Request for Proposal- Travel Management Company

(Voire plus bas pour la version française)

Overview

Project Objective

Fòs Feminista is issuing this RFP to solicit proposals from qualified travel service agencies located in Africa. Beyond the specific questions outlined below, FÒS FEMINISTA seeks a partner who:

• Provides top notch multi-lingual customer service to travelers.
• Can demonstrate a proactive culture of service, treating FÒS FEMINISTA’s travel spend as its own.
• Is uniquely adept at booking and providing subject matter expertise for complex international trips.
• Provides timely and detailed reporting to facilitate travel expense reporting and audit compliance.

Request for Proposal

FÒS FEMINISTA makes no representations, warranties, or agreements with respect to this RFP. In addition, FÒS FEMINISTA makes no commitment to purchase any products or services or take any other action, including but not limited to, awarding a contract to the supplier submitting the lowest cost proposal. Material contained in this RFP is to be considered confidential and proprietary information, subject to restrictions outlined here. FÒS FEMINISTA reserves the right to amend or cancel this RFP at any time for any or no reason. All amendments to this RFP shall be made in writing.

RFP Timeline

• RFP Advertised: March 5, 2026
• RFP Responses due: April 30, 2026
• Initial Evaluation complete: May 15, 2026
• Interviews with Finalists / Agency Award: June 15, 2026
• Services in effect: As soon as possible

Above dates are subject to change, and respondents will be notified per the above.

About FÒS FEMINISTA

Fòs Feminista is an intersectional feminist organization centered around the sexual and reproductive rights and needs of women, girls, and gender-diverse people. Led and governed by the Global South, Fòs Feminista works as an alliance of organizations in 35 countries worldwide to advance sexual and reproductive health, rights, and justice (SRHRJ).

Fòs Feminista is both the connective tissue that links these diverse partners in an alliance and an active participant in the broader ecosystem of actors working on SRHRJ. We connect partners across movements and borders, amplify innovative partner-led solutions, and catalyze political will and resources for an intersectional feminist agenda on SRHRJ.

Fòs Feminista’s role is to facilitate transnational and transregional collaboration, advocacy, research, policy work and learning among partners; amplify partners’ work and voices; accompany partners’ institutional strengthening; and catalyze and channel funding to support partners’ work. For more information on FÒS FEMINISTA, please visit the external website at www.fosfeminista.org.

FÒS FEMINISTA currently has 64 employees and has offices in New York, Mexico, and operates in the following countries:

Africa: Cote d’Ivoire, Kenya, Nigeria, Senegal, Tanzania

Asia: India, Philippines

Europe: United Kingdom, Spain

Latin America and The Caribbean: Argentina, Brazil, Colombia, Honduras, Mexico, Panama, Uruguay

Middle East: UAE

North America: Canada, United States

Current Travel Program

In 2025, Fòs Feminista ‘s annual travel spending was roughly USD $1 million, and the vast amount of our travel (over 90%) was international with a few US domestic trips.

RFP Process & Information

Proposal Submission

Proposals must address and respond to all issues raised in the RFP. Proposals are expected to be binding for a period of one hundred and twenty (120) days from the published response date.

RFP Questions & Criteria

Minimum Requirements (please answer yes or no)

- Has your company been in business for at least five years?

- What languages do your agents speak (English and French is a must. Spanish is an advantage)?

- What is the Annual gross travel booking?

- Do you provide 24/7 service.?

- Does not outsource after-hours service.

- Do you have the ability to manage passenger profiles?

- Is more than 50% of your business international business travel ?

- Are you eligible to serve as an organization that receives funding from the US government, the UN, and the European Union?

While firms will not be disqualified out of hand if any of the above criteria are not met, these are vital components of any proposal and will be weighted appropriately. Firms that qualify according to the above pass/fail criteria should respond to the questions below:

RFP Questions

Please present your responses in precisely the same sequence as the questions are presented here. Please use the Question Outline as stated here.

General/Overview

1. Please introduce your Team and services and why you are interested in servicing our travel needs? Also provide a brief overview of why you believe you are best suited to provide travel management services to FÒS FEMINISTA.
2. Define the implementation of timing and process upon selection.

