Travel management agency services for dpme – 36-Month contract (dpme 09 2026/27)

• This is a request for the appointment of a travel management agency for the Department of Planning, Monitoring and Evaluation for a period of 36 months.
• The bid is subject to all applicable legislation, including the Public Finance Management Act, Treasury Regulations, PPPFA, and B-BBEE Act.
• Lead times and delivery periods must be clearly indicated in the quotation/proposal.

• Compulsory briefing session: 7 August 2026 at 10:00 at 330 Grosvenor Street, Hatfield, Pretoria.
• Bid closing date: 17 August 2026 at 11:00.

• Bidding procedure enquiries: Phetogo Mnguni, telephone 012 312 0426, email [email protected].
• Technical enquiries: Contact details not provided in the document.
• Submission address: Tender box at 330 Grosvenor Street, Hatfield, Pretoria.

• Submit your bid in a sealed envelope, clearly marked with the reference number, and deposit it in the tender box at 330 Grosvenor Street, Hatfield, Pretoria.
• Closing date: 17 August 2026 at 11:00. Late bids will not be accepted.
• Use only the official Standard Bid Documents (SBDs) provided — do not retype them.
• Required returnable documents include:

• Central Suppliers Database (CSD) Registration Report, not older than 30 days.
• Invitation to Bid (SBD 1).
• Declaration of Interest (SBD 4).
• Preference Points Claim Form (SBD 6.1).
• Valid B-BBEE Status Level Verification Certificate (original or certified copy with SANAS logo) or a sworn affidavit/CIPC confirmation for EMEs/QSEs.
• Declaration Certificate for Local Production and Content (SBD 6.2) if applicable.

• Incomplete bids may be rejected.
• All quoted prices must include VAT and be valid (firm) for at least 120 days from the closing date.
• The Department reserves the right to reject any bid, split the award, or not appoint any service provider.
• Bids from persons in the service of the state, or companies with directors/members in the service of the state, will not be considered.

• Only bids that meet all administrative requirements and minimum functional requirements (as per the Terms of Reference) will be evaluated.
• The 80/20 preference point system applies: 80 points for price, 20 points for specific goals. If all bids exceed R50 million, the 90/10 system will be used.
• Price points are calculated using the formula: Ps = 80/90 × (1 - (Pt - Pmin)/Pmin) for the 80/20 or 90/10 system.
• Specific goals points (maximum 20 points under 80/20) are awarded as follows:

• Black ownership ≥51%: 5 points; <51%: 1 point.
• Black ownership with disabilities: 3 points (attach certificate).
• Black women ownership ≥30%: 2 points.
• Black youth ownership ≥30%: 3 points.
• Black military veteran ownership: 2 points.
• Supplier situated in the local municipality of the project: 3 points.
• SMME with profit < R10 million per year: 2 points.

• Claims for specific goals must be supported by documentation (e.g., B-BBEE certificate, sworn affidavit, CSD report, ID copies, share certificates, CIPC documents).
• The Department may require substantiation of any preference claims before or after adjudication.
• Bidders may be called to present their proposals; the Bid Evaluation Committee may adjust scores based on presentations.

• Scope: Appointment of a travel management agency for the Department of Planning, Monitoring and Evaluation for a period of 36 months.
• The service provider must comply with all applicable legislation, including the Public Finance Management Act, Treasury Regulations, PPPFA, and B-BBEE Act.
• Lead times and delivery periods must be clearly indicated in the quotation/proposal.
• The Department reserves the right to require delivery as specified at the quoted price, regardless of any differences in specifications.
• The service provider must ensure all work and equipment used at DPME facilities comply with the Occupational Health and Safety Act, 1993 and DPME standard instructions.
• All staff must be adequately trained prior to project commencement.
• DPME must be informed of any staff changes; DPME reserves the right to vet all personnel working on the project.
• All data generated by the project must be stored and handed over to DPME in an accessible and confidential manner.
• The Department may verify bidder experience and qualifications, including citizenship, criminal records, previous contract performance, and suitability to handle confidential information.

• The Department reserves the right to verify bidder experience and qualifications, including:

• Citizenship status, company information, and criminal records.
• Previous tender and government contracts track records.
• Government employment status of bidders, staff, and directors.
• Suitability to handle confidential government information.
• Qualifications of bidders, contractors, and team members.

• All quoted prices must be inclusive of VAT.
• Prices must be valid (firm) for at least 120 days from the closing date for open tenders.
• Price escalations and conditions of escalation must be clearly indicated.
• No variation of contract price or scope creep is permitted unless specifically allowed in the Terms of Reference.
• The Department will pay all valid invoices within 30 calendar days.
• The Department is not liable for any expenses incurred by the service provider before an official written purchase order is issued.

