Travel and related services

This RFP is for the acquisition of travel and related services for the Senate of Canada with the primary user being the Committees Directorate. Senate committees perform important work for Canadians, including reviewing legislation and conducting special studies. Most committee work takes place in Ottawa, however, committees travel within Canada or internationally on occasion to obtain evidence for a study. These trips can occur on short notice and can have a variety of complex logistical details. As these trips can be of an ad hoc nature, there is no guarantee of the number of destinations, travelers, or amounts to be spent per fiscal year.

For committee travel, it is estimated that there will be 200-400 transactions per year with a total estimate of $200k-$800k spent on airfare. Occasionally, there may be the need to book hotels or ground transportation through the travel agency.

Senate committees require the support of a travel agency, as travel is often booked on short notice and often requires multiple changes leading up to departure and during the travel. It is also very important to have 24/7 access to an agent in cases of emergency.

The Senate of Canada has identified a need for travel agency services, primarily to serve the Committees Directorate, to obtain domestic and international flights, and to a lesser extent, rail and charter aircraft, at competitive rates. Some hotel and ground transportation may also be required. The travel agent would also be expected to provide assistance in reducing travel expenses by proposing alternate routes and fare advice