RFP For Travel Services Provider

GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES

("GS/OAS")

REQUEST FOR PROPOSAL

BID No. 13/06

OFF-SITE TRAVEL SERVICES PROVIDER

SECRETARIAT FOR ADMINISTRATION AND FINANCE OFFICE OF PROCUREMENT SERVICES (“GS/OAS/SAF/OPS”)

October 19, 2006

Issued by the Office of Procurement Services GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES

REQUEST FOR PROPOSAL FOR OFF-SITE TRAVEL SERVICES PROVIDER

BID No. 13/06

TABLE OF CONTENTS

Section Page I. Introduction 3 II. GS/OAS Travel Profile and Policy 3 III. The Proposal Response Format 6 IV. Selection Process 17 V. Selection Criteria 17 VI. Documents to be Presented by Each Bidder 18 VII. Bidders’ Questions 18 VIII. Request for Proposal – Closing Date and Time and Instructions 18 IX. General Terms and Conditions 19 9.1. Payment Terms 19 9.2. Confidentiality 19 9.3. Addenda to RFP 19 9.4. Insurance 19 9.5. Due Diligence and Information on the Contract 20 9.6. Settlement of Disputes and Applicable Law 20 9.7. Data Information Usage 21 9.8. Privileges and Immunities 21 9.9. Tax Exemption 21 9.10. Contract 21 Attachment II: General Terms and Conditions 22

- 2- I. INTRODUCTION

1.1 The General Secretariat of the Organization of American States (hereinafter referred to as “GS/OAS”) is a public international organization with headquarters in Washington, D.C., United States of America. The GS/OAS desires to obtain off-site travel services from the selected travel services provider (“TSP”) to be utilized by GS/OAS' employees, independent contractors, and all other persons affiliated with the GS/OAS to secure reservations and to obtain tickets for official travel1 and statutory travel,2 both domestic and international, mainly to and from Member States of the Organization of American States (hereinafter referred to as "OAS") in North, Central, and South America, and in the Caribbean, and also to and from other countries, as required. Although the main focus of the required travel services is official travel, the TSP may also be used for personal travel3 by GS/OAS staff members and its affiliates.

1.2 The GS/OAS seeks to have a travel program that will provide highly responsive, sensitive, quality-oriented service to all of its travelers. Emphasis will be placed upon innovative approaches designed to obtain for GS/OAS both the highest obtainable quality of service and realistic, demonstrable cost savings. In that regard, GS/OAS expects the selected travel services provider to be able to leverage its consolidated buying power to obtain optimum airline discounts.

1.3 The Office of Procurement Services (“OPS”) manages the travel portfolio for the GS/OAS and is therefore the Contract Manager and the liaison with the GS/OAS.

II. GS/OAS TRAVEL PROFILE AND POLICY

2.1 GS/OAS Travel Profile

The following general information is based on estimated 2005 travel statistics and is provided to assist bidders in preparing their response to this RFP. The GS/OAS does not guarantee future travel patterns, travel volume, or dollar volume.

2.1.1 GS/OAS travel service levels: The GS/OAS travel service levels are as follows:

 Level I: VIP Service Level for the Secretary General (“SG”) and the Assistant Secretary General (“ASG”). o Service travel is first/business class.

 Level II: VIP Service Level for approximately seven (7) additional

1. Official Travel is travel taken on behalf of the GS/OAS, and is managed by the corresponding GS/OAS dependency.

2. Statutory Travel is official travel for purposes of recruitment, repatriation, home leave, and education grants.

3. During official travel periods, travelers must obtain prior approval by their supervisors to use annual leave for: (a) personal travel to be taken immediately before or after the official travel; and (b) planned home leave travel. Any itinerary changes that depart from the planned official travel must also have the supervisor’s prior approval, in writing. All penalty charges caused by changes in travel plans made for personal reasons must be paid to the TSP directly by the traveler and will not be reimbursed by the GS/OAS.

- 3- persons. o Service travel is first/business class.

 Level III: Service Level for approximately thirty (30) Directors. o Service travel is coach or economy class. However, when mileage or upgrades certificates are available, free upgrades to business class are requested.

 Level IV: Service Level for GS/OAS' employees, independent contractors, and all other persons affiliated with the GS/OAS. o Service travel is coach or economy class.

Background Information Total Number GS/OAS Office headquartered in Washington, DC 1 GS/OAS has Country Offices in OAS Member States in 31 many of the countries in North, Central, and South America and in the Caribbean. Travel activities are conducted to and from all 34 OAS Member States) Personnel working in headquarters (staff and contracted) 700(Approximate) Personnel working away from headquarters (staff and 200 (Approximate) contracted)

2005 - Volume of travel tickets, expenditure and other Quantity data Airline tickets issued at headquarters. 2,100 Airline tickets issued away from headquarters. N/A Fares billed. $5,683,000 Total expenses related to travel, including fares, per $12,171,000 diems, terminal expenses, repatriation, transportation rental, excess luggage, field travel, passport renewals, and others. International travel. 95% Domestic travel. 5% International round trip travel from Washington, DC to 85% Central, South America and the Caribbean countries. Most used airlines. American Airlines, United Airlines, Delta, and Copa Most frequent travel destinations. The Caribbean, Central and

