PURPOSE OF THE REQUEST FOR PROPOSAL

The Asia Foundation (TAF) is a nonprofit international development organization working to improve lives, expand opportunities, and help societies flourish across a dynamic and developing Asia. In Indonesia, TAF works with government, civil society, communities, and other stakeholders to strengthen governance, access to justice, gender equality, and inclusive development.

BERDAYA is a five-year program implemented by TAF and supported by the New Zealand Ministry of Foreign Affairs and Trade (MFAT).  The program period covers February 2022 to December 2026. The project aims to improve access to legal and social services for women in Papua and South Papua who experience violence. BERDAYA works with civil society organizations, women’s groups, community actors, and government service providers to strengthen community-based prevention and first response, improve survivor-centered services, and support multi-stakeholder collaboration for the prevention of and response to violence against women.

As BERDAYA approaches the end of its current implementation period, TAF Indonesia plans to conduct closing conferences in two locations: Jayapura and Merauke. The conferences will create space for partners, government stakeholders, community representatives, women’s groups, service providers, and other relevant actors to reflect on BERDAYA results, share lessons learned, highlight community voices, and discuss opportunities for sustaining and expanding the work beyond the project period.

Through this RFP, TAF Indonesia is soliciting proposals from qualified event organizers, firms, or institutions with strong experience in planning, organizing, producing, documenting, and managing on-site conferences or public events in Papua and/or other relevant locations. The selected vendor will support the preparation and implementation of two on-site BERDAYA closing conferences in Jayapura and Merauke, including event concept development, venue and logistics management, production support, documentation, and post-event reporting.

STATEMENT OF WORK

The selected vendor will support the BERDAYA team in planning, producing, organizing, documenting, and reporting two on-site closing conferences. The activities below are indicative and may be refined during contract negotiation based on TAF’s approved concept, budget, and implementation schedule.

Preparation Phase: Planning and Coordination

• Coordinate closely with the BERDAYA team to understand the project background, key results, target participants, expected tone of the event, and key messages to be conveyed.
• Coordinate closely with TAF, BERDAYA partners, and relevant local government stakeholders, to ensure the event design, messaging, visibility, and documentation are appropriate to the sensitive nature of BERDAYA’s work in Papua and South Papua.
• Develop an integrated event concept for two on-site closing conferences in Jayapura and Merauke, including event flow, rundown, audience journey, room layout, production needs, and contingency arrangements.
• Support coordination with local partners, government stakeholders, community representatives, speakers, moderators, facilitators, performers, documentation team, and other supporting actors.
• Prepare detailed workplan, event checklist, staffing plan, travel/logistics plan, risk mitigation plan, and coordination timeline.
• Identify and propose suitable venues in Jayapura and Merauke, including meeting package options, accessibility considerations, safety considerations, and value-for-money comparison.
• Prepare and manage event materials, including invitations, participant lists, name tags, banners/backdrops, signages, cue cards, kits, printed materials, and other visibility materials based on TAF branding guidance.
• Support pre-event technical meetings, rehearsal, briefing for master of ceremony/moderator/speakers, and coordination with venue and technical providers.
• Ensure safeguarding considerations, including respectful engagement with women, survivors, community representatives, and Indigenous/local stakeholders, are integrated in the event preparation and implementation.

Implementation Phase: Event Organizing and Production

• Organize and manage two on-site closing conferences in Jayapura and Merauke in accordance with the approved event concept, flow, schedule, and budget.
• Provide professional event management team, including event lead/coordinator, stage manager, registration team, liaison officers, logistics team, technical team, documentation team, and other relevant personnel.
• Manage participant registration, attendance list, seating arrangement, room flow, meals/coffee breaks, interpretation needs if required, accessibility support if required, and other participant services.
• Ensure availability and proper functioning of sound system, projector/screen, lighting, stage setup, backdrop, internet connection if needed, documentation equipment, and other technical tools.
• Coordinate with speakers, moderators, facilitators, performers, community representatives, government officials, and TAF staff during the event.
• Troubleshoot logistical, technical, and operational challenges during event implementation.
• Ensure the event environment is respectful, safe, inclusive, and culturally appropriate for participants, particularly women, community members, and local stakeholders from Papua and South Papua.
• Provide real-time coordination updates to the BERDAYA team and immediately flag any risks or issues requiring TAF decision-making.

Documentation and Communication Support

• Provide photo and video documentation for both events, including high-resolution edited photos and selected raw photos.
• Produce short highlight videos for each location and/or one combined BERDAYA closing conference highlight video, as agreed with TAF.
• Provide notetaking support to capture key discussion points, lessons learned, commitments, and follow-up recommendations emerging from the events.
• Support the collection of short quotes/testimonials from selected participants, subject to informed consent and TAF safeguarding guidance.
• Prepare social media-friendly visual materials or short captions, if requested and agreed in the final scope.

Reporting Phase

• Submit a brief post-event report covering implementation summary, participant attendance, key outputs, challenges, lessons learned, and recommendations.
• Submit final attendance lists, photo and video documentation, notetaker reports, and other agreed deliverables.
• Submit final financial documentation and supporting invoices/receipts as required under TAF procedures.
• Participate in a post-event reflection meeting with the BERDAYA team, if requested.

TYPE OF CONTRACT AND VALUE

The proposed contract will be a fixed-price contract not exceeding USD 70,000 (approximately IDR 1,000,000,000). The selected company will be contracted for up to 5 (five) months, with the contract expected to end by mid-December 2026.

DUE DATE AND VALIDITY DATE

Letter of Interests are due by 10 June 2026 at 5 pm Jakarta time. Proposals are due by 22 June 2026 at 5 pm Jakarta time and must be valid for 90 days. Letters of Interest and proposals received by TAF Indonesia after the deadline may not be considered. For further information about submission, please see the sections below on Letter of Interest and Proposal Submission.

ELIGIBILITY REQUIREMENTS

Interested organization for this award shall meet requirements below:

• Be legally registered in Indonesia to perform business.
• With business operation area includes Papua and/or South Papua area or has representatives in Papua and/or South Papua area.
• Has fulfilled the obligation as taxpayer in the previous year.
• The organization and the management team have not been under investigation, litigation or suspension for insolvency disputes.
• The director or other management in the organization is not involved in criminal cases.
• Has sufficient past performances to demonstrate similar activities for the past 5 years and a proven track record in organizing and implementing conference events.
• Has full responsibility to implement the activities without sub-contracting part of the work to other organization(s).
• Demonstrate strong coordination and facilitation skills to work with BERDAYA stakeholders.
• Be strong team players, result-oriented, and problem-solving in the preparation and implementations phases.

LETTER OF INTEREST SUBMISSION AND BIDDER CONFERENCE

Before submitting a proposal, applicants must submit a one-page Letter of Interest which states the following information:

• Explanation why the applicants are interested in submitting a proposal.
• Brief information on relevant past experiences; and
• Point of contact.

TAF Indonesia will only accept proposals from applicants who submit a Letter of Interest by 10 June 2026 at 5 pm Jakarta time and attend Bidder Conference on 12 June 2026 (online), based on the schedule below. Letter of Interest should be submitted to wri@asiafoundation.org with copy to herlyna.hutagalung@asiafoundation.org, using the subject line: LOI Events Organizer and Production for the BERDAYA Project Closing Conferences 2026.

For other information, please read the attachment.