ANNEX I
TENDER SPECIFICATIONS AND SCOPE OF SERVICES
NEGOTIATED PROCEDURE
I.
Introduction
The Delegation of European Union to the Republic of Nigeria (thereafter referred to as
'the delegation') intends to conclude a service contract with a professional contractor in
the organisation of travel, accommodation and other related services for official business
purposes. The duration of the service shall be an initial period of one (1) year with an
option to renew on the same terms upon satisfactory evaluation of performance and other
prevailing circumstances. The maximum duration of the contract is 48 months at the sole
discretion of the Delegation.
The Delegation hereby solicits tenders for the provision of the services on a management
fee basis in accordance with the given terms of reference and the contractual obligation
under Annex II. Prices must be quoted in Naira (NGN) exclusive of VAT. The delegation
reserves the right to award the contract.
II.
Objective
The contract shall cover the provision of travel management and related services that
includes air travel reservation, ticketing, hotel reservations, airport transfers, protocol
assistance and other incidental services based on the policy, procedures and guidelines of
the delegation. The contractor shall provide full, prompt, accurate and expert services to
the delegation as detailed in the tender specification and scope of services (the list being
non- exhaustive):
III.
Technical specifications and scope of service
a.
Provision of any information deemed necessary for individuals or group travel on
itineraries, flight schedules, different travel options, flight availability, airline
companies, and prices including discounted/special fares.

Provide prompt and reliable technical assistance acting as liaison with third
parties involved in the service delivery.

Fulfill basic requirements like responsiveness until ticket is issued, bookings
through the shortest connections at the lowest fares applicable, ensure benefit for
the delegation from any negotiated preferential tariffs on a non-exclusive basis
with airlines or hotels, accuracy of tickets and itineraries, accuracy of accounting
and rebates.
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
Promptly inform the delegation traveler regarding changes in the scheduled flights
as well as any significant circumstances that can incur changes in the scheduled
flights e.g. planned strikes offers etc

Availability of 24 Help Desk/Hotline for emergency services and prompt
response to emails on enquiry of services.
b.
Provision of air tickets for official travel from Nigeria to Brussels, to other
international destinations and for local flights within Nigeria at the best available
market price as per the on a timely manner.

Provide service within 24 hours of a request from the dedicated persons at the
delegation who shall specify the name of pax, itinerary, dates and if any part of
the travel is for private purposes.

Upon request the agency shall send to the delegation at least 3 quotations for air
tickets favorable in terms of itinerary, schedule and price and replies conducted
through mail to dedicated persons and the traveler and confirm the chosen travel
plan without delay.

Preference for e-tickets for environmental and cost reasons.

Propose added value on related services, whether paid for or on complementary
basis.

Arrange tickets for international travel at short notice, in case of short notice
cancellation or modification of a mission, the agency should provide the best
option to facilitate fulfillment of the mission and should endeavor to minimize
any penalties incurred by the delegation. Penalties regarding any additional
arising out of negligence directly attributable to agency will be borne by the latter.
c.
Provision of airport transfers for delegation staff.

Provide airport transfers to and from the airports in Abuja, Lagos and Port
Harcourt and other cities. The transfers originate or end either at the delegation
office at European Union House in Central Business District, and at the
residences of the staff in the suburbs of Abuja.

Provide neat and well maintained vehicles with enough luggage room and upon
request provide options for traveler with special needs like disability.

Provide shuttle service upon request for group travel.

Provide other value adding and related services, whether paid for or on
complementary basis.
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d.
Provision of meet/greet and assist services at airport in Abuja, Lagos and Port
Harcourt and other cities in Nigeria.

Meet on a timely manner and assist travelers at the airport arrival hall by
courteous, professionally dressed English speaking staff with proper identification
placard.

Provide value adding and other related services, whether paid for or on
complementary basis.
e.
Provision of other related services to a contract of this nature
Provision of any other services incidental to a contract of this nature e.g. travel
related insurance, accommodation arrangement where applicable-identify suitable
accommodation of good quality within proximity of the mission center within the
delegation pricing policy(to be furnished for every request) and submit a proposal
presenting the relevant features of the chosen facility.
f.
Other Requirements;

At Delegation request, the contractor must supply detailed analytical information
on the provided and invoiced services (relating to tickets, hotel bookings, etc.)
and management reports containing and analyzing travel data.

