Invitation for Bids (IFB)

Provision of Air Tickets for NELSAP Staff

The Nile Basin Initiative (NBI) is an inter-governmental organization initiated and led by the Nile riparian countries to promote joint development, protection, and management of the common Nile Basin water resources. The Nile Equatorial Lakes Subsidiary Action Program (NELSAP) which is one of the Investment arms of NBI, wishes to engage the services of travel agencies that are willing to provide airline travel services to NELSAP staff, consultants and stakeholders. The selected travel agencies will ensure efficient, cost-effective, and reliable air travel arrangements for the organization's staff, consultants, and stakeholders.

1. Objectives:

• To select a competent service provider to handle all air travel requirements.
• To ensure timely and efficient booking, issuance, and delivery of air tickets.
• To obtain the best possible prices and flight options for all routes.
• To ensure compliance with the organization's travel policies and procedures.

2. Scope of Services:

The service provider will be responsible for the following

Booking and issuing domestic and international air tickets.

• Providing multiple travel options (e.g., route, airline) to ensure cost-effectiveness and convenience.
• Offering 24/7 service for urgent bookings and changes.
• Providing information on visa requirements, health advisories, and travel restrictions.
• Advising on the best travel routes and schedules

Ensuring the best possible fares through effective negotiation with airlines.

Implementing cost-saving strategies and practices.

Handling cancellations, re-booking, and refunds.

• Providing emergency travel support.

3. Qualifications and Experience:

The qualification criteria for Travel agencies include:

• Must be approved/licensed by International Air Transport Association (IATA) and placed on airlines' 'Agency List' as an approved entity.
• Must have at least 5 years of industry experience and duly registered to operate/conduct business in Rwanda.

Must operate flight services to many International and regional destinations.

Must provide proof of air-ticketing services to corporate organisations within Rwanda or the East African region during the last 3 years.

• The Contract Manager must have at least 3 years' experience in air ticketing.

Flexibility in flight tickets change and recommendations from other corporate organizations for similar services will be a plus/added advantage.

Evidence of working with domestic flights within the region such as in the Democratic Republic of Congo.

• Should attach copies of documents indicating the constitution or legal status, place of registration, and principal place of business and written powers of attorney.

4. Contract Period:

The best 5 Companies will sign a two-year framework contract with NELSAP-CU. Whenever there is need for air tickets, a request for quotations will always be issued out and the most responsive bid with the lowest price and convenient routing will be issued with a Local Purchase Order (LPO).

Interested bidders may obtain further information from Nile Equatorial Lakes Subsidiary Action Program, 5th Floor, Kigali City Tower, P.O Box 6759 Kigali, Rwanda Tel:

+250 788307334, email:

nelssapprocurement@nilebasin.org with copies to

Imwenzikazi@nilebasin.org and gzimulinda@nilebasin.org;

Bids must be delivered to the Nile Equatorial Lakes Subsidiary Action Program, at or before 26th July 2024 at 10: 00a.m Local time on the above email address.

Sincerely Yours,

Eng. Dr Isaac ALUKWE

Regional Coordinator

NELSAP-CU, KIGALI.