1. Background:

In the framework of the project: Strengthening and articulation of civil society organisations, networks and platforms in LAC for the follow-up of the CELAC-EU international cooperation summits with the Spanish Agency for International Development Cooperation - AECID, the Organisation has identified the importance of having an efficient and organised corporate travel agency service, especially to carry out activities that involve international and national travel for congresses and work meetings, the planning of these trips is decisive for a better organisation in logistical matters.

The organisation currently undertakes corporate travel on an occasional basis, without centralised management to maximise available resources, reduce waiting times and minimise the risk of unforeseen events. This approach has sometimes led to complications in the organisation of transfers and other logistical aspects, which affects the efficiency of the trips and the people's experience.

Hiring a specialised travel agency is essential to optimise the logistics and management of our organisation's travel. By having a professional and experienced agency, you can obtain personalised attention, recommendations tailored to the needs of travellers and, above all, significant time savings in the organisation of trips.

2. Justification:

The main reasons for contracting the agency include:

1. Optimisation of time and resources: The agency will take care of all aspects of event management, allowing employees to focus on their work responsibilities and avoid wasting time on paperwork and planning.
2. Specialised advice: We will have experts in the planning and management of corporate events, who will be able to recommend the best options for transport and activities, according to the budget and the specific needs of each trip.
3. Better rates and supplier agreements: Thanks to the agency's experience and network of contacts, preferential rates and special conditions for flights, hotels, space rental and complementary services can be obtained, representing direct savings for the organisation.
4. Management of unforeseen events: The agency will take care of any inconvenience that may arise during the management of the event (flight rescheduling, last minute changes, medical emergencies, hotel cancellations, etc.), ensuring that travel runs smoothly.
5. Improved traveller experience: Employees will enjoy a personalised service, safe in the knowledge that their travel is fully organised and supported by experts. This will positively impact productivity and overall satisfaction.

In short, hiring an integrated travel agency will allow the organisation to have a specialised service that optimises the logistics of travel and events, reduces costs and provides a better service for people.

3. Object:

 To contract the services of one (1) travel agency, for the integral management of an event held by the organisation Colombia Diversa that will take place on 6, 7, 8, 9, 10 and 11 November 2025 in the city of Santa Marta (Colombia).

4. Profile of the requested company:

We are looking for a travel agency, committed to offer experiences based on responsibility, compliance and constant accompaniment for the participants. With more than 3 years of experience in the tourism industry, who are specialists in providing complete solutions.

The team that is part of the selected travel agency must be highly qualified to offer advice on itinerary planning, flight reservations, all adapted to the needs of Colombia Diversa, guarantee a quality service, attention to detail from the first contact until the return to the destination. In addition, there must be value for money and constant accompaniment throughout the process.

5. Services requested: 

The contracted travel agency will report directly to the Administrative and Financial Management of Colombia Diversa. Among the main functions are the following:

Air tickets:

• Manage and coordinate air transport bookings for the event in question, through the management of quotations, purchase of tickets and associated services (assist card, boarding passes, among others).
• Identify optimal routes under budget fares from different countries in Latin America and the Caribbean to Santa Marta, Colombia and vice versa.
• Process requests for reservations and airline tickets, according to the best offer and negotiate with airlines, fares and special conditions. 
• Support in rescheduling flights, only in case of missed connections between flights, and other types of support aimed at resolving possible concerns or problems of the people who will be travelling.
• Notify destination country requirements prior to ticket purchase.
• Have a 24-hour emergency number for support in case of inconveniences with air transport, ground transport and everything concerning the event. 

Land transport: 

• Arranging airport transfers for each person travelling to and from the airport. 
• Arranging a transport service Cartagena-Santa Marta - Cartagena for some of the participants. 
• Arrange transportation to the interior of Santa Marta for participants if necessary. 

Other activities that are typical of the service provided by the travel agency:

• The percentage of the administrative supply commission charged by the travel agency, service, purchase handling information, local transport.
•  Specify the average response times taken to respond to a request for a quotation for domestic and international tickets.

For this qualification factor the bidder must fill in the following table and attach it to the proposal:

Qualification factors: A maximum of 100 points will be awarded to eligible participants. The following criteria will be taken into account for the rating of the proposal:

• For each additional year of experience beyond the minimum required, 5 points will be awarded for a maximum score of 20 POINTS.
• For each year of specific experience in the supply of airline tickets and ground transportation within Colombia and from Latin America to Colombia, 4 points will be awarded for a maximum score of 20 POINTS.
• The proposal offering the shortest response time to requests for quotations for domestic and international tickets, transport and meals will be awarded 10 points.
• Economic proposal - Commission percentage: the lowest commission percentage value, understood as the fixed percentage (%) to be charged for payment on the value of activities, goods or services to be provided. This value must include all financial costs, withholdings, drafts, insurance, contractor's profit and other values incurred for the payment of goods and services at national level. The tenderer offering the lowest percentage of commission will be awarded 40 points. The remaining bidders will be scored by means of an inverse rule of three.
• Added value: 10 points will be assigned to the proposal that presents added value in the services to be provided that are of convenience to the project and especially to the target population of the project.
  