The agency shall ensure provision of requested services during office hours and
adapt to flexibility during weekends and public holidays as the case maybe.

The agency shall limit access to personal data of delegation staff to its staff
strictly for the performance, management and follow-up of the contract, and
reserves the right to refuse use of any system that does not guarantee expected
levels of security.
g.
Staff and Technical Facilities;
To ensure the efficient performance of the contract, it is expected that the
company awarded the contract shall:

Demonstrate provision of similar services over a period of the last three years to
diplomatic missions and international organizations in Nigeria; provide duration
of the assignment, contract amount and the bidder's involvement as a single
undertaking.

Demonstrate ownership and/or availability of adequate physical and other
resources to perform the contract – equipped offices and appropriate infrastructure
e.g. linkage to the reservation systems of 2nd tier service provider, secure
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reporting tools for both telephone and email, the delegation reserves the right to
ask for proof and to carry out site visit. The availability of an office at the
different airports is an added advantage.

Demonstrate high level of professionalism and customer orientation: Provide a list
of proposed key professional and professional staff team by area of expertise,
position that would be assigned their tasks, experience and certification.
Tenderers shall clearly detail how the staff appointed will be able to ensure
adequate quality of services.

Demonstrate the ability to offer a well functioning airport transfer service by use
of safe and comfortable vehicles, preferably with radio communication, and by
use of drivers good at time-keeping, well versed with the main residential suburbs
of Abuja and the ability to locate houses based on a map or verbal directions.
IV.
Contractor’s obligations;

Provide contract services exercising all reasonable skill, care and diligence, in a
professional manner.

Employ only staff of the highest caliber and appropriate skills to service the
account.

Comply at all times with the Service Level Agreement as defined in paragraph 2
(Minimum service requirements) of this document here below.

Observe and comply with all legal requirements including Statute, Local
Government and Public Authorities, and undertake compliance with all relevant
Codes of Practice and Conduct, Local/Regional standards, professional standards,
and the Organization’s own terms/requirements in the provision of the services;
and ensure that all staff are aware of their obligations and adhere to them.

Undertake all audits, surveys and record keeping in compliance with
Local/Regional Health & Safety legislation/requirements, and relevant regulations
under such legislation/requirements and other relevant legislation/requirements.

Maintain and make available on demand all records and evidence of compliance.

Attend monitoring and evaluation meetings as and when required to ensure the
smooth running of this Agreement. These meetings shall also be used to evaluate
the key performance indicators, which shall be agreed on and implemented both
prior to commencement of, and during the contract.

Provide management information in accordance with the requirements of the
delegation and provide support in the interpretation of the data.
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V.

Assign or sub-contract any part of this contract only with without the prior written
consent of the delegation.

