Travel agency services for sol plaatje municipality (36‑month contract)

The travel agency shall provide the following services:

• Air travel reservations (domestic and international);

• Accommodation reservations (domestic and international);

• Rented vehicles (domestic and international)

• International driver license applications.

• Conference facilities/Seminar and meetings arrangements.

• 24-hour support service (including airport car hire in cases of emergency).

• Applications for visa/passports.

• Foreign exchange; and

• Spreadsheets detailing Travel by cost Centre, division and users

• Spend analysis (charges made) etc.

• Reconciliation of SPLM accounts to be performed by accounting staff of the travel agency

• Any other services and related products available on offer from the travel agency.

• Carports or Parking – Offer SPLM’s travelers the convenience of parking at OR Tambo international airport,

Cape Town, and any other regional airports

4. Evaluation Criteria

4.1 Company Experience as outlined in the functionality.

• Testimonial/s or reference letter/s should include contacts details for verification purpose.

• Failure to submit the reference letters will result in no scoring.

4.2 Accounts Manager’s Experience & Qualification

• The Accounts Manager requirements as outlined in the functionality criteria.

• A comprehensive CV should be submitted with the proposal.

4.3 Registration with the relevant body

The appointed travel management services should provide proof of registration with the relevant registration

body, i.e. ASATA or IATA.

4.4 IT Infrastructure

Service providers should demonstrate the ability to provide travel management services to Sol Plaatje

Municipality and that includes the following:

• Travel standard operating procedure system

• An Accounting package that will be used for bookings, travel spend, Invoicing, drawing management

reports monthly, quarterly and annually.

• Capability to have a fully functional after-hours system that issues out tickets and vouchers and

emergency services to Sol Plaatje Municipality.

4.5 Account management

Ensure that an Account Management structure is put in place to respond to the needs and requirements of Sol

Plaatje Municipality’s and act as a liaison for handling all matters with regard to delivery of services in terms of

the contract and the necessary processes should be implemented to ensure good quality management and

always ensuring Traveller satisfaction.

• A complaint handling procedure should be implemented to manage and record the compliments and

complaints.

• Ensure that workshops/training are provided to travellers and/or support staff, as required.

The quality criteria and maximum score in respect of each of the criteria are as follows:

Bidders need to reach a minimum of 65 points to qualify for the next stage of evaluation.

EVALUATION CRITERIA SUMMARY

Quality Criteria Maximum number points

Experience of Travel Management Agency 50

Experience of the Team composition (ie: Accounts Manager 10

and proposed team in travel management)

IT Infrastructure 20

Account management 20

The maximum possible score for quality 100

Minimum threshold 65 points

MBD3.4

THE BID WILL BE EVALUATED ON FUNCTIONALITY WITH THE FOLLOWING CRITERION:

No# Criteria Points Total points

1. Experience in Travel • 5 Reference letters = (50)

Management Agency • 3 Reference letters = (30)

• 2 Reference letters = (20)

Reference letter for previous • 1 Reference letters = (5)

work done

2. Experience of the Team • Above 7 -10 years (10 years) 10

composition • Above 5-6 years (5) Points

• Less than 5 years (5) Points

(ie: Accounts Manager and Attach comprehensive CVs of Account Managers and

proposed team in travel the team)

management)

3. IT Infrastructure • Travel standard operating system (acceptable, 20

functional or equivalent operating software) (5)

• An Accounting package) (2)

• Ability to have a fully functional after-hours system

(3)

• Fully functional structure (5)

Profile must describe how you will manage data and

management information such as traveller’s profiles,

travel booking process, cancellation, traveller

behaviour, transaction data, etc (5)

4. Account Management • Provide the proposed Account Management 20

structure/organogram (5)

• Describe what quality control procedures/processes

you have in place to ensure that your clients receive

consistent quality service (5)

• Describe how queries, requests, changes, and

cancellations will be handled. What is your

mitigation and issue resolution process? (5)

• Provide a detailed response indicating performance

standards with respect to resolving service issues.

