RFQ-IND-2022-27 – Request for Quotation – Travel Agency Services 134 views

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RFQ Number:              RFQ-IND-2022-27

Issuance Date:            September 13

Deadline for Offers:     September 23

Description:                 Comprehensive travel agency services including booking airline tickets, hotels, vehicle rental, travel insurance, meeting package and preparing travel support documents

For:                              Clean Cities, Blue Ocean (CCBO) Project

Funded By:                 United States Agency for International Development (USAID),

Contract No. AID-OAA-I-14-00059-7200AA19F00016

Implemented By:         Tetra Tech ARD

Point of Contact:         Seri Tarigan, Finance and Admin Manager Seri.Tarigan@cleancitiesblueocean.org

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****

Tetra Tech ARD is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit.

Tetra Tech ARD does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General.

Employees and agents of Tetra Tech ARD are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, Tetra Tech ARD will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value, or compensation to obtain business.

Offerors responding to this RFQ must include the following as part of the proposal submission:

  • Disclose any close, familial, or financial relationships with Tetra Tech ARD or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
  • Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
  • Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • Certify that all information in the proposal and all supporting documentation are authentic and accurate.
  • Certify understanding and agreement to Tetra Tech ARD’s prohibitions against fraud, bribery and kickbacks.

Please contact [Seri Tarigan] with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to Tetra Tech ARD’s US office.

Section 1: Instructions to Offerors

  1. Introduction: The Clean Cities, Blue Ocean Project is a USAID program implemented by Tetra Tech ARD in Indonesia. The goal of the USAID CCBO program is to promote 3R practices and strengthen local and regional markets for recycled plastics; build social and behavior change (SBC) for the 3Rs and sustainable solid waste management (SWM); increase capacity and effective governance for SWM and recycling systems. As part of project activities, the USAID CCBO requires the purchase of travel services to provide domestic and flights, accommodation, vehicle rental, travel insurance, and travel document support. The purpose of this RFQ is to solicit quotations for these items.

The purpose of this RFQ is to solicit quotations from eligible vendors for as-needed, ad hoc commodities/services. As a result of this RFQ, the Clean Cities, Blue Ocean Project anticipates issuing a blanket purchase agreement (BPA) or possibly multiple BPAs to establish specific pricing levels and parameters for ordering these commodities/services.  This will allow the Clean Cities, Blue Ocean Project to issue specific purchase orders, on an as-needed basis, for the procurement of these commodities/services over the next 12 months.  The vendor shall furnish the commodities/services described in any purchase orders issued by Tetra Tech ARD under this BPA.  Tetra Tech ARD is only obligated to pay for commodities/services ordered through purchase orders issued under this BPA and delivered by the vendor in accordance with the terms/conditions of this BPA.

Offerors are responsible for ensuring that their offers are received by Tetra Tech ARD in accordance with the instructions, terms, and conditions described in this RFQ.  Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.

  1. Offer Deadline and Protocol: Offers must be received no later than 17.00 WIB local Jakarta time on September 23, 2022 by email to indonesiaprocurement@cleancitiesblueocean.org.

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of Tetra Tech ARD.

  1. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17.00 WIB local Jakarta time on September 16, 2022 by email to Indonesiaprocurement@cleancitiesblueocean.org. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that Tetra Tech ARD believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.

Only the written answers issued by Tetra Tech ARD will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Tetra Tech ARD or any other entity should not be considered as an official response to any questions regarding this RFQ.

  1. Specifications: Section 3 contains the technical specifications/SOW of the required services. All services offered in response to this RFQ must be specified clearly with cost/service charge and all applicable taxes charged.
  2. Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in Indonesia Rupiah (IDR). Offers must remain valid for not less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.

In addition, offerors responding to this RFQ are requested to submit the following:

  • Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.
  • Individuals responding to this RFQ are requested to submit a copy of their identification card.
  1. Delivery: The delivery location for the items described in this RFQ is in Indonesia. As part of its response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.
  2. Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 937 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228. The cooperating country for this RFQ is Indonesia.

Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.

  1. Warranty: Reserved
  2. Taxes and VAT:

The agreement under which this procurement is financed does not permit the financing of any taxes, VAT, tariffs, duties, or other levies imposed by any laws in effect in the Cooperating Country.  No such Cooperating Country taxes, VAT, charges, tariffs, duties or levies will be paid under an order resulting from this RFQ. when the value of such taxes exceeds Indonesian Rupiah (IDR) 250,000. Invoices with VAT charges in excess of IDR 250,000 will be processed for tax exemption, which can take up to 60 days to complete. Invoices with a VAT value of less than IDR 250,000 will be paid in full within 30 days as per our standard payment terms.

  1. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. Tetra Tech ARD will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.
  2. Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and A technical/cost trade-off analysis will be performed by Tetra Tech ARD in order to determine the best value to the project, based on the following technical factors:

 

Corporate experience – 15 points:•       The offeror’s corporate experience and performance providing the services requested in this RFQ to clients with a similar profile as ours.

