Procurement Summary

Who We Are

Girl Effect(GE) is an international non-profit that builds media that girls want, trust and need. From chatbots to chat shows and TV dramas to tech, our content helps adolescent girls in Africa and Asia make choices and changes in their lives. We create safe spaces for girls, sharing facts and answering questions about health, nutrition, education, and relationships, empowering girls with the skills to negotiate and redefine what they are told is possible “for a girl”.

Our reach is 50 million and counting. And we’re using technology to reach girls at scale so every girl can choose to be in control of her body, health, learning and livelihood.

Because when a girl unlocks her power to make different choices that change her life, it inspires others to do so too. She starts a ripple effect that impacts her family, community, and country.

That’s the Girl Effect.

Background

Girl Effect operates across multiple countries and requires reliable travel services for domestic, regional and international travel undertaken by employees, consultants and other authorised travellers.

GE is seeking to establish a Framework Agreement with an experienced travel management company or travel agency capable of providing comprehensive, responsive and cost-effective travel services.

The successful agency will be expected to combine strong account management, competitive sourcing, reliable traveller support, appropriate technology and transparent reporting to support GE's travel programme.

GE is particularly interested in providers that can introduce technology-enabled and self-service travel solutions, alongside traditional travel agency support, allowing GE to improve efficiency, traveller experience, policy compliance and visibility over travel expenditure.

Objective

The objective of this RFP is to identify a specialised Travel Service Provider capable of delivering a safe, efficient, responsive and cost-effective travel management service that represents best value for money for GE.

The successful provider will be expected to:

• Secure competitive fares and travel rates while complying with GE's Travel Policy.
• Provide efficient booking and traveller support across GE's countries of operation and international destinations.
• Provide 24/7 emergency assistance for urgent travel requirements and disruptions.
• Support air travel, accommodation, transfers, visas, travel insurance and related services.
• Provide appropriate technology and systems to simplify travel booking and administration.
• Provide transparent invoicing, reconciliation and management information.
• Track and demonstrate savings and other value delivered to GE.
• Support GE in negotiating airline, hotel and other travel programme discounts where volumes permit.
• Provide scalable travel insurance solutions through reputable insurance partners.
• Provide a consistent service across GE's geographically dispersed operations.

Scope Summary

The successful agency will be expected to provide some or all of the following services.

Air Travel, Reservations and Ticketing

For every duly approved GE travel request, the agency shall:

• Research and provide at least three suitable travel options, where available.
• Present the lowest appropriate fare together with practical alternative itineraries.
• Consider cost, routing, travel time, number of connections, baggage allowance, cancellation/change conditions and traveller requirements.
• Provide domestic, regional and international air reservations and ticketing.
• Clearly disclose fare conditions before ticket issuance.
• Provide information on baggage allowances, ticket restrictions and applicable penalties.
• Facilitate ticket changes, cancellations, re-routing and reissuance.
• Process and track refunds.
• Maintain and track unused tickets and airline credits and proactively apply eligible credits to future travel.
• Advise GE of ticketing deadlines before reservations or fares expire.
• Offer special, restricted, promotional, corporate, NGO/humanitarian, bulk or other discounted fares whenever appropriate.
• Support GE in negotiating corporate or volume-based agreements with airlines frequently used by GE and ensure applicable discounts are consistently applied.

GE's Travel Policy currently requires the use of the lowest appropriate fare that reasonably meets organisational and traveller requirements. The successful agency will be required to understand and apply GE's Travel Policy and any subsequent revisions.

Accommodation

The agency shall, where requested:

• Source and book suitable accommodation.
• Compare GE-negotiated, agency-negotiated and publicly available rates where appropriate.
• Seek preferential or corporate hotel rates where GE travel volumes provide an opportunity to do so.
• Clearly confirm room rates, applicable taxes, meal basis and cancellation conditions.
• Support group accommodation requirements for meetings, conferences, workshops and other events.
• Negotiate volume or group discounts where applicable.

