Tender Dossier
Travel Management Services
Tender Main Facts Table
Tender reference
Tender launch date
Contract Manager
2016_001_Travel Management Services
31st July 2015
Teresa O’Donnell
Deadline for submission of offers
Address for submission of offers
30th September, 2015
Plan International, Dukes Court, Block A,
Dukes Street, Woking, Surrey, GU21 5BH
31st October, 2015
Estimated date of award of contract(s)
Duration of contract
2 Years
Submission of offers to
Procurement Department
Plan International
Dukes Court, Block A
Dukes Street
Woking
GU21 5BH
Queries related to this tender must be addressed to
[email protected]
Please include the tender reference number above in all correspondence
Index of contents
1
2
3
4
5
6
8
9
10
Confirmation of intention to tender and receipt of copy documents
Tender for the supply of Travel Management Services
Background Information on Plan International
Purchasing History
Submission of offers
Evaluation of offers
List of documents to be submitted with the offer
Contract payment terms
Disclaimer
Clarifications
Annex A
Annex B
Annex C
Annex D
Annex E
Annex F
Form for Supplier Questionnaire
Form for Tenderer’s Declaration
Questions to address in your bid
Service Categories & Service Level Requirements
Itinerary Case Studies
Plan International Ethical and Environmental Statement
7
1. Confirmation of intention to tender
I, ___________________________________________ (name of Company’s
Representative) for and on behalf of
_____________________________________________________________________
_____________________________________________________________________
____________________________________________________________________
(Company’s name and address) have received copies of all documents listed above
and intend / do not intend (delete as appropriate) to submit a tender for consideration
by the closing date for the offer.
Name_______________________________
Email_______________________________
Signed_______________________________
Date_________________________________
Please return a copy of this completed schedule to
[email protected]
2. Tender for the supply of Travel Management Services
Plan International Logistics & Procurement Team is issuing this call for tender to select
its supplier/s for the service specified in Annex D along with associated products.
Successful Tenderer/s will be expected to enter into a formal contract with Plan
International.
The successful Tenderer is intended to be the Provider, but the contract pertaining to
this tender shall not constitute an exclusive contract and Plan International, at its sole
discretion, reserves the right to enter into agreement with other suppliers, for the same
type of services at any time, whenever it deems it necessary.
If you believe that your company may be in the position to meet our requirements and
would like to be considered as a potential supplier, please refer to questions and
documents requested herein.
This tender dossier has been issued for the sole purpose of obtaining offers for the supply
of goods or services against the specification contained within this document and the
Annexes. Plan International reserves the right not to enter into or award a contract as a
result of this invitation to tender.
Any attempt by the Tenderer to obtain confidential information, enter into unlawful
agreements with competitors or influence the evaluation committee or Plan International
during the process of examining, clarifying, evaluating and comparing tenders will lead
to the rejection of its offers and may result in the termination of contract where applicable.
3. Background Information on Plan International
Founded more than 70 years ago, Plan is one of the largest children’s development
organisations in the world. Plan is independent, with no religious, political or
governmental affiliations. We work together with children and communities in 50
developing countries across Africa, the Americas and Asia, and with our supporters and
funders in 20 countries to promote child rights and lift millions of children out of poverty.
Children are at the heart of everything we do. Plan International is a Child Centered
Community Development organisation, this means we work with children, their families,
communities, organisations and local governments to bring about positive change. When
children and adults work together as part of the change process, it is more likely that
programmes will be successful and sustainable. Plan's work is linked to the United
Nations Convention on the Rights of the Child.
Plan is committed to making lasting improvements to the lives of children living in poverty
in developing countries. Plan's active support for child development over a long period
of time aims to improve the healthy development of children from before birth, through
safe delivery, preschool care and development, primary and secondary education, to an
adulthood in which they can be valuable and productive members of their community.
Plan has developed criteria to ensure that it works where there is the greatest need and
where it can have the greatest impact. To determine need, Plan considers international
development indicators such as infant and maternal mortality rates, the country's wealth,
government stability and willingness to work in collaboration with us to improve children's
lives. Once need is established, Plan requires family and community commitment to
active participation in bringing about lasting change. To ensure the sustainability of its
efforts and the safety of its staff, Plan does not work in war zones.
