Introduction
On behalf of Project HOPE Ghana, an international non-profit relief and development organization headquartered in Washington DC, USA, we extend an invitation for your company to submit a quotation for Travel Agency as specified below. We are delighted to share that Project HOPE Ghana has been granted funding for a multi-year initiative in Accra and six other districts within Ghana. This venture underscores our commitment to fostering enduring partnerships.

We intend to have a framework Agreement for a minimum of 12 (twelve calendar months with reputable Organizations for the provision the travel management service. For this reason, we request that your reputable firm provide us with quotations for the Travel Management listed below.
For further details about our organization and mission, please visit our website: https://www.projecthope.org/

Background of the Assignment
The firm is expected to provide a professional travel Management services, must understand Project Hope travel regulations and take these regulations into consideration when providing services to the organization. The travel agency shall be a well-established, and the services shall be performed in the most cost-effective manner considering Project Hope in Ghana’s interest as well as its staff’s welfare. The selected agency is expected to employ experienced travel agents who possess adequate skills and competencies to support the official missions of Project Hope Ghana and its personnel. The continuity of the high level and quality services shall be always assured with a back-up system.
The competent travel agent shall be proactive, diligent and is always on stand-by to response to Project Hope in Ghana travel needs. It can also advise Project Hope in Ghana on best practices and can draw attention to further cost saving opportunities.

Responsibilities
Core responsibilities of the Travel Agency
The Travel Agency is an accredited IATA Travel Agency and shall:

Quote for airline flights in line with the Project Hope Ghana Standard Operating Procedure (SOP) for the Use of Domestic Airlines (to be provided to the successful service provider).
Make reservations, issue and deliver tickets for all commercial modes of flight for both domestic and international.
Make bids and prepare appropriate itineraries and formal quotes within a reasonable timeframe based on the lowest fare and the most direct and convenient routing in accordance with entitlements described in the below mentioned Travel Policy extract (low cost, special fares,restricted fares, discount fares, and bulk fares for use whenever appropriate).
If, the required travel arrangement cannot be confirmed, notify the Project Hope officer in-charge.

Provide at least three options for intercontinental destinations, where practicable. These offers should be free of charge. Pre-book the suggested seats mentioned in the formal quotation for a specified duration. This will allow passengers to review the offer, and ensure the seat is still available upon confirmation of flight numbers, departure, and arrival times for each segment of the trip.

Inform travelers, upon booking confirmation, of flight/ticket restrictions, involuntary stop-over, hidden stops, and other inconveniences of the itinerary and provide required documentation for travels.

Handle complaints in a timely manner on behalf of Project Hope Ghana on flight related issues, cancellations, delays etc; reconfirm and revalidate airline tickets, re-issue tickets which are returned because of changed routing or fare structures and printed itineraries.
Process duly authorized flight travel changes or cancellations as required. Process immediately and report on refunds for unused tickets for fares, and credit them to Project Hope Ghana.

Other complementary services required the travel agent shall be:

• Promptly notify travelers of airport closures, strikes, delayed or cancelled flights, or any other changes that might affect the travelers.
• All tickets shall be issued in electronic format. When an electronic format is not available, any paper version shall be delivered to Project Hope Ghana office free of charge.
• The agent provides 24 hours a day emergency service - including reservation and ticketing services - outside of office hours and on weekends with duly communicated contact telephone number(s).
• The travel agency shall submit statistical reports at the request of Project Hope Ghana.
• The travel agency will ensure the confidentiality of information and documents concerning Project Hope in Ghana.
• The travel agency shall undertake the recovery procedure on behalf of Project Hope Ghana for circumstances outside of Project Hope in Ghana’s control (such as cancellations, strikes etc) and refund the unused/cancelled tickets as soon as possible to Project Hope in Ghana.

Billing and Invoice

• The travel agency shall send an official invoice to Project Hope in Ghana for the purchase of tickets, on monthly basis. The invoice will include the name of the passenger, dates of travel and destination.
• The travel agency will be required to send each month’s invoices to Project Hope Ghana within ten (10) business days after the monthly services have been rendered.
• The travel agency shall be requested, if necessary, to provide monthly statements of paid and unpaid invoices for reconciliation and monitoring purposes.
• The travel agency must ensure that the tickets issued, and the bill are in accordance with the request from the Project Hope in Ghana’s travel focal points.

Responsibilities of Project Hope in Ghana
Project Hope Ghana shall provide:
Clear, comprehensive request for flight quotation to allow the agency to provide the best fares. One focal person will be appointed in each of Project Hope Ghana offices, to liaise with the travel agent for flight booking services for Project Hope Ghana, in accordance with the standard terms of payment, undertakes to pay the travel agency any authorized charge within fifteen (30) days of receipt of original invoices. It is understood that Project Hope in Ghana will decline payment in the event that f a trip undertaken is without authorization and / or is not compliance with the service agreement.

Other special conditions
a) Project Hope in Ghana reserves the right to interview and to refuse to work with the selected, assigned travel Service Provider.
b) All written communication between the Project Hope Ghana and the Travel agent shall be in English via email indicated below
c) The travel agent shall provide the above-mentioned services for official missions. Project Hope Ghana will not be liable for the cost of the private portion requested by the staff member.