Request for Proposal: Travel Management Services

Results for Development (R4D) is a leading non-profit global development partner. We collaborate with change agents around the world — government officials, civil society leaders and social innovators — to create strong systems that support healthy, educated people. We help our partners move from knowing their goal to knowing how to reach it. We combine global expertise in health, education and nutrition with analytic rigor, practical support for decision-making and implementation and access to peer problem-solving networks. Together with our partners, we build self-sustaining systems that serve everyone and deliver lasting results. Then we share what we learn so others can achieve results for development, too. 

We have a unique and vibrant culture at R4D. Diversity, equity and inclusion are at the heart of our work environment and help advance our mission. Diversity—of ideas, identities, perspectives and backgrounds—is vital to who we are and what we do. We seek people who embrace these values and will help reinforce them. Our work culture is collaborative, creative and entrepreneurial. We operate based on trust and respect. Teams across the organization frequently collaborate on programmatic work and support each other in continuously building a better R4D.

1.    Overview

1.1 Results for Development Institute (R4D)

Results for Development (R4D) is a leading non-profit global development organization. We collaborate with change agents around the world — government officials, civil society leaders and social innovators — to create strong systems that support healthy, educated people. We help our partners move from knowing their goal to knowing how to reach it. We combine global expertise in health, education, and nutrition with analytic rigor, practical support for decision-making, and implementation and access to peer problem-solving networks. Together with our partners, we build self-sustaining systems that serve everyone and deliver lasting results. Then we share what we learn so others can achieve results for development, too. www.R4D.org

1.2. R4D Travel Overview

R4D currently maintains a global workforce of approximately 182 staff located in 9 countries supplemented by contracted professional service providers across the world, many of whom operate as independent (individual) contractors. Additionally, due to R4D’s reliance on networks and partnerships for carrying out its program strategy, many individuals contribute on a volunteer or as-invited basis in learning forums and other spaces.  On an annual basis, approximately 240 individuals (staff, invitees, and independent contractors) travel both domestically & internationally on behalf or at the request of R4D, for an estimated 300 total trips annually.

1.3. Purpose and Objective

R4D seeks a travel agency that can meet the organization’s travel requirements and ensure consistency of bookings and travel for staff and travelers residing around the world. R4D aims for services to be effective February 1, 2025 but this is subject to change based on implementation timelines and other logistical considerations.  Provider may offer either annual or multi-year pricing for a maximum of 36 months. All services must be provided in English, additional language capabilities will be evaluated favorably. 

The proposed services should cover all R4D individual travelers including staff, invitees, and individual contractors. The minimum services requested are listed below. Offerors are encouraged to describe their proprietary solutions and how they would meet R4D’s minimum needs.

1.4. Sought Travel Management Services

·       Travel Scheduling Services

Provide a service for travelers to book transportation (airfare, rail, and car rental), lodging, or other travel needs.

·       Pre-Travel Authorization

Incorporation of a pre-travel authorization process that can be integrated with R4D compliance procedures while streamlining the approval and booking processes along with the capability to track the progress of travel requests.

·       Traveler Visa Support

The ability to accurately advise on and support traveler visa requirements is desired.

·       Global Operational Capacities

The ability to provide requested travel management services in time zones across the world is a requirement. Specifically, supporting those in the US, UK, Ghana, Nigeria, Ethiopia, Tanzania, and Indonesia.

·       Emergency Travel Services

The ability to contact the agency 24/7 via an after-hours line for emergency travel, rescheduling, or changing flights is a requirement.

·       Group Travel Services

Possess the capacity to manage group travel logistics including flights, lodging, ground transportation, etc. for multiple travelers for large events and meetings.

Event Management

·       Ability to support event management inclusive of venue booking, audio/visual support, etc. is preferred.

·       Financial Reconciliation

Provide financial reconciliation services for travel-related costs tied to multiple project codes and report the data to R4D while managing key documentation.

