties, or agreements with respect to this RFP. In addition, FÒS FEMINISTA makes no commitment to purchase any products or services or take any other action, including but not limited to, awarding a contract to the supplier submitting the lowest cost proposal. Material contained in this RFP is to be considered confidential and proprietary information, subject to restrictions outlined here . FÒS FEMINISTA reserves the right to amend or cancel this RFP at any time for any or no reason. All amendments to this RFP shall be made in writing. RFP Timeline RFP Advertised: March 5, 2026 RFP Responses due: April 30, 2026 Initial Evaluation complete: May 15, 2026 Interviews with Finalists / Agency Award: June 15, 2026 Services in effect: As soon as possible Above dates are subject to change, and respondents will be notified per the above. About FÒS FEMINISTA Fòs Feminista is an intersectional feminist organization centered around the sexual and reproductive rights and needs of women, girls, and gender-diverse people. Led and governed by the Global South, Fòs Feminista works as an alliance of organizations in 35 countries worldwide to advance sexual and reproductive health, rights, and justice (SRHRJ). Fòs Feminista is both the connective tissue that links these diverse partners in an alliance and an active participant in the broader ecosystem of actors working on SRHRJ. We connect partners across movements and borders, amplify innovative partner-led solutions, and catalyze political will and resources for an intersectional feminist agenda on SRHRJ. Fòs Feminista ’s role is to facilitate transnational and transregional collaboration, advocacy, research, policy work and learning among partners; amplify partners’ work and voices; accompany partners’ institutional strengthening; and catalyze and channel funding to support partners’ work. For more information on FÒS FEMINISTA, please visit the external website at www.fosfeminista.org . FÒS FEMINISTA currently has 64 employees and has offices in New York, Mexico, and operates in the following countries: Africa: Cote d’Ivoire, Kenya, Nigeria, Senegal, Tanzania Asia: India, Philippines Europe: United Kingdom, Spain Latin America and The Caribbean: Argentina, Brazil, Colombia, Honduras, Mexico, Panama, Uruguay Middle East: UAE North America: Canada, United States Current Travel Program In 2025, Fòs Feminista ‘s annual travel spending was roughly USD $1 million, and the vast amount of our travel (over 90%) was international with a few US domestic trips. RFP Process & Information Proposal Submission Proposals must address and respond to all issues raised in the RFP. Proposals are expected to be binding for a period of one hundred and twenty (120) days from the published response date. RFP Questions & Criteria Minimum Requirements (please answer yes or no) - Has your company been in business for at least five years? - What languages do your agents speak (English and French is a must. Spanish is an advantage)? - What is the Annual gross travel booking? - Do you provide 24/7 service.? - Does not outsource after-hours service. - Do you have the ability to manage passenger profiles? - Is more than 50% of your business international business travel ? - Are you eligible to serve as an organization that receives funding from the US government, the UN, and the European Union? While firms will not be disqualified out of hand if any of the above criteria are not met, these are vital components of any proposal and will be weighted appropriately. Firms that qualify according to the above pass/fail criteria should respond to the questions below: RFP Questions Please present your responses in precisely the same sequence as the questions are presented here. Please use the Question Outline as stated here. General/Overview Please introduce your Team and services and why you are interested in servicing our travel needs? Also provide a brief overview of why you believe you are best suited to provide travel management services to FÒS FEMINISTA. Define the implementation of timing and process upon selection. Experience of the Agency Describe the mix of clients you currently have and your experience in booking travel in the Global South and particularly in Africa arranging travel to FÒS FEMINISTA’s operating locations. Technical Approach to FÒS FEMINISTA’s Requirements Account Management Describe the primary duties of the account manager. What language capabilities do they have? Will FÒS FEMINISTA receive a designated team and a point of contact person? Will the agents be able to assist with training and credit card reconciliation? Operations Describe your organizational and reporting structure. Describe your basic operations including but not limited to location of call center(s), operating hours, average length of agent experience, agent turnover rate, automation, quality control. Do you have any language capacity, writing and verbal skills? Specifically, Spanish, French, and Portuguese? Explain the standard flight booking process, response time, and tracking customer service issues. Do you have statistics on response time? How many options do you present? How do you ensure quality control and error-free booking? Explain how you address situations in which a traveler (or travel arranger) has found a lower fare through an alternate source. What procedures and data do you have to ensure that your prices are competitive? Do you have access to humanitarian fares if necessary? Are there any carriers that you are not able to book trips with, for example, airlines that don’t place their tickets in typical reservation systems? Occasionally, there are times when we may not need to book flights and just need assistance with booking hotels. Is this something you can assist with? Do you offer access to agents via chat tools such as WhatsApp, Skype or Microsoft Teams? Describe your after-hours emergency service including, but not limited to: the location of the call center(s), hours (24/7?), additional costs if any, who operates the call centers, how quality standards are maintained, number of agents, access to payment information and profiles, language capability, etc. Please provide your standard traveler profile form. Do you have an automated traveler profile system? Can travelers access it and update it online? Where are the profiles stored? Does it cover frequent flyer accounts, meals, and seating preferences? What security and privacy controls do you have in place to ensure that sensitive and confidential data does not get leaked, e.g. travelers’ passport information, credit card information, etc.? Are your agents familiar with entry requirements/ flag visa requirements based on traveler profiles? Do you offer an automated workflow for travel authorization prior to purchase, including tracking accounting codes? Do you provide automatic notifications of travel incidents around the world (airport closures, airline worker strikes, etc.)? Do you provide real-time alerts, security evacuations and crisis support on emerging situations specific to the areas where travelers are traveling to? How do travelers receive alerts and travel information? How are real-time delays or cancellations communicated to travelers? Is there a mobile app where travelers can download? Financial - Pricing Please provide detailed pricing including any additional or ancillary costs that we would incur. Provide reasoning as to why the proposed pricing model is best for FÒS FEMINISTA. Outline any other additional services and products that have an additional cost. Would you be able to provide monthly invoice report in a specific format with information such as traveler’s name, booking reference #, airline/hotel information, itinerary, departure/arrival time, total cost, credit/refund, international fee, exchange rate, cancellation fee? Additional Services Please describe any additional services or amenities that will be available to FÒS FEMINISTA and its travelers. What types of training and orientation tools do you have for travelers, both at the start of an organizational relationship and as new travelers come on board? Do you offer any resources to assist or manage the visa or vaccination process for traveling FÒS FEMINISTA staffers? Do you have programs around environmental sustainability/carbon offsetting for travel? Do you have any programs on selecting travel methods and routes with lower environmental impact? Non-Disclosure and Confidentiality The terms of this RFP and all associated information sent to you by us are proprietary and confidential. These materials are to be used by you solely for the purpose of responding to this RFP. All information disclosed by FÒS FEMINISTA with regard to this Request for Proposal and during any subsequent negotiations shall be considered confidential information. Suppliers shall agree to hold such information in strictest confidence and will not use or disclose such information to any third party without prior consent from FÒS FEMINISTA. Questions For any questions on this RFP, do not hesitate to contact Viviane Gouredou, Lead, People & Inclusion at Vgouredou@fosfeminista.org VERSION FRANCAISE Appel à propositions- Société de gestion de voyages Présentation générale Objectif du projet FÒS FEMINISTA lance le pré