Our work also shows that when you invest in the girl child the impacts on development
are much higher. We believe that girls' access to education and legal rights can break
the cycle of poverty and discrimination that girls face around the world. Investing in girls
is the key to eliminating the cycle of poverty. .
For more information about Plan International please visit our web site at
www.Plan-International.org .
4. Purchasing History
Recent levels of spend on the Services in this tender have been as follows:
Financial year 2012 – 2013
Total flights
Top 5 Countries visited
Top 5 Airlines
circa. £900k
1,116 (approx.)
Thailand / US / Kenya / Philippines / Panama
BA / Kenya Airways / Thai Airways / Air France / KLM
Financial year 2013 – 2014
Total Flights
Top 5 Countries
Top 5 Airlines
circa. £800k
1,021 (approx.)
US / Thailand / Panama / Germany / Philippines
BA / United Airlines / Air France / Ethiopian Airlines /
KLM
5. Submission of offers
The offer must be sent to the address specified on page 1. It must be via registered post
with acknowledgement of receipt or hand-delivered against receipt signed by a Plan
International representative.
Offers must be received before the deadline specified in the “Tender Main Facts Table”
above.
The offer and all correspondence and documents related to the tender must be written
in English.
All offers must be submitted in one signed original, marked “original”, and one copy
signed and marked “copy”. In case of discrepancies, information in the “original” shall
prevail on “copy”. As well as the paper responses there should also be one copy in the
form of a CD or USB drive.
All offers, inclusive of any annexes or supporting documents, must be submitted in one
sealed envelope bearing only:
A. The address;
B. The tender reference number/name stated in the “Tender Main Facts Table”;
C. The words “Not to be opened before the tender opening session”;
D. The name and address of the Tenderer.
Each Tenderer or member of consortium or sub-contractor may submit only one offer.
The offer can be for one entire lot or more entire lots.
Offers are to remain fixed for two year period after the Deadline for Submission date.
There is the potential for a one year extension if prices quoted remain the same or are
reduced during the first two years.
6. Evaluation of offers
Plan International, at its sole discretion, will select the winner of this tender.
Plan International reserves the right to keep confidential the circumstances that have
been considered for the selection of the offers.
Part of the evaluation process may include a presentation from the Tenderer and a site
visit by Plan staff.
Value for money is very important to Plan International, as every additional £ saved is
money that we can use on our humanitarian and development work throughout the world
7. List of documents to be submitted with the offer
Offers must be inclusive of the following documents:
Document
Supplier Questionnaire
(Inclusive of Health &
Safety Policy, ISO
Accreditation and any
other requested policies as
outlines in the
questionnaire). All
suppliers should
complete this form
unless they have already
completed a similar form
within the last three
years
Completed “Tenderer’s
Declaration” document
Contact details of three
Referees
Rationale
The Tenderer demonstrates
commitment to the
standards and principles in
the Ethical Purchasing
Policy and to assessing and
managing risks in the
supply chain
Form
See Annex A
The Tenderer signs to show
that they have fully
understood and accepted
the tender document
Contacting the Referees,
Plan International can be
assured on competency of
Tenderer
See Annex B
The Tenderer assures Plan
International on its
experience in the sector
As necessary to provide
Plan International with
proper and complete
information
Bid details
List of Tenderer’s main
customers including any
Non-Governmental
Type of contract, period
of performance,
company name, contact
name, telephone
number, e-mail
Annex C, D, E & F
Organisations and U.N.
agencies
Audited accounts for the
last two years
The Tenderer demonstrates
it has resources to perform
the contractual obligation
If the Tenderer is not an
individual person,
Certificate of Company
incorporation
Company profile
Evidence of corporate’s
identity
Management Of Contract
Proposal + Reporting
Tenderer to provide
information on how they
would manage the Plan
contract and advise on how
the type of management
reports Plan could expect
The Tenderer provides
information on its structure.
