ITT FY24 – 0191 Travel Management Services

1. Background Information on Plan International

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child, but this is often suppressed by poverty, violence, exclusion and discrimination, and its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood, and we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years and are now active in more than 75 countries.

Read more about Plan International’s Global Strategy: Girls Standing Strong at https://plan-international.org/strategy

1. Summary of the Requirement

Plan International is inviting interested parties to bid for the supply of Travel Management Services to Plan International offices based globally. Successful Bidder(s) will be expected to enter into a Long-Term Agreement for a period of 3 years on a non-exclusive basis with our organization. Plan International reserves the right not to award a contract as a result of this Invitation to Tender, or to award to multiple successful Bidders.

1. ITT Overview and Instructions

This Service Level Agreement (SLA) sets outs the minimum expected level of service from the Supplier. It is intended to form the bases of the agreement between the successful Tenderer and Plan International.

Plan International will seek (as part of the implementation period) to develop these SLAs and Key Performance Indicators (KPIs) with the successful Supplier, to obtain a mutual agreement of travel services provision between the Supplier and Plan International offices.

The ability to meet the proposed SLAs will be assessed in the technical evaluation of the Tenderer’s proposal.

The purpose of the SLA is to ensure that the correct elements and commitments are in place to provide consistent travel service support and delivery to Plan International by the Supplier.

The objectives of the SLA are to:

• Provide clear reference to service ownership, accountability, roles and/or responsibilities.
• Present a clear, concise and measurable description of service provision.
• Measure actual service support and delivery against expected service provision.

Account Management

The Supplier is required to provide an account manager to cover contracted Plan International offices to provide regular Management Information to demonstrate service delivery. Plan International will expect proactive and co-operative account management particularly in relation to any remedies that may be proposed in respect of poor or failed performance.

Quarterly review meetings shall be held between Supplier and Plan International to discuss the following:

1. Agreement status and proposed modifications to contract
2. Savings reports
3. Review KPIs and Service level issues
4. Innovation and Continuous Improvement
5. Future business plans
6. Any other relevant issues

Plan International Contract Management Responsibilities

Plan Limited (Global Hub Woking) Procurement Category Manager will be responsible for the overall Contract Management of this Agreement and will co-ordinate and manage all service issues, complaints and resolutions and feedback to and from the supplier.

Plan Limited will conduct itself in a professional manner with the supplier, working towards building a good collaborative relationship of transparency and trust. Neither party will take advantage of any genuine errors.

Please refer to ‘Annex A – Specifications’ for full details of the requirement.