Ground Transportation and Airport Transfers

The agency should be capable of arranging:

• Airport transfers.
• Approved local ground transportation.
• Group transportation where required.
• Reliable and appropriately vetted transport providers.
• Transportation associated with meetings, workshops, conferences and other GE activities.

Pricing for transfers should be transparent and agreed before confirmation.

Visa and Travel Documentation Support

The agency shall provide end-to-end visa support where required, including:

• Current visa and entry requirements.
• Application guidance.
• Relevant application forms.
• Visa appointment information.
• Document submission where legally/permissibly available.
• Visa application follow-up.
• Passport/document collection where appropriate.
• Transit visa requirements.
• Passport validity requirements.
• Maintaining up-to-date visa information for countries frequently travelled to by GE staff.

The agency should proactively flag potential visa or entry issues when reviewing proposed itineraries.

Travel Insurance

The agency should demonstrate its ability to facilitate comprehensive international travel insurance for GE travellers.

Insurance may be arranged directly by the agency where it is appropriately authorised to do so, or through a reputable and appropriately licensed insurance intermediary/agent working with a reputable and financially sound insurance underwriter.

The proposed insurance solution should be capable of supporting travel across:

Africa, Asia, Europe and the Americas, subject to applicable policy terms, territorial restrictions and exclusions.

Bidders should provide information on:

• The proposed insurance intermediary/agent.
• Proposed insurance underwriter(s).
• Relevant licensing/regulatory status.
• Countries and territories covered.
• Single-trip insurance options.
• Annual/multi-trip or corporate/group travel insurance options, where available.
• Emergency medical treatment.
• Emergency medical evacuation and repatriation.
• Trip cancellation and curtailment.
• Baggage and personal effects.
• Lost or delayed baggage.
• Travel delay and missed departure.
• Personal accident cover.
• Other relevant travel risks.
• Applicable benefit limits.
• Excesses/deductibles.
• Material exclusions.
• Treatment of pre-existing medical conditions.
• Age or destination restrictions.
• Emergency assistance arrangements.
• Claims notification and claims-management processes.

The agency should be capable of providing appropriate policy/certificate documentation promptly following confirmation of cover and access to a 24/7 emergency assistance service.

Insurance premiums, commissions, administration charges and/or service fees must be transparently disclosed.

GE reserves the right to procure travel insurance independently. Appointment as GE's travel agency will not automatically give the successful agency exclusivity over travel insurance services.

Technology-Enabled and Self-Service Travel Solutions

GE is particularly interested in agencies that can offer modern technology-enabled travel management solutions that reduce manual administration while maintaining appropriate controls.

Bidders are therefore encouraged to propose an online booking platform, secure portal, mobile application, dedicated booking link or other technology solution through which authorised GE users can search, compare and, where appropriate, directly book approved travel.

Potential capabilities may include:

• Direct search and booking of flights.
• Hotel search and booking.
• Ground transportation booking.
• Real-time or near-real-time fare and availability comparison.
• Traveller profiles.
• Integration of GE's Travel Policy.
• Identification or restriction of out-of-policy bookings.
• Approval workflows before ticket issuance.
• Cost centre, project, grant or other coding at the point of booking.
• Electronic itineraries and travel documentation.
• Mobile access.
• Automated travel alerts and notifications.
• Visibility of unused tickets and travel credits.
• Management of changes and cancellations.
• Reporting dashboards.
• Downloadable data in Excel/CSV or similar formats.
• Integration capability with relevant HR, finance, expense or approval systems.
• Traveller tracking/duty-of-care functionality where available.

GE is particularly interested in technology-enabled models that allow authorised users to search, compare and book approved travel directly, with GE paying an agreed transaction, application or service fee per booking where commercially viable.

Bidders may propose one or more service models, including:

Full-Service Model: The travel agency manages all bookings and traveller requirements on GE's behalf.

Self-Service Model: GE users book approved travel directly through the agency's platform, portal, application or dedicated booking link.