- 4- South America Economy class trips. 90% Most frequently used number of segments in trip (4). 70% Number of trips of two (2) segments. 15%

Complex international itineraries. 15% First and business class trips. 10% GS/OAS VIP Officials using first/business class (Level I). 2 GS/OAS VIP Officials using first/business class (Level 7 II). GS/OAS Directors using coach or economy class (Level 30 III). GS/OAS' employees, independent contractors, and all 400 other persons affiliated with the GS/OAS using coach or economy class (Level IV). Travelers to annual General Assembly. 150 Number of frequent travelers. 100 Per diem expenses. $2,901,000 (Approximate) Percentage of per diem amounts used in lodging. 50% Potential number of room nights reserved through travel 5,000 agency. (Approximate)

2.1.2 Staffing: The OPS Travel Office is currently staffed by two persons who are responsible for making airline reservations and for issuing tickets. The GS/OAS also provides visa messenger service to Consulates three days a week in order to obtain official entry visas for persons traveling on official business

2.2 GS/OAS Travel Policy

2.2.1 The travel policy for the GS/OAS is set at Headquarters and is governed by the criteria and guidelines set forth in the following documents which are attached, hereto (see Attachment I) for purposes deemed necessary for your bid submission:

 Articles 51 and 85 of the GS/OAS Standards to Govern the Operations of the General Secretariat.  Chapter VIII of the GS/OAS Staff Rules.  Administrative Memorandum No. 79 Rev. 3 (and future revisions).

- 5- III. THE PROPOSAL RESPONSE FORMAT

3.1 Please structure your bid proposal in such manner that it responds, in numerical order, to the items in each of the sections below.

1. Travel Services Provider Bidder Profile Bidder’s Response 1.1 Full name, address and telephone number of TSP corporate headquarters (if applicable) or local branch office (if applicable) of the contact information for this proposal and the name of the TSP’s legal representative. 1.2 Details of incorporation of company and present legal status. 1.3 Years of experience providing travel management services for accounts for which annual airline expenditures are between $2 million and $10 million, and for which travel is primarily international. 1.4 Location where off-site travel services will be handled. 1.5 Number of employees in the off-site location. 1.6 Indicate the Caribbean countries in which your company’s branch office/associates offices are located: 1. Yes ____ No_____ 1. Antigua and Barbuda 2. Yes ____ No_____ 2. Bahamas 3. Yes ____ No_____ 3. Barbados 4. Yes ____ No_____ 4. Dominica 5. Yes ____ No_____ 5. Dominican Republic 6. Yes ____ No_____ 6. Grenada 7. Yes ____ No_____ 7. Haiti 8. Yes ____ No_____ 8. Jamaica 9. Yes ____ No_____ 9. Saint Kitts and Nevis 10. Yes ____ No_____ 10. Saint Lucia 11. Yes ____ No_____ 11. Saint Vincent and the Grenadines 12. Yes ____ No_____ 12. Trinidad and Tobago 1.7 Indicate in which of the following countries your company has branch office/associates offices: 1. Argentina 1. Yes ____ No_____ 2. Belize 2. Yes ____ No_____ 3. Bolivia 3. Yes ____ No_____ 4. Brazil 4. Yes ____ No_____ 5. Canada 5. Yes ____ No_____ 6. Chile 6. Yes ____ No_____ 7. Colombia 7. Yes ____ No_____ 8. Costa Rica 8. Yes ____ No_____ 9. Ecuador 9. Yes ____ No_____ 10. El Salvador 10. Yes ____ No_____ 11. Guatemala 11. Yes ____ No_____

- 6- 12. Guyana 12. Yes ____ No_____ 13. Honduras 13. Yes ____ No_____ 14. Mexico 14. Yes ____ No_____ 15. Nicaragua 15. Yes ____ No_____ 16. Panama 16. Yes ____ No_____ 17. Paraguay 17. Yes ____ No_____ 18. Peru 18. Yes ____ No_____ 19. Suriname 19. Yes ____ No_____ 20. United Status of America 20. Yes ____ No_____ 21. Uruguay 21. Yes ____ No_____ 22. Venezuela 22. Yes ____ No_____

1.8 Total airline tickets sales volume by your Domestic sales: company for 2004 and 2005 divided for each 2004 2005 year as to both domestic and international travel. $ $ International sales: 2004 2005 $ $ Total sales: 1.9 List the five top volume airlines in sales by your Domestic 2004 International 2004 company for 2004 and 2005, for domestic and Airline Name Airline Name international travel. 1. 1. 2. 2. 3. 3. 4. 4. 5. 5.

Domestic 2005 International 2005 Airline Name Airline Name 1. 1. 2. 2. 3. 3. 4. 4. 5. 5.