Experience of the Agency

1. Describe the mix of clients you currently have and your experience in booking travel in the Global South and particularly in Africa arranging travel to FÒS FEMINISTA’s operating locations.

Technical Approach to FÒS FEMINISTA’s Requirements

Account Management

1. Describe the primary duties of the account manager. What language capabilities do they have?
2. Will FÒS FEMINISTA receive a designated team and a point of contact person? Will the agents be able to assist with training and credit card reconciliation?

Operations

1. Describe your organizational and reporting structure.
2. Describe your basic operations including but not limited to location of call center(s), operating hours, average length of agent experience, agent turnover rate, automation, quality control.
3. Do you have any language capacity, writing and verbal skills? Specifically, Spanish, French, and Portuguese?
4. Explain the standard flight booking process, response time, and tracking customer service issues. Do you have statistics on response time? How many options do you present?
5. How do you ensure quality control and error-free booking?
6. Explain how you address situations in which a traveler (or travel arranger) has found a lower fare through an alternate source.
7. What procedures and data do you have to ensure that your prices are competitive? Do you have access to humanitarian fares if necessary?
8. Are there any carriers that you are not able to book trips with, for example, airlines that don’t place their tickets in typical reservation systems?
9. Occasionally, there are times when we may not need to book flights and just need assistance with booking hotels. Is this something you can assist with?
10. Do you offer access to agents via chat tools such as WhatsApp, Skype or Microsoft Teams?
11. Describe your after-hours emergency service including, but not limited to: the location of the call center(s), hours (24/7?), additional costs if any, who operates the call centers, how quality standards are maintained, number of agents, access to payment information and profiles, language capability, etc.
12. Please provide your standard traveler profile form. Do you have an automated traveler profile system? Can travelers access it and update it online? Where are the profiles stored? Does it cover frequent flyer accounts, meals, and seating preferences?
13. What security and privacy controls do you have in place to ensure that sensitive and confidential data does not get leaked, e.g. travelers’ passport information, credit card information, etc.?
14. Are your agents familiar with entry requirements/ flag visa requirements based on traveler profiles?
15. Do you offer an automated workflow for travel authorization prior to purchase, including tracking accounting codes?
16. Do you provide automatic notifications of travel incidents around the world (airport closures, airline worker strikes, etc.)?
17. Do you provide real-time alerts, security evacuations and crisis support on emerging situations specific to the areas where travelers are traveling to? How do travelers receive alerts and travel information?
18. How are real-time delays or cancellations communicated to travelers? Is there a mobile app where travelers can download?

Financial - Pricing

1. Please provide detailed pricing including any additional or ancillary costs that we would incur. Provide reasoning as to why the proposed pricing model is best for FÒS FEMINISTA.
2. Outline any other additional services and products that have an additional cost.
3. Would you be able to provide monthly invoice report in a specific format with information such as traveler’s name, booking reference #, airline/hotel information, itinerary, departure/arrival time, total cost, credit/refund, international fee, exchange rate, cancellation fee?

Additional Services

1. Please describe any additional services or amenities that will be available to FÒS FEMINISTA and its travelers.
2. What types of training and orientation tools do you have for travelers, both at the start of an organizational relationship and as new travelers come on board?
3. Do you offer any resources to assist or manage the visa or vaccination process for traveling FÒS FEMINISTA staffers?
4. Do you have programs around environmental sustainability/carbon offsetting for travel?
5. Do you have any programs on selecting travel methods and routes with lower environmental impact?

Non-Disclosure and Confidentiality

The terms of this RFP and all associated information sent to you by us are proprietary and confidential. These materials are to be used by you solely for the purpose of responding to this RFP.

All information disclosed by FÒS FEMINISTA with regard to this Request for Proposal and during any subsequent negotiations shall be considered confidential information. Suppliers shall agree to hold such information in strictest confidence and will not use or disclose such information to any third party without prior consent from FÒS FEMINISTA.