• Only suppliers registered on the Central Suppliers Database (CSD) may bid. The CSD report must not be older than 30 days.
• Tax compliance is mandatory. Submit your SARS Tax Compliance Status PIN or a printed TCS certificate. If registered on CSD, provide your CSD number.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Foreign suppliers with no South African tax obligations must complete a SARS pre-award questionnaire.
• A valid B-BBEE Status Level Verification Certificate (with SANAS logo) or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points.
• No bids will be considered from persons in the service of the state, or companies with directors/members in the service of the state.
• Complete and submit SBD 4 (Bidder's Disclosure) declaring any state employment, relationships with procuring institution staff, or interests in other bidding enterprises.
• The Department reserves the right to vet bidders and their staff, including criminal records, qualifications, and government employment status.
• Bidders must comply with DPME security and emergency policies, procedures, and regulations on DPME premises.
• The service provider must comply with all relevant employment legislation and bargaining council agreements, including UIF and PAYE.

• The service provider must ensure all work performed and equipment used at DPME facilities comply with the Occupational Health and Safety Act, 1993 and DPME standard instructions.
• All staff working on the project must be adequately trained prior to commencement.
• The service provider must comply with DPME security and emergency policies, procedures, and regulations on DPME premises.

• The 80/20 preference point system applies (80 points for price, 20 points for specific goals). If bids exceed R50 million, the 90/10 system will be used.
• Points for specific goals are awarded for black ownership (up to 5 points), ownership by persons with disabilities (3 points), black women ownership (2 points), black youth ownership (3 points), black military veteran ownership (2 points), local municipality suppliers (3 points), and SMMEs with profit under R10 million (2 points).
• Documentation (e.g., B-BBEE certificate, affidavit, CSD report) must support claims for specific goals.

The travel management agency must make provision for rail transport bookings and negotiate for discounts where possible. It should also manage shuttle companies on behalf of DPME, ensuring compliance with minimum service standards.

Closing time: 11:00 on 2026-08-17 (as per tender record). Note: The document mentions closing time as 08h00, but the official tender record states 11:00. Verify the exact closing time with the issuing department.

Complete and sign Annexure A 1.2 (Service Requirements) in full. Tick the appropriate block for each service in sections 12.3.1 to 12.3.7 to indicate whether you can render the service. Failure to fully complete and sign this annexure will lead to immediate disqualification at Gate 0. Ensure the signatory details (signature, date, print name, designation, and bidding company name) are provided to validate the annexure. Submit the signed annexure as part of your bid returnables.

Mandatory compliance at Gate 0: Must complete and sign Annexure A 1.2, indicating ability to render ALL services listed in sections 12.3.1–12.3.7. Must have Global Distribution System (GDS) access. Must have Online Booking Tool (OBT) capability. Must provide after-hours emergency services. Must comply with government rates and limits. Must handle group bookings. Must provide travel insurance assistance for international trips. Must have procedures for managing unused e-tickets and refunds. Must maintain confidentiality of all travel arrangements.

Provide comprehensive travel management services for all DPME travellers (employees, contractors, consultants, clients) locally and internationally. Operate during normal office hours (Monday–Friday 08h00–17h00) and provide emergency services outside these hours, including weekends and public holidays. Enforce existing travel supplier agreements and assist with further negotiations. Ensure compliance with DPME Travel Policy and National Treasury travel framework and cost containment measures. Manage third-party service providers, addressing service failures and complaints. Consolidate all invoices from travel suppliers. Ensure government rates and limits are implemented and adhered to, with proper authorisation for deviations. Obtain at least three price comparisons for travel requests where routing/destination permits. Book negotiated discounted fares and rates where possible. Manage schedule changes and adjust travel arrangements accordingly. Provide bookings for airport parking facilities where required. Process queries, requests, changes, and cancellations timeously and accurately. Facilitate group bookings (e.g., meetings, conferences, events). Issue all necessary travel documents, itineraries, and vouchers timeously before departure. Advise travellers on visa and inoculation requirements well in advance. Assist with travel insurance for international trips where required. Facilitate reservations not bookable on the Global Distribution System (GDS). Facilitate bookings via own or third-party Online Booking Tool (OBT). Return all commissions earned on non-commissionable fares/rates to DPME monthly. Ensure confidentiality of all travel arrangements. Submit proof of service delivery (invoices) timeously as per DPME instruction. Assist with issuance of forex/traveller’s cheques and advise on foreign currencies. Book full-service and low-cost carriers. Book most cost-effective airfares for domestic travel; use most cost-effective and practical routings for international flights. Provide proof of price comparisons and that bookings used discounted rates. Include airline agreement and loyalty program numbers on tickets. Send airline booking confirmations electronically (SMS/email) promptly. Assist with charter bookings for VIPs using existing transversal contracts and source alternative providers for other charters. Track and manage unused e-tickets, providing quarterly refund reports. Inform travellers of airline travel news (baggage policies, check-in arrangements, etc.). Assist with lounge access subject to prior DPME approval. Obtain price comparisons for accommodation within National Treasury’s maximum allowable rate matrix. Provide three or more price comparisons from establishments offering the best available rate within the limit, located close to the traveller’s destination. Plan, book, confirm, and amend accommodation per DPME travel policy. Manage and coordinate venue logistics and negotiate discounts. Prioritise accommodation establishments with DPME/National Treasury corporate rates; advise on suitable alternatives if needed. Issue accommodation vouchers and invoice DPME accordingly, supported by original hotel charges. Provide proof that accommodation rates booked were within maximum allowable rates. Promptly cancel accommodation bookings to avoid fees. Book approved category rental vehicles from closest location per DPME Travel Policy. Advise travellers on best collection/return times and locations. Share information with travellers on rental vehicles (e-tolls, refuelling, agreements, damages, accidents). Offer alternative ground transportation (rail, buses, transfers) for international travel. Book transfers, bus, and coach services per DPME Travel Policy. Make provision for rail transport bookings and negotiate discounts. Manage shuttle companies, ensuring compliance with minimum service standards, and negotiate better rates. Provide proof that negotiated rates were booked. Provide consultants for after-hours and emergency reservations and changes. Have dedicated consultants for VIP/Executive Travellers for after-hours/emergency assistance. Operate a call centre or after-hours contact number for travellers. Have a standard operating procedure for managing after-hours and emergency services, including timely assistance for urgent online bookings/changes. Conduct workshops and training for DPME Travel Bookers if requested. Investigate all enquiries and provide prompt feedback per Service Level Agreement. Ensure sound communication with all stakeholders, linking traveller, coordinator, and TMC in a smooth workflow.

