Travel management services for ceta – 36-Month contract (bid NO: 018-2025/2026)

agreement is that CETA is responsible for the arrangement and cost of travel.

b. Provide travel management services during normal office hours (Monday to Friday 8h00 –

16h00) and provide after hours and emergency services as stipulated in paragraph 1.1.6.

c. Familiarisation with current CETA travel business processes.

d. Familiarisation with current travel suppliers and negotiated agreements that are in place

between CETA and third parties. Assist with further negotiations for better deals with travel

service providers.

e. Familiarisation with current CETA Travel Policy and implementations of controls to ensure

compliance.

f. Penalties incurred as a result of the inefficiency or fault of a travel consultant will be for the

TMC’s account, subject to the outcome of a formal dispute process.

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g. Provide a facility for CETA to update their travellers’ profiles.

h. Manage the third-party service providers by addressing service failures and complaints against

these service providers.

i. Consolidate all invoices from travel suppliers.

j. Provide a detailed transition plan for implementing the service without service interruptions and

engage with the incumbent service provider to ensure a smooth transition.

k. Provide the reference letters from at least three (3) contactable existing/recent clients (within

past 3 years) which are of a similar size to CETA or any public entity/department.

l. It will be an added advantage if the bidder is a member of ASATA (Association of South African

Travel Agents). Proof of such membership must be submitted with the bid at closing date and

time.

1. Reservations

The Travel Management Company will:

13.1.1 Receive travel requests from travellers and/or travel bookers, respond with quotations

(confirmations) and availability. Upon the receipt of the relevant approval, the travel agent will

issue the required e-tickets and vouchers immediately and send it to the travel booker and

traveller via the agreed communication medium.

13.1.2 always endeavour to make the most cost-effective travel arrangements based on the request

from the traveller and/or travel booker.

13.1.3 apprise themselves of all travel requirements for destinations to which travellers will be

travelling and advise the Traveller of alternative plans that are more cost effective and more

convenient where necessary.

13.1.4 obtain a minimum of three (3) price comparisons for all travel requests where the routing or

destination permits.

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13.1.5 book the negotiated discounted fares and rates where possible.

13.1.6 must keep abreast of carrier schedule changes as well as all other alterations and new

conditions affecting travel and make appropriate adjustments for any changes in flight

schedules prior to or during the traveller’s official trip. When necessary, e-tickets and billing

shall be modified and reissued to reflect these changes.

13.1.7 book parking facilities at the airports where required for the duration of the travel.

13.1.8 respond timely and process all queries, requests, changes and cancellations timeously and

accurately.

13.1.9 Must be able to facilitate group bookings (e.g. for meetings, conferences, events, etc.)

13.1.10 must issue all necessary travel documents, itineraries and vouchers timeously to traveller(s)

prior to departure dates and times.

13.1.11 advise the Traveller of all visa and inoculation requirements well in advance.

13.1.12 assist with the arrangement of foreign currency and the issuing of travel insurance for

international trips where required.

13.1.13 facilitate any reservations that are not bookable on the Global Distribution System (GDS).

13.1.14 facilitate the bookings that are generated through their own or third party Online Booking Tool

(OBT) where it can be implemented.

13.1.15 note that, unless otherwise stated, all cases include domestic, regional and international travel

bookings.

13.1.16 Visa applications may or not be the responsibility of the TMC; however the relevant information

must be supplied to the traveller(s) where visas will be required.

13.1.17 Negotiated airline fares, accommodation establishment rates, car rental rates, etc, that are

negotiated directly or established by National Treasury or by CETA are non-commissionable,

where commissions are earned for CETA bookings all these commissions should be returned

to CETA on a quarterly basis.

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13.1.18 Ensure confidentiality in respect of all travel arrangements and concerning all persons

requested by CETA.

13.1.19 Timeous submission of proof that services have been satisfactorily delivered (invoices) as per

CETA’s instructions

2. Air Travel

2.1. The TMC must be able to book full-service carriers as well as low cost carriers.

2.2. The TMC will book the most cost-effective airfares possible for domestic travel.

2.3. For international flights, the airline which provides the most cost effective and practical routings

may be used.

2.4. The TMC should obtain three or more price comparisons where applicable to present the most

cost effective and practical routing to the Traveller.

