GIZ invites tenders for services in connection with global business travel in two lots. Within lot 1, global travel agency services are being tendered. In lot 2, the service for auditing and processing of expense report audits for GIZ in Germany is put out to tender.
Lot 1: Global Travel Agency Services
With this tender GIZ initiates the changeover to global and unified travel agency services for its internal structure in Germany and its field structure for the first time. GIZ is looking for a global travel management agency that provides travel agency services for Germany and for as many of the 100 worldwide GIZ-locations as possible. The aim is to offer travelers an optimal and efficient service through convenient tools and services. Therefore, GIZ has made a strategic decision in favor of the SAP system. In Germany, SAP Concur Travel and SAP Expense will be already in use by the start of the new contract. In the GIZ-field structure (with up to 100 countries) SAP Travel should be implemented at the same time as the roll-out of the new travel agency in the respective countries. In addition, offline bookings will continue to be required for complex trips.
GIZ aims to have a maximum contract duration of 8 years. The expected term of the contract will be 4 years with the possibility of two two-year contract extensions (4+2+2). The services shall initially go-live in Germany after implementation phase on July 1, 2026 and then gradually be rolled out worldwide.
The service catalog of the travel management agency should include the following services, which can be called up according to country-specific requirements: - Advising GIZ employees on business travel based on economic and sustainability aspects,- Preparation of offers and issuing of flight and train tickets, hotel bookings and, in exceptional cases rental car bookings, in accordance with travel requests,- providing evaluations, in particular on GIZ's travel volume and CO2 emissions,- possibly handling group bookings for international delegation trips, including rail/air tickets, hotels, conference rooms and bus transfers via TMC in Germany, and- in certain cases, the application for visas.
GIZ aims to have a maximum contract duration of 8 years. The expected term of the contract will be 4 years with the possibility of two two-year contract extensions (4+2+2). The services shall initially go-live in Germany after an implementation phase on July 1, 2026 and then gradually be rolled out worldwide.
The agreement comes into force upon notification of its award. The anticipated implementation must begin in good time so that the services tendered can commence on 1 July 2026 and ends on 30th of June 2030 with the option of extending the agreement 2 times, by 2 years in each case.
Unless the agreement is terminated by GIZ in text form at least 3 months before the end of the respective term, it shall be automatically extended by one year. The agreement may not be extended beyond the end of the eighth contractual year.
Please see details in tender documents
Upon conclusion of the contract, the service is commissioned for Germany. However, GIZ aims to include as many countries as possible in this contract. Whether and when a country is included depends on the current contract terms of the individual country offices with travel service providers and on whether economic reasons argue against inclusion in this contract.
GIZ has the right to optionally include up to 100 additional countries in the service provision in accordance with the prices offered in the price list. All countries offered by the contractor can therefore be optionally included in the contract. GIZ will inform the contractor in good time if a further country is to be included in the service provision.
If the service is commissioned for another country, GIZ may, for example, in the event that the country office of that country already has negotiated airline rates, adapt the servicing model offered before implementing the services for the country in question. This is subject to the contractor offering a different service model.
In justified cases, the staffing model offered may also be adjusted by GIZ.
See tender documents
According to Article 160, Section 3 of the German Act Against Restraint of Competition (GWB), application for review is not permissible insofar as1. the applicant has identified the claimed infringement of the procurement rules before submitting the application for review and has not submitted a complaint to the contracting authority within a period of 10 calendar days; the expiry of the period pursuant to Article 134, Section 2 remains unaffected,2. complaints of infringements of procurement rules that are evident in the tender notice are not submitted to the contracting authority at the latest by the expiry of the deadline for the application or by the deadline for the submission of bids, specified in the tender notice.3. complaints of infringements of procurement rules that first become evident in the tender documents are not submitted to the contracting authority at the latest by the expiry of the deadline for application or by the deadline for the submission of bids,4. more than 15 calendar days have expired since receipt of notification from the contracting authority that it is unwilling to redress the complaint.Sentence 1 does not apply in the case of an application to determine the invalidity of the contract in accordance with Article 135, Section 1 (2). Article 134, Section 1, Sentence 2 remains unaffected.
All communication takes place in English via communication tool in the project area of the procurement portal.
We do not reserve the right to award the contract on the basis of initial tenders without entering into negotiations. Instead, negotiations will be held with all tenderers who have submitted a tender in due form and time.
Please note the following special features of the tender:- The minimum requirements of the technical criteria do not have to be met in the initial bids. Rather, GIZ reserves the right to adjust the minimum criteria and, in some cases, the evaluation criteria after the initial bids and the negotiation(s). In particular, if all tenderers are unable to meet certain minimum criteria or provide certain services, these will be adjusted.- In addition, a tenderer must only provide the services advertised for at least Germany and 60% of the countries listed. The more countries are covered, the better the technical evaluation will be. If, in addition, the service is not offered for a country, the price of the most expensive tenderer for this service will be included in the evaluation for evaluation purposes only. However, the service will not become the subject of the contract; the price will be used purely for evaluation purposes.
GIZ asks the applicant or bidder to submit, complete or correct documents, within the framework laid down by law.
In accordance with §§ 123,124 GWB, § 22 LkSG
EN-A1: Principles for the execution of orders (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): The eligbility criteria are not from the same category as stipulated above, as there is no suitable category.
1. Self-declaration: name of company and address, tax ID, registration and commercial register number or equivalent register in accordance with the legal provisions of the country of origin.2. No grounds for exclusion pursuant to § 123, § 124 GWB, § 22 LkSG, EU-Russia sanctions
3. Declaration of bidding consortium and/or declaration of subcontractors (if applicable)
EN-A2: Conditions for the reduction of candidates (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): If we receive more than 5 requests to participate, we will make a selection on the basis of the criteria laid out in the procurement documents and invite tenders only from the 5 candidates with the highest scores. We reserve the right to cancel the procurement procedure if we receive fewer than 3 requests to participate.
Weighted criteria for the selection of candidates:
1. Implementation and management of global travel agency services in more than 30 countries per client (30%)2. Expertise in SAP Concur Travel (20%)3. Experience in handling complex trips in the business travel sector (10%)4. Knowledge of a travel reservation system (e.g. Start Amadeus, Sabre, Galileo) (10%)5. Regional experience in in the following 5 regions/countries: Asia, Africa, Europe, Germany, Latin America (30%)
EN-B1: Technical and professional ability (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): 1. The technical assessment is only based on reference projects with a minimum commission value of 600,00.00 EUR.2. At least 1reference project in the technical field management of global business travel for at least 30 countries in the last 60 months
EN-C1: Economic and financial standing (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): Average annual turnover for the last three years (last-but-four financial year can be included in case of tenders held within 6 months of end of last financial year), at least: 3,000,000.00 EUR.
EN-C2: Economic and financial standing (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): Average number of employees and managers in the last three calendar years, at least 100 persons.
1. Implementation and management of global travel agency services in more than 30 countries per client (30%)2. Expertise in SAP Concur Travel (20%)3. Experience in handling complex trips in the business travel sector (10%)4. Knowledge of a travel reservation system (e.g. Start Amadeus, Sabre, Galileo) (10%)5. Regional experience in in the following 5 regions/countries: Asia, Africa, Europe, Germany, Latin America (30%) - Assessment of technical eligibility / weighted criteria for the selection of candidates
The execution conditions result from the information given in the contract notice and the tender documents.