Tender Dossier

Travel Management Services

Tender Main Facts TableTender reference 2016_001_Travel Management Services Tender launch date 31st July 2015Contract Manager Teresa O’DonnellDeadline for submission of offers 30th September, 2015Address for submission of offers Plan International, Dukes Court, Block A,

Dukes Street, Woking, Surrey, GU21 5BHEstimated date of award of contract(s) 31st October, 2015Duration of contract 2 Years

Submission of offers to

Procurement DepartmentPlan InternationalDukes Court, Block ADukes StreetWokingGU21 5BH

Queries related to this tender must be addressed to procurement@plan-international.org

Please include the tender reference number above in all correspondence

Index of contents

1 Confirmation of intention to tender and receipt of copy documents2 Tender for the supply of Travel Management Services 3 Background Information on Plan International4 Purchasing History 5 Submission of offers6 Evaluation of offers7 List of documents to be submitted with the offer8 Contract payment terms9 Disclaimer10 Clarifications

Annex A Form for Supplier QuestionnaireAnnex B Form for Tenderer’s DeclarationAnnex C Questions to address in your bidAnnex D Service Categories & Service Level RequirementsAnnex E Itinerary Case StudiesAnnex F Plan International Ethical and Environmental Statement

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 procurement@plan-international.org

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 atwww.Plan-International.org .

4. Purchasing History

Recent levels of spend on the Services in this tender have been as follows:

Financial year 2012 – 2013 circa. £900k Total flights 1,116 (approx.)Top 5 Countries visited Thailand / US / Kenya / Philippines / PanamaTop 5 Airlines BA / Kenya Airways / Thai Airways / Air France / KLM

Financial year 2013 – 2014 circa. £800k Total Flights 1,021 (approx.)Top 5 Countries US / Thailand / Panama / Germany / PhilippinesTop 5 Airlines 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 Rationale FormSupplier 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

The Tenderer demonstrates commitment to the standards and principles in the Ethical Purchasing Policy and to assessing and managing risks in the supply chain

See Annex A

Completed “Tenderer’s Declaration” document

The Tenderer signs to show that they have fully understood and accepted the tender document

See Annex B

Contact details of three Referees

Contacting the Referees, Plan International can be assured on competency of Tenderer

Type of contract, period of performance, company name, contact name, telephone number, e-mail

Bid details Annex C, D, E & F

List of Tenderer’s main customers including any Non-Governmental Organisations and U.N. agencies

The Tenderer assures Plan International on its experience in the sector

As necessary to provide Plan International with proper and complete information

Audited accounts for the last two years

The Tenderer demonstrates it has resources to perform the contractual obligation

This should include both Profit and Loss account and Tenderer’s Balance sheet

If the Tenderer is not an individual person, Certificate of Company incorporation

Evidence of corporate’s identity

As per the legal requirements in the State of incorporation of the Tenderer

Company profile The Tenderer provides information on its structure.

As necessary to provide Plan International with proper and complete information

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

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 personName Department Office Location

Part A: Your Business Details

For Plan use only

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   Partnership  Not for profit organisation   Sole Trader  

Private Company  Government Agency  

Self Employed  

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? Yes / No  12b. If Yes, approx. how many?  

12c. What processes do they carry out?

   

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   Ethical    Equal Opportunities   Diversity    Climate Change/Emission Reductions

 

14a. Are employees free to join or form a trade union? Yes / No  

14b. Do any employees belong to a trade union? 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 co-operative   Staff association  Elected Health & Safety Committee

  Other  

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   Sometimes  

 No   Not applicable i.e. no overtime worked  

23. Is it paid at a premium rate?

Yes  Time off in lieu given    

No   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? Yes / No

 

Give details

 

27. Has the company had a labour standards audit carried out? Yes / No

 

Give details

 

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 off-setting)?

  

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?   Services suppliers?  

Both?  

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 Under 5k  

£5k-£25k  

Over £25k  

Ethical Risk Score  

Risk Rating:        High   Medium   Low  

Rated By: Name   Date  

Agreed Payment Terms (normally 30 days)  

Type of product or service being provided (see Supplier Risk Rating Tool notes for full list)  

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