1. Background

The Clinton Health Access Initiative (CHAI), established in 2002, is an international NGO committed to reducing mortality and morbidity in developing countries by partnering with governments to address critical health challenges. CHAI has been collaborating with the Ministry of Health of the Republic of Indonesia since 2017 to support the implementation of several strategic health programs. This collaboration is formalized through a Memorandum of Understanding (MoU) covering disease prevention and control programs, particularly hepatitis, immunization, and pediatric cancer, across several provinces in Indonesia. The Ministry of Health and CHAI have extended this partnership for the 2024–2027 period, focusing on accelerating and strengthening hepatitis programs, immunization programs, pediatric cancer initiatives, assistive technology (AT), and Primary Health Care Integration (ILP) in Indonesia.

CHAI Indonesia operates in five (5) provinces: DKI Jakarta, West Java, Central Java, Special Region of Yogyakarta, and East Java. In view of this geographical scope, CHAI requires the support of a professional travel agency service provider to manage and facilitate official travel arrangements for CHAI staff in implementing and executing program activities across these regions.

2. Scope of Work

Ticketing and Flight Reservation Services

• Domestic and international flight bookings;
• Provision of optimal flight options considering time and cost efficiency;
• Access to multiple airlines to ensure competitive pricing;
• Flexible booking options, including rebooking, cancellation, and refund processing in accordance with airline policies;
• Prompt and efficient booking confirmation and ticket issuance.

Accommodation Services

• Hotel reservations at competitive rates (if required);
• Provision of alternative hotel options in accordance with CHAI travel standards and budget policies (if required).

Visa and Travel Documentation

• Assistance with visa applications and other travel documentation when required;
• Provision of up-to-date information on international travel requirements.

Service Standards and Support

• Responsive and professional customer service;
• 24 (twenty-four) hours a day, 7 (seven) days a week support for urgent needs, including schedule changes and emergency situations;
• Provision of cost-effective travel solutions with alternative options;
• Processing of flight changes/cancellations as requested by CHAI Indonesia;
• Preparation and submission of ticket refund summaries to CHAI Indonesia, and ensuring that all refunded amounts are returned to CHAI Indonesia’s bank account.

Administrative and Reporting System

• The travel agency must submit weekly invoices to CHAI Indonesia, accompanied by tax invoices and supporting documents as required by CHAI Indonesia;
• The travel agency must pre-finance all travel-related costs booked by CHAI Indonesia until reimbursement is requested and processed.

3. Vendor Selection Criteria

4. Timeline

5. Agreement Duration

The cooperation agreement shall be valid for a period of two (2) years, commencing from April 18, 2026 until April 16, 2028, with the possibility of extension based on the performance evaluation of the service provider and organizational needs.

6. Payment Scheme

The cooperation agreement shall be based on transactional service fees and/or commissions as proposed by the travel agent in its official proposal and approved by CHAI Indonesia. Payment shall be made in accordance with the organization’s financial policies, no later than fourteen (14) calendar days from the date of receipt of a valid, complete, and compliant invoice. Each payment request must be supported by relevant documents, including an official invoice, valid tax invoice in accordance with applicable tax regulations, e-ticket and/or itinerary, and a detailed cost breakdown. CHAI Indonesia reserves the right to verify the completeness and accuracy of the supporting documents prior to processing payment and may withhold payment in the event of incomplete documentation, price discrepancies, or non-compliance with contractual terms.

7. Confidentiality and Compliance

All information provided by the travel agent in connection with this tender process, including but not limited to documents, data, and correspondence, shall be treated as confidential and shall not be disclosed to any third party without the prior written consent of the organization.

Application Submission

Travel agent vendors who wish to participate in this procurement process shall submit their proposal to: Indonesiaoffice@clintonhealthaccess.org with a copy (cc) to: sfatmawati@clintonhealthaccess.org Interested vendors are required to submit their official proposal via email no later than 11 March 2026. The proposal must be submitted in PDF format with the subject line: “Tender Submission – Travel Agent Management Services – [Vendor Name]”.

Late submissions may not be considered. CHAI Indonesia reserves the right to request additional information or clarification from vendors during the evaluation process.