Complaint handling procedure should be submitted

(5)

Total points 100

SPECIAL CONDITIONS OF THIS BID

• The traveling arrangement for the Executive Mayor and the Mayoral Committee must be conducted in

accordance with the Sol Plaatje Municipality cost containment policy and the MFMA Circular No 97.

• To ensure where a booking is done for multiple people three (3), the administration fees must be per booking

and not per person.

• The travel agency must provide proof of discounts on the quotation when bookings are requested in advance.

• The travel agency must provide the municipality with the quotation within 48 hours after the request from the

Supply Chain.

• The municipality will allow the cancellation of the flight/accommodation at least within one (1) day before the

departure without liable full cost, only the travel fee.

• The municipality will appoint the first highest scoring bidder and the alternative second highest

scoring bidder in case there is a change in the contract.

PROFESSIONAL BODY

Bidders must be registered and submit their International Air Transport Association (IATA) license and Certificate

(certified copy), ASATA (Association of South Africa Travel Agency.

Description Comply Not Comply

The Travel Agency must be an accredited and valid member of

lATA and ASATA and documentary proof must accompany the

tender.

Substantiate / Comments

MDB 3.1

SOL PLAATJE MUNICIPALITY

CONTRACT: CORP/HR02/2025 – TRAVEL AGENCY SERVICES

PRICING SCHEDULE

Band rating as per MFMA circular 97

ITEM SERVICES ADMINISTRATIVE AVERAGE PRICE

CHARGES VAT

INCLUSIVE

1. Graded hotel, Boutique Hotel and Lodge or Resort

1 Star R

2 Star R

3 Star BAND 1 (Room only) R

4 Star R

5 Star R R

1 Star R

2 Star R

3 Star R BAND 2 (Bed & Breakfast)4 Star R

5 Star R

R R

1 Star R

2 Star R

BAND 3 (Dinner, Bed and3 Star R breakfast)

4 Star R

5 Star R R

2. Bed & Breakfast, Country House or Guest House

R

1 Star R

2 Star R BAND 1 (room only)3 Star R

4 Star R

5 Star R R

1 Star R

2 Star R

3 Star BAND 2 (Bed & Breakfast) R

4 Star R

5 Star R R

1 Star R

2 Star R BAND 3 (Dinner, Bed and3 Star R Breakfast)

4 Star R

5 Star R R

Sub-total for (item 1 and item 2) R

AIR TRAVEL

ITEM AIR TRAVEL ADMINISTRATIVE PRICE

CHARGES VAT

INCLUSIVE

3. Domestic

Business class R R

Economic class R R

International

Business class R R

Economy class R R

4. ROAD TRANSPORT (CAR HIRE)

Domestic

Group B R R

International

Group B (Shuttle Services) R R

5. SHUTTLE SERVICES AND

TRANSFERS

Domestic

Group B (Shuttle Services) R R

International

Shuttle Services R R

6 BUS HIRE

16-Seater R R

22-Seater R R

30-Seater R R

60-Seater R R

7 PARKING FEES R R

8 CANCELLATION FEES R R

PERCENTAGE

Subtotal (item 3 to item 8) R

The bidder must complete the pricing schedule in full in order to be considered.

All bidders must complete the subtotal and the Grand total to be considered.

Description Amount

Total amount for (item 1 and item 2) R

Total amount for (item 3 to item 8) R

GRAND TOTAL R

Air Travel

The decision to determine the star category for Senior managers and Councillors for bookings of

accommodation will be informed by the availability of money.

The premise of” Best Fare on the Day” should be implemented, making full use of the negotiated Government

Corporate Agreement with SAA and BA Comair.

Quotations are to be obtained from at least SAA and BA Comair before issue and the travel agency must also

request quotations from other low-cost carriers.

The travel agency is only permitted to make booking arrangements on behalf of the Municipality in line with the

Municipal Cost Containment Regulations (MCCR), 2019.

Domestic Accommodation

Only book accommodation where the return trip exceeds 500 kilometres, exceptional cases where limitations

may be impractical. Such as where attendance is required over a number of days, or there is risk to health of

the official or councillor

Car Hire

The travel agent must ensure comparative cost analysis in utilising the Municipal fleet, where viable, before

incurring costs to hire a vehicle.

