Travel Agent
The European Liberal Forum is looking for a Travel Agency providing travel services such as booking flight tickets and accommodations.
The European Liberal Forum is looking for a Travel Agency providing travel services such as booking flight tickets and accommodations.
Services: Travel Agency Services
Date of publication: 27.03.2025.
The deadline for submitting tenders is 18.04.2025.
ABOUT ELF
The European Liberal Forum (ELF) is the political foundation and think tank of the European liberals, the ALDE Party. It has a network of 56 member organizations across Europe and organizes over 60-80 events each year. ELF is primarily funded by a grant from the European Parliament, and its business processes are subject to EU financial regulation.
DESCRIPTION OF SERVICES:
LOT 1: Booking of flight tickets and
The estimated scale of services requested per year is 250 – 350 flight tickets and more than a 1000 overnight stays for groups and individuals. The primary place of travel is Europe.
ELF works on two different levels – Secretariat-led (9 FTEs) activities and collaborative activities with project managers of 56 member organisations who are not employees of ELF and cannot have the same access as them. For the Secretariat-level travel, an online platform may be used, while for the members and for group or event bookings, direct contact with an agent or booking unit would be preferred.
ELF has recently gone through restructuring and has less administrative and financial staff to manage travel arrangements and payment processing. Service providers offering more flexible payment deadlines and invoicing solutions will be preferred.
The purpose of this call for tenders is to conclude a contract with a Travel Agency (ies) capable of providing the following services:
LOT 2: Booking of group and individual accommodation and meeting services for events
Potential service providers may bid on one or both lots. Lots can be awarded to multiple providers.
TYPE OF CONTRACT AND CONTRACT DURATION
Framework contract for services. 1 month notice period for both sides.
Five (5) years as the maximum allowed by our financial regulations before needing to redo the tender.
Fees charged are based on the offer, able to be amended up by 10% with prior notice as the maximum allowed by our financial regulations before needing to redo the tender.
TERMS AND CONDITIONS:
SELECTION CRITERIA:
1. Price
2. User-friendliness of working methods and their alignment with ELF business processes
HOW TO APPLY:
The tender application, to be submitted in English, should consist of the following components:
Agency or service fee or rate indicated in absolute number or percentage separately (VAT included, if applicable) per booking or monthly/ yearly rate and separately for LOT 1 and 2 as
Cover letter including the information about the company’s legal status and capacities to provide services on the scale mentioned above: name of the company, legal address and form of association, structure of the company, VAT number and status.
Agency or service fee or rate indicated in absolute number or percentage separately (VAT included, if applicable) per booking or monthly/ yearly rate and separately for LOT 1 and 2 as well as expected payment methods and due dates for invoice payment. For the former, please read the exclusionary requirements carefully.
Example of price offer:
Company A
Flight booking – 50 EUR per booking Accommodation booking – 5% of total amount Due date – 14 days after flight takes place
Company B
Flight booking – 2% of ticket cost Accommodation booking – 5% of booking cost Due date – 30 days after flight takes place
If you are interested in providing these services, you are requested to submit your application in PDF and signed by an authorized person by email no later than 18.04.2025.
Contact email: tender@liberalforum.eu
If you have questions, please do not hesitate to reach out to Goran Neralić, Head of Operations, European Liberal Forum – gneralic@liberalforum.eu.