This should include both
Profit and Loss account
and Tenderer’s Balance
sheet
As per the legal
requirements in the
State of incorporation of
the Tenderer
As necessary to provide
Plan International with
proper and complete
information
As necessary to provide
Plan International with
proper and complete
information
8. Contract Payment terms
Tenderers are invited to note that, if awarded the contract, Plan’s standard terms of
payment will be 30 days after the end of the month of receipt of invoice or, if later, after
receipt of the Goods/Services/Works.
9. Disclaimer
Plan International reserves the right to alter the schedule of tender and contract
awarding.
Plan International reserves the right to cancel this tender process at any time and not to
award any contract.
Plan International reserves the right not to enter into or award a contract as a result of
this invitation to tender.
Plan International does not bind itself to accept the lowest or any tender.
Plan International shall not be liable in respect of any costs incurred by the Tenderer in
the preparation of the offer nor any associated work effort, including the production of
presentation materials, brochures, product specifications or manuals for evaluation.
10. Clarifications
The onus is on the Tenderer to ensure that its offer is complete and meets Plan
International’s requirements. Failure to comply may lead to the offer being rejected
without any reason being given. Please therefore ensure that you read this document
carefully and answer fully all questions asked.
ANNEX A – Supplier Questionnaire
Plan International Supplier Questionnaire
Thank you for completing this form which we ask all suppliers to do. The questionnaire needs to be
completed by a senior manager responsible for governance and ethics and then returned to the Plan
International contact (electronic Word version preferred).
Plan purchaser – return the completed form to this person
Name
Department
Office Location
For
Plan
use
only
Part A: Your Business Details
1. Please provide the name of your business and any parent or subsidiary
2. Please provide the address of your business including post code.
Registered Office
Ordering Address (if different)
Payment Address (if different)
3. Please provide your telephone, fax number, email and web site address:
Phone
Fax
Email
Web Site
4. Location of other operational sites (national and international), their functions and
approximate number of employees. Attach a full list if space is insufficient.
5. Please state the nature of your business and your main products / services
6. Please specify the product or service you are supplying to Plan International
7. Please provide your company registration number, years in business and VAT
number:
Company Reg. No
Years in Business
VAT Number
8. What is the legal status of your business?
Public Limited Company
Not for profit organisation
Private Company
Self Employed
Partnership
Sole Trader
Government
Agency
9a. Company turnover in £ or local currency
9b. Turnover of the part of the business that would supply Plan
International
9c. Plan business as a % of 8b if known
Part B: Your Operational Standards
10. Name and position of person responsible for governance / ethics
11a. How many people does the company employ?
11b. Approx. % of women
12a. Do you use homeworkers in any part of the business?
12b. If Yes, approx. how many?
12c. What processes do they carry out?
Yes / No
13. Does your company have any of the following policies or statements? Please
provide copies:
Environmental Management
Social Objectives
Training and Development
Health & Safety
Quality statement
Equal Opportunities
Ethical
Diversity
Climate Change/Emission
Reductions
14a. Are employees free to join or form a trade union?
14b. Do any employees belong to a trade union?
Yes / No
Yes / No
15.Please specify any trade union(s) you recognise for the purpose of collective
bargaining :
16. Are any other forms of representation used? If so, give details:
Employee share ownership
Works council
Workers cooperative
Staff association
Other
Elected Health & Safety
Committee
17. How do you ensure employees are aware of their rights?
Written contracts
Staff notice boards
Employee
handbook
Other
Intranet
18. Please indicate ways in which you consult employees about decisions which affect
them, and get their feedback or ideas :
Suggestion box
Surveys
Other
Meetings
19. How much do the lowest paid workers earn in relation to the minimum wage?
20. Is anyone paid piece rate?
Yes / No
21. What are the normal weekly working hours for employees?
22. Is overtime voluntary?
Yes
No
Sometimes
Not applicable i.e. no overtime worked
23. Is it paid at a premium rate?
Yes
No
Time off in lieu
given
Depends on employee
24. What is the youngest age at which someone can be employed by the company?
25. Does the company have any recognised Operational Standards for products supplied
to Plan
Quality e.g. ISO9000
Environment e.g.
