Introduction

The Science for Africa Foundation (SFA Foundation) is a pan-African, non-profit, and public charity organisation that supports, strengthens, and promotes science and innovation in Africa. The SFA Foundation is committed to improving African people's quality of life and promoting research uptake in communities, industry, and the public sector. We serve the African research ecosystem by designing, funding, and managing programmes that support excellent science and innovation; and that build and reinforce environments that are conducive for scientists to thrive and produce quality research that impacts development. SFA Foundation is distinctive in that it focuses on the ecosystem surrounding research and the production of research itself. It also supports initiatives that directly influence the quantity, quality, and impact of research.

Background

SFA Foundation invites qualified and experienced Travel Management Companies to submit proposals for the provision of comprehensive corporate travel management services.

The Foundation seeks to establish a partnership with a service provider capable of delivering end-to-end travel management solutions that support its global operations. The successful bidder will provide cost-effective, technology-enabled, responsive, and traveller-centric services while ensuring compliance with SFA Foundation's travel policies, duty-of-care requirements, and operational needs.

The scope of services includes corporate air travel management, accommodation bookings, airport transfers, visa and travel documentation support, travel insurance arrangements, and other related travel services that may be required from time to time.

The successful bidder should demonstrate the ability to:

1. Secure the lowest logical airfare and optimise travel expenditure through effective fare management and strategic supplier relationships.
2. Provide proactive travel advisory services, including updates on airline schedules, fare changes, travel restrictions, and emerging risks that may impact SFA Foundation's operations.
3. Deliver high-quality traveller support, including 24/7 customer service and emergency travel assistance.
4. Offer a robust online booking platform with integrated travel management capabilities.
5. Provide comprehensive travel reporting, spend analytics, and management information to support informed decision-making.
6. Implement effective travel risk management measures that promote traveller safety, policy compliance, and business continuity.
7. Manage value-added travel services, including accommodation reservations, airport transfers, visa processing, and related travel requirements.
8. Demonstrate a commitment to continuous improvement, service innovation, and the adoption of industry best practices.

The successful firm will be appointed under an initial one-year contract, with the possibility of annual renewal for up to a maximum of three (3) years, subject to satisfactory performance and continued business requirements.

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Objectives of the Assignment

The Travel Agency is expected to meet SFA Foundation business objectives outlined below:

1. To ensure that travellers on official SFA Foundation business are provided with the resources needed to accomplish required travel on missions outside of the duty post, and to provide resources such that conditions of such travel are safe, convenient, comfortable, and as conducive to productive output as would be the case at the duty station, all things being equal.
2. To ensure that travellers strive to make arrangements that result in the least expense to SFA Foundation, providing, of course, that such arrangements do not result in either ineffective use of the traveller’s work time, unreasonable inconvenience, or negatively impact the traveller’s safety or health. 

Instructions on the Proposal Submission Process

1. Proposal to be sent by email to [email protected] on or before 18 August 2026 at 5.00 pm (EAT)
2. The proposal to be marked as follows on the subject line:

REQUEST FOR PROPOSALS (RFP) CONSULTANCY SERVICES FOR TRAVEL AND TICKETING SERVICES

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