ThaiNGO

TERMS OF REFERENCE

TRAVEL AGENT

LONG TERM AGREEMENT

Bangkok, 12 July 2024

I. Introduction

The Operations Department is responsible for ensuring that daily business processes are implemented in a timely manner and in compliance with the Operation Manuals. Given the various locations of Plan International offices and projects, one of the most routine expenditures is flight arrangements. As a result, Plan International needs to establish a long-term agreement (LTA) with one or two travel agents to handle the flight arrangements for Plan International staff. A new feature of this LTA is an integrated flight arrangement system that includes self-booking capabilities. This initiative aims to ensure that the processes of flight arrangements, invoicing, and payment are completed promptly.

To implement this integrated system with travel agents, it is necessary to conduct a public tender in accordance with operational principles.

II. Objective

1. There will be an advertisement for Travel Agent Public Tender
2. Sort of Travel Agent candidates
3. Schedule for procurement process
4. Signed LTA

III. Schedule

1. Public tender information will be advertised in online media
2. Tender panel meeting to determine potential candidate. All requirement document will be review.
3. Plan will disseminate information to all participants relate to tender result
4. LTA will last 3 years              

IV. Requirement

1. Capable to provide airplane tickets for domestic or international flights
2. Capable to check required documents before issuing flight ticket (Plan Travel Request Form, Purchase Request, etc.)
3. The contract will be renewable upon reaching its duration of three years.
4. Completed document based on procurement requirement.
5. Provide excellent customer service, including support for booking changes, cancellations, and emergency travel arrangements.
6. Must have a proven track record and positive reputation in the travel industry, with at least one year of experience.
7. Ensure all bookings comply with Plan International travel policies and guidelines.
8. Provide travel insurance options and have measures in place for risk management.
9. Offer flexible booking options, including the ability to hold reservations and make last-minute changes without significant penalties.
10. Provide cost-effective travel solutions and work towards achieving savings and value for money.

Additional: Capability to provide 24-hour online ticket booking service will be considered a plus.

• Please submit your expression of interest by submit your quotation including of details of your service, company profile, term of payment and processing fee to Email: thailand.procurement@plan-international.org by July 31, 2024.