•       Prior experience working for clients who are governed by USAID rules and regulations is a plus.

•       Information on the offeror’s relationships with airlines, rental car companies, and ground transportation providers operating throughout the Indonesian archipelago, including any agreements which would provide us discounted pricing at the time of booking.

•       Information on corporate agreements with multiple hotel chains with nationwide (Indonesia) service coverage, including Jakarta, Semarang, Makassar, and Ambon.

Administrative systems and booking process – 30 points:•       Description of how orders are received and processed including a description of the booking and approval process.

•       Timeline for ticketing once approval from client is received.

•       Communication systems in place to communicate effectively with the client.

•       Financial systems in place for invoicing monthly and issuing travel services on a credit facility.

•       The offeror is able to handle refunds.

Customer Service – 40 points:•       References from at least three current or prior clients who can provide the evaluation committee an overview of their experience with the offeror.

•       The offeror’s description of their approach to customer service including their approach to providing dedicated resources for our contract.

•       Description of how common travel issues are addressed.

•       24 hours emergency assistance and after office hours ticket issuance.

Cost – 15 points:Cost will be evaluated on the basis of cost reasonableness, allowability, and realism. Cost realism will be based on the following:

•       Are proposed costs realistic for the work to be performed?

•       Do the costs reflect a clear understanding of solicitation requirements?

•       Are the costs consistent with the various elements of the Offeror’s technical proposal?

 

The combined technical evaluation factors listed above are significantly more important than cost or price. Tetra Tech ARD, however, will not select an Offeror for award on the basis of a superior technical proposal without considering cost in order to determine the best value.

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. Tetra Tech ARD reserves the right to waive immaterial deficiencies at its discretion.

Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, Tetra Tech ARD reserves the right to conduct any of the following:

  • Tetra Tech ARD may conduct negotiations with and/or request clarifications from any offeror prior to award.
  • While preference will be given to offerors who can address the full technical requirements of this RFQ, Tetra Tech ARD may issue a partial award or split the award among various suppliers, if in the best interest of the CCBO Project.
  • Tetra Tech ARD may cancel this RFQ at any time.

Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the CCBO Project for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. Tetra Tech ARD, at its sole discretion, will make a final decision on the protest for this procurement.

  1. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Tetra Tech ARD, the CCBO Project, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to Tetra Tech ARD’ standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

  • Tetra Tech ARD’ standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.
  • Any award resulting from this RFQ will be in the form of a Blanket Purchase Agreement (BPA). The CCBO Project anticipates issuing a BPA (or multiple BPAs) under which specific purchase orders can be issued, on an as-needed basis, at the pricing levels established in the BPA.  When the need arises for the commodities/services described in the BPA, the CCBO Project will issue a purchase order to the BPA-holder.  If there are multiple BPA-holders as a result of this RFQ, the purchase order will be issued to the BPA-holder that presents the best value for that specific order, based on price and delivery time. Any BPA issued as a result of this RFQ will have a minimum duration of 6 months.  The Service Providers shall furnish the commodities/services described in any purchase orders issued by the CCBO Project under the BPA.  The CCBO Project is only obligated to pay for commodities/services to the extent purchase orders are issued under any BPA resulting from this RFQ.
  • No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.
  • Any international air or ocean transportation or shipping carried out under any award resulting from this RFQ must take place on U.S.-flag carriers/vessels.
  • United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
  • The title to any goods supplied under any award resulting from this RFQ shall pass to Tetra Tech ARD following delivery and acceptance of the goods by Tetra Tech ARD . Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to Tetra Tech ARD.
  • In accordance with FAR 52.204-23 and 52.204-25, there is a prohibition on contracting for hardware, software, and services developed or provided by Kaspersky Labs, Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, Dahua Technology Company, and their subsidiaries, or other covered entities. No products or services originating from of these firms listed in this subsection (g), or other covered entities are allowed.
  • All proposed itineraries must be on airlines that have valid IATA Operational Safety Audit (IOSA) certification. The link below shows the airlines that are eligible and the date their certification expires: https://www.iata.org/en/programs/safety/audit/iosa/registry/?search=&country=Indonesia&ordering=Alphabetical

 

Section 2: Offer Checklist

To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:

□ Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)

□ Official quotation, including specifications of offered equipment (see Section 3 for example format)

□ Copy of offeror’s registration or business license (see Section 1.5 for more details)

□  Company profile that describes experience providing similar services. Should include   information on administration of the account, including customer service. Firms should also describe any partnerships or agreements they have with hotels, airlines, or other companies in the travel sector which may benefit us as a client.

□  Name of point of contact with telephone number and email for at least three current or former customers who can be contacted to provide a reference.

 

Section 3: Specifications and Technical Requirements

The table below contains the technical requirements of the commodities/services that may be ordered under the BPA. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to Tetra Tech ARD.