Not to disclose any information to any third party without the specific permission
of the delegation.
Service Level Agreements - Minimum service requirements
5
Staff Qualifications
SERVICE
REQUIREMENT
COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
Educational
IATA certificate of competence. Familiar with Global
Distribution System (GDS) i.e. Galileo, Amadeus
Technical
Language
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Complete basic Computer Reporting System (CRS)
and other relevant systems training, with annual review
of training needs.
Proficiency in English. Knowledge of another EU
Language an asset.
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SERVICE
REQUIREMENT
COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Manager - Minimum 8 years travel industry
experience. Minimum 4 years prior experience in
managing and supervising a Travel Agency. Familiarity
with training programs/techniques and experience with
a CRS/automated accounting system. College degree or
equivalent experience. Fluency in English required.
Knowledge of another EU language an advantage.
Minimum
Experience
Supervisor – Minimum 5 years corporate travel
experience. CRS/automated accounting system
experience. Fluency in English required.
Dedicated
Staff
Travel Consultant - Minimum 3 years corporate travel
experience after completion of travel agency
apprenticeship or equivalent training. Proficiency on
CRS equipment, familiarity with leisure travel
products. Fluency in English required.
Staffing
No change to staff will be made without the consent of
the delegation who will reserve the right to request
change of any designated staff.
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Hours of operation
Invoicing /
and
Billing
Procedure
SERVICE
REQUIREMENT
COMPONENT
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Tickets and related services Invoice or credit card payments.
07.30-16.30 Monday to Thursday
Provide full service
07.30- 14.00 Friday
Flexibility after business hours weekends and public
holidays
24-Hour Service
Response Time
Telephone
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
Hold Time
Call-Back Time
24 hour emergency telephone access by all clients
Answer 80% of calls within 15 seconds, or 5 rings
during official working hours
Maximum 20 seconds before requesting to call back
90% of all call-back within 60 minutes
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SERVICE
REQUIREMENT
COMPONENT
Assistance
Waiting Time
Fare Rate Offering
Air Fares
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Not more than 5 minutes
Full booking - lowest available applicable airfare for
class of service and fare category in compliance with
the delegation rules and regulations
Upon request provide minimum 3 fare options unless
only one option available for comparison on every
itinerary
Re-Routings or
Re-Issuance or
Cancellations
Hotel Reservations
Calculation of differences in fare (add-on or refund)
according to IATA regulations and make all necessary
re-booking including endorsement to other carriers if
required
All bookings (local and international) – Suitable and
secure accommodation in compliance with delegation
price threshold where applicable
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Document Delivery
SERVICE
REQUIREMENT
COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
Time Frame
100% of all ticketed documents, including
confirmation of E-ticket availability, delivered no later
than 24 hours prior to departure, unless booking occurs
within that period
Last Minute Ticket
Requirements
Ticketing and delivery on-line or on departure at
airline desks or at the customer service desk at the
airport of departure
Delays
Traveler will be promptly informed of any schedule
changes, airport closings or strikes
Replacement of
Documents
Co-operation with other
Travel Agencies / Carriers
Lost, Stolen or Mislaid
Tickets
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Collection and handling of incoming PTA’s for
travelers
Act as liaison between the airline and the traveler to
resolve issues of lost or stolen tickets
Replace documents in agreement with Clients
Assist traveler in filling out appropriate airline forms
and filing them with the airline
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Client Documentation
SERVICE
REQUIREMENT
COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
Itinerary (Air)
Date of travel, flight information (including connection
times, seat assignment, meals, wait-list information,
terminal and check-in time)
Itinerary (Hotel & Car)
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Arrival dates, confirmation number, rate secured,
guaranteed reservation information, time limit required
for cancellation
Pick-up location, rate booked, class of vehicle,
confirmation number
Itinerary (Remarks)
Boarding Passes
Checking of Travel
Documents
All itineraries include standardized remarks (Travel
Agent’s and/or relevant clients procedural reminders)
All tickets issued with boarding passes (where
applicable)
All documents subject to a final check prior to
delivery/dispatch
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COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
Acknowledgement
Enter complaint in CRS/manual log
Written/e-mail acknowledgement provided within 24
Hours
Advice on progress every third day
Final Resolution
All returned documents to be processed within 48
hours of receipt
Acknowledgement
If refund cannot be effected by the Travel Agent,
clients to be advised in writing within 48 hours that the
documents are being processed by a third party
Calculation
Verification of residual value of partially used tickets
refunded by carriers within 48 hours
Any differences between clients’ calculation and the
