Call for Offers · Ref. PM-2026/PROC-02

Call for offers: travel management services

Remote — open to providers anywhere Deadline: October 15, 2026 Engagement: 3 Years

Pax Memoria is a Swedish non-profit association (ideell förening), org. nr 802544-7890, based in Malmö, Sweden. It works on international tolerance and mutual understanding, human rights, sustainable development and environmental protection. The Association has no employees; its activities are delivered through independent contractors and service providers engaged for specific assignments, each appointed through an open call such as this one.

Pax Memoria is looking for a travel management provider to arrange travel and accommodation for participants and staff in its programme activities, over an engagement of three years. The purpose is to have the Association’s travel policy applied consistently at the point of booking, and to invoice the Association directly so that no traveller is out of pocket. The work can be carried out remotely; attendance in Malmö, Sweden is not required.

Scope of Services

  • Booking and fulfilment. Search, quotation and booking of air and rail travel, accommodation and transfers for programme participants and staff; issuing tickets and confirmations; and managing changes, cancellations, refunds and unused-ticket credits.
  • Compliance with the Association’s travel policy. Economy class is the standard for air travel; every booking follows a prior travel approval; and where the cheapest reasonable option is not booked, the provider records the reason on the booking file.
  • Invoicing and financial control. All travel invoiced to Pax Memoria directly, never to the individual traveller; invoices consolidated monthly and itemised by traveller, dates, route and event.
  • Traveller support and duty of care. A named account contact during office hours and an emergency service reachable at any hour for travellers in transit; support with visa requirements and entry conditions; and assistance in rebooking in the event of disruption.
  • Reporting. Periodic reporting on bookings made and spend against the travel budget line, and, where available, the carbon emissions associated with the itineraries booked.

Deliverables and Timetable

Bookings confirmed Within the agreed turnaround of each request
Consolidated invoice Monthly
Travel report to the Project Manager Quarterly
Visa and entry support for travellers As needed, ahead of travel dates
Emergency support for travellers in transit Available at all times during transit

Eligibility and Mandatory Requirements

Registered business, entitled to invoice for travel management services Registration certificate
Accredited to issue air tickets, or an equivalent arrangement IATA accreditation, or equivalent via a licensed consolidator
Financial security for package travel, where applicable Travel guarantee registered with the relevant authority
Professional indemnity and liability insurance in force Certificate of insurance, with the sum insured
Emergency support reachable outside office hours Description of the service, hours and contact channels
Able to invoice a corporate account, never the traveller Written confirmation
Experience of non-profit, academic or donor-funded travel Two references from comparable clients in the last five years
Capacity to work in Swedish and/or English Statement of the working languages of the assigned staff

Evaluation Criteria

Fee structure 35%

Transparency and overall cost-effectiveness of the proposed fees.

Capacity and coverage 25%

Ability to serve international and complex itineraries, and supplier reach.

Service levels and duty of care 25%

Response times, emergency support, disruption handling and named account staff.

Policy compliance and reporting 15%

Ability to enforce the travel policy at the point of booking and the quality of reporting.

Content of the Offer

  1. Your organisation’s identity, registration and contact details.
  2. Evidence addressing each of the eligibility requirements above.
  3. A technical response addressing each item in the scope of services.
  4. The named account team who would be assigned, with their working languages.
  5. Your proposed fee structure.
  6. Two references from comparable clients.

Offers should remain valid for at least ninety (90) days from the deadline.

Submission and Timeline

Date of issue of this call September 3, 2026
Deadline for questions September 13, 2026
Answers published to all bidders Within 3 working days of the deadline for questions
Deadline for offers October 15, 2026, 17:00 CET

A question raised by one bidder, and the answer to it, will be shared with all bidders without identifying who asked.

Please quote the reference PM-2026/PROC-02 in the subject line of your e-mail. Offers received after the deadline of October 15, 2026 will not be evaluated.

Submit Offer via Email