1.10 Transparency in TSP Accounts: GS/OAS shall Accepted: Yes ____ No_____ have access to information on GS/OAS Proposed alternative: spending and on TSP costs and profits. (e.g. provide detailed reports specifying, among others, commissions earned by TSP, on airfare, hotel and car rental costs spent by the GS/OAS). 1.11 List the services or features in which your company is unique to the travel agent industry. 1.12 Summarize any unusual, innovative, and/or otherwise noteworthy programs and/or results, which your company has instituted and/or achieved in connection with its service to any or some of your company’s accounts. List the companies that have benefited from those services. 1.13 List all names of customers with whom/which

- 7- there was a breach of contract, including litigation, claims and/or alternative dispute resolution proceeding regarding services provided within the last five years. Specify the reason for the breach of contract. 1.14 Why do you believe your agency should be selected by the GS/OAS as the winning bidder? What do you believe distinguishes your agency from your competitors? 1.15 a) List all company names, of accounts over $3 million that have terminated business with your company or not renewed over the last five years. b) What was the duration of the contract prior to the termination? c) Provide the address, telephone number and contact person. d) State the reason for termination of business.

2. VIP Service Level for Secretary General Bidders Response (“SG”) and Assistant Secretary General (“ASG”) (Level I) 2.1 All travel in business or first class for the SG and ASG. 2.2 Free dedicated non 800 telephone line reachable Accepted: Yes ____ No_____ from overseas (outside the United States). Proposed alternative:

2.3 Bilingual Service Spanish / English. Accepted: Yes ____ No_____

2.4 24/7 customer service. Accepted: Yes ____ No_____

2.5 Free collect long distance calls domestic and Accepted: Yes ____ No_____ international.

3. VIP Service Level for approximately 7 Bidders Response additional VIPs (Level II) 3.1 Service travel is business or first class. Accepted: Yes ____ No_____

3.2 Free non 800 number reachable from overseas Accepted: Yes ____ No_____ (outside the United States). 3.3 Bilingual Service Spanish / English. Accepted: Yes ____ No_____

4. Service Level for approximately 30 Directors Bidders Response (Level III)

- 8- 4.1 Service travel is coach or economy class. Accepted: Yes ____ No_____ However, when mileage or upgrade certificates are available, free upgrades to business class are requested. 4.2 Free non 800 number reachable from overseas Accepted: Yes ____ No_____ (outside the United States). 4.3 Bilingual Service Spanish / English. Accepted: Yes ____ No_____

5. Service Level for GS/OAS' employees, Bidders Response independent contractors, and all other persons affiliated with the GS/OAS (Level IV) 5.1 Service travel is coach or economy class. Accepted: Yes ____ No_____

5.2 Free non 800 number reachable from overseas Accepted: Yes ____ No_____ (outside the United States). 5.3 Bilingual Service Spanish / English. Accepted: Yes ____ No_____

6. Quality assurance Bidders Response Provide details on quality processes for service level agreements currently in place with existing clients and penalties, for failure to meet standards including the method of measurement for the following: 6.1 Bilingual English/Spanish service 24/7. Method of Measurement:

6.2 Speed of telephone response. Method of Measurement:

6.3 Call back response time. Method of Measurement:

6.4 Response time for e-mail/fax reservations Method of Measurement: requests.

6.5 Customer satisfaction surveys. Method of Measurement:

6.6 Customer service complaints /inquiries. Method of Measurement:

6.7 Complete Reservation accuracy. Method of Measurement:

6.8 MIS reports delivery. Method of Measurement:

- 9- 6.9 Quick information to aid in trip planning. Method of Measurement:

6.10 Ability to change reservations and itineraries. Method of Measurement:

6.11 Ability to cancel reservations. Method of Measurement:

6.12 Ability to upgrade to business class for Method of Measurement: directors.

6.13 Free long distance calls. Method of Measurement:

6.14 Identification of low cost air fare. Method of Measurement:

6.15 Quality measurements. Method of Measurement:

6.16 Overall agency quality program. Method of Measurement:

6.17 Client satisfaction measurements. Method of Measurement:

6.18 Travel counselor quality achievement Method of Measurement: measurements.

6.19 Customer satisfaction measurements performed Name of company/ies: externally.

6.20 Location of call center to serve GS/OAS.

6.21 Describe in detail the agency’s quality control plan to ensure that the most economical fares are monitored and verified. 6.22 Provide names of quality assurance auditing Accepted: Yes ____ No_____ companies and authorization to receive audit reports from these companies.

7. Agency Personnel staffing Bidders Response 7.1 Employee profiles of persons proposed by your Accepted: Yes ____ No_____ company to work under this contract including bilingual (Spanish-English) language capability (please attach), and assurance from the TSP that the TSP’s bilingual staff capabilities adequately match the needs of the GS/OAS. Confirm that if, during the contract period, any of these persons is replaced by your company, that each replacement will have at least equal competence and bilingual capability as the person who is replaced.

7.2 System for measuring performance.

- 10- 7.3 Describe on going training system for your travel counselors.

7.4 Provide curriculum vitae of proposed manager for this contract, and assurance from the TSP that the TSP’s proposed manager capabilities adequately match the needs of the GS/OAS. Confirm that if, during the contract period, the manager is replaced by your company, that the new manager will have at least equal competence and bilingual capability as the person who is replaced.