actual refund to be justified by the vendors calculation
Documentation
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Communicated within 20 days
Process
Refunds
Complaint Resolution
SERVICE
REQUIREMENT
Log (CRS or manual) is maintained for refunds
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Data
Client
Management Information Manageme
Satisfaction
nt
SERVICE
REQUIREMENT
COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
Refund
Upon notification by clients’ cancellation of Travel
Authorizations and recovery of outstanding refunds
from network partners/representatives or carriers
locally issued tickets within 30 days and tickets issued
abroad within 60 days
General Survey
Quarterly basis - to get feedback from
travelers/designated contacts (travel bookers) in the
delegation
Traveler Profile
Traveler profile to be built in CRS for each traveler
Annual review of all profiles to ensure accuracy
Sales
Quarterly reports on total sales, sale by airline,
agreement discounts as agreed with the Delegation.
Management Meetings
Computerized reporting system to issue ad hoc reports
based on carriers, type of fares and internal
organization structure to the designated contact persons
in the delegation
Attend quarterly (or ad-hoc on request) meetings with
the Delegation Monitoring & Evaluation Committee
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
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Open
Publication Book Directory
Policy
Miscellaneous
SERVICE
REQUIREMENT
COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
E-Mail
Capacity to receive requests through E-Mail
E-Mail reply to a request with 1 working day of receipt
Acknowledgement of receipt returned within 5
working hours
Health requirements
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Information and advice related to vaccination
requirements etc. to be provided prior to traveler's
departure
Advice and recommendations on country of
destination, climate conditions, national and religious
Destination Information
holidays, passport and visa requirements, Travel Agent
locations in country of destination, time zones
Where applicable a complete, updated listing of service
Documents /Travel Agent
provider’s agents, partners / representatives to be
Locations Network
available in electronic format.
Examination of Records
The delegation to have access to all the service
provider’s financial records pertaining to the contract.
Special Offers/Newsletters
Special offers or newsletters in English to be made
available electronically to the delegation
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SERVICE
REQUIREMENT
COMPONENT
MINIMUM LEVELS OF PERFORMANCE AND
COMPETENCIES TO BE ACHIEVED
Special Announcements
Special announcements by airlines e.g. industrial
strikes etc. to be reported for announcements to
travelers and the delegation electronically.
Transport
Transfers
Private Travel Insurance
Communication
Baggage Insurance
Private Travel
ABILITY TO
MEET
EXPECTED
LEVEL YES/NO
COMMENTS
Provide transportation to delegation travelers to/from
Residence/hotels and Abuja upon request.
Provide two-way radios or other communication with a
24 hour control post for all vehicles transporting EU
Travelers
Arrange baggage insurance on request
Provide private travel services to Delegation
employees as well as their families including extending
the Airline Agreement discounts to them where
applicable.
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Other services
Assistance at Abuja
Provide ‘Meet and Assist’ services to delegation
travelers with immigration and customs formalities on
arrival or departure (including use of VIP lounge)
when requested.
Provide assistance to meeting participants/delegates
with immigration and customs formalities on arrival or
departure (including use of VIP lounge) when
requested.
REMARKS:
- indicate your ability/inability to meet the required service by filling ‘Yes’ or ‘No’
- indicate those services which will be provided at a fee per transaction in the COMMENTS column
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VI.
Financial Proposal
The Delegation intends to operate the account on Management Fee basis. This must contain
financial information about the services that will be provided by the Contractor. The firm must
state its contract price, discounts, if any, and payment terms.
Airline agreement discounts as well as commissions earned by the Service Provider shall be
deducted from the total ticket price at the point of sale and separately listed on the Service
Provider’s invoice. Any other income generated by the Service Provider in the form of over-ride
commissions and incentive discounts etc. as a result of the Delegation travel business shall be
returned to the Delegation on a quarterly basis.
VII.
Requirements for Qualification
(i)
Exclusion Criteria
A. Exclusion Criteria: Article 93 of the Financial Regulations sets out that:
1. Candidates or tenderers shall be excluded from participation in the procurement procedure
if:
(a) They are bankrupt or being wound up, are having their affairs administered by the courts,
have entered into an arrangement with creditors, have suspended business activities, are the
subject of proceedings concerning those matters, or are in any analogous situation arising
from a similar procedure provided for in national legislation or regulations;
(b) They have been convicted of an offence concerning their professional conduct by a
judgment which has the force of res judicata;
(c) They have been guilty of grave professional misconduct proven by any means which the
contracting authority can justify;
(d) They have not fulfilled obligations relating to the payment of social security contributions
or the payment of taxes in accordance with the legal provisions of the country in which they