2.5. The airline ticket should include the applicable airline agreement number as well as the

individual loyalty program number of the Traveller (if applicable).

2.6. Airline tickets must be delivered electronically (SMS and/or email format) to the traveller(s) and

travel bookers promptly after booking before the departure times.

2.7. The TMC will also assist with the booking of charters for VIPs utilising the existing transversal

term contract where applicable as well as the sourcing of alternative service providers for other

charter requirements.

2.8. The TMC will be responsible for the tracking and management of unused e-tickets as per

agreement with the institution and provide a report on refund management once a quarter.

2.9. The TMC must during their report period provide proof that bookings were made against the

discounted rates on the published fairs where applicable.

2.10. Ensure that travellers are always informed of any travel news regarding airlines (like baggage

policies, checking in arrangements, etc.)

2.11. Assist with lounge access if and when required.

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3. Accommodation

3.1. The TMC will obtain price comparisons within the maximum allowable rate matrix as per the

cost containment instruction of the National Treasury.

3.2. The TMC will obtain three price comparisons from accommodation establishments that provide

the best available rate within the maximum allowable rate and that is located as close as

possible to the venue or office or location or destination of the traveller

3.3. This includes planning, booking, confirming and amending of accommodation with any

establishment (hotel group, private hotel, guest house or Bed & Breakfast) in accordance with

CETA’s travel policy.

3.4. CETA travellers may only stay at accommodation establishments with which CETA has

negotiated corporate rates. Should there be no rate agreement in place in the destination, or

should the contracted establishment be unable to accommodate the traveller, the TMC will

source suitable accommodation bearing in mind the requirement of convenience for the

traveller and conformation with acceptable costs, or as stipulated in written directives issued

from time to time by the National treasury or CETA.

3.5. Accommodation vouchers must be issued to all CETA travellers for accommodation bookings

and must be invoiced to CETA as per arrangement. Such invoices must be supported by a

copy of the original hotel accommodation charges.

3.6. The TMC must during their report period provide proof, where applicable, that accommodation

rates were booked within the maximum allowable rates as per the cost containment instruction

of the National Treasury.

3.7. Cancellation of accommodation bookings must be done promptly to guard against no show

and late cancellation fees.

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4. Car Rental and Shuttle Services

4.1 The TMC will book the approved category vehicle in accordance with the CETA Travel Policy

with the appointed car rental service provider from the closest rental location (airport, hotel

and venue).

4.2 The travel consultant should advise the Traveller on the best time and location for collection

and return considering the Traveller’s specific requirements.

4.3 The TMC must ensure that relevant information is shared with travellers regarding rental

vehicles, like e-tolls, refuelling, keys, rental agreements, damages and accidents, etc.

4.4 For international travel the TMC may offer alternative ground transportation to the Traveller

that may include rail, buses and transfers.

4.5 The TMC will book transfers in line with the CETA Travel Policy with the appointed and/or

alternative service providers. Transfers can also include bus and coach services.

4.6 The TMC should manage shuttle companies on behalf of the CETA and ensure compliance

with minimum standards. The TMC should also assist in negotiating better rates with relevant

shuttle companies.

4.7 The TMC must during their report period provide proof that negotiated rates were booked,

where applicable. The TMC will book the approved category vehicle in accordance with the

CETA Travel Policy with the appointed car rental service provider from the closest rental

location (airport, hotel and venue).

4.8 The travel consultant should advise the Traveller on the best time and location for collection

and return considering the Traveller’s specific requirements.

4.9 The TMC must ensure that relevant information is shared with travellers regarding rental

vehicles, like e-tolls, refuelling, keys, rental agreements, damages and accidents, etc.

4.10 For international travel the TMC may offer alternative ground transportation to the Traveller

that may include rail, buses and transfers.

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4.11 The TMC will book transfers in line with the CETA Travel Policy with the appointed and/or

alternative service providers. Transfers can also include bus and coach services.

4.12 The TMC should manage shuttle companies on behalf of the CETA and ensure compliance

with minimum standards. The TMC should also assist in negotiating better rates with relevant

shuttle companies.

4.13 The TMC must during their report period provide proof that negotiated rates were booked,

where applicable.

