EOI: 03/2023
EXPRESSION OF INTEREST FOR THE ESTABLISHMENT OF A TRAVEL AGENTS LIST FOR THE MALTA MEDICINES AUTHORITY
Date Published: 14 July 2023
Closing Date: 20 October 2023
Free of Charge
Important: Clarifications shall be made to the Malta Medicines Authority in email address as per below
The aim of this Expression of Interest (EOI) is to identify/engage the services of competent traveling agencies that could provide and facilitate the provision of travel arrangement mostly to airline ticketing, but may also include hotel accommodation and related services to all Malta Medicines Authority (MMA) employees and its appointed officers attending official business/ training for and/ or on behalf of the MMA, within and outside Europe.
The interested travel agencies will be contacted required to submit their quotations whenever travel arrangements are required.
Agencies are to note that the sole award criterion will be the price. An agency will only be contacted back if the quote given is the cheapest price.
a) Travel agency it to be International Air Transport Association (IATA) accredited (certificate should be presented).
b) Travel agency is to have competent, experienced and IATA certification travel consultants, especially in ticketing and fare computations.
c) Travel agency shall provide travel services at least from 07:30hrs to 18:00hrs during working days and are expected to reply on travel.medicinesauthority@gov.mt within 24:00hrs from request or as directed by the MMA.
d) Travel agency shall also provide travel services during weekends, public/ national holidays and after hours and are expected to reply on travel.medicinesauthority@gov.mt within 24:00hrs from request.
e) In addition, travel agents shall provide a 24-hour a day “emergency” contact number where emergency travel service is required.
f) If a quotation is requested and no reply is received for three (3) consecutive requests, the respective travel agency records may be deleted from the MMA list.
g) Much of the official travel must be organised on short notice, thereby placing a premium on efficiency and rapid communication in handling all travel related matters. The travel agency shall also be required to devote at least one (1) personnel providing dedicated services to the travel needs of the MMA.
h) Travel agencies shall only act on travel requests for official travel submitted by the identified responsible staff of the MMA.
i) For all travel requests, the travel agency shall make the provisional bookings, prepare appropriate itineraries of possible quotes and formal quotations based on the lowest fare and the most direct and convenient routing.
j) Travel agencies are to make sure that all re-imbursement of flight cancellations is processed through the respective airlines.
k) Travel agencies shall issue quote/s and flight ticket/s thereafter as directed by the MMA.
The credit period in which the MMA usually affects payment is 30 days from submission of invoice by the respective travel agency.
The MMA’s travel requirements are approximately of 200 travel arrangements per annum (number based on travel arrangements for the past 4 years, excluding travel ban period).
Agencies may submit questions in writing to the MMA by sending an email to travel.medicinesauthority@gov.mt by one (1) day before the closing date of the EOI.
Agencies who may wish to express their interest are to fill form 1 and submit a scanned copy of the form and of the IATA accreditation to travel.medicinesauthority@gov.mt
Previous suppliers need to resubmit their intention to remain on the MMA’s travel list.