Call for offers: travel management services
Pax Memoria is a Swedish non-profit association (ideell förening), org. nr 802544-7890, based in Västra Frölunda, 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 Västra Frölunda, Sweden is not required.
This call was first issued on September 3, 2026 and has been re-opened with a new deadline of November 6, 2026. To help providers prepare their fees, the Association currently expects about 30 return trips and about 100 hotel nights over the three years, with the largest share in the first year. Most trips will be to meetings and workshops in Europe, some participants will travel from outside Europe, and staff will also travel to the Middle East and to international conferences. These figures are estimates and do not guarantee a minimum volume.
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
Eligibility and Mandatory Requirements
Evaluation Criteria
Transparency and overall cost-effectiveness of the proposed fees.
Ability to serve international and complex itineraries, and supplier reach.
Response times, emergency support, disruption handling and named account staff.
Ability to enforce the travel policy at the point of booking and the quality of reporting.
Content of the Offer
- Your organisation’s identity, registration and contact details.
- Evidence addressing each of the eligibility requirements above.
- A technical response addressing each item in the scope of services.
- The named account team who would be assigned, with their working languages.
- Your proposed fees: a booking fee per air ticket, within and outside Europe; a booking fee per hotel booking and per rail ticket; fees for changes, cancellations and refunds; any fee for emergency support outside office hours; and any monthly or annual account fee.
- One or two references from comparable clients.
Offers should remain valid for at least ninety (90) days from the deadline.
Submission and Timeline
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 November 6, 2026 will not be evaluated.