To consider the use of available public transportation or a shuttle service if the cost of such a service is lower than:

a) The cost of hiring a vehicle

b) The cost of kilometre claimable by the official office bearer

c) The cost of parking

VALUE ADDED TAX AS WELL AS DELIVERY COSTS TO THE MUNICIPAL STORES MUST BE INCLUDED

IN ALL PRICES.

THESE BID PRICES WILL HOLD GOOD UNTIL ___________________________________________

N.B: IF PRICES ARE NOT FIRM, PRICES MUST BE FIXED FOR THE PERIOD OF 12 MONTHS FROM

THE DATE OF COMMENCEMENT.

I/WE AGREE TO THE CONDITIONS AS SET OUT IN THE ATTACHED SPECIFICATIONS

AND CONDITIONS OF TENDER

SIGNATURE OF TENDERER: _____________________________________________

NAME OF COMPANY: ___________________________________________________

ADDRESS: ____________________________________________________________

______________________________________________________________

TELEPHONE NO. ________________________ FAX NO. ______________________

E-MAIL ADDRESS: ____________________________________________________

AS WITNESSES: 1. ___________________________________

2. ___________________________________

DATE: __________________________________________________

N.B: This form must be signed by the bidder and witnessed. Removal of any of the details from the tender

documents may disqualify the tender.

Bids MUST comply with the following Special Conditions of the Contract where applicable:

• Period required for delivery ____________________________days

o Does the offer comply with the specification(s)? YES NO

YES NO

o Delivery basis

• Settlement Discount Allowed

o ________________________% 30 days

o ________________________ % 15 days

• Value added Tax as well as Delivery Costs to the Municipal Stores must be included in ALL PRICES

________________________ ___________________

BIDDER SIGNATURE DATE:

MBD 3.2

SOL PLAATJE LOCAL MUNICIPALITY

CONTRACT: CORP/HR02/2025 – TRAVEL AGENCY SERVICES

METHOD OF PRICING AND PRICE ADJUSTMENTS

THIS BID WILL NOT BE CONSIDERED IF ONE OF THE FOLLOWING OPTIONS OF THIS

DOCUMENT (MBD 3.2) IS NOT SELECTED AND FULLY COMPLETED

PLEASE INDICATE IF PRICES ARE FIRM OR NOT FIRM FOR THE DURATION OF THIS CONTRACT.

SELECT NUMBER 1 OR NUMBER 2

1. Prices are firm for the duration of this contract (including prices subject to Rates of Exchange or any □

other reasons) Variations will not be considered.

N.B.: AS FROM THE CLOSING DATE OF THE BID, BASE PRICES SHALL REMAIN FIRM

FOR THE DURATION OF THE CONTRACT

2. Prices not firm for the duration of this contract and price variations are applicable □

If prices are not firm and number 2 was selected, COMPLETE OPTIONS (A, B or C). One

of the options MUST be selected if prices are not firm. Note that only one of the

options can be applied to any one of the activities listed in the schedule of quantities

and the bidder should clearly indicate the item numbers for options B and C

Escalation (Option A) will be calculated on all items which are not listed in options B

or C

N.B.: AS FROM THE CLOSING DATE PRICES MUST HOLD GOOD FOR AT LEAST 12

MONTHS OF THE DURATION OF THE CONTRACT BEFORE ANY PRICE ADJUSTMENTS

COULD BE SUBMITTED.

A. NON-FIRM PRICES SUBJECT TO ESCALATION □

1. In cases of period contracts, non-firm prices will be adjusted with the assessed contract price adjustments implicit

in non-firm prices when calculating the comparative prices

2. The value of each monthly statement for payment shall be increased or decreased by the amount obtained by

multiplying the tender rate for a scheduled item “At” by the Contract Price Adjustment Factor for the specific item,

rounded off to the fourth decimal place, determined according to the formula:

 R1t R 2t R 3t D 4t  Pa = (1 − V )Pt  D1 + D 2 + D 3 + D 4  + VPt

 R1o R 2o R 3o D 4o 

Where:

Pa = The new escalated price to be calculated.