ISO14001
Labour e.g. SA8000
Training e.g. Investors in
People
Certified
to :
Working
towards:
Other
standards:
26. Is there anyone designated as being responsible for Health and Safety issues for
your company
Yes/no
Give details
Were any Health & Safety risk assessments carried out last year?
Give details
Yes / No
27. Has the company had a labour standards audit carried out?
Give details
Yes / No
28. Is your company committed to achieving the labour and environmental standards in
Plan’s Code of Conduct for Suppliers?
Yes / No
29. What is your company’s carbon footprint (before any offsetting)?
29.a Please indicate what scope is included in your footprint: (circle as
appropriate)
direct emissions to air, purchased electricity and gas,
travel, waste disposal, freight, commute
your supply chain
Please include any other areas measured below
30. What initiatives are planned to be put in place to reduce the carbon footprint and
environmental impact of products or services provided to Plan?
Part C: Sourcing from your suppliers
31. Is your company committed to assessing labour & environmental risks in your supply
chain?
Yes / No
32a. Do you have a Policy/Code of Conduct for sourcing goods and/or services?
Yes / No
32b. If Yes, does it apply to:
Goods suppliers?
Both?
Services suppliers?
32c. If Yes, does it include standards relating to : (please attach a copy)
Labour?
Business Ethics?
Environment?
33. Which of the following do you assess suppliers against?
Quality
Labour Standards
Management
Business Ethics
Production
Environment
Financial
34. How do you assess suppliers? Please provide more details in space provided
Questionnaires
Visits
Audits
35a. If you supply services to Plan International, do you subcontract/outsource services?
Yes / No / NA
If YES, please state the country (and if possible region of country) where the services
are undertaken along with the type of service.
35b. If you supply goods to Plan International, please list the main components you
purchase/ subcontract/outsource and the country of manufacture. If possible please
attach a supply chain map.
Part D : Continuous Improvement
36. What progress has your company made this year relevant to the following standards:
Health & Safety, Labour, Environmental, Quality Management, and what will you do next
year?
a) In your company
Progress
Plan
b) In your sourcing
from suppliers
Progress
Plan
37. Declaration (to be completed by senior manager responsible for governance and
ethics. Please insert electronic signature or type name).
I confirm that all the information given is accurate. For and on behalf of the supplier :
Signature
Name
Position
Date
NB There are some industries Plan has run campaigns on to highlight the harm they can
cause to poor communities. If your company, or any parent or subsidiary, has any
involvement with the production or sales of weapons, pharmaceuticals, infant formula or
pesticides; or with the Finance industry please tell your Plan contact
OFFICE USE ONLY
Expected annual
spend
Ethical Risk
Score
Rated By:
Under 5k
Risk Rating:
High
Name
Agreed Payment Terms (normally 30
days)
Type of product or service being provided
(see Supplier Risk Rating Tool notes for
full list)
£5k£25k
Over
£25k
Medium
Low
Date
ANNEX B – Tender Declaration
Tenderer’s Declaration
We the Undersigned accept in full and without restriction the conditions governing
this tender as the sole basis of this competition, whatever its own conditions of sale
may be, which we hereby waive.
We have examined carefully, understood and comply with all conditions,
instructions, forms, provisions and specifications contained in this tender dossier.
We are aware that failure to submit a tender containing all the information and
documentation expressly required, within the deadline specified, may lead to the
rejection of the tender at Plan International’s discretion.
We hold no reservation in regard the tender dossier; and are aware that any
reservation may result in the rejection of the tender by Plan International.
We are not aware of any corruption practice in relation to this competition. Should
such a situation arise, we shall immediately inform Plan International in writing.
We declare that are affected by no potential conflict of interest, and that we and our
staff have no particular link with other Tenderers or parties involved in this
competition. Should such a situation arise during performance of the contract, we
shall immediately inform Plan International in written.
We accept Plan International’s standard terms of payment which are 30 days after
the end of the month of receipt by Plan of a proper invoice or, if later, after
acceptance of the Goods or Services in question by Plan International Ltd.
Company name and address:
Company’s Representative name:
Title of Representative in the Company:
Representative’s signature:
City, date:
ANNEX C
Questions to Address in your Bid
1. Based on the services requirements detailed in Annex D, please outline how your
Company will offer the best services and value to meet Plan’s business needs.