6. Details of the itineraries.

   See link for itineraries*.

*Some of the destinations may change. 

7. Type of Recruitment. 

   Contract for the Provision of Services, which is governed by the Legislation, rates and taxes of the Republic of Colombia. The contract will be signed initially for up to 1 month.

8. Value.

   The official budget will be a purse of COP $110.000.000 To be paid in Colombian pesos for nationals (VAT exempt project).

Note: The contracting will be exempt from national taxes contemplated in article 96 of Law 788 of 2002, modified by article 138 of Law 2010 of 2019, and by Decree 1651 of 2021, which regulates the scope and procedure for the exemption of taxes on donations from foreign governments or entities. Any proposal that exceeds the official budget will be discarded.

9. Place and date of the opening of the tender.

   This tender will be opened in the city of Bogotá D.C., at the office of the organisation Colombia Diversa, located at calle 30 A #6-22 oficina 801, on 29 September 2025.

10. Date and time of closure of the tender.

    The proposing company should send its proposal to the following e-mail address co***********@*************sa.org with the subject of the message: "CONVOCATORIA CONVOCATORIA SELECCIÓN AGENCIA DE VIAJES".

NOTE: no proposals will be received after the exact date and time set for the closing of the tender.

11. Requirements.

    Applicant companies must meet the following requirements:
    - Send the proposal until 08 October 2025 to the following address co***********@*************sa.org
    - Document with presentation of the proposal and cover letter.
    - No tax, disciplinary or judicial record.
    - Experience in the implementation of agreements with international cooperation agencies and social projects is desirable.

• Experience in event management, travel and per diem settlement is a prerequisite to apply for the position.
  - Rut with print date 2025
  - Chamber of Commerce not older than 30 days
• Legal Representative's Identity Card
• Bank certification

12. Documentation required.

1. Company profile and curriculum vitae of the proposer

- Present the company profile.
- Curriculum vitae of the bidder (natural or legal person), duly supported with certificates.

2. National Tourism Register
   - To accredit the National Tourism Registry in force for the provision of services as a Travel and Tourism Agency, Wholesale Agency or Tour Operator.

3. Identification documentation
   - Photocopy of the identity card of the proposer (natural person).
   - In the case of a legal entity, a photocopy of the legal representative's identity card.

4. Certificate of existence and legal representation
   - Applicable to legal persons.
   - Validity not exceeding 30 days.

5. Single Tax Register (RUT)
   - Submit an updated RUT with a printing date of 2025.

6. Background certificates
   - Disciplinary proceedings, issued by the Procuraduría General de la Nación (Attorney General's Office).
   - Fiscal, issued by the Office of the Comptroller General of the Republic.

7. Specific experience
   - Submit up to five (5) certifications of executed contracts, issued by the contracting entities, which include:
   - Duration of the work.
   - Object of the contract.
   - Contract amount.

8. Technical proposal
   - Include a technical proposal explaining how they will provide the service and specify why they meet the requirements for the development of the products or services offered.

9. Economic proposal Tax exempt (VAT and excise duty)
   - Specify:
   - Unit cost of tickets, assist card, ground transfers, event services in general.
   - Method of payment.
   - Terms of delivery of products or services.

10. Financial statements
    - Submit financial statements for the last taxable year.

11. Method of payment: 

• The advance payment of 50% will be made and the remaining 50% will be made when the purchase of the air tickets is completed. 

12. Contract:  

• A framework contract will be made for the value envisaged in this proposal, but it is finally corroborated against the invoices finally issued. 

13. Execution time:
    The agreement will run until 1 December 2025 at the latest.

14. Selection Process.
    

    Please send your application to co***********@*************sa.org with the issue:
    "CALL FOR TENDER FOR THE SELECTION OF THE TRAVEL AGENCY".

15. Reception of Applications.

    Applications will be accepted until October 08, 2025 at 11:59 p.m. 

Stages of the process

Publication of the terms of reference: 29 September 2025

Closure of the call - Deadline for submission of proposals: 08 October 2025

Technical and economic review of the proposal: 09 as of 10 October 2025

Inform the proposer whether or not the proposal has been accepted: 14 October 2025

Notes:
- Only complete proposals will be evaluated.
- The contracted company shall be responsible for the payment of social security for all its employees, in accordance with the provisions of Law 100 of 1993.
- Colombia Diversa demands confidentiality in the handling of the information provided.

17. For the submission of the budget please fill in the following annex: