1. ABOUT GARDP FOUNDATION

The Global Antibiotic Research & Development Partnership (GARDP Foundation) is a not-for-profit global health organization registered in Geneva, Switzerland. GARDP’s mission is to accelerate the development and access of treatments for drug-resistant bacterial infections. It does so by forging public-private partnerships all over the world to develop and expand access to treatments for serious bacterial infections and sepsis in adults, children and newborns, as well as sexually transmitted infections (STIs).

GARDP Foundation responds to the crisis in antimicrobial resistance. In 2015, the World Health Assembly, the decision-making body of the World Health Organization (WHO), adopted the Global Action Plan on Antimicrobial Resistance. The following year, to deliver on this plan, WHO and the Drugs for Neglected Diseases initiative created GARDP. In 2018, the GARDP Foundation was legally established as an independent entity.

Since then, GARDP Foundation has developed a portfolio of antibiotic treatments that targets WHO priority pathogens, priority diseases and key populations/regions that are especially affected by drug resistance. It is also pioneering new access initiatives with innovator, manufacturing and distribution partners.

As of 2025, the GARDP team consists of about 100 people who collectively share extensive cross-sector R&D and access experience. They work with the key public and private sector stakeholders and partners, such as the research and development community, donors, industry and implementing countries.

2. PROJECT BACKGROUND & PURPOSE OF THE RFP

2.1. Background to project

As per GARDP Procurement Policy, all service providers must be reassessed on a regular basis, this RFP aims to review market opportunities for travel services and select next 3 years’ service provider.

2.2. Purpose of RFP

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified travel agencies to provide comprehensive travel management services, including an online booking tool, for our organization. The selected agency will be responsible for managing all aspects of travel arrangements for our employees, ensuring cost-effectiveness, prompt & efficient booking turnaround and full compliance with our travel policies.

3. SCOPE OF WORK

3.1. Travel Booking Services

The travel agency shall provide the following booking services:

• Airline reservations and ticketing
• Hotel accommodations
• Group travel arrangements
• Visa requests

3.2. Online Booking Tool

The agency must provide an online booking tool which will provide end-to-end travel management that includes:

• Intuitive, user-friendly interface for booking travel, with integrated search and booking features for flights, hotels, trains and car rentals, as needed.
• Built-in travel policy enforcement (e.g. approval workflows, spend limits, preferred suppliers, etc)
• Customable approval chains for exceptional cases (e.g. for business class requests)

Profile management for users (e.g. travel preferences, frequent flyer numbers, visa check)

• Real-time availability and pricing with automatic fare comparison
• Automated confirmations and e-ticketing
• Instant itinerary updates and notifications for delays or changes
• Responsive booking tool (available on mobile).

3.3. Account Management

The agency shall assign a dedicated account manager to our organization who will:

• Serve as the primary point of contact
• Provide regular account reviews and performance reports
• Assist with travel policy compliance and optimization
• Address any service issues or concerns

3.4. Customer Support

The agency must offer 24/7 customer support to assist travelers with:

• Booking changes and cancellations
• Emergency travel assistance
• Technical support for the online booking tool

3.5. Reporting and Analytics

The agency shall provide comprehensive reporting and analytics, including:

• Travel spend analysis
• Compliance with travel policies
• Traveler behavior and trends
• Cost savings opportunities

3.6. Invoicing and Financial Reporting

The agency shall provide detailed invoicing and financial reporting services, including:

• Monthly consolidated invoices with detailed breakdowns
• Customizable invoicing formats to meet our accounting requirements
• Timely and accurate financial reports

3. 7. Implementation and Training

The agency will be responsible for:

• Implementing the online booking tool
• Providing training sessions for our employees
• Ensuring a smooth transition from our current travel management process

The selected travel agency will be expected to deliver high-quality services that meet the needs of our organization while ensuring cost efficiency and full compliance with our travel policies.

4. DELIVERABLES

4.1. Service Availability

The travel agency shall ensure the availability of services as follows:

• 24/7 customer support for booking changes, cancellations, and emergency assistance.
• Online booking tool accessible 99.9% of the time, excluding scheduled maintenance.

4.2. Performance Metrics

The following performance metrics will be monitored:

4.3. Reporting and Review

The agency shall provide monthly performance reports, including:

• Detailed analysis of KPIs and performance metrics.
• Recommendations for service improvements and cost savings.

If you are interested to receive the complete documentation, please review, complete and sign that attached compliance self-declaration and send it to: RFP_Procurement@gardp.org.

Due/closing date: January 28th 2026