Organization of the American States Procureware #09/26

GS/OAS Travel Management Services and SAP Concur Integration

The Organization of American States is seeking a travel management company to support its global travel program and existing online booking system. - Government buyer: Organization of American States (OAS), General Secretariat (GS/OAS), Department of Procurement and Management Oversight, Office of the Executive Director; the documents also refer to the Department of Procurement Services. - Requested service: Corporate travel management through a hybrid model combining automated booking fulfillment in the GS/OAS-owned SAP Concur Travel tool with agent-assisted reservations, ticketing, itinerary changes, exchanges, cancellations, refunds, and emergency support. No quantities or product part numbers are specified. - OEM and named platforms: SAP SE (SAP Concur Travel / Concur Direct) is the manufacturer of the existing booking platform to be integrated. Oracle ERP, Microsoft Dynamics, and ServiceNow are also named as systems/platforms; no purchase of these systems is specified. - Travel content and carriers: The provider must support GDS, NDC, low-cost-carrier, regional, and non-GDS inventory. Carriers named include Copa Airlines, American Airlines, United Airlines, Avianca Group/Avianca, LATAM Airlines/LATAM Colombia, Satena, Clic Air, Sunrise Airways, interCaribbean Airways, and Caribbean Airlines. - Service and operating requirements: 24/7/365 bilingual English/Spanish traveler support; touchless processing where feasible; lowest logical fares and travel-policy compliance; VIP concierge and guest-traveler assistance; unused-ticket and credit tracking; reporting, billing, and reconciliation; and secure integration, data exchange, traveler tracking, and data export. GS/OAS retains ownership and control of its booking tool and travel data. - Pricing and performance requirements: Transparent service fees, disclosure and crediting of vendor incentives, and clear disclosure of commissions and surcharges. Avoid duplicate fees or undisclosed surcharges for bundled bookings; include or clearly identify fees for offline/non-GDS content and ancillary services. The provider must be able to scale bilingual staffing and support urgent, high-volume, and regional travel needs. - Pricing categories in the fee schedule: Online air (domestic, regional, international), hotel, car, rail, and alternate/NDC content; agent-assisted air, ancillary services, lodging, car, rail, changes, refunds, cancellations, voids, after-hours calls, VIP and other support; plus onboarding, reshop, reporting, training, booking-tool support, account management, mobile, duty-of-care, payment, and data-transfer services. - Operational context: Historical program information describes travel spend exceeding $16.5 million and a substantial share of transactions involving ancillaries, exchanges/reissues, or refunds/cancellations. Colombia is a key operating hub, with regional requirements that include Haiti and the Caribbean. This historical spend is not a stated contract value. - Term: Three years, with an option for one additional three-year extension. No specific performance start or end date is provided.

Description

The General Secretariat of the Organization of American States seeks a Travel Management Company to provide corporate travel management services through a hybrid model of automated fulfillment using the GS/OAS-owned SAP Concur Online Booking Tool and bilingual English/Spanish reservation support. Services include 24/7/365 support for complex itineraries and emergencies, travel request fulfillment, and access to GDS, NDC, and low-cost carrier inventory. The selected provider will also support travel-policy compliance and technological integration; the RFP anticipates a three-year contract with an option to extend for an additional three years. Proposals must address the requirements in the solicitation, with technical and commercial proposals submitted separately.

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