·       Data Management/Integration

Provide data tracking and reporting services that secure travelers’ personal data. Ability to integrate travel data with other platforms used by R4D such as Concur, ISOS, and/or Jamis Prime (preferred).

·       Organizational Compliance

Ensure that R4D’s internal or donor-required regulations are adhered to by travelers. This compliance includes, but is not limited to, Fly America Requirements, Airfare Class Requirements, Cost Requirements, and adherence to R4D’s travel policy when booking any travel or events.

2.    Communications Regarding this RFP

2.1. Proposal Delivery

Intent to Offer and Questions: Offerors may submit questions to R4D as needed to request clarification of the services requested. Any Offerors who have sent an email advising of their Intent to Offer will be copied on R4D’s response to any questions. Responses to any questions will be added as an Appendix to this RFP and published on the R4D.org website.

Offerors must submit an offer to this RFP no later than midnight EST on November 25th, 2024. Notification shall be sent via email to: Krogers@r4d.org with copy to Akinter@r4d.org.

Submissions must include the name, address, and email address for the Offeror’s contact person.

2.2. Contractual Obligations

Offeror’s response to this RFP, in the whole, in part or by reference, may be incorporated into any resulting contractual agreement.

Proposals should clearly indicate period of validity for the offer. 

3.    Evaluation Process and Schedule

3.1. Schedule of Activities

Activity (Completion Date)

Issue RFP (November 1, 2024)

RFP Response Due (November 25, 2024)

Evaluation of Responses (December 2 – 6, 2024)

Finalists’ Demonstration (December 9 – 13, 2024)

Award Contract (December 20, 2024)

Tentative Contract Effective Date (February 1, 2025)

3.2. Evaluation Criteria

Offeror responses to this RFP may be evaluated on criteria such as, but not limited to, the following:

Evaluation Criteria

·       Company Experience and Time in Market

·       Extent of Company Global Presence

·       Match of Services Proposed with R4D Requirements

·       Pricing/Cost of Services Proposed

·       Customer References

·       Alternative Approaches (as applicable)

·       Additional Capabilities- supported languages, global partner networks, operational within specific time zones (US, UK, Ghana, Nigeria, Ethiopia, Tanzania, and Indonesia), etc.

4.    Organization of the Proposal

A clear, definitive response to each element of the RFP must be included in the Offeror’s proposal. Any exceptions must be noted, typed in all caps and underlined. Failure to address any stated requirements/specifications may disqualify a proposal from further consideration.

Responses should be concise and contain the sections below:

4.1. Cover Sheet / Summary of Response

·       Outline of the proposal.

·       Clear identification of any RFP requirements the Offeror cannot satisfy.

·       A statement describing the basis upon which the Offeror is qualified to address R4D’s requirements as outlined in this RFP.

·       The names and positions of individuals authorized to negotiate with R4D on behalf of Offeror.

4.2. Service Provider Profile

·       Company profile:

o   Full company or corporate name

o   Location of primary office or headquarters

o   Brief history of company

o   Date of incorporation

o   Description of features and services that differentiate Offeror from competitors

o   Disclosure of any potential conflicts of interest between R4D and the Offeror

·       Company Global Reach

o   List of global offices

o   List of languages supported in addition to English

·       Company performance:

o   At least 3 client references for which Offeror has provided services similar to those requested herein. R4D reserves the right to contact the references.

4.3. Offeror’s Proposal - Capabilities

Furnish information on the company’s specialized experience and capabilities as it relates to this RFP, including experience working with non-profit organizations.

Describe client services and how Offerors works with customers to ensure optimal level of service delivery and customer satisfaction.

4.4. Description of Services

Offeror must submit a comprehensive description of the services proposed.  Offeror is invited to propose additional services but should provide justification or rationale for the proposal and clearly show pricing for the minimum services requested by R4D versus the additional services proposed. 