5. After Hours and Emergency Services

5.1. The TMC must provide a consultant or team of consultants to assist Travellers with after hours

and emergency reservations and changes to travel plans.

5.2. A dedicated consultant/s must be available to assist VIP/Executive Travellers with after hour

or emergency assistance.

5.3. After hours’ services must be provided from Monday to Friday outside the official hours (17h00

to 8h00) and twenty-four (24) hours on weekends and Public Holidays.

5.4. A call centre facility or after hours contact number should be available to all travellers so that

when required, unexpected changes to travel plans can be made and emergency bookings

attended to.

5.5. The Travel Management Company must have a standard operating procedure for managing

after hours and emergency services. This must include purchase order generation of the

request within 24 hours.

6. Communication

6.1. The TMC may be requested to conduct workshops and training sessions for Travel Bookers

of CETA.

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6.2. All enquiries must be investigated, and prompt feedback be provided in accordance with the

Service Level Agreement.

6.3. The TMC must ensure sound communication with all stakeholders. Link the business

traveller, travel coordinator, travel management company in one smooth continuous workflow.

7. Financial Management

7.1. The TMC must implement the rates negotiated by CETA with travel service providers or the

discounted air fares, or the maximum allowable rates established by the National Treasury

where applicable.

7.2. The TMC will be responsible to manage the service provider accounts. This will include the

timely receipt of invoices to be presented to CETA for payment within the agreed time period.

7.3. Enable savings on total annual travel expenditure and this must be reported and proof provided

during monthly and quarterly reviews.

7.4. The TMC will be required to offer a 30 day bill-back account facility to institutions should a

lodge card not be offered. ‘Bill back’, refers to the supplier sending the bill back to the TMC,

who, in turn, invoices CETA for the services rendered.

7.5. Where pre-payments are required for smaller Bed & Breakfast /Guest House facilities, these

will be processed by the TMC. These are occasionally required at short notice and even for

same day bookings.

7.6. Consolidate Travel Supplier bill-back invoices.

The TMC is responsible for the consolidation of invoices and supporting documentation to be

provided to CETA’s Financial Department on the agreed time period (e.g. weekly). This

includes attaching the Travel Authorisation or Purchase Order and other supporting

documentation to the invoices reflected on the Service provider bill-back report or the credit

card statement.

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7.7. Ensure Travel Supplier accounts are settled timeously.

8. Technology, Management Information and Reporting

8.1. The TMC must have the capability to consolidate all management information related to travel

expenses into a single source document with automated reporting tools.

8.2. The implementation of an Online Booking Tool to facilitate domestic bookings should be

considered to optimise the services and related fees.

8.3. All management information and data input must be accurate.

8.4. The TMC will be required to provide the CETA with a minimum of three (3) standard monthly

reports that are in line with the National Treasury’s Cost Containment Instructions reporting

template requirements at no cost. The reporting templates can be found on

http://www.treasury.gov.za/legislation/pfma/TreasuryInstruction/AccountantGeneral.aspx

8.5. Reports must be accurate and be provided as per CETA’s specific requirements at the agreed

time. Information must be available on a transactional level that reflect detail including the

name of the traveller, date of travel, spend category (example air travel, shuttle,

accommodation).

8.6. CETA may request the TMC to provide additional management reports.

8.7. Reports must be available in an electronic format for example Microsoft Excel.

8.8. Service Level Agreements reports must be provided on the agreed date. It will include but will

not be limited to the following:

8.8.1 Travel

a) After hours’ Report;

b) Compliments and complaints;

c) Consultant Productivity Report;

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d) Long term accommodation and car rental;

e) Extension of business travel to include leisure;

f) Upgrade of class of travel (air, accommodation and ground transportation);

g) Bookings outside Travel Policy.

8.8.2 Finance

a) Reconciliation of commissions/rebates or any volume driven incentives;

b) Creditor’s ageing report;

c) Creditor’s summary payments;

d) Daily invoices;

e) Reconciled reports for Travel Lodge card statement;

f) No show report;

g) Cancellation report;

h) Receipt delivery report;

i) Monthly Bank Settlement Plan (BSP) Report;

j) Refund Log;

k) Open voucher report, and

l) Open Age Invoice Analysis.

