Provision of Travel Agency Consultancy Services to Tdh Nigeria at Terre des hommes Foundation (Tdh)

Background

Terre des hommes (Tdh) is a Swiss child‑focused humanitarian organization committed to protecting the rights and wellbeing of vulnerable children and their families. In Nigeria, Tdh has been operating since 2017, responding to the humanitarian crisis caused by conflict and displacement in the North‑East, North‑Central, and South‑West regions.

Tdh delivers life‑saving and resilience‑building support in child protection, education, psychosocial wellbeing, health, and water, sanitation and hygiene (WASH). The organization works closely with communities, local partners, and government institutions to strengthen protection systems and improve access to essential services. Through its programs, Tdh strives to ensure that every child grows up in safety, dignity, and hope.

In line with its operational Terre des hommes (Tdh) Nigeria hereby invites reputable, duly registered, and experienced Travel Agencies to submit proposals for the booking and issuance of domestic and international flight tickets for Tdh staff and partners. he selected travel agency will provide travel management services for Domestic flight bookings within Nigeria, International flight bookings for Tdh staff and partners Ticket issuance, re-issuance, cancellations, and itinerary changes as required. The contract will be awarded for an initial period of twelve (12) months, with the possibility of renewal based on satisfactory performance and continued organizational needs.

Objective

The objective of this Request for Proposal is to establish a Framework Agreement with a qualified and experienced Service Provider for the efficient, timely, and cost‑effective booking and issuance of domestic and international airline tickets, to meet the travel needs of Terre des hommes (Tdh) Nigeria on an as‑and‑when‑required basis.

Scope of Services

The Service Provider shall provide the following services to Terre des hommes (Tdh) Nigeria on an “as and when required” basis throughout the duration of the Framework Agreement:

• Booking and issuance of domestic and international airline tickets in accordance with approved travel requests.
• Provision of at least three (3) competitive airline options for each travel request, considering best value for money in terms of price, travel schedule, routing, and airline reliability.
• Re‑issuance, re‑routing, date changes, and cancellation of tickets as instructed by Tdh, in compliance with airline policies and fare conditions.
• Timely delivery of electronic tickets (e‑tickets) and all related travel documents.
• Ongoing after‑sales support, including assistance with urgent changes, travel disruptions, and airline-related issues.

Key Responsibilities of the Service Provider

The Service Provider shall be fully responsible for the delivery of the services under this Framework Agreement and shall bear all costs and risks associated with the provision of the services, except where otherwise agreed in writing by Terre des hommes (Tdh) Nigeria.

Availability and Response Time

The Service Provider shall ensure the following minimum service standards:

• Designation of a dedicated Contract Manager (focal point) who shall act as the primary contact person for Tdh and be available and reachable twenty‑four (24) hours a day, seven (7) days a week (24/7).
• Acknowledgement and response to all flight booking requests from Tdh within a maximum of one (1) hour from the time the request is received via email or other approved communication channels.
• Immediate telephone support for urgent or emergency travel requests, including last‑minute bookings, itinerary changes, cancellations, or travel disruptions.

Common Routes

The most frequent domestic routes are:

Abuja Maiduguri, Abuja Akure/Ondo, Abuja Calabar/Cross River, and other Nigerian cities as required. 

Financial and Payment Conditions 

• No advance payment will be made under any circumstances. 
• The Service Provider shall mobilize its own resources to purchase tickets and will be reimbursed only after ticket has been secured and required documents are submitted. 
• Invoices shall be submitted immediately and will only be processed upon receipt of:
  • Copy of e-tickets
  • Detailed invoice 
• In compliance with Nigerian law, 5% Withholding Tax (WHT) will be deducted from the service fee/commission only (not from the ticket value reimbursed). However, the service provider is responsible to pay stamp duty to the relevant authority against the invoice and present to Tdh a stamped invoice reflecting the status of the payment. 
• The Service Provider shall absorb all credit/card/facilitation fees; no additional charges shall be passed to Tdh.

Responsibilities of Tdh

• Submit flight requests via email and follow up by phone when necessary. 
• Provide all required passenger details and supporting documents in a timely manner. 
• Notify the Service Provider of any cancellation or change at least twenty-four (24) hours before departure (whenever possible). 
• Review and approve proposed flight options before ticketing. 
• Payment will be made within 14 days after receipt and verification of the above documents. 

Submission Requirements

Interested agencies must submit:

• Company profile
• Certificate from Nigerian Civil Aviation Authority (NCAA) as proof of registration. 
• Proof of IATA Accreditation 
• Proof of membership with National Association of Nigeria Travel Agencies (NANTA)
• Experienced in providing corporate and humanitarian travel services
• Financial proposal i.e.  service fee/commission structure 
• 24/7 contact details of the proposed Contract Manager 
• Valid certificate of incorporation from the Corporate Affairs Commission (CAC) 
• Valid Tax Clearance Certificate 
• Proof of registration for Special Control Unit against Money Laundering (SCUML)