Procurement Notice

Request for Proposal (RFP)
A Contract for Travel Management Services 

The Asian Productivity Organization (APO) is seeking travel agents who can arrange air tickets for resource persons and experts taking part in APO projects, the APO Secretary-General, and APO Secretariat staff.

For more details, please see the Invitation to Bid (Japanese: page 1–5, English: page 6–11).

The APO is an intergovernmental organization established in 1961 to increase productivity in the Asia-Pacific region through mutual cooperation. The APO contributes to the sustainable socioeconomic development of the region through policy advisory services, acting as a think tank, and undertaking smart initiatives in the industry, agriculture, service, and public sectors.

We are seeking travel agents to arrange air tickets for resource persons, experts, the APO Secretary-General, and APO Secretariat staff attending project activities in member countries/regions and elsewhere.

Travel arrangements will be made between major cities in APO members, comprising Bangladesh, Cambodia, the Republic of China (Taiwan), Fiji, Hong Kong, India, Indonesia, the Islamic Republic of Iran, Japan, the Republic of Korea, Lao PDR, Malaysia, Mongolia, Nepal, Pakistan, the Philippines, Singapore, Sri Lanka, Thailand, Turkiye, and Vietnam.

The contract for the provision of travel management services shall be valid for a period of 36 months (three years), starting from the effective date of the contract. The contract period may be renewable.

Please refer to “2. Details of Arrangements” in the Invitation to Bid (Japanese: page 2–5, English: page 7–11).

Please refer to “2.7. Details of Outsourcing” in the Invitation to Bid and submit the following three documents as both Word or Excel files and PDF files, in English:

1. Annex I – Questionnaire Sheet: Please provide responses to each question in the attached Annex I.
2. Annex II – Financial Submission Form: Please specify each arrangement fee in the attached Annex II and ensure that both sheets in the Excel file are completed (i.e., “Air Tickets” and “B. Visa, C. Hotel”).
3. Company Profile: There is no prescribed format; please submit your company profile in English.

In addition to the above, travel agents operating in Japan are requested to submit the Standard General Conditions of Travel Agency Business document (Japanese or English).

Download:

1. Invitation to Bid (Japanese page 1–5 and English page 6–11)
2. Annex I – Questionnaire Sheet
3. Annex II – Financial Submission Form

Annex I and Annex II should contain all the required information and be sent via email. The email should contain both Excel file attachments and PDF file attachments and be sent no later than 17:00 (Japan Standard Time) 13 June 2025 to procurement@apo-tokyo.org.

The subject line of the email should be [Your company name]: Application for Travel Management Services.

The selection of a travel agent by the APO will be based on both price and comprehensive service considerations. If the APO has questions about pricing or service provision, applicants may be contacted for clarification.

Applicants will be informed of the results of the screening process after the selection process is complete.

If there are any questions regarding the application process, please contact procurement@apo-tokyo.org via email.

The APO reserves the right to annul this ITB or the vendor selection process, or to accept or reject any or all proposals in whole or in part at any time, without stating any reason and without incurring any liability to the affected agency.

The APO is not obligated to respond to any objections or to inform the affected agency of the grounds for such decisions.

The APO also reserves the right to change the scope of work in case of need or depending upon changes in requirements before or during the implementation phase. However, if changes are made during the implementation phase, the APO will negotiate the costs for the additional work separately with the agent.

The APO will not bear any costs related to research, planning, design, or any other such activity related to the preparation of proposals in response to this ITB by agents for sending proposals to the APO.

The APO may, at its own discretion, extend the submission deadline by notifying all bidders of the extension in writing. Any proposal received after the deadline will be rejected.

A prospective agent requiring any clarification of the documents, or the process itself, shall submit its queries in writing only to the following email address by the deadline of 10 June 2025 (i.e., three working days prior to the submission deadline): procurement@apo-tokyo.org.