are established or with those of the country of the contracting authority or those of the
country where the contract is to be performed;
(e) They have been the subject of a judgment which has the force of res judicata for fraud,
corruption, involvement in a criminal organisation or any other illegal activity detrimental
to the Communities' financial interests;
(f) They are currently subject to an administrative penalty referred to in Article 96(1).
Points (a) to (d) of the first subparagraph shall not apply in the case of purchase of supplies on
particularly advantageous terms from either a supplier which is definitively winding up its
business activities, or from the receivers or liquidators of a bankruptcy, through an arrangement
with creditors, or through a similar procedure under national law.
1. Candidates or tenderers shall certify that they are not in one of the situations listed in
paragraph 1. However, the contracting authority may refrain from requiring such certification
for very low value contracts, as specified in the implementing rules.
For the purpose of the correct application of paragraph 1, the candidate or tenderer, whenever
requested by the contracting authority, must:
a) Where the candidate or tenderer is a legal entity, provide information on the ownership or
on the management, control and power of representation of the legal entity,
b) Where subcontracting is envisaged, certify that the subcontractor is not in one of the
situations referred to in paragraph 1.
3. The implementing rules shall determine the maximum period during which the situations
referred to in paragraph 1 give rise to the exclusion of candidates or tenderers from
participation in a procurement procedure. The maximum period shall not exceed 10 years.
Article 94 of the Financial Regulations sets out that a contract shall not be awarded to
candidates or tenderers who, during the procurement procedure for this contract:
(a) Are subject to a conflict of interest;
(b) Are guilty of misrepresentation in supplying the information required by the contracting
authority as a condition of participation in the procurement procedure or fail to supply this
information;
(c) Find themselves in one of the situations of exclusion, referred to in Article 93(1), for this
procurement procedure;
B) Means of proof
1. Candidates and tenderers shall provide a declaration on their honour, duly signed and dated,
stating that they are not in one of the situations referred to in Articles 93 and 94 of the
Financial Regulation.
2. The tenderer to whom the contract is to be awarded shall provide, within 15 calendar days
and prior the signature of the contract, the evidence referred to in paragraph 3, confirming
the declaration referred to in paragraph 1 in the following cases:
3. The contracting authority shall accept as satisfactory evidence that the candidate or tenderer
to whom the contract is to be awarded is not in one of the situations described in point (a),
(b) or (e) of Article 93(1) of the Financial Regulation, a recent extract from the judicial
record or, failing that, an equivalent document recently issued by a judicial or
administrative authority in the country of origin or provenance showing that those
requirements are satisfied. The contracting authority shall accept, as satisfactory evidence
that the candidate or tenderer is not in the situation described in point (d) of Article 93(1) of
the Financial Regulation, a recent certificate issued by the competent authority of the State
concerned.
Where the document or certificate referred to in paragraph 1 is not issued in the country
concerned and for the other cases of exclusion referred to in Article 93 of the Financial
Regulation, it may be replaced by a sworn or, failing that, a solemn statement made by the
interested party before a judicial or administrative authority, a notary or a qualified professional
body in his country of origin or provenance.
4. Depending on the national legislation of the country in which the candidate or tenderer is
established, the documents referred to in paragraphs 1 and 3 shall relate to legal persons
and/or natural persons including, where considered necessary by the contracting authority,
18
company directors or any person with powers of representation, decision-making or control
in relation to the candidate or tenderer.
5. Where they have doubts as to whether candidates or tenderers are in one of the situation of
exclusion, contracting authorities may themselves apply to the competent authorities
referred to in paragraph 3 to obtain any information they consider necessary about that
situation.
6. The contracting authority may waive the obligation of a candidate or tenderer to submit the
documentary evidence referred to in paragraph 3 if such evidence has already been
submitted to it for the purposes of another procurement procedure and provided that the
issuing date of the documents does not exceed one year and that they are still valid.
In such a case, the candidate or tenderer shall declare on his honour that the documentary
evidence has already been provided in a previous procurement procedure and confirm that
no changes in his situation have occurred.
7. When requested by the contracting authority, the candidate or tenderer shall submit a
declaration on honour from the intended subcontractor that he is not in one of the situations
referred to in Articles 93 and 94 of the Financial Regulation.
In case of doubt on this declaration on the honour, the contracting authority shall request the
evidence referred to in paragraphs 3 and 4. Paragraph 5 shall apply, where appropriate.
(ii)
Selection Criteria
1. Economic and Financial capacity:
Information and formalities necessary for evaluation if requirements are met: the documents