Questions

For any questions on this RFP, do not hesitate to contact Viviane Gouredou, Lead, People & Inclusion at Vgouredou@fosfeminista.org

VERSION FRANCAISE

Appel à propositions- Société de gestion de voyages

Présentation générale

Objectif du projet

FÒS FEMINISTA lance le présent appel à propositions afin d’inviter des agences de services de voyage qualifiées, basées en Afrique, à soumettre une proposition. Au-delà des questions spécifiques énoncées ci-dessous, FÒS FEMINISTA recherche un partenaire qui :

• Offre aux voyageurs un service client multilingue de grande qualité.
• Fasse preuve d’une culture de service proactive et gère les dépenses de voyage de FÒS FEMINISTA avec le même niveau d’exigence que pour ses propres dépenses.
• Dispose d’une expertise reconnue dans la réservation et l’organisation de voyages internationaux complexes.
• Fournisse des rapports détaillés, remis dans les délais, afin de faciliter le suivi des dépenses et la conformité aux exigences d’audit.

Appel à propositions

FÒS FEMINISTA ne formule aucune déclaration, garantie ou engagement dans le cadre du présent appel à propositions. En outre, FÒS FEMINISTA ne s’engage pas à acquérir des produits ou services ni à entreprendre toute autre action, y compris, sans s’y limiter, à attribuer un contrat au fournisseur ayant soumis la proposition la moins coûteuse.

Les informations contenues dans le présent appel à propositions doivent être considérées comme confidentielles et exclusives, sous réserve des restrictions énoncées à la section Non-divulgation et confidentialité. FÒS FEMINISTA se réserve le droit de modifier ou d’annuler le présent appel à propositions à tout moment, pour quelque motif que ce soit ou sans motif particulier. Toute modification du présent appel à propositions devra être effectuée par écrit.

Calendrier de l’appel à propositions

• Appel à propositions diffusé aux fournisseurs : 5 mars 2026
• Date limite de réception des propositions : 30 avril 2026
• Fin de l’évaluation initiale : 15 mai 2026
• Entretiens avec les finalistes / Attribution du marché : 15 juin 2026
• Mise en œuvre des services : dès que possible

Les dates ci-dessus sont susceptibles d’être modifiées, et les soumissionnaires en seront informés en conséquence.

À propos de FÒS FEMINISTA

FÒS FEMINISTA est une organisation féministe intersectionnelle engagée en faveur des droits et des besoins en matière de santé sexuelle et reproductive des femmes, des filles et des personnes de diverses identités de genre. Dirigée et gouvernée par des organisations du Sud global, elle agit comme une alliance d’organisations présentes dans 35 pays afin de faire progresser la santé, les droits et la justice en matière de santé et de droits sexuels et reproductifs.

FÒS FEMINISTA constitue un lien essentiel qui rassemble ces partenaires au sein d’une alliance et un acteur engagé dans l’écosystème plus large des organisations œuvrant en faveur de la santé, des droits et de la justice en matière de santé sexuelle et reproductive. Nous mettons en relation des partenaires au-delà des mouvements et des frontières, amplifions les solutions innovantes portées par nos partenaires et mobilisons la volonté politique ainsi que les ressources nécessaires au service d’un agenda féministe intersectionnel.

Aux côtés de nos partenaires, nous facilitons l’accès aux soins de santé et aux services essentiels. Pour plus d’informations sur FÒS FEMINISTA, veuillez consulter notre site internet : www.fosfeminista.org.

FÒS FEMINISTA compte actuellement 64 employées, dispose de bureaux à New York et à Mexico, et intervient dans les pays suivants :

Afrique : Côte d’Ivoire, Kenya, Nigeria, Sénégal Tanzanie

Amérique du Nord: Canada, États-Unis

Amérique latine et Caraïbes:

Argentine, Brésil, Colombie, Honduras, Mexique, Panama, Uruguay

Asie :

Inde, Philippines

Europe: Espagne, Royaume-Uni

Moyen-Orient:

Émirats arabes unis

Programme actuel de voyages

En 2025, les dépenses annuelles de voyage de FÒS FEMINISTA s’élevaient à environ 1 million de dollars américains. Plus de 90 % des déplacements étaient internationaux,

Politique et procédures actuelles en matière de voyages

Notre politique de voyages sera communiquée aux candidat·es retenu·es.

Processus et informations relatifs à l