 

Line ItemDescription and SpecificationsUnit Price

IDR

1.Fee or charges towards booking of domestic Air Tickets.
2.Ticket cancellation charges if any over and above cancellation charges of Air Carrier
3.Charges on booking of hotel room/lodging in addition to negotiated hotel rates.
4.Charges on booking of meeting package in addition to negotiated hotel rates.
5.Meeting package cancellation charges
6.Fee on obtaining Visas over the above the embassies visa application charges
7.Charges on obtaining travel insurance policy over and above of premium

 

Detailed SOW for travel Services

Ticketing Process:

  • The booking request will be submitted via email or any other mode of communication acceptable to Tetra Tech ARD.
  • All request booking the tickets as per the arrangement proposed herein will only be routed through liaison department / liaison officers or such other officials as specifically authorized by Tetra Tech ARD.
  • Tickets should be received through E-mail and SMS immediately upon the booking and in no case later than 30 minutes of the booking.
  • In the event that the required routing cannot be confirmed, the travel agent shall notify Tetra Tech ARD of the problem and propose alternative routings and quotations for considerations.
  • Travel Agent shall promptly issue and deliver detailed itineraries (in electronic format) showing the accurate status; they shall keep Tetra Tech ARD informed of carrier schedule changes, as well as other alterations and new conditions affecting travel and amend any changes. Emergency stand-by person and mobile numbers during TetraTech ARD staff travel in case for changes in ticketing

 Safety Requirements for flights:

  • All proposed itineraries must be on airlines that have valid IATA Operational Safety Audit (IOSA) certification. The link below shows the airlines that are eligible and the date their certification expires: https://www.iata.org/en/programs/safety/audit/iosa/registry/?search=&country=Indonesia&ordering=Alphabetical
  • Should an itinerary not be available on an airline with an IOSA certification, the agency must bring this to the attention of the CCBO team. The team will determine if the business need is so great that an exception is warranted.

 Customer Service:

  • 24x7contact point through telephone (more than one line).
  • A designated representative for handling ticketing for Tetra Tech employees/Executives.
  • Request made by Tetra Tech ARD for any cancellation, adjustment, rerouting etc. should be addressed within one hour of the request.
  • Travel Agent shall provide an information service to notify Tetra Tech ARD and travelers on such events as airport closure, canceled or delayed flights, strike situations as well as local political or safety conditions which may affect travel to any destination within Indonesia.

General terms and conditions:

  • In case the tickets are not delivered in time, the Agency will be solely responsible for the same and no payment shall be made.
  • No revision of rates will be permitted during the period of the contract. The contract will be valid for one year from the date of award of contract. The contract can be extended further on year to year basis for a maximum period of five years on mutually agreed terms and conditions.
  • Tetra Tech ARD recognizes the importance of confidentiality of the data provided and the travel itineraries and reservations of its travelers; accordingly, the selected travel agency must keep all information provided to them confidential at all times.
  • Tetra Tech ARD may issue a partial award or split the award among various suppliers, if in the best interest of the CCBO program.

a)     Applicant eligibility requirements:

 The bidder organization should be registered as a legal entity for doing business in Indonesia. In addition, it should have all kind of active licenses and permission for travel related services.

The applicant must have demonstrated ability provide expert services in the area of Travel bookings and travel management and it should have at least 3 to 5 years of experience in proposed service area.

Travel agencies who provides online web portal can also participate in this bid. The online service provider must ensure the price offered by their sites are competitive and will assign a single point of person for Tetra Tech to address all the queries raised by Tetra Tech ARD or its officials.

Location of help line or booking office(s) for ticketing:                                                                                                                                                                                                                                                                                                                                                                                                                                 

Section 4: Offer Cover Letter

 The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:

 

To:                   USAID Clean Cities, Blue Ocean (CCBO) Project

Sampoerna Strategic Square Building, Level 30, South Tower, Unit 30.35 &30.36

Jend. Sudirman Kav 45 -46, Jakarta 12930, Indonesia

 

Reference:      RFQ No. IND-2022-27

 

To Whom It May Concern:

 

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.

 

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.

 

Furthermore, we hereby certify that, to the best of our knowledge and belief:

  • We have no close, familial, or financial relationships with any Tetra Tech ARD or CCBO project staff members;
  • We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and
  • The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • All information in our proposal and all supporting documentation is authentic and accurate.
  • We understand and agree to Tetra Tech ARD’ prohibitions against fraud, bribery, and kickbacks.

 

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.

 

Authorized Signature:                                                                                                

Name and Title of Signatory:                                                                                     

Date:                                                                                                                          

Company Name:                                                                                                        

Company Address:                                                                                                                

Company Telephone and Website:                                                                                       

Company Registration or Taxpayer ID Number:                                                       

Does the company have an active bank account (Yes/No)?                                                

Official name associated with bank account (for payment):                                                 

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