2. Please provide a detailed explanation of your costing methodology and charge
structure so that it is transparent how much Plan International will pay. Include
your scale of charges, out of hours, ticketing on departure, management fees are
clearly detailed for both online and offline bookings.
3. Can you fix your pricing structure for the duration of the contract? If not, please
provide details of how long they will remain fixed and how often you expect to
review the rates you charge.
4. If prices cannot be fixed for the duration of the contract, please specify factors
that would affect the price and indicate how changes in these factors would affect
the price stated
5. What added value is your company able to offer? For example; charity rates /
frequent flyer progammes (please provide details as relevant)
6. What Charity airline agreement do you offer?
7. Do you charge fees on charity fares? Negotiated fares? Published fares?
8. Are you able to set up a maximum mark up on Charity Fares? if so please give
details including the percentage
9. What Financial penalties apply, if any to Charity tickets? Please list fee for each
airline for refund and charges, your management fees and airline fees.
ANNEX D – Service Categories & Overall Service Requirements
Service Categories
 Air Travel – Offer both regular and Charity fares with appropriate
airlines at best value for money according to traveler’s requirements.
Pricing should be transparent and include booking fee, fee for
cancellation and changes. This will be the main service area.
 Passport and Visa – As required provide fast and competitive visa
service for Plan International staff when required. This should include
practical arrangements around submitting and receiving passport / visa
documents.
 Hotel booking - As required Book hotel’s worldwide for Plan
International staff at competitive rates; taking into account factors
around location of hotel to airport and Plan Office and Security
 Other – Offer arrangements for group bookings for flights / hotels and
International conferences as specifically requested.
Overall Service Requirements
 Demonstrate experience in the Charity Sector and understand the
challenges when arranging travel for NGO personnel
 Offer an out of hours service and be able to respond to urgent requests
in emergency or crisis situations
 Operate a 24/7 helpline for all travelers
 Provide designated person(s) for the Plan International Account
 Demonstrate creative solutions and options to cost saving and better
options
 Be able to offer group bookings options for both flights and
accommodation
 Provide visa service inclusive of checking documentation
 Provide a minimum of 3 quotes / options per price request
 Guarantee a full transparency of pricing (that can be audited quarterly)
 Provide excellent turnaround times when responding to requests
 Provide electronic invoicing monthly by cost center code and provide
links between change of flight costs vs. original invoice amount
 Flexibility of changing flights
 Be able to provider longer hold options for charity fares
 Provide easy system to manage passenger profiles
 Provide detailed reporting system for calculating Carbon emissions /
breakdown of cost per traveler and cost center. Provide analytical
reports summarizing various trends in travel
 Participate in regular contract meetings
 Provide training for Plan International staff that are responsible for
booking travel
 Provide a high level of customer service to deal with complaints on fares
and quality of service offered
 User friendly viewing of complex flights and itineraries
 Pro-actively work to maximize value for money for Plan International
travel portfolio
ANNEX E – Itinerary Case Studies
Please include sample quotations and options for the following itineraries in
your bid
Case Study 1
One of our Senior Managers regularly travels from London to Washington DC then
back to New York to London. Please provide details on how you would price the
following dates with the itinerary and give detail on type of fare and hotel.
Outbound month 8th August return 12th August. Hotel in Washington for 2 nights / hotel
in New York for 2 nights
Outbound 21st August return 24th August. Hotel in Washington for 1 night / hotel in New
York for 2 nights
Case Study 2
Each year Senior Management have a 3 day conference. There are 95 delegates
travelling from 50 different countries around the world.
We are asking for you to select the destination and venue. Please give reasons for
your selection and description of the venue.
Case Study 3
Please detail costs / suggestions for the following route:Outbound: 28th August
Return: 6th September
London – Barcelona – CAR – Dakar – London
ANNEX F – Plan International Ethical and Environmental Statement
The organisation should establish environmental standards and good practices that
follow the principles of ISO 14001 Environmental Management Systems, and in
particular to ensure compliance with environmental legislation
The organisation should seek to set reduction targets in areas where the organisation’s
activities lead to significant environmental impacts