Request for Proposals – Travel Agency Services for the year 2025

Request for Proposals – Travel Agency Services for the year 2025

 ##1. Introduction

Medecins Sans Frontieres (MSF) is an international non-governmental organization that provides medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. Our teams are made of health professionals, logistic and administrative staff - most of them hired locally. Our actions are guided by medical ethics and the principles of impartiality, independence and neutrality.

## 2. Background

  MSF Lebanon, a branch of MSF International focuses in its mandate on communication and recruitment in support of the whole MSF Movement. MSF has been operating in Lebanon since 1976 and MSF Lebanon, under its mandate has been active in Lebanon since 2018.

As part of its growing operational needs, MSF Lebanon is seeking reliable, responsive, and experienced travel agencies to support its international travel requirements.

## 3. Scope of Services

MSF Lebanon is assessing the market and may select one or more travel agencies to provide a comprehensive range of travel-related services, including but not limited to:

a. Travel and Accommodation Bookings
- Booking of international and domestic flights, trains, ferries, and other modes of transport
- Hotel and lodging reservations globally, covering countries across all continents
- Itinerary planning and coordination for single or group travel

b. Visa Support
- Assistance with visa application processes for various destinations
- Updates on visa requirements and guidance for necessary documentation
- Tracking of visa status and timely follow-up until completion

c. Duty of Care and Traveler Safety
- Provision of real-time travel alerts, risk assessments, and incident management support
- Support in case of cancellations, emergencies, or rerouting needs
- Integration of travel policies aligned with MSF’s commitment to duty of care

d. 24/7 Availability and Support
- Readiness to assist during night hours, weekends, and public holidays
- Emergency contact lines or designated account managers available outside regular hours

e. Service Fees and Charges
- Detailed breakdown of applicable service fees per transaction or travel component
- Flexibility for bulk or frequent traveler discounts
- Clarity on refund/cancellation policies and any hidden charges

f. Billing and Payment Terms
- Preferred monthly billing cycle with supporting documentation for each travel
- Possibility to post pay services and tickets billed (Ideally by bank transfers)

g. Any Other Services You Deem Relevant
- Optional value-added services such as loyalty programs, travel insurance, carbon offsetting, etc.

## 4. Proposal Requirements

Interested travel agencies should submit a proposal that includes:
1. Overview of the agency’s experience and qualifications in managing travel for INGOs or large organizations
2. Description of team structure and key personnel dedicated to MSF (if selected)
3. Details of available technology platforms or tools used for booking and coordination
4. Financial offer, including standard service fees, optional package rates, and billing structure
5. At least three references of clients (preferably NGOs or international organizations)

## 5. Evaluation Criteria

Proposals will be evaluated based on:

1. Relevant experience and regional/global capacity
2. Availability and responsiveness
3. Cost-effectiveness and transparency in pricing
4. Quality and security of services offered
5. References and client satisfaction

## 6. Submission Guidelines

Please submit your proposals to michel.younes@msf.org and payel.purkayastha@msf.org with the subject:  Travel Agency Services for the year 2025-2026

Submission deadline: before 30 June 2025

Note: You are encouraged to follow the structure of the Scope of Services (a–g) when drafting your proposal for ease of evaluation. MSF Lebanon reserves the right to run a second round of requests for quotes depending on the outcome of this RFP.

## 7. Questions

Any questions regarding this RFP should be directed to michel.younes@msf.org and payel.purkayastha@msf.org before the submission deadline.

We look forward to receiving your proposal.

Sincerely,
MSF Lebanon Team