Travel management services for ccma – 36-Month contract (RFP CCMA/2026/18/CS) – compulsory virtual briefing 14 aug 2026, bids due 26 aug 2026

Compulsory briefing session: 14 August 2026 at 11:00 AM, held virtually via Microsoft Teams. Attendance is mandatory; failure to attend disqualifies the bid. Bidders must ensure they can access the briefing link before the session.

Closing date for enquiries: 20 August 2026 at 16:00. Consolidated responses will be posted on the CCMA website within two days after the enquiry deadline.

Bid closing: 26 August 2026 at 11:00 AM (Telkom time), at CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg (deposit in the tender box).

Enquiries: all communication must be in writing.

Contact: Mr. Nathan Mamogobo.

Telephone: +27 11 377 6939.

Email: [email protected].

Enquiry deadline: 20 August 2026 at 16:00.

Consolidated responses will be posted on the CCMA website (www.ccma.org.za) under tenders within two days after the enquiry deadline.

Submission channel: 2 hard copies (original and copy) plus one electronic copy on USB in PDF format, all bound in a sealed envelope.

Envelope endorsement: reference number, bid description, bidder name, closing date and return address must be endorsed on the envelope.

Delivery: deposit into the bid box at the CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, 2001, by 11:00 AM (Telkom time) on 26 August 2026. Courier deliveries must be placed directly into the bid box; handing documents to reception staff is at the bidder's risk.

Late bids: any bid not in the bid box at closing time is considered late and will not be evaluated.

Electronic submissions: bids by telegram, telex, email, facsimile or similar will not be considered.

Language: all documentation must be in English.

Authorisation: company bids must be signed by a person authorised by a certified Board Resolution, which must be submitted with the bid.

Returnable schedules (each clearly marked):

• Schedule 1: executive summary, signed RFP document, company registration documents, ID copies of owners, medical certificate confirming disability (if applicable), latest CSD report.
• Schedule 2: valid tax clearance certificate with tax compliance status PIN, SBD 1, SBD 3.3 with pricing schedule TMC, SBD 4, SBD 6.1, SBD 7.2, CCMA's Standard Conditions of Bid and General Conditions of Contract (signed), POPIA consent form, financial statements for the latest financial year signed by an independent registered accountant, joint venture/consortium/subcontracting agreement (if applicable), B-BBEE certificate.
• Schedule 3: response to Sections 2 and 3 of the RFP in the prescribed format.

Consortium/JV/subcontracting: all Schedule 2 documents must be submitted for each member.

Disqualification risks: failure to attend the compulsory briefing session, incomplete or non-compliant documentation, fraudulent or untrue information, non-compliance with mandatory requirements, failure to comply with National Treasury tax directives.

Evaluation stages: three gates — Gate 1 (Mandatory Requirements), Gate 2 (Functionality, split into 2A and 2B), Gate 3 (Price and Specific Goals).

Gate 1 (Mandatory): bidders must hold a valid IATA licence and ASATA membership, attaching valid certificates. Failure disqualifies the bid.

Gate 2 (Functionality): evaluated out of 100 points; bidders must achieve a minimum of 75 points to proceed to Gate 3. Gate 2A requires a minimum of 45 out of 55 points; Gate 2B requires a minimum of 30 out of 45 points.

Gate 2A criteria (weights):

• Reference letters (15 points): up to three contactable references from projects of similar nature and size concluded in the past five years, completed on Annexure 1. Three letters = 15 points, two = 10, one = 5. Current CCMA service providers with poor performance evaluations or bad references incur a 10-point penalty. Failure to comply scores zero.
• Onsite travel consultants (20 points): CVs for two onsite consultants (one intermediate, one senior) showing experience in domestic and international corporate travel, GDS use, and corporate/government/business travel management. 6+ years = 20 points (10 per CV), 4-5 years = 10 points (5 per CV), 3 years or less = 0. Failure to comply scores zero.
• Company financial stability (20 points): latest audited financial statements within 12 months of the bid advert. Favourable solvency ratio 1:1 and current ratio 2:1 with positive bank balance (5 points); positive cash flow from operations (5 points); auditor's going-concern confirmation with proof of auditor registration (5 points); unqualified audit opinion (5 points). Failure to submit audited statements scores zero.