Hybrid Model: GE users self-book straightforward travel while the agency provides agent-assisted services for complex itineraries, group travel, visas, emergencies, refunds and other requirements.

Bidders proposing a technology solution should clearly describe:

• Platform functionality.
• Implementation/onboarding requirements.
• User and administrator training.
• Licence/subscription fees, if any.
• Transaction/application/service fees.
• Any agent-assisted booking fees.
• User access controls.
• Data protection and information-security arrangements.
• Data hosting arrangements.
• System availability and business continuity.
• Technical support.
• Reporting capabilities.
• Integration capabilities.
• Any limitations or dependencies.

GE does not require a particular technology model and will consider the overall combination of service quality, functionality, implementation requirements, traveller experience and total cost of ownership.

Group, Conference and Event Travel

Upon request, the agency should be capable of supporting travel associated with:

• Conferences.
• Meetings.
• Training workshops.
• Organisational events.
• Group travel.

The agency should assist GE in negotiating appropriate group rates and discounts across flights, accommodation and transportation where volumes permit.

24/7 Emergency and Traveller Support

The successful agency must provide normal travel support during agreed business hours and maintain a reliable 24-hour emergency service, including weekends and public holidays. At least two appropriately trained representatives should be contactable for emergency requirements. Emergency support should include assistance with:

• Flight cancellations.
• Missed connections.
• Significant delays.
• Urgent itinerary changes.
• Re-routing.
• Emergency accommodation.
• Travel documentation issues where assistance can reasonably be provided.
• Other material traveller emergencies.

The bidder should provide a clear escalation process and explain how service continuity will be maintained during staff absence, system outages or major travel disruption.

Travel Policy Compliance

The successful agency will be required to read, understand and apply GE's Travel Policy.

The agency will be expected to:

• Apply GE's approved travel rules consistently.
• Provide at least three compliant options where available.
• Identify the lowest appropriate fare.
• Flag out-of-policy requests before ticketing.
• Maintain appropriate records of approved exceptions.
• Advise GE Operations where policy requirements are causing material operational challenges.
• Recommend opportunities to improve travel efficiency and value for money.

Account Management

The successful agency shall provide GE with:

• A dedicated account manager.
• Appropriate backup personnel.
• Clear account escalation arrangements.
• Regular account/service reviews.
• Proactive advice on travel-market developments.
• Opportunities for cost reduction.
• Airline and hotel negotiation opportunities.
• Traveller-service improvements.
• Appropriate implementation and onboarding support at contract commencement.

Invoicing and Reconciliation

The agency shall:

• Provide invoices on an agreed regular basis.
• Provide monthly statements.
• Issue credit notes promptly where applicable.
• Clearly separate actual third-party costs from agency fees.
• Provide sufficient transaction-level information to enable GE to reconcile expenditure.
• Maintain an appropriate back-office system supporting efficient account reconciliation.

GE reserves the right to request supporting evidence for third-party costs, including airline fares.

Service Levels and Performance Standards

The successful provider will be expected to meet agreed service standards, including:

Final service levels and KPIs will be agreed during contracting and may be reviewed periodically during the Framework Agreement.

Girl Effect Responsibilities

GE will:

• Provide the successful agency with the applicable Travel Policy.
• Provide relevant booking and approval procedures.
• Ensure travel requests are appropriately authorised before ticketing.
• Provide required traveller information and documentation promptly.
• Review and respond to travel options/quotations as reasonably required.
• Review supplier performance and raise material service concerns.
• Pay valid and undisputed invoices in accordance with agreed contractual terms.

Who You Are

Bidders should demonstrate:

• At least five years' relevant travel industry experience.
• Appropriate professional travel-management capability.
• Sufficient experienced personnel to service the GE account.
• Valid IATA accreditation/membership or appropriate equivalent ticketing arrangements.
• Experience servicing corporate, NGO, international development or similarly complex accounts.
• Experience supporting multi-country/international travel.
• Strong booking and ticketing capability.
• Effective back-office and reconciliation systems.
• Strong reporting capability.
• 24/7 emergency support.
• Appropriate business-continuity arrangements.
• Appropriate information-security and data-protection controls.
• Demonstrated geographical capability or partner networks relevant to GE.