listed hereafter must be provided as proof of the tenderer's economic and financial capacity:
(a) Suitable certificates from banking organizations, or proof that professional risk influence
has been taken out;
(b) Statement as to overall annual turnover of 6 million Naira extracted from audited accounts
for the past 3 financial years. It is imperative that you clearly indicate/ highlight the overall
annual turnover for the 3 financial years described.
2. Technical and Professional capacity:
Information and formalities necessary for evaluating if requirements are met:
(1) The company's references: name, physical address, postal address, telephone and fax
numbers, name and designation of the person authorized to represent the company;
(2) Certificates proving legal constitution and registration of the company as well as certificates
of registration with relevant tax authorities in the countries in which they are registered or
in the country of the contracting authority; and a copy of a valid trade licence issued to the
tenderer by a municipal or government authority. The company must provide evidence that
it has been operating in for a minimum of five years immediately prior to 1 January 2015.
In the case of a joint venture or partnership or any other form of legal association, any one
of the entities may qualify the firm by its having operated for a minimum of 3 years
immediately prior to 1 January 2015.
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(3) The company must demonstrate experience and competence by providing at least 3 named
clients (diplomatic missions, international organizations and foreign companies) to whom
the company has provided similar services to over the last 3 years, supported by copies of
written testimonials from the clients. The delegation reserves the right to contact any of the
named clients for further references.
(4) The company must demonstrate managerial experience and competence to carry out the
contract by providing information on the company’s management structure indicating the
names of the full time managerial staff, their designations, qualifications and work
experience. The overall manager will have a minimum of eight (8) years travel industry
experience; the supervisor for the team to be dedicated to the delegation will have a
minimum of six (6) years corporate travel and supervisory experience.
(5) The company must demonstrate qualification experience and competence of the staff to be
dedicated to the delegation as travel consultants. The travel consultants will have a
minimum of three (3) years corporate travel experience after completion of travel agency
apprenticeship or equivalent, proficiency on CRS equipment and fluency in English.
VIII.
Evaluation and selection of successful companies
The evaluation of the tender submissions will be on the basis of the exclusion and selection
criteria indicated paragraphs VII.(i) and VII.(ii) respectively, as well as the supporting
documentation and information provided in the Tender Submission Document (Annex II).
A committee will proceed to the selection of successful companies by checking the conformity
and the veracity of the submitted documents. The committee will, on the basis of these
documents, proceed to determine the legal, professional, financial and technical standing of
each participating company (see checklist indicated in Annex V).
Only tenderers that meet the selection will be considered for evaluation under award criteria.
IX. Award Criteria and non compliance of tenders
All tenders that have not been excluded and have met the selection criteria will be subjected
for further evaluation against the award criteria to measure the intrinsic quality of the offers.
The contract will be awarded to the most economically advantageous tender (i.e. tender with
the best price-quality ratio) according to the following criteria;
Max.
AWARD CRITERIA
Points
1. The quality of the tenderer’s managerial and technical/operational competence as demonstrated by
the number and caliber of its managerial and technical staff:
(Maximum 30 points)
-
At least 5 travel consultants each with travel industry diploma & work experience
20
20
exceeding 3 yrs
-
If the directors/principal officers dispose of the same minimum qualifications and
work experience
5
-
Other administrative staff with relevant qualifications and work experience exceeding
3 years
5
2. The quality of the physical facilities and resources available to the tenderer which are relevant to
the scope of the contract such as (1) offices; (2) vehicles; (3) VHF radio installations in offices &
vehicles; (4) ICT installations
(Maximum 20 points)
-
Existence of an airport office at Abuja
10
-
Availability of at least 5 vehicles, owned & equipped with VHF radio
5
-
Availability of well located offices equipped with dual central reservation systems
5
3. The quality of the business associations and/or affiliations with relevant stakeholders and
counterpart organizations locally and internationally.
(Maximum 20 points)
- Membership or franchise holder in an international travel organization/group
20
4. The quality of the proposed contract organizational and operational measures including the
modalities or work routines; the contract management escalation structure; the type, content and
frequency of the reports that the tenderer will furnish; the measures that the tenderer will take to
ensure quality delivery of service.
(Maximum 30 points)
-
Description of relevant work organization modalities e.g. dedicated teams, booking
formalities, etc
15
-
Description of the minimum/standard reports to be periodically submitted
10
-
Description of the measures to be taken to assure quality delivery of service
5
Total awarded score