Gate 3 (Price and Specific Goals): 80 points for price and 20 points for specific goals. Only bidders passing Gate 2 proceed.

Due diligence: CCMA may conduct a site visit at a client of the bidder (chosen at CCMA's discretion) to validate services.

Existing CCMA service providers: reference checks will include evaluation of current services and existing performance.

Presentations/demonstrations: CCMA reserves the right to request presentations or demonstrations from short-listed bidders.

Contract period: 36 months, with an online booking system.

Core services: flights, accommodation, car hire, e-hailing, shuttle services, venues and conferencing.

Service coverage: all CCMA travellers locally and internationally, including employees, contractors, consultants and clients where CCMA is responsible for travel.

Operating hours: normal office hours Monday to Friday 08h00-17h00, plus after-hours and emergency services (17h00-08h00 weekdays, 24 hours weekends and public holidays).

Online booking system: TMC must provide an online booking system for CCMA users to source and process quotations; must be compatible with any financial accounting system.

Onsite consultants: two dedicated consultants (one intermediate, one senior) for the duration of the contract, at the TMC's cost.

Training: TMC must provide training on the online booking system to CCMA users as required, at the TMC's cost.

Staffing: TMC must submit a detailed organogram of staff managing the CCMA account, with work experience profiles for each listed member (full name, designation, qualifications, years of experience, responsibilities, previous client engagements).

Reservations: obtain a minimum of three comparable price quotations for travel requests where routing or destination permits; book negotiated discounted fares and rates; issue e-tickets and vouchers immediately upon receipt of approved purchase order; facilitate group bookings; handle visa applications (unless traveller applies online); arrange foreign currency and travel insurance for international trips; book airport parking where required.

Air travel: book full-service and low-cost carriers; most cost-effective airfares for domestic travel; for international flights use most cost-effective and practical routings; deliver tickets electronically (SMS, WhatsApp, email); track and manage unused e-tickets with quarterly refund reports; assist with lounge access.

Accommodation: obtain price comparisons within maximum allowable rate matrix set by CCMA or National Treasury; obtain three quotations from establishments as close as possible to the traveller's destination; issue accommodation vouchers; cancel bookings promptly to avoid no-show and late cancellation fees.

Car rental, shuttle and e-hailing: book approved category vehicles per CCMA Travel Policy; advise travellers on collection/return; share information on e-tolls, refuelling, keys, rental agreements, damages, accidents; inform CCMA of any incident with financial implications; manage shuttle companies and ensure compliance with minimum standards (valid operating licence, roadworthy insured vehicles, qualified drivers); negotiate better rates.

After-hours and emergency services: dedicated consultant(s) for after-hours and emergency reservations; call centre facility or after-hours contact number; standard operating procedure for managing after-hours and emergency services, including procedure after receiving purchase order (done next business day).

Communication: conduct workshops and training for CCMA Travel Bookers; investigate all enquiries with prompt feedback per SLA.

Financial management: implement negotiated rates, discounted fares and maximum allowable rates; manage third-party service provider accounts; enable savings on total annual travel expenditure reported monthly and quarterly; offer a 30-day bill-back account facility if no lodge card; process pre-payments for smaller B&B/guest house facilities; itemised invoices with supporting documents per cost centre; consolidate invoices for CCMA Finance.

Technology and reporting: consolidate management information into a single source with automated reporting tools; accurate and secured data; reports at transactional level (traveller name, date, spend category); electronic format (e.g., Excel); SLA reports on agreed dates.

Account management: dedicated Account or Business Manager responsible for CCMA account; complaint handling procedure; enforce CCMA Travel Policy; manage SLA; conduct traveller satisfaction surveys; present comprehensive reports during reviews.

Value-added services: destination information (health warnings, weather, places of interest, visa info, travel alerts, hotel/restaurant locations, public transport costs, airport rules, business etiquette, airline baggage policy, supplier updates); electronic voucher retrieval via web and smartphones; SMS notifications; travel audits; global travel risk management; VIP services for executives.