7.5 Organizational chart of the TSP and of the operation to set up for the OAS.

8. GS/OAS Traveler Profile Bidders Response

8.1 What information will you include?

8.2 Outline your plan to obtain and update traveler How to obtain: profile information. How to update: 8.3 Explain how you customize a traveler profile to reflect the applicable travel policy. 8.4 Will the traveler profile be in the Computer In CRS: Yes _____ Reservation System (“CRS”) or in a separate No_____ database? Proposed Alternative: 8.5 Confidentiality and privacy policies. Describe disclosure statements:

9. Potential Airlines Partners Bidders Response

9.1 Plan to assist and negotiate on behalf of the Accepted: Yes ____ No_____ GS/OAS during negotiations with airlines in reference to potential fares and service levels.

9.2 Agreements between GS/OAS and airlines will Accepted: Yes ____ No_____ be honored when making reservations.

9.3 Describe airline commission fee structure for Describe: the four (4) airlines most used by GS/OAS (see GS/OAS, Section II of the RFP). 9.4 No transaction fee when booking with GS/OAS Accepted: Yes ____ No_____ airline partners. Proposed alternative:

9.5 Negotiate complimentary tickets and/or Accepted: Yes ____ No_____ upgrades at no charge to GS/OAS: (a) generated as a result of the volume of GS/OAS’ business

- 11- with each airline; or (b) generated as a result of the TSP’s business volume with other companies that do not use upgrade certificates.

10. Passport and Visa Services: Bidders Response

10.1 The TSP will coordinate with the GS/OAS assigned staffer to obtain the passports and official visas for GS/OAS travelers for whom these documents are required. 10.2 The GS/OAS must review all visa applications for completeness prior to dispatching the visa messenger to consulates, and GS/OAS keeps a log of each case in process and processed.

10.3 The TSP must keep a written control and log of the official visas requested by GS/OAS through the GS/OAS visa messenger to ensure timely submission/return of processed visas and passports.

10.4 The TSP will create and maintain updated a Web base visa requirement summary for each of the thirty four (34) OAS Member States.

11. Domestic and International Hotel Bookings Bidders Response

11.1 Describe your agency’s ability to provide information to travelers relative to lodging availability, costs and making reservations if requested. 11.2 Does your agency have preferred hotel rates and/or have a preferred rate hotel program available? If so, specify the countries and most frequently booked lodging chains or hotels with which you have contracted preferential rates in Caribbean countries, Latin American countries, the United States and Canada. 11.3 Define your ability to provide consolidated reporting data on hotel bookings by traveler, destination, property chain, and other variables. 11.4 Confirm your ability to safely transmit a traveler’s credit card number if required to guarantee a reservation for late arrival.

12. Rental Car Bookings Bidders Response

12.1 Describe any preferred car rental vendor relationship which might be available to

- 12- GS/OAS travelers, or country offices.

13. Airline ticket boarding passes Bidders Response

13.1 Include a reasonable method to provide low fare offerings that are not available in the CRS, e.g. consolidated fares, low overhead airlines, etc.

13.2 How would you handle emergency bookings?

13.3 Separate business travel from personal travel so that cost and itineraries are priced and billed separately. 13.4 Provide details on servicing participants in pre- purchased mileage programs.

13.5 Provide details on procedures for lost tickets, as those procedures relate to requests made before, during, and after office hours, and on weekend/holidays.

13.6 Provide details on procedures for returned tickets and for processing related credits.

13.7 Provide details on reissued tickets that support the ability for GS/OAS to account for these reissues and related fees.

13.8 Describe the role of your agency in assisting the GS/OAS to enforce GS/OAS’ travel policy. 13.9 Describe any on line internal reservations software available by the TSP which may automate the process for GS/OAS staff making reservations and reducing the congestion of phone reservations. 13.10 Issuance of paper tickets at no additional cost, Accepted: Yes ____ No_____ when required in specific cases.

14. Traveler Itineraries Bidders Response The itinerary copy to be provided with each reservation, is to include: 14.1 Chronological listing of all reservations to Accepted: Yes ____ No_____ include dates of travel flight information, ticket costs, and seat or wait list information. 14.2 Hotel reservations, including confirmation Accepted: Yes ____ No_____ number, rate secured, guaranteed reservation information, and time limit required for cancellation. 14.3 Car rental information to include pick up Accepted: Yes ____ No_____ location, rate booked with class of vehicle, and

- 13- confirmation number. 14.4 Standardized customer itinerary remarks as Accepted: Yes ____ No_____ agreed upon with GS/OAS, to include lowest available air fare offered, lowest available air fare in the class of service booked, emergency (hot line) numbers in destination countries, country specific required documentation, phone numbers and addresses of OAS offices in Member States and other emergency numbers. 14.5 Updated itineraries if reservation information is Accepted: Yes ____ No_____ altered through phone, e-mail or fax.

15. Disaster Recovery Bidders Response 15.1 Detail your system ability to provide traveler reservation information in the event of a disaster that occurs on an airplane or in other mode of transportation.

16. Group Services Bidders Response

16.1 Briefly describe your agency’s ability to handle Accepted: Yes ____ No_____ and make travel arrangement for groups traveling outside GS/OAS Headquarters including for example, changing travel schedules, itineraries, hotel negotiation, transportation and other travel-related needs.