Bidders should specifically describe their experience and capability in GE's current countries of operation, including:

Kenya, South Africa, Nigeria, Ethiopia, India, Tanzania, the United Kingdom and the United States, as well as their broader ability to support international travel.

Bidders should provide at least three contactable references for comparable engagements.

Where travel insurance is proposed, bidders should provide appropriate evidence regarding the insurance intermediary/agent and proposed underwriter(s), including relevant licences or regulatory authorisations where applicable.

Proposal Submission

Your proposal, should you be interested, shall cover the following:

Technical Proposal

The Technical Proposal should include:

• Understanding of GE's requirements.
• Proposed approach and service-delivery model.
• Company profile and credentials.
• Relevant experience.
• Experience managing comparable international/corporate/NGO travel accounts.
• Proposed account-management structure.
• Key personnel and relevant experience.
• Geographical presence and/or partner network.
• Proposed service model: full-service, self-service, hybrid or combination.
• Booking and ticketing technology.
• Online booking/portal/app capabilities where available.
• Reporting and reconciliation capability.
• Fare optimisation and savings approach.
• Airline and hotel negotiation capability.
• 24/7 emergency support arrangements.
• Business-continuity arrangements.
• Visa support capability.
• Travel insurance capability.
• Data protection and information-security arrangements.
• At least three contactable references.
• Any assumptions, dependencies or exceptions to this RFP.

Financial Proposal

The Financial Proposal must be submitted as a separate attachment and should clearly identify all fees.

Rather than requiring one bundled handling fee, GE would like bidders to provide transparent pricing for the relevant service components so that different operating models can be evaluated fairly.

At minimum, bidders should quote, where applicable:

Bidders should also clearly indicate whether any services are provided at no additional cost.

Actual airline fares, hotel charges, visa/consular charges, insurance premiums and other third-party costs must be shown separately from the agency's service fees.

Any mark-up, commission, rebate, incentive or other remuneration that may affect the cost to GE should be transparently disclosed.

No undisclosed or hidden charges will be accepted.

Prices should be quoted in USD, unless otherwise requested by GE.

Bidders should clearly identify all applicable taxes and their treatment.

The Financial Proposal must remain valid for 90 days from the bid closing date.

Evaluation Criteria

GE will evaluate proposals using the following criteria:

Technical: 70% & Financial: 30%

GE may conduct reference checks, request clarifications and/or invite shortlisted bidders to demonstrate their proposed technology or service model as part of validating information contained in their proposal.

Tentative Procurement Timeline

• RFP Published 16th September 2026
• Proposal deadline 23 September 2026

How to Apply

Interested bidders should submit:

1. Technical Proposal
2. Separate Financial Proposal
3. Relevant supporting documentation

to [email protected] by 23 September 2026. The email subject should read: Travel Agency Services 2026

General and Commercial Terms

• Contracting: The successful bidder will enter into GE's standard Framework Agreement. Appointment does not guarantee any minimum volume or expenditure.
• Taxes: Bidders are responsible for understanding and clearly stating applicable taxes. GE will deduct or account for taxes where required by law.
• Confidentiality & Data Protection: The successful bidder must protect GE and traveller information and comply with applicable confidentiality and data protection requirements.
• Safeguarding: The successful bidder will be expected to comply with GE's safeguarding requirements and may be subject to appropriate due diligence checks.
• Conflicts of Interest: Bidders must disclose any actual or potential conflicts of interest that could influence the delivery of services or recommendations to GE.
• Equal Opportunities: GE is committed to equal opportunity and encourages proposals from diverse organisations and professionals.
• Right to Award: GE reserves the right to seek clarifications, negotiate, amend or cancel the procurement process, reject any or all proposals, and is not liable for costs incurred in preparing a proposal.
• Proposal Validity: Proposals must remain valid for 90 days from the submission deadline.