TOR for CALL FOR PROVISION OF AIR TRAVEL AND TICKETING SERVICES

Introduction

Ethiopian Women Lawyers Association (EWLA) has been established at the federal level in 1995 by Women lawyers and re-registered as Local Organization in accordance with the Civil Society Organization. It has been working for 30 years now to promote women’s social, economic, political and legal rights to help women exercise their constitutional and other rights. The aim of the association is to promote equal participation of women in all sectors and to prevent sexual violence against women and create a safe environment for women through its three programs: Legal Research and Advocacy, Public Education and Capacity Building, and Free Legal Aid service.

The association is head quartered in Addis Ababa and has opened its regional offices in seven regions and one city administration namely Adama, Hawassa, Bahir Dar, Gambella, Asosa, Jigjiiga, Semera regions and city administration of Dire Dawa. In order to make the service accessible to all, the association is working to continue its service in the zones and woredas under its regional and city administration branches and has so far established 55 volunteer committee centers across the country.

EWLA is currently implementing different projects throughout Ethiopia; as a result our staffs both at head and branches offices frequently travel locally and abroad for official business. Accordingly EWLA would like to receive best offer for the provision of Air Ticket and associated travel arrangements as per the scope listed below:

Service Requirement

• Provision of Flight Ticketing and Reservation services (Both Domestic and International Flights)

Contract Duration

• The contract will be for a period of 1 year.

Objective of Terms of Reference:

• Best route, lowest available costs; flight options with alternative itineraries for each travel request
• Handling last-minute requests and provision of 24/7 services (weekdays, weekends, and holidays)
• Delivery of tickets, documentations, payment requests, reports, receipts/invoices…etc. to EWLA’s office and/or sending electronic tickets through email as appropriate
• The travel agency must clearly specify the expiration time or ticketing issue deadline on all flight offers sent and/or inform any flight changes done to a booking on time.
• Quick and well-articulated e-mail communication regarding ticket bookings
• To avoid fare adjustments, share each ticket rule on every occasion.
• Advising and informing EWLA of any Ethiopian airline’s discounted rates or packages
• Non-refundable tickets are not acceptable.
• Fixed/Flat rate per transaction
• Provision of check-in and checkout reservation for travelers

Essential Prequalification Requirements:

• Clear Copies of Renewed Business License, VAT Registration Certificate, TIN Certificate, and Certificate of IATA (International Air Transportation Association) as Accredited Travel Agent.
• A minimum of three years’ experience in providing the same service.
• Articulated English e-mail communication by the staff of the travel agency
• Confirmation letter to provide/issue E-Ticket with credit invoice for each service at the time of payment request
• Technical proposal
• Financial proposal
• Acceptance to EWLA’s Service Requirements and Terms of Reference
• Acceptance to EWLA’s General and Specific Terms and Conditions of Contract
• Acceptance to EWLA’s policies

Payment Terms

• On credit basis; payment after delivery of services and upon submission of a letter requesting payment, a summary report of all transactions, company receipts/invoices