Request for Proposals: Vendor for Visa Processing and Travel Logistics

Introductory Information

Team CommUNITY (TCU) at ARTICLE 19 is looking for travel management agencies to provide full-service travel support for our staff and projects. Applying firms can specify in their proposals if they are applying for both of the following categories, or for one of each:

• Visa application and other visa obtaining services

• Travel assistance

Firms who may work together to execute this full set of services can also submit a joint proposal.  

Background

TCU is hosting its first global gathering of digital rights leaders and subject matter experts following the COVID-19 pandemic. The global gathering is an annual event that brings together frontline activists, technologists, journalists, human rights defenders, researchers, and other profiles fighting online surveillance and censorship, and working on emerging issues that sit at the intersection of human rights and technology. The event is considered one of the most important gatherings in the digital rights space where, through unique event design and facilitation, the field is able to co-design strategies, share knowledge, and deepen trust between regions and various disciplines. 

TCU has selected the coastal municipalities of Cascais and Estoril outside of Lisbon, Portugal as the location for this initial event. The gathering will host approximately 200-250 people, with participants coming from countries throughout North America, Latin America, Europe, MENA, Sub-Saharan Africa, Asia, and Eurasia. To ensure equitable participation at our first event, we are looking for firms with expertise in navigating the post-pandemic visa and travel assistance landscape, working with TCU to ensure that invited participants requiring assistance to obtain visas to Portugal, and/or logistical and financial assistance in purchasing a flight or other travel needs, are able to do so. Further, we are looking for firm(s) who are flexible in supporting the growth of our annual gatherings year after year.

Scope of Services Requested

The successful proposal will describe the full suite of services offered by the Vendor which should include, at a minimum:

Visa Assistance:

• List of countries of origin that the Vendor is able to support

• Ability to service multiple individuals from different countries of origin, including helping individuals to navigate different or changing requirements

• Ability to facilitate obtaining transit visas as part of the individual travelers’ itinerary.

• Providing weekly status updates to TCU on the visa status of applicable individuals

• Availability of “after hours” or 24/7 services in case of urgent or emergency issues as they arise

• Assistance with Passports and other travel documentation

Travel Assistance:

• Assisted and Self-Service Online Reservation support for:

• Domestic and International Travel via Air, Rail, and/or Vehicle

• Domestic and International Hotel Lodging and Accommodations

• Availability of “after hours” or 24/7 services in case of urgent or emergency issues as they arise

• Demonstrated ability to recoup costs in the event of flight cancellations, delays, or other 

• Providing status updates, travel summary sheets, and/or other data to TCU on a weekly basis.  

Travel Insurance (optional):

TCU is also seeking a provider for travel insurance. If respondents offer these services, or are

currently engaged with a third party provider of such services, please include this information in

your proposal. Coverage should include:

• Trip Cancellation Protection

• AD&D

• Medical Coverage during Travel (excluding Pre-Existing Conditions)

• Loss of Equipment

• Emergency Evacuation

• Covid quarantine/services, if available
  

Selection Criteria 

1. Demonstrated experience in supporting travel to and from large-scale events for an international audience 

2. Strong command of English and cross cultural communication skills. 

3. Experience working with travelers who may have different citizenship statuses (i.e: asylee status, permanent resident, etc.) 

4. Experience adhering to USG regulations, including but not limited to, Fly America Act, economy class tickets, etc.

5. Ability to scale services as demand grows.

RFP Timeline

January 31, 2023: Proposals Due

February 15, 2023: Finalists are notified, additional questions may be asked

February 28, 2023: Selected firm(s) are contracted.

Pricing

Provide Fixed Rates for all offered services to TCU. If you are providing a discount on your regular commercial rates, please also provide those commercial rates for comparison. Please specify the number of dedicated agents / personnel from your firm that would work with TCU to execute services.

Submission process

Please submit your proposal by January 31, 2023. 

Proposals must include: 

1. An overview of the business enterprise; 

2. Itemized Rate Schedule for all available services, including reflected discounts.  

3. Vendor’s relevant qualifications, including specific experience with booking travel for non-profit organizations and navigating federal travel policies 

4. OPTIONAL: Travel Insurance coverage and plans 

5. Other services your vendor provides, if any; 

6. Three (3) client references or reviews of work performed for similar organizations or companies as TCU.