(1-V)Pt = 85% of the original bid price. Note that Pt must always be the original bid price and

not an escalated price.

D1, D2.. = Each factor of the bid price e.g. labour, transport, clothing, footwear, etc. The total of

the various factors D1, D2...etc. must add up to 100%.

R1t, R2t...... = Index figure obtained from new index (depends on the number of factors used).

R1o, R2o = Index figure at time of bidding.

VPt = 15% of the original bid price. This portion of the bid price remains firm i.e. it is not

subject to any price escalations.

3. The following index/indices must be used to calculate your bid price:

Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated..........

Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated..........

4. FURNISH A BREAKDOWN OF YOUR PRICE IN TERMS OF ABOVE-MENTIONED FORMULA. THE TOTAL OF THE

VARIOUS FACTORS MUST ADD UP TO 100%.

FACTOR PERCENTAGE OF BID PRICE (D1, D2 etc. e.g. Labour, transport etc.)

B. □ PRICES SUBJECT TO RATE OF EXCHANGE VARIATIONS

1. Please furnish full particulars of your financial institution, state the currencies used in the conversion of the prices of the items to

South African currency, which portion of the price is subject to rate of exchange variations and the amounts remitted abroad.

AMOUNT IN PORTION FOREIGN PARTICULARS OF OF PRICE ITEM NO PRICE CURRENCY RATE CURRENCY FINANCIAL INSTITUTION SUBJECT REMITTED TO ROE ABROAD

ZAR=

ZAR=

ZAR=

ZAR=

2. Adjustments for rate of exchange variations during the contract period will be calculated by using the average monthly exchange rates as issued

by your commercial bank for the periods indicated hereunder: (Proof from bank required)

DATE UNTIL DATE DATE FROM WHICH WHICH NEW AVERAGE MONTHLY EXCHANGE RATES FOR DOCUMENTATION NEW CALCULATED CALCULATED THE PERIOD: MUST BE SUBMITTED PRICES WILL PRICE WILL BE TO THIS OFFICE BECOME EFFECTIVE EFFECTIVE

C. □ None firm prices based on documentary evidence (including actual supplier’s invoices, motivations

and letters of confirmation from the bidder’s supplier)

I/WE AGREE TO THE CONDITIONS AS SET OUT IN THE ATTACHED SPECIFICATIONS

AND CONDITIONS OF BIDDER

SIGNATURE OF BIDDER: __________________________________________________________

NAME OF COMPANY: _____________________________________________________________

ADDRESS: _____________________________________________________________________

______________________________________________________________________________

CELL TELEPHONE NO: ________________________ FAX NO. __________________________

E-MAIL ADDRESS: _____________________________________________________________

AS WITNESSES: 1. ______________________Name Print _______________________

2. ______________________Name Print _______________________

DATE_____________________________________

N.B: THE MBD 3.2 IS MANDATORY MUST BE COMPLETED AND SIGNED BY THE BIDDER AND WITNESSES

MBD 3.2

AMENDMENTS AND ALTERATIONS: ANNEXURE A

If the bidder desires to amend, vary or alter any of the specifications, conditions of contract, schedule of prices, he/she is to state so

hereunder and is to set out clearly the details and character of any amendments, variations or alterations he proposes, together with

the variation in cost from his bid price, if there be any variation.

Unless noted in this page when bidding or supported by a covering letter attached to this bid, no variations or alterations which the

bidder desires to put forward or into effect, will be executed strictly in accordance with these documents.

SIGNATURE OF BIDDER _________________________________________

DATE: ________________________

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Municipality / Municipal Entity: ________________________________________________

Department: ______________________________________________________________

Contact Person: ___________________________________________________________

Tel: __________________________________Cell ________________________________

Fax: _____________________________________________________________________

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Department: ______________________________________________________________

Contact Person: __________________________________________________________

Tel: ____________________________________Cell: ____________________________

Email address: _____________________________________________

No specific requirements found