Request for Quotation (RFQ) for Domestic Air Ticketing Services

Request for Quotation (RFQ) for Domestic Air Ticketing Services

Date of Issue: 26 August 2025

Submission Deadline: 2 September 2025

Submission Email: Procurement-NP@heifer.org 

Contact Person: Rajan Kumar Nyaupane

1.    Background

Heifer International Nepal (Heifer) is dedicated to ending hunger and poverty while caring for the Earth. Since its inception in 1957, Heifer has impacted the lives of over 400,000 families through agriculture and livestock programs, focusing on empowering rural women. By creating Self-help Groups and Social Entrepreneur Women’s Cooperatives (SEWCs), Heifer helps build resilient communities and sustainable livelihoods. With a holistic approach, Heifer collaborates with local governments and partners, engages youth to improve agricultural practices, supports women-led cooperatives, and creates lasting economic change. Its mission is to ensure families achieve sustainable living incomes, with access to food, shelter, education, and healthcare, while driving progress toward more inclusive and resilient agri-food systems. 

Heiferis seeking RFQ from experienced and competent travel agencies for the provision of domestic ticketing services.

2.     Objective

The objective of this RFQ is to select a reputable, the most reliable and service-oriented travel agency to provide comprehensive air ticketing management services to Heifer, with the focus on reliability, efficiency, and value for money.

3.     Scope of Work

The selected agency will be responsible for providing the following services:

• Reservation and issuance of domestic air tickets.
• Assist in securing a new ticket from the airport counter in case of the cancellation of the flight for the day due to some reasons.
• Assist with rebooking, cancellation, and refunds.
• Arrangement of chartered flights or special bookings as and when required.
• Emergency support services for domestic air tickets (including outside office hours).
• Maintaining a database of all bookings and providing monthly travel reports as per the issuance of the ticket.
• Coordinating with Heifer admin team and travelers for itinerary confirmation.
• Provide priority service and support to Heifer, ensuring swift response to urgent booking, rebooking, or cancellation requests, even during peak travel periods or holidays.

4.     Minimum Eligibility Criteria

The applying agency must:

• Legally registered in Nepal.
• Have a minimum of three (3) years of experience in the travel business.
• IATA accredited or affiliated with a recognized travel association.
• Proven track record of providing services to INGOs, UN agencies, or other development organizations.
• Capable of providing 24/7 customer support.
• Provide proper invoices and accept digital/online payment modes.
• Able to maintain confidentiality and professionalism.

5.     Proposal Submission Requirements

Interested agencies must submit the following documents:

• Company profile and experience relevant to this RFQ.
• Valid registration and tax clearance certificates FY 080-81
• IATA accreditation certificate (if available)
• List of at least three (3) current or recent INGO/NGO clients with contact references.
• Details of team members and their roles.
• Description of service process, including response time and support channels.
• Proposed net service charges.
• Payment mode requirement and credit facility.
• Any additional value-added services or special discounts.

6.    RFQ Evaluation Criteria

7.     Submission Guidelines

The RFQ must be submitted as per the annex 1 template (Download from Here) with required additional information in your letterhead and above-mentioned documents via email clearly marked as: "RFQ for Travel and Ticketing Services “ and must be received no later than 2 September 2025, 5:00 PM.

8.    Additional Information

• Heifer solely reserves the right to accept or reject any quotation.
• Only shortlisted agencies will be contacted for further discussion or presentation.
• Agencies may be asked to demonstrate their booking systems or provide trial services during the evaluation process.
• Late submissions will not be accepted.