Background of RLS

 

The Rosa Luxemburg Stiftung (RLS) has its roots in the 1990 in Berlin founded association “Social Analysis and Political Education”. In 1996, RLS was recognised by the Party of Democratic Socialism (PDS) as its close political education institution. Nowadays, the RLS is affiliated with the German political party “Die

 

LINKE” (“The Left”/the Socialist Party of Germany) founded in 2007, and works closely together with “Left” and progressive actors worldwide.

 

RLS is providing political education and a center for progressive social research in both Germany and throughout the world. RLS is one of six party-affiliated political foundations in Germany, it supports partners in over 80 countries striving for social justice, strengthened public participation and social-ecological development. In April 2009, the RLS Regional Representative Office for Southeast Asia was opened in Hanoi managing activities and partnerships in Vietnam, Cambodia, Laos and Myanmar.

 

In the Southeast Asian region, RLS embraces the mission of assisting transformation countries, such as Cambodia, Laos, Myanmar and Vietnam to a socially and ecological just, sustainable, participatory and democratic society. Currently, it is cooperating with approximately 15 partner organisations like academic institutions and “grass-root” organisations as well as state partners on a variety of issues within the three components of social justice, socio-ecological transformation and questions concerning the ASEAN region. Under these components we focus on topics like Climate Justice, Food Sovereignty, Feminism, supporting social and political underrepresented groups, facilitating left political exchange.

 

1. Terms and execution period 

 

The purpose of this call for tender is to select a qualified travel agency  for a three-year period, from the 1  February, 2026 until 31 January, 2029.

 

 2. Scope of work

 

The framework contract will cover booking flight tickets, travel insurance, and providing relevant information for domestic and international travel for RLS SEA, Hanoi office. Specifically, the travel agency shall:

 

• Provide multiple travel options/routes and connection flights to requested destinations. The agency shall find the most economical option at Economy Class with changeable and refundable conditions, unless otherwise instructed by RLS SEA, Hanoi office. Premium Economy Class and Business Class rates shall be quoted if requested.
• Include all levies and taxes in airfare quotations. As a rule, the travel agency shall find the most economic travel option to minimise transit/connection times and stopovers, if applicable. According to our funding guidelines, if the price (without levies and taxes) exceeds 1000 € (or a new threshold updated by RLS funding guidelines), the travel agency is obliged to find and send at least three different flight options to requested destinations.
• Inform RLS SEA, Hanoi office of booking expiry dates and send reminders before ticketing deadlines to avoid automatic cancellations.
• Reserve and issue tickets for all airlines, and other travel services upon authorization.
• Offer travel insurance upon request of RLS SEA, Hanoi office
• Provide necessary and useful information on travel regulations, visa requirements, and other relevant matters to ensure smooth and safe trip.

 

3. Working Hours

 

• Services, including ticket delivery, must be available during RLS SEA, Hanoi office working hours: Monday to Friday, 9:00–18:00.
• Flexibility during weekends and holidays will be favorably considered.
• A hotline service must be available for urgent requests outside normal working hours, with a designated contact person and phone number provided.

 

4. Cancellation and change of the flight ticket

 

1. In the case of short-notice cancellation, the service provider shall endeavor to minimise any penalties applicable to the RLS SEA, Hanoi office. Penalties attributable to the fault of the service provider will not be accepted.
2. The travel agency must reimburse cancelled tickets to RLS SEA, Hanoi office promptly.
3. If a traveler changes the itinerary for personal reasons:

 

• Private costs must be separated from business-related costs.
• Additional costs are to be paid directly by the traveler to the agency.
• Two invoices must be issued: one to RLS SEA, Hanoi office (business trip costs) and one to the traveler (private costs).
• If the actual travel cost is less than the business trip estimate, RLS SEA, Hanoi office will pay the actual cost

 

5. Visas

 The travel agency shall notify the RLS SEA, Hanoi office of all instances where visas must be obtained.

 

6. Communication 

 

• The travel agency will inform RLS SEA, Hanoi office immediately of any changes in scheduled flights regardless of any reason which may affect travelling arrangements for the RLS SEA, Hanoi office.
• In order to facilitate contacts and information exchange between the parties, the travel agency shall be able to process reservation, booking and delivery requests received by phone or by email or an agreed means of communication.
• The agent must employ adequately skilled personnel to ensure fast and reliable responses.

 

7. Qualifications 

 

Tenderers must demonstrate financial, economic, technical and professional capacity to perform their obligations under the contract. Specifically, the tenderer must: 

 

• be a company duly established and existing under the laws of Vietnam;
• hold a valid business registration certificate;
• have a hotline number able to receive emergency situation calls 24/7;
• not be engaged in or, to the best of its knowledge, threatened by any litigation, or administrative proceedings, the outcome of which might have a material adverse effect on performance of contractor’s obligations;
• to the best of its knowledge and belief after due enquiry, not be in violation of any legislative requirement relevant for the performance of contractor’s obligations;
• be able to submit the requested financial vouchers to RLS SEA, Hanoi office such as VAT invoice, list of flight tickets, three flight quotations and others;
• provide a description of its business together with the list of current corporate clients serviced by the travel agency.

 

8. Award Criteria

 

Equal priority is given to offers (weight of 50% for service fee, 50% for the company profile (including expierened personnel, service quality, working experience with iNGOs). 

 

9. How to apply

 

Interested service providers are invited to submit their proposals including financial criteria and supporting documents as proof for your technical criteria to meet our requirements. Application should be sent to Mrs. Nguyen Le Hang latest by 26 January, 2026 at:

 

Email address: [email protected] 

Mailing address: RLS SEA, Hanoi office: House No. 8c, Alley 76 To Ngoc Van street, Tay Ho ward, Hanoi, Vietnam