Global Travel Risk Management (TRM)

Background and objective: Impact Fund Denmark invites qualified suppliers to submit proposals for a global Travel Risk Management (TRM) solution to support employee safety, duty of care, and business continuity for international business travel and other mobile-worker scenarios. The selected supplier must provide 24/7 medical and security assistance, proactive risk intelligence, and practical tools to help prevent, manage, and respond to incidents worldwide. About Impact Fund Denmark: Impact Fund Denmark (IFDK) is an self-governing impact investment fund on the Danish Ministry of Foreign Affairs’ area. The fund invests in businesses in developing countries and will towards 2030 double its capital under management. IFDK is headquartered in Copenhagen and currently operates regional offices in Nairobi (Kenya), Lagos (Nigeria), Johannesburg (South Africa), New Delhi (India), Kyiv (Ukraine), and Sao Paolo (Brazil). IFDK has approximately 180 employees worldwide; and has approximately 500 business travels and 5-6 secondments (approximately 5 months’ duration each) per year. 1. Scope of services (minimum requirements) A. Pre-travel • Destination intelligence (medical/security), country/city information, alerts, and traveller briefings • Risk ratings and risk-based guidance aligned to ISO 31030 (or equivalent) • Traveller support via app/portal and phone/e-mail advice B. During travel • Real-time alerts and traveller tracking/locating (based on itinerary and/or app check-in) • Two-way communication and traveller accountability during incidents • 24/7 access to medical and security professionals C. Incident response • Case management, medical referrals, and coordination of care • Security support (e.g., secure transport guidance, escalation support) • Medical/security evacuation coordination (as applicable) • Post-incident reporting and lessons learned D. Implementation and ongoing support • Onboarding plan, communications and training materials, admin set-up • Named account management and service governance (e.g., quarterly reviews) • Reporting suite (usage, incidents, response times, destinations, trends) 2. Technical, integration and data requirements • Web portal + mobile app (iOS/Android) • Ability to integrate with travel booking data • GDPR-compliant data handling, EU data transfer safeguards, role-based access, and audit trails • Supplier to sign a Data Processing Agreement (DPA) and provide a list of sub-processors and hosting locations 3. Service levels (to be proposed) Bidders must propose Service-Level Agreements (“SLA”) including as a minimum: • Assistance centre availability (24/7/365) • Response time targets (calls/messages) • Incident escalation and notification timelines • Service credits or remedies for SLA breaches 4. Proposal format Please include: • Company overview, global footprint, and relevant references • Description of proposed TRM solution mapped to the scope above • Implementation timeline and required inputs from Impact Fund Denmark • Commercial model and pricing (clearly state subscription fees, per travel, per traveller or per employee pricing, implementation fees, and any fee-for-service items). Please do also state if pricing differs depending on where in the world people travel (e.g. internally in the Nordics, within EU, outside EU) • Please state the total number of travels and/or travellers to be covered (e.g., annual unique travellers and/or annual trips) • Please state the total number of secondments/assignees to be covered (short-term assignments approximately 5 months) • Proposed contract term, renewal approach, exit/transition support, and key assumptions/exclusions • Proposed SLA table and service governance model (incl. escalation paths) • Security, privacy, and compliance documentation • Assumptions, exclusions, and optional add-ons • Indicative price range of 225.000 - 400.000 DKK – this indication should be considered a guestimate as no budget has been aligned yet. 5. Evaluation criteria The best price/quality ratio considering the following: • Operational capability/global coverage • Price, including the suggested price model • Implementation approach & governance 6. Deadline and submission instructions • Deadline: 08.05.2026 • Expected start date: Mid-May 2026 Please submit your proposal to [email protected], [email protected] and [email protected]