8.9 The TMC will implement all the necessary processes and programs to ensure that all the data

is secure at all times and not accessible by any unauthorised parties.

9. Account Management

9.1 An Account Management structure should be put in place to respond to the needs and

requirements of the Government Department/Entity and act as a liaison for handling all

matters with regard to delivery of services in terms of the contract.

9.2 The TMC must appoint a dedicated Account or Business Manager that is ultimately

responsible for the management of the CETA’s account.

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9.3 The necessary processes should be implemented to ensure good quality management and

ensuring Traveller satisfaction at all times.

9.4 A complaint handling procedure must be implemented to manage and record the compliments

and complaints of the TMC and other travel service providers.

9.5 Ensure that the CETA’s Travel Policy is enforced.

9.6 The Service Level Agreement (SLA) must be managed and customer satisfaction surveys

conducted to measure the performance of the TMC.

9.7 Ensure that workshops/training is provided to Travellers and/or Travel Bookers

9.8 During reviews, comprehensive reports on the travel spend and the performance in terms of

the SLA must be presented.

10. Value Added Services

The TMC must provide the following value added services:

10.1 Destination information for regional and international destinations:

i. Health warnings;

ii. Weather forecasts;

iii. Places of interest;

iv. Visa information;

v. Travel alerts;

vi. Location of hotels and restaurants;

vii. Information including the cost of public transport;

viii. Rules and procedures of the airports;

ix. Business etiquette specific to the country;

x. Airline baggage policy; and

xi. Supplier updates

10.2 Electronic voucher retrieval via web and smart phones;

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10.3 SMS notifications for travel confirmations;

10.4 Travel audits;

10.5 Global Travel Risk Management;

10.6 VIP services for Executives that include, but is not limited to check-in support.

11. Cost Management

11.1 The National Treasury cost containment initiative and the CETA’s Travel Policy is establishing

a basis for a cost savings culture.

11.2 It is the obligation of the TMC Consultant to advise on the most cost effective option at all

times, and costs should be within the framework of the National Treasury’s cost containment

instructions.

11.3 The TMC plays a pivotal role to provide high quality travel related services that are designed

to strike a balance between effective cost management, flexibility and traveller satisfaction.

11.4 The TMC should have in-depth knowledge of the relevant supplier(s)’ products, to be able to

provide the best option and alternatives that are in accordance with CETA’s Travel Policy to

ensure that the Traveller reaches his/her destination safely, in reasonable comfort, with

minimum disruption, cost effectively and in time to carry out his/her business.

12. Office Management

12.1 The TMC to ensure high quality service to be delivered at all times to the CETA’s travellers.

The TMC is required to provide CETA with highly skilled and qualified human resources of the

following roles but not limited to:

a. Senior Consultants

b. Intermediate Consultants

c. Travel Manager (Operational)

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d. Admin Back Office (Creditors / Debtors/Finance Processors)

e. Strategic Account Manager (per hour)

13. PRICING MODEL

CETA requires bidders to propose two pricing model being the transactional fee model and the

management fee model. CETA will at their discretion select the best possible cost-effective solution.

13.1. Transaction Fees

Refer Annexure A3: Pricing Schedule

13.1.1 The transaction fee must be a fixed amount per service. The fee must be linked to the cost

involved in delivering the service and not a percentage of the value or cost of the service

provided by third party service providers.

i) Off-site option (Template 2)

13.1.2 The Bidder must further indicate the estimated percentage split between Traditional booking

and On-line bookings.

NB: submission of an incomplete pricing schedule will lead to immediate disqualification.

NB: The total with VAT inclusive will be used for evaluation purposes and will not result in total contract

amount. Quoted rates must be valid for 12 months, thereafter quoted escalation will applicable as per

pricing schedule above.

NB. Some of the services costed above will be used if and when required and pricing schedule will be

used for those costing.

NB. These services are not limited to the pricing schedule list but serve as a guideline

13.2. Volume driven incentives

13.2.1 It is important for bidders to note the following when determining the pricing:

i. National Treasury has negotiated non-commissionable fares and rates with various

airlines carriers and other service providers;

ii. No override commissions earned through CETA reservations will be paid to the TMCs;

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iii. An open book policy will apply, and any commissions earned through the CETA

volumes will be reimbursed to CETA.

iv. TMCs are to book these negotiated rates or the best fare available, whichever is the

most cost effective for the institution.

