Request for Proposal (RFP) for Hiring of Travel Service Agency

(Last Date: April 30, 2024)

CIMMYT India and BISA invite proposals from reputed travel agency (s) for conducting Travel Operations in India

1. Introduction

The International Maize and Wheat Improvement Center (CIMMYT) is an international organization, headquartered in Mexico, focused on non-profit agricultural research and training that empowers farmers through science and innovation to nourish the world in the midst of a climate crisis. Applying high-quality science and strong partnerships, CIMMYT works to achieve a world with healthier and more prosperous people, free from global food crises and with more resilient agri-food systems. CIMMYT is a member of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.  

Borlaug Institute for South Asia (BISA) is an International non-profit organization established as an AoP based on a MoA entered between ICAR (representing Government of India) and CIMMYT INT for undertaking research, development, deployment and training in the agriculture sector.BISA was established for contributing towards food security and sustainable productivity growth in both irrigated and rainfed production areas by adapting wheat and maize systems to emerging challenges of climate change, natural resource scarcity and market demands. BISA was recognized as an International Organization by the Government of India and granted an international status as contemplated under the UN Act vide Gazette notification no. S.O. 2815(E) dated 12th December 2011, issued by Ministry of External Affairs.

CIMMYT in India and Borlaug Institute for South Asia (BISA) (having their Country Office and Registered office in New Delhi respectively) –; are hereby undertaking a solicitation of bid proposals from travel agencies who are interested in providing travel management services regularly required by CIMMYT and BISA. All management and administrative products, both current and emerging, that support authorized travel fall within the scope of the proposal. The successful bidder shall be contracted for this purpose for a period of three (3) years subject to satisfactory performance. The service agreement can be terminated by either party upon written notice of 30 days.

Only those travel service providers will be considered for evaluation who submit separate proposals both for CIMMYT and BISA. These proposals need to be submitted in separate envelopes at the same address (details given below). Combined or incomplete proposals will not be considered for further evaluation.

2. Range of services needed

We would like to hire a qualified travel agency to provide travel services in India for its employees, consultants, trainees, visitors and staff dependents.

Contract(s) with the qualified travel agency would cover travel management and related services, hereafter referred to as “travel services”. Travel services shall include, but will not be limited to: airline ticketing and related services (airport transfer, hotel reservations, visa services, travel insurance, car rental arrangements) needed for travel planning and preparing suitable itineraries (including alternative routings, departures and arrivals) at the lowest cost for staff members and/or their dependents (for official and non-official travel), consultants, visitors and participants attending meetings or traveling on official CIMMYT-BISA business. Travel services also include facilitating the arrangement of conferences, meetings, seminars and training workshops, as per requirement in India and abroad.

3. Terms of Reference

• The successful travel agency that is contracted to provide travel services to CIMMYT-BISA shall have the following minimum qualifications; namely, it must:
• Be an accredited IATA Travel Agency duly licensed in India
• Be an Company approved by Ministry of Tourism, Govt. of India
• Have a good track record serving international organizations, embassies and medium-to-large multi-national corporations
• The agency must have the ability to connect to CONCUR and consider the resources that should be allocated to this task
• The travel Agency must have the ability to connect their system to International SOS platform.
• Employ competent and experienced travel consultants, especially in ticketing and fare quotations
• Be financially capable of rendering services to the involved CIMMYT-BISA offices
• Maintain on-line booking/airline reservation, international ticketing and ticket printing facilities
• Be able to deploy motorized messenger(s)/documentation clerk(s)
• Be willing and able to guarantee the delivery of products and services in accordance with required performance standards
• Its senior travel experts should have the following minimum qualifications:

1. A minimum of ten(10) years of working experience with IATA and Ministry of Tourism approved company
2. Be authorized to make decisions for the timely resolution of problems.
3. In an emergency (e.g., evacuation, war, etc.), the travel expert shall maintain the operations necessary to support CIMMYT-BISA; and
4. 24-hour access to emergency services and delivery of tickets required by CIMMYT-BISA to the specified destinations. To provide a separate 24x7 travel desk for CIMMYT-BISA

The total business of the previous year 2023 for CIMMYT was USD 2,81,250 and for BISA was USD 2,62,885 all of which were spent on international and domestic travel. Although there is no expected travel budget, ticketing volume in the years to come is expected to remain at a similar level.

Bid submission

Travel vendor will submit two separate bids as follows:

1.In the name of CIMMYT India

The bidder shall seal the proposal in two (2) separate envelopes labeled “Technical Proposal” and “Financial Proposal” and send them in one master envelope superscribed with “RFP/2024: Travel Management Services for CIMMYT India” and submit the same to:

CIMMYT Country Representative, G-2, B-Block, NASC Complex, New Delhi 110012

2.In the name of BISA

The bidder shall seal the proposal in two (2) separate envelopes labeled “Technical Proposal” and “Financial Proposal” and send them in one master envelope superscribed with “RFP/2024: Travel Management Services for BISA” and submit the same to:

Managing Director, BISA, G-2, B-Block, NASC Complex, New Delhi 110012

PAN/UIN : AABAB8182C/0717UNO00178UNK

For detailed information, please check the complete version of the RFP attached below.