Request for Information- Travel Management Services to US Embassy Bucharest

1. Introduction

The U.S. Embassy in Bucharest is seeking information from qualified vendors capable of providing travel management services. This RFI is issued solely for information and planning purposes and does not constitute a Request for Quotation (RFQ) or a commitment to issue one. This RFI aims to gain a better understanding of the local market for Travel Management Centers (TMCs) and assess available solutions to meet our travel service requirements.

2. Objectives

The U.S. Embassy in Bucharest is exploring potential providers of comprehensive travel management services. We are seeking information on which companies in Romania have the ability to deliver the following services:

• Air, rail, and bus travel reservations and ticket issuance
• Hotel accommodations/reservations
• Car rental reservations
• Detailed traveler itineraries, billing, and reconciliation services
• Emergency travel services and 24/7 customer support

The contract will involve providing services to U.S. government employees and their dependents for official travel purposes.

3. Requested Information

Travel companies in Romania who feel they possess the capabilities to provide these services should provide responses to the following:

1. Company Overview: Brief description of company, including years in operation, experience in managing travel for government or large organizations, and certifications (e.g., IATA).
2. Service Capabilities:
   • Describe company’s ability to provide the following services as outlined in the draft RFQ document:
     • Travel reservations and ticketing (air, rail, bus)
     • Hotel and car rental reservations
     • Emergency and after-hours services
     • Management reporting (e.g., monthly sales, unused ticket reports)
   • How would the company ensure compliance with U.S. Government regulations such as the ‘Fly America Act’, and the Federal Travel Regulations (FTR)?
3. Technology and Integration:
   • Describe company’s reservation and ticketing systems, including compatibility with Government Global Distribution Systems (GDS) and any online booking tools the company offers.
   • Provide details on how company handles data security, particularly concerning traveler profiles and payment methods.
4. Pricing Structure: Provide an overview of company’s pricing model, including transaction fees, commission structure, and any applicable value-added services.
5. Experience with Government Travel: List any prior experience in handling government or large corporate travel accounts, including references if available.
6. Customer Support: Describe company’s 24/7 customer service availability and support for emergency travel services.

4. Submission Details

Please submit your response no later than 20 September 2024 BucharestProcurement@state.gov  Responses must be in Microsoft Word and should be concise and focus on the questions outlined above.  The Embassy will hold a vendor meeting on 25 September to respond to any inquiries regarding the RFI.

5. Disclaimer

This RFI does not commit the U.S. Embassy to contract for any supply or service. The information provided in response to this RFI will be used to assess the local market and may inform the development of a future RFQ.

Thank you for your interest in this opportunity. We look forward to your response.