4.5. Pricing Proposal

Offeror shall provide a breakdown of costs for each service. R4D does not specify how the Offeror prices services, but each Offeror should provide sufficient detail on pricing and the basis for pricing to allow comparison among competing proposals and to describe and allow R4D to understand the impact of adding additional staff or additional coverage during the term.

4.6. Minority and Women Owned and Small Business Enterprises

R4D has been and continues to be a strong advocate of diversifying its supplier base and increasing its volume of business with minority, women owned and small business enterprises. Indicate whether Offeror has a MWBE certification by an accredited certification body (i.e. National Minority Development Council, Small Business Administration, Women’s Business Enterprise National Council, etc.). If certified, provide name of certifying agency and expiration date.

5.    General Information

5.1. Proprietary Information

All information contained in this RFP is proprietary. It is for the sole use of the Offeror in connection with bid response preparation and is not to be used by Offeror for any other purpose or revealed or disclosed in any manner to any other individuals and/or company without specific written permission from R4D.

5.2. Procurement Protocol

R4D reserves the right to make all decisions regarding this RFP, including the right to reject any and all proposals received in response to this RFP. Offeror understands that the issuance of this RFP does not create any obligation on the part of R4D to enter into any contract or to undertake any other obligation with respect to the requirements referred to herein.

5.3. Addendum

In the event that any modification to this RFP becomes necessary, Offeror will be notified via email.

5.4 Notification of Supplier Selection

Offerors will be notified via email of the results of the selection process.

5.5. RFP Response Preparation Cost

All costs incurred by Offeror in the preparation of its response to this RFP, and any oral presentations requested, shall be wholly absorbed by the Offeror.

5.6. Confidentiality/Proprietary Information

Materials submitted by Offeror in response to the RFP that are considered confidential/proprietary must be clearly marked as such at the time of submission.

5.7. Contract Terms and Conditions

Engagement with selected Offeror will be based on R4D’s standard terms and conditions. It shall constitute the written agreement between Offeror and R4D and shall not be binding until fully executed and delivered by both parties.

5.8. No Publicity

No publicity or news release pertaining to this RFP, responses to this RFP, or the award of any contract related to this bid document may be released without R4D’s prior written approval.

5.9. Accuracy of Information

This RFP and other bid documents furnished by R4D may include errors, omissions, or deficiencies and the accuracy and completeness of such documents is not guaranteed. In the event of such errors, omissions, or deficiencies are discovered by Offeror, it shall promptly notify R4D in writing. Corrected information will be provided to all Offerors.

5.10. Alternative Solutions

Offeror(s) who wish to submit an alternative proposal in addition to the requested RFP response are invited to do so. Alternative solutions must be clearly marked as such and state whether they are exclusive or inclusive of the requested RFP requirements.

5.11. Third Party Services/Products

Offeror must clearly identify any third-party product(s) or service(s) that is a part of its RFP response.

5.12. Offeror’s Response

A clear and complete response must be provided for each element of the RFP. Any response which deviates from the stated requirements must be noted and underlined.

6.    Appendices

6.1 Appendix A. R4D Staff Locations

Country of Residence & Number of Staff

Ethiopia: 17 staff

Ghana: 8 staff

Indonesia: 3 staff

Kenya: 7 staff

Nigeria: 14 staff

Senegal: 1 staff

Tanzania: 4 staff

United Kingdom: 18 staff

United States: 110 staff

Total: 182 staff

6.2 Appendix B. Additional Information and Response to Questions

Additional Information: Evaluation and Decision Process

Starting December 2, 2024, R4D will review received proposals against the evaluation criteria in the RFP.  The top two offerors receiving the highest scoring proposals against the evaluation criteria will be invited to present a short (1 hour) test-run/demonstration to the evaluation team to present their company, proprietary solution, and answer questions during the week of December 9, 2024. 

Results for Development is an EOE/M/F/Vet/Disabled/Affirmative Action Employer committed to fostering

and nurturing an energetic, collaborative and diverse workforce. R4D provides market-competitive salaries and comprehensive employee benefits.