100
The technical offer should address all other matters raised in the tender specifications to
maximum possible extent. Only tenders which have attained a minimum score of 60 points out
of the maximum possible of 100 points will be taken into account in the determination of the
price/quality ratios leading to the ward of the tender applying the formula:
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Score for tender X =
Lowest Price *100 * 40% + Quality score of X * 100 *
Price in tender X
(price %) Best quality score criteria
X.
60%
(quality %)
Participation procedure and closing date
The call for tender notice was published on the Delegation website
http://eeas.europa.eu/delegations/nigeria/index_en.htm and subsequently in PUNCH and
THE GUARDIAN Newspapers on the 29th June 2015
1).
the
Any company that meets the minimum selection criteria and is not disqualified by any of
exclusion criteria above may apply to participate in the selection procedure.
2).
The Call for Tender documents will only be issued to companies who present a written
application signed by a duly authorized representative. The documents to be issued
comprise the Invitation to Tender Document together with Annexes I, II, II, III & V.
3).
Presentation of Tenders
into
Tenders must be submitted in triplicate clearly marked as original and/or copies, taking
account the following:
o The tender must contain all the information and all the supporting documents
required by the tender specifications.
o The information or the supporting documents in the tender submission must be
presented systematically in a clear and concise manner guided by the format
outlined in the Tender Submission Document -Annex III.
o The tender document must contain a table of content, continuous page numbering
and separation of contents by use of dividers.
o The copies of originals presented must be clearly legible.
o The tenders must include a signed Declaration of Honour relating to the exclusion
criteria notarised by Commission of Oaths.
o Tenders must be dated and signed by the authorised representatives.
5).
The submission from a company responding to the tender notice shall comprise:
a) The Tender Submission Document (Annex II) duly completed as required in sections
A and G;
b) Copies of the documentation required in sections B, C, D, and E;
c) Catalogues, brochures, photos, samples, etc. where applicable.
6).
All the documents comprising the company’s submission as indicated in clause (4) above
should be submitted in 3 bound copies.
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7).
The
The submissions must be placed inside two (2) plain sealed envelopes as indicated below.
envelopes must be signed across the flap and sealed with cello tape.
Envelope 1: An outer envelope containing the inner envelope and addressed as below:
E
n
v
e
l
o
p
e
The Head of Administration
Delegation of the European Union to the Federal Republic of Nigeria
21st Crescent, off Constitution Avenue,
Central Business District
Abuja, Nigeria
TENDER AIR TRAVEL AND RELATED SERVICES
DO NOT OPEN BEFORE 30TH July 2015 AT 10.00 HRS
2: An inner envelope containing the 3 bound copies of the company’s submission.
8).
The submissions shall be delivered by hand, either in person or through private courier
service,
and deposited at the EEAS reception desk before 30TH July 2015 at 1000 hours. A
receipt of the submission indicating the date and time of receipt will be issued to the person
delivering the submission, who must declare this fact to ensure that the acknowledgement receipt
is issued.
9).
Submissions that have no receipt, or those that are received beyond the deadline, or those
not
sealed and addressed as indicated in clause (6) above shall be rejected and returned
unopened.
The acceptability of a submission is subject to detailed evaluation for compliance
with the
selection criteria and other requirements.
IX
NOTIFICATION
(1)
All companies that present submissions will be sent a notification by fax and/or email
informing them whether or not they are successful.
(2)
All communication regarding this tender procedure must be in writing. The communication
from the EEAS to a participating company shall be sent by fax and/or email to the attention
of the company’s authorized representative identified in the company’s submission.
XI. DISCLAIMERS
(1)
The tender procedure notice does not constitute an offer or a contract for the provision of
services for which it is subject; neither does it place any obligation on the EEAS to award
the tender.
(2)
This Call for Tender is in no way binding to the Delegation. The Delegation’s contractual
obligation commences only upon the signature of contract with the successful tenderer.
Prior to the point of signature of the contract, the Delegation may either abandon the tender
procedure or cancel the award decision without the tenderers being entitled to claim any
compensation.
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(3)
All tender submissions are prepared and submitted at the sole cost and responsibility of the
company.
(4)
The EEAS shall treat with utmost confidentiality all the information provided, and hereby
declares that the information shall solely be used for the purposes of evaluating the
submissions.
(5)
Should any participating company find errors or discrepancies in the tender documents, or
should the intent or meaning appear to be ambiguous, the company may contact the Head of
Administration in writing (fax, email or hand-delivered letter) for correction or clarification
thereof.
For parity of information amongst the participating companies, any responses from the
EEAS for corrections and/or clarifications shall be copied to all participating companies.
END
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