13.3. PROJECT DURATION

The CETA Employee Wellness Service are required for a duration of 3 years from the date of

appointment

DELIVERY ADDRESS

The goods or services must be supplied or provided at the following physical addresses.

No Physical Address GPS Coordinates (optional)

1 CETA Head Office Not Provided

52 on 14th Road

Noordwyk

Midrand

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EVALUATION CRITERIA

Criterion 1 – Compulsory Requirements

The bidder must submit compulsory documents as outlined on of this bid document. Bidders that

fail to meet all compulsory requirements will be disqualified. Bidders that meet all compulsory

requirements will be further evaluated on functionality.

Criterion 2 – Functionality Evaluation

The bidder must clearly demonstrate if they have the appropriate skills, experience, and capacity to

deliver the scope of work as described in these terms of reference. Functionality is worth 100 points. The

minimum threshold is 70 points. Bidders who score less than 70 points on functionality will, therefore, be

disqualified. Those who score 70 points or more will be further evaluated on Price and Specific goals.

The functionality evaluation is broken down as follows:

# Technical Evaluation Criterion Weight

1 GENERAL 30

1.1 • Provide a detailed transition plan for implementing the 10

service without service interruptions and engage with the

incumbent service provider to ensure a smooth transition

as per the scope of work.

• The Bidder must provide a detailed explanation of the

methodology, which details how the service will be carried

out as outlined in the scope of work

The detailed plan is clear, relevant, and demonstrates the

bidder’s understanding of the requirements and is tailored to

the project’s needs. = 10 points

The plan is detailed, but it demonstrates an average

understanding of the requirements. = 5 points

No plan provided or lack of understanding = 0 points

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1.2 Provide reference letters from at least three (3) contactable 10

existing/recent clients (within past 3 years) whom we may

contact for references. The letter should be printed on the

official letterhead of the referee and signed. It must provide

the company name, the contact person’s name, address, and

phone number. Additionally, the letter should reference

relevant work experience as specified in this bid, including the

duration of the contract, the value of the travel expenditure, a

brief description of the services rendered, and the level of

satisfaction achieved.

3 or more reference letters provided = 10 points

2 reference letters provided = 5 points

1 reference letter provided = 2 points

No reference provided = 0 points

1.3 ASATA (Association of South African Travel Agents) 10

Membership. Provide proof of such a membership certificate

that includes a unique QR code that allows for instant

verification of authenticity by evaluators.

Compliant document = 10 points

Non-compliant or non-submission = 0 points

2 40

RESERVATIONS

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2.1 Manage all reservations/ bookings. 10

Describe the process of how all travel reservations/ bookings

are handled, e.g., hotel (accommodation), car rental, flights,

etc.

This will include, without limitation, an example of a detailed,

complex itinerary confirmation that includes air, car, hotel,

passport requirements, confirmation numbers, and additional

proof of competency as per the scope of work.

The detailed process is clear, relevant, and demonstrates

bidders’ understanding of the requirements and is tailored to

the project’s needs. = 10 points

The process is detailed, but it demonstrates an average

understanding of the requirements. = 5 points

No process plan provided or lack of understanding = 0 points

2.2 Manage group bookings. 10

Describe the process plan on your capabilities for handling

group bookings (e.g., for meetings, conferences, events, etc.).

Please specify if these bookings would be done by the TMC

or outsourced.

The detailed process plan is clear, relevant, and

demonstrates bidders’ understanding of the requirements

and is tailored to the project needs. = 10 points

The process plan detailed an average understanding of the

requirements. = 5 points

No process plan provided or lack of understanding = 0 points

2.3 Manage airline reservations. 10

Describe in detail the process of booking the most cost-

effective and practical routing for the traveler.

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This will include, without limitation, the refund process and

how you manage the unused non-refundable airline tickets,

your ability to secure special airline services for traveler(s),

including preferred seating, waitlist clearance, special meals,

travelers with disabilities, etc.

