Invitation to Tender for Travel Agent (Long Term Agreement) NO. ITT-IDN/IV/2025-254

1. Background Information on Plan Indonesia

Plan Indonesia is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child, but this is often suppressed by poverty, violence, exclusion, and discrimination, and it is girls who are most affected. Working with children, young people, our supporters, and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until adulthood, enabling them to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge. We have been building powerful partnerships for children for over 80 years and are active in over 75 countries.

Read more about Plan International’s Global Strategy: 100 million Reasons at  Tentang Kami – Yayasan Plan International Indonesia (plan-international.or.id)

2. Summary of the Requirement

Plan Indonesia is issuing a request for services under a long-term agreement of up to three years with a travel agency to manage flight arrangements and hotel bookings. This partnership aims to enhance our travel management capabilities through the inclusion of self-booking features and an integrated system.

The following key requirements are essential for this agreement:

• User-Friendly Self-Booking Features: The system must provide an intuitive interface that enables staff to efficiently arrange their own travel plans.
• Integrated System: The solution should connect various essential functionalities seamlessly, including booking, itinerary management, and invoicing, while accommodating different budget codes for effective financial management.

This agreement will focus on the comprehensive management and processing of both flight and hotel bookings for our organization, ensuring a streamlined and efficient travel experience for all stakeholders involved.

3. Instructions to Tenderers

These instructions are designed to ensure that all Bidders are given equal and fair consideration. It is the Bidders responsibility to ensure their offer is complete and that you provide all the information requested in the format specified or risk your offer being rejected. Further details can be found in section 9.1 of this ITT document, ‘Submission Checklist.’

Women-owned businesses and companies actively engaged in or advancing gender equality and women’s empowerment in the workplace are especially encouraged to apply.

Documents comprising this tender pack are as follows:

• ITT-IDN/IV/2025-254 Plan Tender Dossier
• ANNEX A – Calculation of volume of work
• ANNEX B – Pricing Schedule
• ANNEX C – Technical Questions
• ANNEX D – Supplier Questionnaire
• ANNEX E – Non-Staff Code of Conduct

Tenderers must email their proposal, including all required annexes, to yayasan.procurement@plan-international.org. Offers must be received by the deadline specified in the section ‘3.2.1 Key Dates and Timelines.’ The offer and all correspondence and documents related to the tender must be written in English.

Each Tenderer consortium member or sub-contractor member may submit only one offer.

Unless stated otherwise, all communications from bidders concerning this tender, including any technical questions and requests for clarifications, must be directed to the designated representatives during the pre-qualification briefing. This important briefing is scheduled for Tuesday, April 29th, 2025, and will take place from 1 PM to 3 PM via online meeting Microsoft Teams. Interested bidders can access the meeting via the following link: bit.ly/LTA254-TravelAgent.

Please ensure that all inquiries are submitted during this session, as this will be the only opportunity for clarification prior to the submission deadline.

4. Key Dates and Timelines

The following table outlines the key dates and timelines associated with this tender process. Plan Indonesia reserves the right to change these at any time as the tender progresses. To maintain transparency, fairness, and adequate time to prepare your offers, Plan Indonesia will inform all interested Parties of any changes to these key dates and timelines simultaneously and in a timely fashion.

5. Specification and Scope of Requirement

• Flight Bookings: Assist clients with booking domestic and international flights using User-Friendly Self-Booking Features by identifying the best routes and prices. Provide a 24-hour, 7-day ticket booking service.
• Connectivity for Small Flights: Offer options for small flights connecting islands (e.g., Susi Air, Transnusa, etc).
• Hotel Reservations: Help clients find and book accommodation using User-Friendly Self-Booking Features that align with their preferences and budget.
• Transportation Arrangements: Organize car rentals, airport transfers, and other transportation needs.
• Travel Insurance: Recommend and arrange travel insurance coverage to protect clients during their trips.
• Visa and Passport Assistance: Provide information about visa requirements, assist with visa applications, and advise on passport renewals.
• Travel Advisories and Updates: Keep clients informed about travel advisories, entry requirements, and other essential travel-related information.
• Destination Information: Offer insights and recommendations about various travel destinations, local customs, and safety tips.
• Financial Capability: Provide a statement indicating the ability to issue tickets with a limit of IDR 300 million or more, with a payment lead time of two weeks.
• Emergency Support; Travel companies should assist in the event of accidents or issues that arise during travel. This support may include rebooking flights, arranging alternative accommodation, or offering guidance on medical assistance and legal matters.

To learn more about the travel agent tender, including details about eligibility, submission guidelines, and important deadlines, please visit our website at Pengadaan Jasa dan Konsultasi – Plan Indonesia