[newdevjobsindo] Request for Proposal - Travel Agent for Palladium MFP4 project

Maret 31, 2022   Comment  

Terms of Reference

Local Travel Service Provider

Fourth Multistakeholder Forestry Program, Indonesia

Background

FCDO and MOEF have appointed Palladium, in consortium with Systemiq to deliver the fourth phase of the Multistakeholder Forestry Programme in Indonesia (MFP4).

MFP4 will support Indonesia to achieve its ambitions on sustainable timber and community forestry. The programme will operate for 5 years (2018 – 2023). MFP4 will build on earlier programme phases to deliver an ambitious set of results on coverage of timber licences, export volumes of sustainably sourced timber, area under community forest management, and number and value of community forest businesses.

To deliver these results, the consortium members will establish a joint technical assistance facility in Jakarta, drawing on their respective experience in facilitating FLEGT VPAs worldwide, implementing previous MFPs in Indonesia, collaborating with Indonesian ministries on community forestry polices and enabling investments in forests and sustainable land use. The MFP4 facility will directly support the Indonesian Ministry of Environment and Forestry (MOEF) to deliver two core workstreams:

1. Growth in sustainable and legal timber production: Ensuring the effectiveness and sustainability of the national timber legality assurance system 'SVLK', which underpins FLEGT licensing, to further strengthen confidence amongst international buyers and domestic suppliers; and

 

2. Growth in community-based forest businesses: Catalyse community forest business development to foster more sustainable use of forests, reduce forest degradation and deforestation, and improve prosperity by strengthening forest governance at the site level.

Objective of the Assignment

MFP4 is currently requesting proposals from eligible Travel Service Providers to handle our domestic Indonesia travel, and international travel where required. The Travel Service Provider will support the MFP4 Team to provide high quality service and value for money in travel arrangements (flight tickets, hotel reservations, vehicle hire, hotel meeting packages, honorarium payments etc.) for MFP4 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 through a call down basis.

 

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 per government regulation;
• Able to use Palladium Garuda Indonesia corporate discounts for all 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, PA systems, etc.) and driver / vehicle hire throughout Indonesia including in all our project site areas (Papua, West Papua, East Java, NTT, Bali, etc.) with the very best and most competitive rate;
• Make honorarium and Daily Subsistence Allowance (DSA) payments to travelers or event attendees on behalf of MFP4;
• Provide nominated contact person for MFP4;
• 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 of IDR 500,000,000 per month with maximum 30 days period for outstanding payments;
• Provide list of all airlines used which are listed under the applicable international safety and security standard;
• Provide details of process for refunds due to cancellation;
• Provide clear details of one (1) bank account for payment process;
• Provide monthly invoices which are to be sent to MFP4 by the end of each month;
• Provide weekly summary of incoming and outgoing travel checklist in MS Excel format;
• Provide monthly financial statements;
• Provide quarterly report for all project expenses for flights and hotels;
• Provide max. 5% service fee for all take over payments including but not limited to: payment for honorarium, DSA, hotel, rental car, etc.

Duration and Phasing:

The agreement is to commence on 18 April 2022 and will run to 31 March 2023.

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 MFP4’s administrative burden.

How to Apply

To respond to this Request for Proposal (RFP), please send your company’s proposal to fenti.arnulputri@thepalladiumgroup.com with the name of the RFP and your company name as your email subject, before COB Thursday 7 April 2022. Please limit your attachment to 5MB file size.

For more information on our company, please review our website: www.thepalladiumgroup.com

Palladium provides equal employment to all participants and employees without regard to race, colour, religion, gender, age, disability, sexual orientation, veteran or marital status.