A. Background
The Australia-Indonesia Partnership in Disaster Risk Management (SIAP SIAGA) is a seven-year program that commenced in late 2019, funded by the Australian Government’s Department of Foreign Affairs and Trade (DFAT) and implemented in cooperation with the Government of Indonesia (GoI). SIAP SIAGA aims at improving Indonesia’s ability to prevent, prepare for, respond to and recover from disasters and strengthen cooperation between Australia and Indonesia in humanitarian issues in the region. SIAP SIAGA is implemented at the national and sub-national levels though collaboration with the National Disaster Management Authority (BNPB), the Ministry of Home Affairs, the National Development Planning Agency (BAPPENAS), the Ministry of Foreign Affairs, the Local Disaster Management Agencies (BPBD) and other national and local government institutions, civil society organisations and academia.
SIAP SIAGA is focused on achieving four end of program outcomes (EOPOs):
• EOPO 1: GoI’s disaster risk reduction systems are strengthened, resulting in better domestic leadership of disaster management.
• EOPO 2: Target provinces, districts and villages are better able to prepare for, adapt, prevent, respond to and recover from disasters.
• EOPO 3: Strengthened cooperation between Australia and Indonesia on disaster risk management and preparedness regionally.
• EOPO 4: Strengthened learning, innovation, cooperation and inclusion for disaster management.
It is progressing towards these outcomes by focusing on eight priority programs of the GoI: (1) enhancement of disaster management systems; (2) enhancement of disaster management strategy; (3) mapping and evaluation of disaster risks; (4) enhancement of data service, information management, and communication in disaster management; (5) enhancement and development of policies and regulations for disaster preparedness; (6) increasing the quality of disaster emergency management; (7) enhancement of the quality of post disaster policy; and (8) increasing local capacity of disaster management logistics and equipment.
To strengthen the disaster management system, SIAP SIAGA provides strategic technical advice to align national and local policies with international commitments. This effort focuses on embedding gender mainstreaming, institutionalizing disability inclusion, and supporting climate change adaptation across disaster risk reduction, preparedness, response, and recovery processes, through collaboration with national and local partners.
At the sub-national level, SIAP SIAGA works with four provinces in Indonesia: East Java, Bali, West Nusa Tenggara, and East Nusa Tenggara. It also promotes disaster management initiatives and innovations through its outreach program to up to six other provinces
B. Objective of the Assignment
SIAP SIAGA is currently requesting proposals from eligible Travel Service Provider to handle our international and domestic Indonesia travel. The Travel Service Provider will support the SIAP SIAGA Team to provide high quality service and value for money in travel arrangements (flight tickets, hotel reservations, etc.) for SIAP SIAGA for domestic and international travel.The Travel Service Provider will be engaged through a service agreement with PT Palladium International Indonesia. Each assignment will be issued on a call down basis.
C. Scope of Assignment
The Travel Service Provider must submit a proposal demonstrating their ability to address the following requirements through their services:
• Registered under IATA and other travel agent association in Indonesia as government regulation.
• Able to use Palladium Garuda Indonesia corporate discounts for all domestic and international flight reservations.
• Provide full range of high quality services, including the booking of: flights (including flights that may need to transfer to international connections), accommodation (including group bookings), meeting packages in local hotels (including function rooms, catering, accommodation, etc.) and driver / vehicle hire throughout Indonesia including in all our project site areas (Bali, East Java, NTB, NTT, etc) with the very best and most competitive rate;
• Provide nominated 2 (two) contact persons for SIAP SIAGA;
• Provide dedicated ticketing staff for day to day requests and specially to handle the frequent last- minute changes to our travel bookings and needs;
• Has office locations nationwide.
• Specify operating hours in each office location and after-hours contact details for each office location especially on public holidays and weekends.
• Provide credit facilities until IDR 350,000,000 per month with a maximum 30-day period for outstanding payments.
• Provide list of all airlines used which stated as a safety under International standard.
• Provide agreement of process for refunds due to cancellation.
• Provide clear details of one (1) bank account for payment process.
• Provide weekly invoices which to be sent to SIAP SIAGA.
• Provide tax invoices weekly or per transaction.
• Provide weekly summary of incoming and outgoing travel checklist in MS Excel format.
• Provide weekly and monthly financial statements.
• Provide quarterly report for all project expenses for flights and hotels.
D. Contract Value, Duration, and Phasing:
The maximum budget available for this contract is IDR 2,500,000,000 (Two Billion Five Hundred Million Indonesian Rupiah) inclusive of all applicable taxes and costs. The agreement is to commence on October 2026 and end on 28 February 2027.
E. Selection Criteria:
Candidates should demonstrate the following skills and experience:
• Range and quality of services provided by the travel agent.
• Most competitive service fee/agent fee.
• Services provided are proactive, appropriately resourced, and demonstrably reduce SIAP SIAGA’s administrative burden.