17. Reports ( Management Information Bidders Response Systems) 17.1 Reports are required on a monthly, quarterly, Accepted: Yes ____ No_____ semiannual, annual, and on an ad hoc basis. 17.2 Briefly describe your capability to present summary reports, such as airfare, hotel and car rental activity, frequent destination and itinerary changes. Sample reports must be provided with your bid submission.

17.3 Specify formats available for reporting (e.g. on line, disk, e-mail, etc.). 17.4 Explain how conversion of foreign currencies will be accomplished for reporting purposes.

17.5 Explain any proprietary systems particular to your agency.

17.6 Provision of standard round trip fare listing to the 34 OAS Member States for using airline home travel (statutory) benefits (to main cities and other cities, as required).

- 14- 18. Travel Technology Bidders Response 18.1 Identify your CRS affiliations.

18.2 Indicate back-up system and contingency plan for CRS failure.

18.3 Describe your telephone, fax and e-mail access systems.

18.4 Indicate the system for the retention schedules for all travel records for up to five years.

18.5 Provide best fare “web-only fares” on CRS.

18.6 Provision of customized web site. Yes______No______

18.7 Maintain the traveler’s frequent flyer accounts and enroll travelers in any available airline mileage program.

19. Price Proposal I Bidders Response $ per unit fee (specify) 19.1 Airline ticket (electronic). 19.2 Airline ticket (paper). 19.3 Airline ticket (prepaid). 19.4 Airline ticket (self-service on line). 19.5 Airline ticket (group more than 20). 19.6 Airline ticket (group more than 50). 19.7 Airline ticket (group more than 100). 19.8 Airline ticket including hotel. 19.9 Airline ticket including hotel and car. 19.10 Airline ticket reserved (by phone, fax or email). 19.11 Hotel only. 19.12 Car only. 19.13 Hotel and car only. 19.14 Train ticket. 19.15 Split ticket. 19.16 Delivery fee to GS/OAS buildings. 19.17 Voids. 19.18 Refunds. 19.19 Upgrades.

- 15- 19.20 After Hour Services. 19.21 Long distance calls (International). 19.22 Reporting.

20. Price proposal II Bidders Response Alternative price fee based on a cost-plus contract 20.1 Itemize each cost. 1. 2. 3. 4. 5. 20.2 Total cost. $ 20.3 Percentage of profit. $

21. Implementation Bidders Response 21.1 Specify your implementation schedule. Activity Days to perform Information gathering: Internal set up: Training OAS personnel:

Total days to implementation and “Go live” =

21.2 Define the level of training/communications to be utilized to familiarize GS/OAS management and travelers with the scope of services to be provided.

22. Soft Dollar Benefits Bidders Response 22.1 Describe any other “no” cost services your agency can offer the GS/OAS such as no fee traveler checks, etc, life insurance included, baggage insurance, upgrades, etc.

22.2 Obtain discounts to join airline’s lounge/clubs

23. Hard Dollar Benefits Bidders Response

23.1 Will the GS/OAS be reimbursed for any Yes ______No______overrides (commissions) as a result of the total volume of tickets issued? If yes, what percentage will GS/OAS receive?

- 16- 24. Other Comments 24.1

IV. SELECTION PROCESS

4.1 The specifications and requirements contained in this document constitute a Request for Proposal (hereinafter referred to as the “RFP”) from the GS/OAS. This RFP does not in any manner whatsoever constitute a commitment or obligation on the part of GS/OAS to accept any proposal, in whole or in part, which is received in response to this RFP, nor does it constitute any obligation by GS/OAS to acquire any services or goods.

4.2 Interested firms are invited to submit their bid proposal for review and consideration. The written proposal from each firm will be evaluated by the Contract Awards Committee (hereinafter referred to as “CAC”) of the GS/OAS. As a result, certain firms may be asked to present and discuss their qualifications and their proposal with the CAC.

4.3 Bidders shall bear any and all costs or expenses associated with or incurred in the formulation or development of a proposal in response to this RFP.

V. SELECTION CRITERIA

5.1 GS/OAS' CAC shall review, evaluate, and compare all Bid Proposals according to, but not limited to, the following criteria:

a. Bidder's Technical Proposal meets or exceeds the RFP requirements. b. Bidder's approach, thoroughness, and completeness of the Proposal. c. Bidder’s financial stability. d. Bidder’s references. e. Price. f. Competency. g. Speed. h. Accuracy. i. Reliability.

5.2 The GS/OAS reserves the right to reject any or all bid proposals, to award partial bids, and to make an award of contract to other than the lowest bidder. The GS/OAS further reserves the right to accept the lowest bid proposal without additional written or oral negotiations with other bidders.

5.3 The GS/OAS may choose one of the firms responding to this request for bids or GS/OAS may decide that none of the responses meet the acceptable needs of the RFP. The GS/OAS may choose to negotiate the terms, conditions and deliverables of the Contract with the firm that, in the opinion of GS/OAS, can most effectively meet GS/OAS requirements.

- 17- VI. DOCUMENTS TO BE PRESENTED BY EACH BIDDER

Bidders are required to present the following documents with their proposal:

6.1 A copy of the company’s Business License and Certificate of Incorporation.

6.2 A copy of the company’s last two (2) audited financial statements. These financial documents should be signed by the Chief Financial Officer of the company.

