Call for Tender for Travel Services

(RFP # DRI-HQ-2018-01-001)


RFP #                                      DRI-HQ-2018-01-001

Contracting Authority:  Democracy Reporting International gGmbH

Nature of contract:           Travel services

Service Time Frame:        24 months from the date of signature

Maximum budget:             approx. EUR 130.000,00

Payment Currency:           EUR

Payment Method:               Bank transfer


  1. About Democracy Reporting International

Democracy Reporting International gGmbH (DRI) is a nonpartisan, independent, not-for-profit international organization registered in Berlin, Germany and operating in different parts of the world. This tender for services has been called to provide the travel services for its project staff and short-term consultants within Europe and internationally.

  1. Description of the services required:

The selected travel agency will provide corporate travel services that include air ticketing for domestic and international travels.  Travel agent shall be able to find and present various travel options/ schedules and connection flights to a requested destination. As a rule, it shall present the most economically most favourable travel options to minimise transit/ connection time and stopovers. The agent shall present cheapest option based on Economy Class rates unless otherwise instructed by DRI. It shall ensure that all levies, taxes are included in the quotation price.

  1. Contents of this Tender Document:

The document consists of the annexes indicated below (download here), and should be read in conjunction with any Addendum that may be issued by DRI.

Annex I:               Terms of Reference

Annex II:              Proposal Submission Form

Annex III:            Proposer Information Form

Annex IV:            Technical & Financial Proposal Form

Annex V:             Criteria for Technical and Financial Evaluation

Annex VI:            Financial Proposal Submission Form

  1. Disclaimer:

The submission for this tender document does not entail any commitment on the part of DRI, either financial or otherwise.

  1. Submission of Proposal:

Completed tender document with original signed cover letter should be submitted via courier/post, in a sealed envelope clearly marked with “Tender – Travel Servicesto the following address:

Elena Perelmuter

Democracy Reporting International gGmbH

Prinzessinnenstr. 30, 10969 Berlin

  1. Deadline for submission of tender document:

Tender documents must be postmarked no later than 29 January 2018. Tender received after the deadline shall not be considered. Documents sent by e‐mail or fax shall not be accepted.

  1. Submission of Queries for Clarifications:

Any requests for clarification about the contents of the tender document shall be sent no later than 18 January 2018 to the following email address: [email protected]. DRI will endeavour to provide response/ clarification expeditiously; any delay in providing such information will not be considered a reason for extending the submission date. DRI will share the clarification response with all the tenderers. Proposals with incomplete submissions may be rejected.

  1. Award procedure

Only those tenders complying with the technical proposal as outlined in point 12 “Structure of the Proposal” and submitted by the established deadline as outlined in point 7 will be considered for the evaluation. The evaluation criteria are attached as ANNEX V.

  1. Award criteria:

The contract will be awarded on best value for money basis.

  1. Exclusion criteria

Tenderers shall be excluded from participation, if:

– they are bankrupt or being wound up, are having their affairs administered by the courts,

have entered into an arrangement with creditors, have suspended business activities or are

in any analogous situation arising from a similar procedure provided for in national

legislation or regulations;

-they have been the subject of a judgment which has the force of res judicata for fraud,

corruption, involvement in a criminal organisation or any other illegal activity detrimental to

the DRI’s financial interests;

  1. Operational language

Written communications for this proposal and the tender itself, may be in English or German.  However, the working language of DRI is English and the winning tenderer must have very competent English as many of DRI staff do not speak German.

  1. Structure of Proposal:

The proposal should be structured in the following way: 1) Proposal submission form; 2) Proposer information form; 3) Technical and Financial Proposal; 4) Financial Proposal Submission Form.

  1. Additional information

Submitting an offer implies acceptance by the tenderer of all terms and conditions of this document and its annexes.

  1. Confidentiality:

The entire evaluation procedure is confidential.

  1. Notification of Award:

The successful tenderer will be informed in writing that its tender has been accepted.

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