Cost management: advise on most cost-effective options within National Treasury cost containment instructions; in-depth knowledge of supplier products.

Meetings and reviews: monthly operational meetings; quarterly reviews presented to CCMA Procurement and Finance teams; annual reviews presented to CCMA Facilities Management Unit.

Conferencing: full conferencing package including venue hire, audio-visual equipment, computer/fax/internet/telephone access, printing, preparation and planning, transportation of equipment, speaker fees, administrative expenses, translation and interpretation, security costs. At least one consultant must be physically present onsite for the full duration of the conference at the TMC's cost.

Site inspections: TMC must conduct site inspections for all service providers on the approved database for accommodation and venue hire.

Transition: provide a detailed transition plan for implementing the service without interruptions and engage with the incumbent service provider.

Travel volumes (projections, July 2024 - March 2026): total spend R22 802 259,45 across 7 325 transactions. Breakdown: domestic air travel R4 526 299,46 (2 029 transactions); regional/international air travel R458 977,40 (12); car rental R898 575,29 (270); shuttle services R787 652,35 (538); accommodation R8 711 456,84 (2 458); conferences and venue hire R7 404 188,85 (1 944); after-hours R2 587,50 (15); insurance R3 830,00 (6); visas and passports R8 791,76 (6); e-hailing R19 784,94 (47). These figures are projections only and not binding on CCMA.

Reference letters: bidders must furnish up to three contactable references from projects of similar nature and size concluded in the past five years, completed on Annexure 1. Three letters = 15 points, two = 10, one = 5. Current CCMA service providers with poor performance evaluations or bad references incur a 10-point penalty.

Onsite travel consultants: CVs for two onsite consultants (one intermediate, one senior) must be submitted, clearly indicating years of experience in domestic and international corporate travel, experience in using a Global Distribution System (GDS), and experience in managing corporate, government and business travel requirements. 6+ years = 20 points (10 per CV), 4-5 years = 10 points (5 per CV), 3 years or less = 0.

Staff profiles: TMC must provide comprehensive work experience profiles for each staff member listed in the organogram, including full name and designation, relevant qualifications, years of experience in travel management or related fields, specific responsibilities on the CCMA account, and previous client engagements (where applicable).

Financial stability: latest audited financial statements within 12 months of the bid advert must be submitted; favourable solvency ratio 1:1 and current ratio 2:1 with positive bank balance (5 points); positive cash flow from operations (5 points); auditor's going-concern confirmation with proof of auditor registration (5 points); unqualified audit opinion (5 points).

Quality management: TMC must implement processes to ensure good quality management and traveller satisfaction at all times.

Complaint handling: a complaint handling procedure must be implemented to manage and record compliments and complaints of the TMC and other travel service providers.

SLA management: the Service Level Agreement must be managed, and CCMA traveller satisfaction surveys conducted to measure TMC performance.

Reviews: comprehensive reports on travel spend and SLA performance must be presented during reviews.

Staffing: TMC must provide highly skilled and qualified human resources including Senior Consultant, Intermediate Consultant, Travel Manager (Operational), Finance Manager / Branch Accountant, Admin Back Office (Creditors/Debtors/Finance Processors), Strategic Account Manager, System Administrator (General Admin).

Conferencing: full conferencing package including venue hire, audio-visual equipment, computer/fax/internet/telephone access, printing, preparation and planning, transportation of equipment, speaker fees, administrative expenses, translation and interpretation, security costs. At least one consultant must be physically present onsite for the full duration of the conference at the TMC's cost.

Site inspections: TMC must ensure site inspections for all service providers on the approved database are conducted for accommodation and venue hire.

Pricing model: management fee — total fee per annum charged in twelve equal payments, paid monthly in arrears.

Pricing schedule: SBD 3.3 with Pricing Schedule TMC (duly completed and signed) must be submitted.

No upfront payments or deposits: CCMA will not provide these; the TMC processes them on behalf of CCMA as required.

Volume-driven incentives: National Treasury has negotiated non-commissionable fares and rates with airlines and other service providers; no override commissions earned through CCMA reservations will be paid to the TMC; open book policy applies and any commission earned through CCMA volumes must be reimbursed to CCMA; TMCs must book negotiated rates or the best fare available, whichever is most cost-effective.

