Request for Proposal (RfP) – Travel Agency Services

IIASA is soliciting proposals for travel agency services from experienced external service providers in order to provide professional support to its researchers and other travelers undertaking mission travel.

© Gary Lopater | Usplash

© Gary Lopater | Usplash

The nature of IIASA’s work requires that its staff undertake research-related travel to destinations around the globe. The institute is therefore soliciting proposals for travel agency services from experienced external service providers in order to provide professional support to its researchers and other travelers undertaking mission travel.


Subject of the contract


The purpose of the contract is to engage a provider of travel agency services to organize and manage official IIASA travel carried out by its staff, as well as, its visitors and attendees of events on behalf of the institute.

IIASA typically books around 800 flights per year, of which around 60% are to destinations within Europe and 40% to destinations outside of Europe. 

Services to be provided


  • Same day response (sub 4 hours) to IIASA requests
  • Assist travelers with travel itinerary planning, making special efforts to consider the environmental impact of travel and minimize the institute’s carbon footprint
  • Provide quotes and offers to travelers
  • Assist IIASA with various control functions (e.g. obtaining the most economically efficient price)
  • Fare and reservation hold for at least 48 hours, allowing IIASA to confirm before ticket issuance; clearly state the reservation deadline
  • Complete bookings for transportation with the possibility of extending services to other travel-related necessary reservations
  • Provide travel services for people attending conferences organized by IIASA (both in Austria or elsewhere) in close cooperation with conference organizers
  • Provide information on any visa or health requirements based on traveler’s itinerary
  • Deal with cancellations, itinerary changes and any other requests and endeavor to minimize financial penalties or losses incurred by the institute 
  • Help to deal with insurance claims in the event of cancellations, changes, etc.
  • Provide IIASA with monthly itemized invoices 


Requirements


The external service provider should:

  • Assign a single-point-of-contact (i.e. a person with emergency back-up or small team) to service all IIASA’s needs
  • Communicate effectively in English (the institute’s official language) and ideally also in German
  • Provide 24/7 availability (per email or on the phone) and service, and be able to provide quick turnarounds in the event of emergency bookings and/or reservation amendments
  • Assist with establishing an integrated interface with IIASA that allows the efficient and secure exchange of data (IIASA has software technicians that will assist with this), as well as providing a functional mailbox and a hotline
  • Issue summary itemized invoices in an appropriate format for IIASA to ensure seamless integration into their accounting systems, as well as individual invoices as necessary to meet reporting requirements.


Duration


The initial services contract is envisaged to be for 24 months from the date on which it enters force (expected to be mid-2020).  After this period has expired the contract may be extended (with or without amendments) or terminated.

Submission


Proposals are to be submitted free of charge and in English or German to .  Questions, including those of a technical nature (e.g. regarding the required interface or invoicing), should also be sent to .  The deadline for submissions is 24. April 2020.  
 

About IIASA

IIASA is an international scientific institute that conducts research into the critical issues of global environmental, economic, technological, and social change that we face in the twenty-first century. Our findings provide valuable options to policymakers to shape the future of our changing world. IIASA is independent and funded by scientific institutions in Africa, the Americas, Asia, and Europe.


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Last edited: 18 March 2020

CONTACT DETAILS

Colin Adair

Acting Head of Finance and Grants

Finance and Grants

Manager

Finance and Budget

T +43(0) 2236 807 563

International Institute for Applied Systems Analysis (IIASA)
Schlossplatz 1, A-2361 Laxenburg, Austria
Phone: (+43 2236) 807 0 Fax:(+43 2236) 71 313