Job Description
REQUEST FOR QUOTATION - Travel Agency Services
RFQ No. USAID-WA/PELA II/24/0002
- To: Offerors
- From: Khulisa Management Services Inc. for USAID/WA PELA II
- Subject: Request for Proposal - RFP No. USAID-WA/PELA II/24/0002
- Performance Period: 1 year (Renewable upon satisfaction of performance)
- RFP Issue Date: April 4, 2024
- RFP Closing Date: April 12, 2024
- RFP Closing Time: 4:00 PM – Local Time, Accra
Introduction
As a recipient of this Request for Proposal (“RFP”), your company (“you”, “your”, “supplier”) is considered a potential supplier of Travel Management Services to USAID/West Africa Peace through Evaluation Learning and Adaptation Activity II (“USAID/WA PELA II”, “we”) for a one (1) year period. The RFP and all Appendices hereto are collectively the “RFP”.
About Khulisa Management Services Inc.
Khulisa is implementing a five (5) years USAID West Africa Peace through Evaluation, Learning, and Adaptation Activity II (PELA II), to acquire technical services under the PPL Monitoring and Evaluation Indefinite; Delivery Indefinite Quantity (EVAL-ME II IDIQ) contract to support the US Mission to be a more effective, efficient, and adaptable operating unit in achieving the development objective of strengthening systems of non-violent conflict management in West Africa region. Strengthen USAID/West Africa’s effectiveness implementing its projects; coordinating its activities; learning from its experiences; and serving as an information, communication, and thought leader regarding peace promotion and preventing or countering violent extremism (P/CVE) in the West Africa region.
Travel Policy
USAID PELA II travel is funded by the US Government and therefore, travel must comply with the Fly America Act for most of its travel. Our class of service policy is that economy or coach class is to be used for most of the travel. Approximately 90% of PELA II’s travel is with West Africa.
These are the top 5 destinations for 2024 - Benin, Cote d’Ivoire, Ghana, Guinea, and Togo.
RFP OBJECTIVES, PROCESS, AND INFORMATION
RFP Objective
Khulisa’s objective is to partner with a Travel Management Company (“TMC”) that has extensive international experience as well as superior customer service. Additionally, we are looking for a TMC that will assist Khulisa in achieving savings, tracking expenditure and monitoring compliance to USG travel policy. We intend to continue having at least two (2) dedicated agents assigned to Khulisa. Khulisa’s expectation is that the dedicated agents will be consultative with our travelers by suggesting lower fares, time saving options, facilitating upgrades with status, etc.
RFP Process Timeline
The timeline for the RFP process is as follows. While we do not anticipate any changes to this timeline, we reserve the right to make adjustments to it as we see fit.
Date Action
April 4, 2024 RFP distributed.
April 11, 2024 Deadline for Bidder questions
April 12, 2024 Deadline for proposals
April 18, 2024 Anticipated decision and selection
RFP Conditions and Changes
Khulisa reserves the right to negotiate any or all RFP terms and conditions, and to cancel, amend or resubmit this RFP in part or entirety at any time. Bidders must provide disclosure of any known past, present or prospective relationships with any parties associated with Khulisa. For example, applicant should disclose if a member of their company is also a team member of Khulisa currently or in the past. The bidder also certifies that the prices offered were arrived at independently and without purpose of restricting competition with other offerers, including but not limited to subsidiaries, and that prices have not been and will not be knowingly disclosed to any other offerer unless required by law. The terms of payment shall be a minimum of 30 working days upon receipt of valid invoice. Failure to comply with these requirements may result in Khulisa having to re-evaluate the selection of a potential bid.
This RFP is not an offer to contract but represents a definition of specific requirements and an invitation to qualified Travel Management Companies to submit a response addressing our business requirements.
Issuance of the RFP, your preparation and submission of a proposal, and subsequent receipt and evaluation of your proposal by Khulisa does not commit Khulisa to award a contract to you or any other respondent, even if all requirements stated in the RFP are met. All costs of participation including your proposal and subsequent activity in the selection phase are at your risk and any such costs, whether direct or indirect, are the responsibility of the bidder.
Nothing in this document shall be construed as an offer by Khulisa and no terms, discussions or proposals shall be binding on either party prior to execution of a definitive agreement. Khulisa reserves the right to reject any part or the entire proposal. Khulisa’s decision may be made on any basis it deems pertinent to this undertaking, regardless of whether or not a particular factor is described in this Request for Proposal or otherwise discussed between the parties. Proposals are expected to be binding for a period of one hundred and twenty (120) days from the published response date.
Non-Disclosure and Confidentiality
Supplier shall hold in confidence and, without the prior written approval of Khulisa, shall not disclose to any third party, except to employees and approved subcontractors having a need to know, and Proprietary information provided to Supplier by Khulisa or any of its subsidiaries or affiliates. Supplier shall not use Proprietary information for any purpose other than responding to this RFP. The term “Proprietary Information” means (a) any information of Khulisa which is not openly communicated or accessible to third parties, whether or not marked or identified as confidential, related technical data and knowhow, financial information, pricing, terms of sale, products, processes, plans, personnel, research and development projects or other aspects of the business of Khulisa until such information shall have ceased to be proprietary as evidenced by general public availability and knowledge, (b) information of a third party as to which Khulisa has a nondisclosure obligation, and (c) information produced by Supplier in the course of performing the services. All tangible proprietary information in Supplier possession or control shall be promptly returned to Khulisa or destroyed on request or upon termination of this RFP, whichever occurs first.