Financial statements: latest audited financial statements within 12 months of the bid advert must be submitted; failure results in a score of zero for financial stability criteria.

Bill-back facility: TMC must offer a 30-day bill-back account facility to CCMA if a lodge card is not offered.

Invoicing: all invoices must be itemised and accompanied by supporting documents including Travel Supplier bill-back invoices per cost centre; third-party travel supplier accounts must be settled timeously.

Tax compliance: valid Tax Clearance Certificate with tax compliance status PIN must be included in the bid; non-compliance with National Treasury tax directives leads to disqualification.

CSD registration: bidders must be registered on the Central Supplier Database (CSD) prior to submitting bids and include a copy of their Master Registration Number (Supplier Number) in the bid.

Company registration: copy of Company Registration Documents required.

Identity documents: copy of Identity Documents of the owner(s) required.

Disability: proof of Medical Certificate confirming disability of the owner(s) if applicable.

Mandatory accreditations (Gate 1): valid IATA licence and ASATA membership certificates must be attached; failure disqualifies the bid.

B-BBEE: B-BBEE certificate required; SBD 6.1 (Preference Points Claim) must be completed and signed.

Standard forms: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule for professional services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.2 (Contract Form for rendering of services) — all must be completed and signed.

POPIA: POPIA consent form must be completed and signed.

Board resolution: bids by companies must be signed by a person authorised by a certified Board Resolution, submitted with the bid.

Joint ventures/consortia: copy of Joint Venture/Consortium/Subcontracting Agreement duly signed by all parties (if applicable); all compliance documents must be submitted for each member.

Financial statements: latest financial year statements signed by an independent registered accountant required.

Supplier performance: successful bidder must conclude a Service Level Agreement (SLA) with CCMA upon award.

Supplier development: successful bidder may be required to mentor SMMEs and/or Youth-Owned businesses, subject to negotiation.

Fraudulent information: any bidder submitting fraudulent, false or misleading information may be disqualified and reported to National Treasury, with possible referral for criminal investigation.

Contract period: 36 months with an online booking system.

Bid validity: responses valid for 120 days from the bid closing date.

SLA: successful bidder must conclude a Service Level Agreement (SLA) with CCMA upon award, which forms part of the supply agreement and is used to measure, monitor and assess supplier performance.

Supplier development: successful bidder may be required to mentor SMMEs and/or Youth-Owned businesses, subject to negotiation.

CCMA's rights: CCMA may amend bid conditions, validity period, specifications or extend closing date before closing; may not accept the lowest priced bid or any bid in part or whole; may award the bid as a whole or in part; may verify validity of submitted documents and request clarification; may consider National Treasury Instruction /2025: Cost Containment Measures; may request all relevant information and conduct background checks on the bidding entity and its directors/trustees/shareholders/members.

Fraudulent information: any bidder submitting fraudulent, false or misleading information may be disqualified and reported to National Treasury, with possible referral for criminal investigation.

Undertakings by bidder: by submitting a bid, the bidder offers to render services on the terms and conditions of the RFP; may be required to attend an interview or practical demonstration; the offer remains binding during the bid validity period; bidder confirms correctness and validity of prices and rates covering all obligations; bidder responsible for ensuring all supporting documentation is valid and compliant at closing date; successful bidder accepts full responsibility for proper execution of the supply agreement and SLA; all costs of preparation and presentation are for the bidder's account; supporting documentation becomes CCMA property unless otherwise stated.

Disqualification: failure to comply with National Treasury tax directives; incomplete information and documentation; fraudulent, factually untrue or inaccurate information; receiving information not available to other bidders through fraudulent means; non-compliance with mandatory requirements; failure to attend compulsory briefing session.

Penalties: penalties incurred due to inefficiency or fault of a travel consultant are for the TMC's account, subject to formal dispute process; TMC must minimise penalties for short-notice cancellations.

Confidentiality: RFP and related information are proprietary to CCMA and must be kept confidential; no disclosure without prior written consent.

Supplier performance: supplier performance management is critical; SLA serves to measure, monitor and assess supplier performance.