Proposal Request for Travel Agency Service

Terms of Reference-Travel Agency Service

BACKGROUND

Handicap International Federation, Nepal (HI) is inviting proposals from travel agencies interested in providing regular services for international and domestic air ticketing, hotel accommodation abroad, and visa processing, as outlined in the scope of work below.

TASK OBJECTIVES 

The objective of this proposal process is to obtain services from a reputed, experienced, and qualified Travel Agent that can provide efficient and cost-effective service to HI. The contract will commence on 1st April 2025 and will be valid for a period of 2 years.

SCOPE OF WORK

The travel agency shall provide full, prompt, accurate and expert services to HI. The services include, but not limited to, the following:

• Air Ticketing: Booking, rescheduling, and cancellation of domestic and international air tickets.
• Train Ticketing: Arranging train tickets for international travel, including reservations and cancellations.
• Hotel Accommodations: Booking hotel rooms for international travel, ensuring safety, comfort, and adherence to budgetary guidelines.
• Visa Services: Assisting in obtaining visas for international travel, including document verification and timely processing.

Extensive Service Includes

• The travel agency must propose fares and airline routes, ensuring the lowest available airfare for the journey while prioritizing the most direct and economical routes.
• Taking full responsibility for issuance of air/train/bus tickets and booking of hotel rooms only upon the request of the authorized person.
• Upon booking confirmation, the travel agency must inform travellers about flight restrictions, involuntary stopovers, hidden stops, and other potential inconveniences in the itinerary, providing all necessary travel details.
• The travel agency shall offer both online and offline relevant information about official destinations, including visa requirements, security procedures, airport transfers, and land transportation options.
• Travellers must be promptly notified by the travel agency about airport closures, flight delays or cancellations, and any other changes that could impact their travel plans, ensuring sufficient time for necessary preparations before departure.
• Responsible for providing regular feedback on the status of air/train and booking of hotels for wait-listed bookings.
• The travel agent shall accurately advise HI of ticketing deadlines and other relevant information every time the reservation is made.
• The travel agency shall clearly mention discounts, service charges and services provided by airlines.
• Provide information regularly about fluctuation in air/train/fares and taxes if any changes occur due to airlines or government policy.

Emergency Service

• Provide facility of emergency booking during off hour.
• The Travel Agency will provide 24-hour hot-line telephone service 7 days a week for all travellers. The Travel Agency also will provide hot-line international telephone service or accept/collect calls from travellers anywhere in the world. All applicable telephone numbers will be included in travellers’ itineraries.

Additional backup support

• A qualified and experienced person should be available to provide additional support.
• Backup manpower should be available in case of the absence of a regular person.
• Facility of accepting payment in Nepalese rupee only, even though the ticket and other services have been issued in any other currency.

Evaluation Criteria:

• Technical Capacity (20%): Experience, qualifications, and compliance with the TOR.
• Cost Efficiency (40%): Competitive pricing, discount and clarity in fees.
• Service Support (30%): Availability of 24/7 emergency support and backup personnel.
• Eco-friendly (10%): Environmental certification, provision of electronic tickets and invoices, and additional efforts to reduce carbon emissions, etc.

Qualification of a successful Travel Agent

The travel agency selected to fulfill HI's requirements must meet the following minimum qualifications:

• Should be VAT registration with the concerned authorities of the Government of Nepal.
• Should have the latest tax clearance certificate.
• At least three years’ experience in the related work/services.
• Valid IATA accreditation and possess appropriate licenses and software for processing travel reservations and ticket issuance.

The proposal should include the following documents:

• Company/firm profile with relevant experience
• A copy of firm/company registration with renewal document
• A copy of VAT registration 
• A copy of current fiscal year’s tax clearance
• Reference document of working with other organizations
• Other relevant documents, if any.

The signed and stamped proposal is to be submitted in a sealed envelope and marked with “Proposal for Travel Agency" at the below address no later than March 23rd, 2025. A proposal submitted without following the scope of work as specified in the “Terms of Reference Form” after the submission deadline will not be considered.

Handicap International Nepal Programme

233 Sallaghari Marg, Maharajgunj, Kathmandu Nepal

Tel: +977-1-4378482/4372073