6.3 A minimum of three (3) references from entities to which similar services were provided during the last three (3) years. These references should include: the name of the company, contact person, telephone and fax numbers, and e-mail address.

6.4 Complete Bid Price Proposal based on the technical specifications listed in Section III, above.

6.5 Bid Price Proposals must be valid for at least ninety (90) calendar days as of the closing date of this RFP. This must be stated on the Bid Price Proposal.

6.6 Bidders must submit detailed technical specifications of the items and services offered.

6.7 The GS/OAS may submit, in writing, any questions or requests to the Bidders for more information regarding the company or the bidding documents anytime throughout the bidding and selection process.

VII. BIDDERS QUESTIONS

7.1 Bidders may submit any questions or requests for more information regarding technical specifications and/or proposal submittal in a written format to Ms. Pamela A. Mumuni by e-mail at [email protected] with a copy to Ms. Marcella Haugaard at [email protected] and Mr. Raul Plata at [email protected] or via fax at (202) 458-6401. These questions should be submitted no later than (3) days prior to the Bid closing date. All answers will be released in writing to all Bidders.

VIII. REQUEST FOR PROPOSAL – CLOSING DATE AND TIME AND INSTRUCTIONS

8.1 Proposals may be submitted in hard copy [one (1) original and five (5) copies]. The envelope containing Bidder’s Proposal shall be labeled "GS/OAS, BID No. 13/06 –OFF-SITE TRAVEL SERVICES PROVIDER- DO NOT OPEN”, along with your company’s name for identification purposes.

8.1.1 The Proposal shall be delivered to:

- 18- The General Secretariat of the Organization of American States Office of Procurement Services 1889 F Street, N.W., 4th Floor Washington, D.C. 20006

8.1.2 Bid Proposals submitted in sealed envelopes must be received by the GS/OAS, no later than 12:00 Noon EST on Thursday, November 2, 2006. Late responses shall not be accepted.

8.2 Bid Proposals submitted by e-mail or by facsimile (fax # 202-458-6401) must be received BY GS/OAS at: [email protected], [email protected], and [email protected] no later than 12:00 Noon EST on Thursday, November 2, 2006. Late responses shall not be accepted. Bid Proposals submitted by e-mail should be sent in PDF format.

8.3 Bid Proposals submitted without the required information shall be considered incomplete and are subject to disqualification.

IX. GENERAL TERMS AND CONDITIONS

9.1 PAYMENT TERMS

9.1.1 The GS/OAS shall have at least sixty (60) days after the receipt of the original invoice to render payment. It is anticipated that a centrally billed account will be utilized for all corresponding charges. All original invoices are to be submitted to the Department of Budgetary and Financial Services to the attention of Accounts Payable.

9.2 CONFIDENTIALITY

9.2.1 This RFP, including any further information or instructions furnished by GS/OAS in connection therewith, shall be treated by the bidder (hereinafter referred to as “Contractor”) as confidential and no use thereof shall be authorized, other than for the purpose of this RFP. GS/OAS reserves the right to request return of all materials at the completion of the RFP process.

9.3 ADDENDA TO RFP

9.3.1 Modifications to this RFP may only be made through a written Notice of Addendum issued by GS/OAS.

9.4 INSURANCE

9.4.1 For the duration of this Contract, Contractor shall purchase and maintain in a company or companies authorized to do business in the District of Columbia, and to which the GS/OAS has no reasonable objection, such insurance as will protect the Contractor, the GS/OAS, the OAS, and their officers, employees, and agents from claims set forth below, which may arise from operations under this Contract by the Contractor or by a subcontractor of the Contractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts they may be

- 19- liable. The Contractor is required to carry insurance with limits equal to or greater than those set forth in the Table below:

Commercial General $1,000,000 Personal/Bodily Injury Liability $1,000,000 Each Occurrence $2,000,000 Products/Completed Operations Aggregate $2,000,000 General Aggregate, per premises aggregate Business Automobile $1,000,000 Each Accident Worker's Compensation Statutory Limits or $500,000, whichever is greater, based on the benefits levels of the deemed state of hire Employer's Liability $1,000,000 Bodily Injury by Accident Per Employee $1,000,000 Bodily Injury by Disease Per Employee $1,000,000 Bodily Injury by Disease Policy Limit Umbrella/Excess $10,000,000 Each Occurrence Liability $10,000,000 Aggregate, per Project

9.4.2 Contractor shall name the GS/OAS as an additional insured under such policies, and shall provide the GS/OAS with a certificate evidencing the above insurance coverage. Contractor shall require all subcontractors to have insurance having the same or similar coverage as that specified above.

9.4.3 Contractor’s liability insurance shall include contractual liability insurance sufficient to cover Contractor’s obligations under Subparagraph 9.4.1 above.

9.5 DUE DILIGENCE AND INFORMATION ON THE CONTRACT

9.5.1 By submitting a Bid Proposal, the Bidder represents and warrants that s/he/it has studied and is thoroughly familiar with the requirements and specifications of this Contract in their entirety. This includes the Contract Documents attached to the Bid Invitation, with all current equipment, labor, material market conditions, and applicable laws, such that the Bidder accepts responsibility for and is prepared to execute and shall completely fulfill any obligations under this Contract. The Bidder also accepts that s/he/it will not make any claim for or have any right to damages because of any misinterpretation or misunderstanding of the Contract, or because of any information which is known or should have been known to the Bidder.

