Expression of Interest (EOI) – Travel Agency Services

Introduction

Empower Learning Africa (ELA) is a registered non-for-profit organization in Zambia, hosting the Teaching at the Right Level Africa (TaRL Africa) program whose mission is to support education systems across Africa equip all children with basic reading and math skills.

ELA invites qualified and accredited travel agencies to submit Expressions of Interest (EOI) for the provision of travel management services. The purpose is to identify capable agencies that can support staff and consultants with efficient, reliable, and cost‑effective travel arrangements, while ensuring compliance with international and Zambian regulatory requirements.

Scope of Services

Interested agencies should demonstrate their ability to provide:

• Flight Booking: Local and international ticketing services, including refundable and non‑refundable options.
• Agency Fees: Clear disclosure of fees for local and international flights.
• Payment Draft Period: Standard payment terms (e.g., 30–45 days draft).
• Airline Contracts: Indicate if you arrange contracts where clients earn discounts upon reaching set thresholds.
• Travel Planning: Advisory on best routes, fares, and travel options.
• Accommodation & Ground Transport: Hotel bookings, car hire, and airport transfers.
• Visa Processing: Complimentary support with visa applications; specify types of visas handled (business, tourist, work permits, etc.).
• Response Time: Average turnaround time for booking confirmations and inquiries.
• Emergency Support: Assistance with changes, cancellations, and urgent travel needs.
• Capacity: Staffing, financial standing, systems, and technology used to manage travel requests.

Legal & Regulatory Requirements (Zambia)

Travel agents must demonstrate compliance with:

• IATA Certification – proof of accreditation with the International Air Transport Association.
• Zambia Tourism Agency Registration – valid license to operate as a travel agent in Zambia.
• Civil Aviation Authority Compliance – adherence to aviation and ticketing regulations.
• Tax Registration – valid Taxpayer Identification Number (TPIN) and compliance with ZRA requirements.
• Corporate Governance – proof of incorporation and compliance with the Companies Act of Zambia.

Eligibility Criteria

Agencies must provide:

• Evidence of experience in managing corporate or institutional travel.
• References from at least four INGOs.
• Demonstrated capacity to handle both local and international travel requests.
• Provide evidence of financial standing by submitting either a recent three‑month bank statement, the previous year’s audited financial statements, or a letter from your bank confirming creditworthiness.

Deliverables

• Detailed proposal outlining services, fees, and compliance.
• Documentation of legal registration, certifications and financial standing.
• References and testimonials from past clients.

Submission Guidelines

Interested agencies should submit their EOI with all required documentation to the following email address:  procurement@teachingattherightlevel.org

Response subject line should read: Travel Agent Services in Zambia

Deadline for receiving proposals: 30^th September 2026