The detailed process is clear, relevant, and demonstrates

bidders’ understanding of the requirements and is tailored to

the project’s needs. = 10 points

The process is detailed and demonstrates an average

understanding of the requirements. = 5 points

No process plan provided or lack of understanding = 0 points

2.4 After-hours and emergency services 10

The bidder must have capacity to provide reliable and

consistent after-hours and emergency support to traveler(s).

Please provide details/ Standard Operating Procedure of your

after-hours support, e.g.

- how it is accessed by Travelers,

- where it is located, centralized/ regionalized,

in-country (owned)/ outsourced, etc.

- is it available 24/7/365

- Reminders to CETA to process purchase

orders within 24 hours to reduce queries on

invoices

Detailed Standard Operating Procedure plans are clear,

relevant, and demonstrate bidders’ understanding of the

requirements and are tailored to the project needs. = 10

points

The Standard Operating Procedure plan detailed an average

understanding of the requirements. = 5 points

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No detailed Standard Operating Procedure Plan provided or

lack understanding = 0 points

3 10

COMMUNICATION

3.1 Describe how you will ensure that travel bookers are informed 10

of the travel booking processes.

Describe your communication process where the traveler,

travel coordinator/booker, and travel management company

will be linked in one smooth, continuous workflow.

Detailed communications process flow and linkages are

clear, relevant, and demonstrate bidders’ understanding of

the requirements and are tailored to the project needs. = 10

points

The communication process flow detailed an average

understanding of the requirements. = 5 points

No communication process flow plan provided or a lack of

understanding = 0 points

4 10

FINANCIAL MANAGEMENT

4.1 - Describe how you will implement the negotiated rates and 10

maximum allowable rates established either by the CETA or

the National Treasury.

- Describe how you will manage the 30-day bill-back account

facility.

- Describe how pre-payments will be handled where it is

required for smaller Bed & Breakfast /Guest House facilities.

- Describe how invoicing will be handled, including the process

of rectifying discrepancies between purchase orders and

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invoices, supporting documentation, reconciliation of

transactions, and the timely provision of invoices to CETA.

Detailed process is clear, relevant, covering all the 4

aspects, and demonstrates bidders’ understanding of the

requirements, and is tailored to the project needs. = 10

points

Process detailed an average understanding of the

requirements and covered less than 4 aspects. = 5 points

No process plan provided or lack of understanding = 0 points

5 10

VALUE ADDED SERVICES

5.1 Please provide information on any value-added services your 10

company can offer. Services, such as visa assistance, travel

alerts, reporting, and 24/7 support, improve efficiency, safety,

and cost-effectiveness for the client in support of the bid.

• Breakdown value adding points

- 5 or more value adding services aligned to the

scope of work= 10 points

- 3-4 value adding services aligned to the scope of

work= 5 points

- 1-2 value adding services aligned to the scope of

work= 2 points

- 0 (Zero) value adding services aligned to the

scope of work= 0 points

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RATING SCALE THAT BEC MEMBERS MAY USE

Rating Definition Score

Excellent Exceeds the requirement. Exceptional demonstration by the 5

supplier of the relevant ability, understanding, experience,

skills, resource and quality measures required to provide the

goods / services. Response identifies factors that will offer

potential added value, with supporting evidence.

Good Satisfies the requirement with minor additional benefits. 4

Above average demonstration by the supplier of the

relevant ability, understanding, experience, skills, resource

and quality measures required to provide the goods /

services. Response identifies factors that will offer potential

added value, with supporting evidence.

Acceptable Satisfies the requirement. Demonstration by the supplier of 3

the relevant ability, understanding, experience, skills,

resource, and quality measures required to provide the

goods / services, with supporting evidence.

Minor Satisfies the requirement with minor reservations. Some minor 2

Reservations reservations of the supplier’s relevant ability, understanding,

experience, skills, resource and quality measures required to

provide the goods / services, with little or no supporting

evidence.

Serious Satisfies the requirement with major reservations. 1

Reservations Considerable reservations of the supplier’s relevant ability,

understanding, experience, skills, resource and quality

measures required to provide the goods / services, with little

or no supporting evidence.

Unacceptable Does not meet the requirement. Does not comply and/or 0

insufficient information provided to demonstrate that the

supplier has the ability, understanding, experience, skills,

resource & quality measures required to provide the goods /

services, with little or no supporting evidence.

