NATO Business Opportunity: Travel Management and Online Booking Tool Services

Active

Contract Opportunity

Headquarters Supreme Allied Commander Transformation (HQ SACT) intends to issue a Request for Proposal (RFP) to establish a Travel Management Services (TMS) contract for the provision of comprehensive travel management services in support of HQ SACT and other eligible U.S. based NATO entities.

U.S. prime contractors must 1) maintain a professionally active facility within the United States, 2) be approved for participation in NATO Competitive Procurement (NCP), and 3) be issued a Declaration of Eligibility (DOE) by the U.S. Government.

In addition, prime contractors must have performed similar contracts within the last three years substantially similar in scope to the requirement described in the solicitation. Contractor personnel performing services or providing delivery under the contract must be citizens of a NATO nation and have appropriate professional training and experience. Contractor companies must also be eligible to conduct work on a U.S. military facility without base escort. Finally, contractor companies must have the ability to issue official U.S. Government rates for travel services.

The reference for the RFP is RFP-ACT-SACT-26-22 and all correspondence regarding the IFIB should include this reference.

Partial Bidding is not authorized.

Type of contract: Firm Fixed Price/Fixed Fee Service Contract

SUMMARY OF REQUIREMENT

The purpose of the TMS contract is to ensure the efficient, secure, and cost-effective coordination of official travel for military and civilian personnel, including short-notice, mission-critical, and high-volume travel requirements. Services under the TMS contract shall include, but are not limited to, end-to-end travel management; air, rail, and ground transportation arrangements; hotel and lodging accommodations; travel risk and duty-of-care services; emergency and after-hours assistance; reporting and cost-control analytics; and compliance with NATO and ACT travel policies and security requirements. The contractor shall be capable of operating in a multinational, multilingual, and high-security environment and supporting travel to global destinations, including austere and high-risk locations. HQ SACT anticipates the need for traditional on-site, agent-led booking, telephone/email agent led booking, and an online self-service booking tool.

The successful contractor must demonstrate proven experience in large-scale government or international organization travel management, robust cybersecurity and data protection controls, financial stability, and the ability to deliver services in accordance with NATO regulations, confidentiality obligations, and applicable national and international standards. The successful contractor must be able to book official U.S. Government fares for authorized patrons.

BECOMING ELIGIBLE TO BID

NCP requires that the U.S. Government issue a DOE on behalf of potential U.S. prime contractors interested in this contract. Before the U.S. Government can do so, however, the U.S. Government must approve the U.S. firm for participation in NCP. U.S. firms are approved for NCP on a facility-by-facility basis.

The U.S. NCP application is a one-time application. The application requires supporting documentation in the form of 1) a company resume indicating contracts completed as a prime contractor and 2) an annual report or set of financial documents indicating compilation, review, or audit by an independent CPA.

U.S. firms can download a copy of the U.S. NCP application from the following website:

https://www.bis.gov/about-bis/bis-leadership-and-offices/SIES/business-opportunities-nato

The Department of Commerce (DOC) is the U.S. Government agency that approves NCP applications. Please submit to the email address provided your application and supporting documentation (as attachments). If your firm is interested in a specific NCP project at this time, please also include the following in the text of your email:

- the title and/or solicitation number of the contract

- the name/phone/email of the company point of contact for the bid documents

After approval of your one-time NCP application, DOC will then know to follow up by issuing a DOE for the contract. DOC will transmit the DOE to the NATO contracting agency.

IMPORTANT DATES

U.S. firms should request a DOE (and, for U.S. firms new to NCP, submit the one-time NCP application): 27 April 2026

HQ SACT issues RFP (planned): 01 May 2026

HQ SACT will publish the RFP on the following website: https://www.act.nato.int/opportunities/contracting/

Bid closing (planned): 29 June 2026

Contract award (anticipated): July 2026

Period of Performance: Base Period: 01 January - 31 December 2027 with four potential 12-month option periods; 01 January – 31 December 2028, 01January – 31 December 2029, 01 January – 31 December 2030, 01 January – 31 December 2031.

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