1.                     About SNV

SNV is a global development partner rooted in the African and Asian countries where we operate. With 60 years of experience and a team of approximately 1,600 people, it is our mission to strengthen capacities and catalyze partnerships that transform the agri-food, energy, and water systems to enable sustainable and more equitable lives for all.

2.                     Background and objectives of assignment

The purpose of this ToR is to outline the requirements and selection process for engaging a preferred travel agent who will provide reliable, cost-effective, and efficient travel management services for SNV and its staff.

3.                     Assignment overview and scope of work/ deliverables

The selected Travel Agent will be expected to provide comprehensive travel management services, including but not limited to:

• Ticketing Services
• Domestic and international flight bookings.
• Flexible booking and rebooking options.
• Access to multiple airlines to ensure competitive pricing.
• Hotel bookings at competitive rates.
• Recommendations based on safety, proximity to work locations, and organizational policies.
• Visa & Travel Documentation
• Assistance with visa applications, travel insurance, and other required documentation.
• Ground Transportation
• Airport transfers and local transport arrangements where required.
• Support & Service Standards
• 24/7 customer support for urgent bookings or changes.
• Efficient billing, invoicing, and reporting systems.
• The preferred supplier is expected to provide:
• Cost-effective travel solutions with multiple options.
• Monthly or quarterly travel expense and usage reports.
• Efficient booking confirmation and ticket issuance processes.
• High-quality customer service, including after-hours emergency support.

4.                     Evaluation criteria

The final selection will be based on the Best Value for Money principle, considering both Mandatory Criteria and Cost Competitiveness Criteria of the proposal.

5.                     Payment terms

The agreement will be based on transactional service fees/commissions as quoted by the travel agent. Payment terms will be determined in line with organizational policy within 30 days of invoicing

6.                     Key Dates and Timeline

7.                     Roles & Responsibilities

Selected Travel Agent: Selected travel agent company will cooperate with our travel officer.

8.                     Duration of Agreement

The contract with the selected preferred travel agent will initially be for2 years, with the possibility of extension based on performance and organizational needs.

9.                     Confidentiality & Compliance

In accordance with EU GDPR, all information provided by your company in relation to this tender — including documents, data, and correspondence — is considered confidential and must not be disclosed to any third party without prior written consent from the organization.

10.                 How to Apply

SNV invites Travel Agent Company to submit a comprehensive proposal no later than Friday, 31^st October 2025 to the following email address: indonesia-procurement@snv.org with Subject “PR225 Travel Agent – BidProposal”

Your proposal should include the following documents:

1. Expression of Interest (EoI): Complete and submit the provided EoI template.
2. Mandatory Criteria Checklists: Ensure all requirements are addressed using the supplied checklist template.
3. Request for Quotation (RFQ): Fill out and include the RFQ form as per the provided template.
4. Company Profile: Provide a comprehensive overview of your organization, highlighting relevant experience, operational capabilities, and geographical coverage.
5. Offering Competitive Fees for Services: Submit your most competitive fee for both domestic and international air travel services using the provided template.

You can access the shared folder containing the Tender announcement and Templates provided for the proposal for this service via the following link: https://bit.ly/PR225CorporateTravelAgent

11.                 Aanwijzing

SNV has scheduled a half-day clarification session (“Aanwijzing”) for interested Travel Agent Company (bidders/applicants) on Thursday, 23 October 2025, from 13:30 to 15:00 AM via Microsoft Teams (online session).

Registration is required and must be completed by Tuesday, 21 October 2025.
To sign up, please fill out this short form: https://bit.ly/Aanwijzing-PR225TravelAgent