9.6 SETTLEMENT OF DISPUTES AND APPLICABLE LAW

9.6.1 If any controversy, claim or dispute arises between the Contractor and the GS/OAS which is related in any way to the performance or interpretation of the Contract, or any breach thereof, or concerns any other matter in connection with the Contract which cannot be settled by amicable agreement, then upon either Party giving written notice of the difference or dispute to the other, the matter shall be resolved by submitting the matter to the American Arbitration Association for final and binding arbitration in accordance with the rules and procedures of the Inter-American Commercial Arbitration Commission and the law applicable to the substance of the dispute which shall be the law of the District of Columbia, USA. The language of the arbitral proceedings shall be English, and the place of arbitration shall be Washington, D.C., USA. The

- 20- award rendered by the arbitration shall be final and binding upon the parties. Provided, however, that the Parties will first attempt to settle disputes by mediation before resorting to arbitration. When a dispute is taken to mediation, both Parties shall make a good faith effort to settle the dispute.

9.6.2. The law applicable to the Contract shall be the law of the District of Columbia, United States of America.

9.7 DATA INFORMATION USAGE

9.7.1 The Contractor shall be held liable for improper or incorrect use of the data collected or information contained as a result of this bid proposal. The data and related information are legal documents and are intended to be used as such. The Contractor shall give an express warranty, express as to the accuracy, reliability, utility or completeness of the information collected.

9.8 PRIVILEGES AND IMMUNITIES

9.8.1 Nothing in the Contract shall constitute an express or implied waiver by the OAS, the GS/OAS, or their personnel of their Privileges and Immunities under the OAS Charter, the laws of the United States of America, other OAS Member States, or international law.

9.8.2 Contractor is not entitled to any of the exemptions, privileges or immunities, which the GS/OAS may enjoy arising from GS/OAS’ status as a public international organization.

9.9 TAX EXEMPTION 9.9.1 The GS/OAS, as a public international organization, is exempt from all sales and use taxes imposed by the United States Federal Government, the District of Columbia, the Commonwealth of Virginia, the State of Maryland, and all other states in the United States of America.

9.10 CONTRACT

9.10.1 Attachment II, hereto, contains the standard GS/OAS Performance Contract Terms and Conditions. Please read all of the provisions in Attachment II prior to submitting your Bid Proposal. The GS/OAS shall assume that your company fully accepts all of the terms and conditions in Attachment II, unless otherwise specifically stated to the contrary in your Bid Proposal.

- 21- ATTACHMENT I I

GENERAL TERMS AND CONDITIONS

1. Contractor is neither an employee nor a staff member of GS/OAS and is not entitled to any of the rights, benefits, and emoluments of GS/OAS staff members. 2. Contractor undertakes to perform Contractor’s functions under this Contract and to regulate Contractor’s conduct in conformity with the nature, purposes, and interests of the GS/OAS. Contractor shall complete the Work in accordance with the highest professional standards and shall conform to all governmental pertinent laws and regulations.

3. Contractor accepts full legal responsibility for the Work, including all liability for any damages or claims arising from it, and agrees to hold GS/OAS and its staff members harmless from all such damages or claims. Contractor shall provide certificates of insurance coverage as GS/OAS may require for proof of ability to cover such liability.

4. Contractor does not legally represent GS/OAS, shall not hold himself out as having such powers of representation, and shall not sign commitments binding GS/OAS.

5. Contractor shall not have any title, copyright, patent, or other proprietary rights in any Work furnished under this Contract. All such rights shall lie with GS/OAS. At the request of GS/OAS, the Contractor shall assist in securing the intellectual property rights produced under this Contract and in transferring them to GS/OAS.

6. All information (including files, documents, and electronic data, regardless of the media it is in) belonging to GS/OAS and used by Contractor in the performance of this Contract shall remain the property of GS/OAS. Unless otherwise provided in the Terms of Reference (Annex I), Contractor shall not retain such information, and copies thereof beyond the termination date of this Contract, and Contractor shall not use such information for any purpose other than for completion of the Work.

7. Administrative Memorandum No. 90, "Information Systems Security Policy", Executive Order No. 95-07 "Prohibitions Against Sexual Harassment", and Executive Order No. 05-07, Prohibition Against Workplace Harassment are readily available at http://www.oas.org/legal/intro.htm. Contractor certifies that he has read those documents and agrees to comply fully with them.

8. The Gross Compensation paid Contractor constitutes full consideration for the Work. It covers all fees, expenses, and costs incurred by Contractor in providing the Work, as well as Contractor's direct compensation for same.

9. Because Contractor is an independent contractor, GS/OAS is not responsible for providing social security, workmen's compensation, health, accident and life insurance, vacation leave, sick leave, or any other such emoluments for Contractor and his employees under this Contract. Contractor is solely responsible for providing those benefits, and the Parties have agreed upon the Gross Compensation hereunder to enable Contractor to satisfy that responsibility. At the request of GS/OAS, the Contractor will provide satisfactory evidence of workman's compensation and other insurance coverage that may be required for all its employees or such Contractors.