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REQUEST FOR PROPOSAL

52-54 on 14th Road, Noordwyk, Midrand, 1687

+27 11 265 5901 | [email protected]

www.ceta.org.za

“Road To Renewal”

Criterion 3 - Price and Preference Evaluation

Bidders will be further evaluated in terms of the specific goals allocated points in terms of this RFP. As

per the table below, price will be evaluated over 80 points and preference points over 20:

The specific goals allocated Number of points allocated

Criteria points (80/20 system)

B-BBEE contribution level score B-BBEE Level 1 10

of the bidder B-BBEE Level 2 8

B-BBEE Level 3 6

B-BBEE Level 4 4

B-BBEE Level 5-6 2

B-BBEE Level 7-8 1

Non-compliant contributor 0

100% - 51% Women 5

Ownership

50.99% - 35% Women 3

Ownership

CETA transformation strategic 34.99% - 20% Women 1

position to empower designated Ownership

groups in line with the 100% - 51% Youth Ownership 5 Transformation Policy

50.99% - 35% Youth 3

Ownership

34.99% - 20% Youth 1

Ownership

Whilst CETA is issuing this invitation in good faith, it reserves the right to cancel or delay the selection

process at any time without providing reasons therefore and reserves the right not to select any of the

respondents to this invitation

BID NO: 018-2025/2026 terms of reference were approved as follows:

Name............................ Signature:.........................Date:.................................

BSC Chairperson

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REQUEST FOR PROPOSAL

52-54 on 14th Road, Noordwyk, Midrand, 1687

+27 11 265 5901 | [email protected]

www.ceta.org.za

“Road To Renewal”

3. ADMINISTRATIVE ENQUIRIES

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Department: Supply Chain Management Unit

Contact Person: Dr Sibusiso Sifunda

Tel: 011 265 5901

E-mail: [email protected] and CC [email protected]

Kindly note that your technical enquiries will be facilitated by SCM between the service provider and the

relevant CETA project lead.

of 57

REQUEST FOR PROPOSAL

52-54 on 14th Road, Noordwyk, Midrand, 1687

+27 11 265 5901 | [email protected]

www.ceta.org.za

“Road To Renewal”

PART A

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY)

BID NUMBER: Bid No:018 -2025/2026 CLOSING DATE: 25 February 2026 CLOSING TIME: 11:00

APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF TRAVEL MANAGEMENT

DESCRIPTION SERVICES

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

CONTACT PERSON CONTACT PERSON

TELEPHONE NUMBER TELEPHONE NUMBER

FACSIMILE NUMBER FACSIMILE NUMBER

E-MAIL ADDRESS E-MAIL ADDRESS

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION

NUMBER

SUPPLIER TAX CENTRAL

COMPLIANCE STATUS COMPLIANCE SUPPLIER

OR SYSTEM PIN: DATABASE

No: MAAA

ARE YOU THE

ACCREDITED

ARE YOU A FOREIGN BASED

REPRESENTATIVE IN Yes No

SUPPLIER FOR THE GOODS

SOUTH AFRICA FOR Yes No

/SERVICES OFFERED?THE GOODS [IF YES, ANSWER THE

/SERVICES [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW]

OFFERED?

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

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52-54 on 14th Road, Noordwyk, Midrand, 1687

+27 11 265 5901 | [email protected]

www.ceta.org.za

“Road To Renewal”

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS

SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.

of 57

REQUEST FOR PROPOSAL

52-54 on 14th Road, Noordwyk, Midrand, 1687

+27 11 265 5901 | [email protected]

www.ceta.org.za

“Road To Renewal”

PART B

TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED

FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR IN THE MANNER

PRESCRIBED IN THE BID DOCUMENT.

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE

PREFERENTIAL PROCUREMENT REGULATIONS, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF

APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO

ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE

WWW.SARS.GOV.ZA.

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY MUST SUBMIT A

SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A

CSD NUMBER MUST BE PROVIDED.

2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO

ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE

OF THE STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

SIGNATURE OF BIDDER: ...................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................

(Proof of authority must be submitted e.g. company resolution)

DATE: .................................

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No specific requirements found

B-BBEE Minimum Level: 1