Terms of Reference (TOR) for Flight Agency Partnership
Tender @Interpeace posted 2 weeks ago in Tenders Shortlist Email this opportunityJob Detail
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Job ID 13001
Description
Terms of Reference (ToR) for Flight Agency Partnership
Background
Interpeace, an international organisation for peacebuilding, strives to prevent violence and build lasting peace. Headquartered in Geneva, Switzerland, we have 30 years of experience working in Africa, the Middle East, Asia, Europe, and Latin America. Violent conflict tears apart societies and colors all relationships. Interpeace builds trust as the glue that brings societies back together and works to have solutions designed and led locally, from the grassroots communities to the most senior decision‑making levels.
The current Interpeace’s programme in Rwanda “Reinforcing community capacity for social cohesion and reconciliation through Societal Trauma Healing in Rwanda’’ aims to contribute to the consolidation of a cohesive, resilient, and inclusive Rwandan society that is able to overcome the wounds of the past and peacefully manage conflicts and diversity. It also supports collaborative and inclusive livelihood initiatives and promotes evidence‑based and citizen‑centred policies through partnerships with various institutions, with funding from the Embassy of Sweden in Rwanda.
 Interpeace, Rwanda is seeking to engage the services of a professional and reliable flight agency to provide comprehensive travel management services. This includes the arrangement, booking, and issuing of international flights for Interpeace staff.
Purpose of the Assignment
The primary purpose of this business partnership is to ensure efficient, cost-effective, and seamless air travel services in line with our organization’s travel policies and operational requirements.
Scope of Services
The selected flight agency will be responsible for:
- Providing quotations for the most economical and convenient flight options.
- Handling bookings, cancellations, visa requirements,and modifications.
- Offering 24/7 customer support for urgent travel needs.
- Managing group bookings and complex itineraries.
- Ensuring compliance with corporate travel policies.
- Providing monthly travel reports, including cost analysis and trip summaries.
- Providing an EBM receipt after receiving of purchase order
Duration of the Agreement
The initial contract period will be 12 months renewable, with the possibility of extension based on satisfactory performance.
Submission of bidding documents
The bidder must submit the following documents:
- Company profile (include e-mail, phone number, Physical address of the office)
- Officially registered and licensed to operate as a travel/flight agency.
- Minimum of 3 years of proven experience in NGO’s and cooperate travel management.
- Strong references from at least three (3) corporate clients.
- The quotation of price in USD for flight itineraries such as:
Kigali – Greatlakes region ( Burundi, Uganda, Kenya, Tanzania, DRC). Geneva, Brussels, Sweden , New York, and Guatamela city (include all applicable taxes) for each of the above described services. - Company registration certificate
- Valid tax registration certificate from Rwanda Revenue Authority
- Valid clearance certificate from RSSB
- Valid tax clearance certificate and proof of EBM use from Rwanda Revenue Authority.
Evaluation Criteria
Proposals will be evaluated based on:
- Cost competitiveness.
- Quality and range of services.
- Experience and reputation.
- Customer service capabilities.
Deadline for Submission
All applications must be submitted by May 12th, 2025, at  10:00 AM local time.
Submissions should be sent via email to: rw-procurement@interpeace.org Subject line: Application – Flight Agency Services
Done in Kigali , 18th March 2025
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