10. Contractor warrants that his performance of the Work will not violate applicable immigration laws, and Contractor shall not employ any person for the performance of this Contract where such employment would violate those laws.

11. GS/OAS is not responsible for travel, visa, or customs arrangements related to or required for the performance of this Contract. Contractor shall have the sole responsibility for securing such arrangements.

12. This Contract shall be null and void in the event the Contractor is unable to obtain a valid visa and other permits or licenses necessary to complete the Work in the country where the Contract is to be performed.

- 22- 13. Unless otherwise specified in this Contract, Contractor shall neither seek nor accept instructions regarding the Work from any government or from any authority external to the Organization of American States ("OAS"). During the period of this Contract, Contractor may not engage in any activity that is incompatible with the discharge of Contractor’s obligations under this Contract. Contractor must exercise the utmost discretion in all matters of official business for GS/OAS. Contractor may not communicate at any time to any other person, government, or authority external to GS/OAS any information known to him by reason of his association with GS/OAS which has not been made public, except in the course of the performance of Contractor’s obligations under this Contract or by written authorization of the Secretary General or his designate; nor shall Contractor at any time use such information to private advantage. These obligations do not lapse upon Contract termination. Failure to comply with these obligations is cause for termination of this Contract.

14. Unless specifically provided for in this Contract, Contractor may not directly supervise a GS/OAS staff member or direct a project or mission that requires the Contractor to supervise GS/OAS staff members.

15. Contractor shall not openly participate in campaign activities for or otherwise openly support and or promote any candidate for elected positions in the OAS; nor shall Contractor use the facilities of the General Secretariat and/or its staff provided to him/her under this Contract to support and promote the candidacy of any candidate for an elected position in the OAS.

16. GS/OAS may terminate this Contract for cause with five days notice in writing to the Contractor. Cause includes, but is not limited to: failure to complete the Work in accordance with professional standards or to otherwise deliver conforming goods and services; failure to meet deadlines; conduct which damages or could damage relations between the OAS and a member state; fraudulent misrepresentation; criminal indictment; sexual harassment; workplace harassment; bankruptcy; conduct incommensurate with the requirements for participation in OAS activities; and breach of any of the provisions of this Contract.

17. Either party may terminate this Contract for unforeseen circumstances by giving at least thirty days notice in writing to the other. Unforeseen circumstances include, but are not limited to, modifications to the Program- Budget of the OAS; lack of approved funds in the OAS Program-Budget for the corresponding program or project; failure of a donor to provide fully the specific funds which were to finance this Contract; an act of God; and the Secretary General’s or a member state's desire to discontinue the Work.

18. In the event this Contract is terminated with or without cause, Contractor shall submit to GS/OAS all of the Work completed and shall receive payment for only that portion of the Work completed to the satisfaction of GS/OAS up until the date of termination.

19. Contractor certifies that:

a. Neither the Contractor nor any of its senior officers and employees, on the date of the signing of this Contract, are relatives of GS/OAS staff members above the P-3 level or of a representative or delegate to the OAS from a OAS Member State. The term relative includes spouse, son or daughter, stepson or stepdaughter, father or mother, stepfather or stepmother, brother or sister, half brother or half sister, stepbrother or stepsister, father or mother-in-law, son or daughter-in-law, brother or sister- in-law.

b. He is not incompetent to enter into a contract, is not on trial in a criminal court of any of the member states, and has never been convicted of a felony in one of the member states.

c. Completion of the Work shall not interfere with the completion of work for which he is responsible under any other contract with GS/OAS. 20. Contractor shall not employ a staff member of GS/OAS or a relative of a staff member as defined in Paragraph 19 (a) above to perform the Work, nor shall Contractor permit any staff member of GS/OAS or any relative of the staff member, as defined in that Paragraph, to receive any personal financial benefit deriving from this Contract or the Contractor's contractual relationship with GS/OAS.

- 23- 21. Contractor shall not assign this Contract or any element thereof, without the prior written consent of GS/OAS.

22. Upon written notice by either Party to the other, any dispute between the Parties arising out of this Contract may be submitted to either the Inter-American Commercial Arbitration Commission or the American Arbitration Association, for final and binding arbitration in accordance with the selected Commission’s rules. The law applicable to the Arbitration proceedings shall be the law of the District of Columbia, USA, and the language of the arbitration shall be English.

23. Nothing stated in this Contract constitutes a waiver, express or implied, of the privileges and immunities either Party and its employees enjoy under law.

24. This Contract shall enter into effect on the date on which it is signed by both Parties. Provided, further, that this Contract shall have no legal effect until it has been signed by both Contractor and a duly authorized representative of the GS/OAS.

25. The law applicable to this Contract is the law of the District of Columbia, United States of America. 26. This Contract, including Annexes I-III, Constitutes the entire agreement between the Parties, and any representation, inducement, or other statements not expressly contained herein shall not be binding on the Parties and shall have no legal effect.

27. The masculine terms employed in this Contract should be understood to apply to males, females and legal persons; singular pronouns should be understood to apply to the plural, when appropriate.

FOR GS/OAS FOR THE CONTRACTOR

Signature: ______Signature: ______

Date: ______Date: ______