The travel management agency must apprise itself of all travel requirements for destinations and advise travellers of alternative plans that are more cost-effective and convenient where necessary.

Must comply with DPME Travel Policy and National Treasury travel framework and cost containment measures. Must implement and adhere to government rates and limits, with proper authorisation for deviations. Must return all commissions earned on non-commissionable fares/rates to DPME on a monthly basis. Must provide proof of price comparisons and that bookings were made against discounted rates. Must track and manage unused e-tickets and provide quarterly refund reports. Must maintain confidentiality of all travel arrangements. Must have GDS access and OBT capability. Must provide after-hours emergency services. Must be able to handle group bookings. Must assist with travel insurance for international trips. Must comply with all mandatory requirements in Annexure A 1.2, sections 12.3.1–12.3.7.

The travel management agency must:

• Obtain a minimum of three price comparisons for all travel requests where routing/destination permits.
• Book negotiated discounted fares and rates where possible.
• Keep abreast of carrier schedule changes and make appropriate adjustments; modify and reissue e-tickets and billing as necessary.
• Make provision for bookings at airport parking facilities where required.
• Respond timely and process all queries, requests, changes, and cancellations timeously and accurately.
• Facilitate group bookings (e.g., for meetings, conferences, events).
• Issue all necessary travel documents, itineraries, and vouchers timeously before departure.
• Advise travellers on visa and inoculation requirements well in advance.
• Assist with arranging travel insurance for international trips where required.
• Facilitate reservations not bookable on the Global Distribution System (GDS).
• Facilitate bookings generated through own or third-party Online Booking Tool (OBT).
• Note that visa applications are not the TMC’s responsibility, but relevant information must be supplied to travellers.
• Return all commissions earned on non-commissionable fares/rates to DPME monthly.
• Ensure confidentiality of all travel arrangements.
• Submit proof of service delivery (invoices) timeously as per DPME instruction.
• Assist with issuance of forex/traveller’s cheques and advise on foreign currencies.
• Book full-service and low-cost carriers.
• Book most cost-effective airfares for domestic travel; use most cost-effective and practical routings for international flights.
• Obtain three or more price comparisons where applicable and provide proof.
• Include airline agreement and loyalty program numbers on tickets.
• Send airline booking confirmations electronically (SMS/email) promptly.
• Assist with charter bookings for VIPs using existing transversal contracts and source alternative providers for other charters.
• Track and manage unused e-tickets per agreement and provide quarterly refund reports.
• Provide proof that bookings used discounted rates on published fares where applicable.
• Inform travellers of airline travel news (baggage policies, check-in arrangements, etc.).
• Assist with lounge access subject to prior DPME approval.
• Obtain price comparisons for accommodation within National Treasury’s maximum allowable rate matrix.
• Provide three or more price comparisons from establishments offering the best available rate within the limit, located close to the traveller’s destination.
• Plan, book, confirm, and amend accommodation per DPME travel policy.
• Manage and coordinate venue logistics and negotiate discounts on behalf of DPME.

The travel management agency must always endeavour to make the most cost-effective travel arrangements based on the traveller/travel booker request, per National Treasury cost containment measures.

• The bidder must be able to provide the travel services required by the Department of Planning, Monitoring and Evaluation, as specified in paragraph 12.3 of the document.

• Submit the technical proposal in File 1 (Technical file), Exhibit 2, as per paragraph 9.2 of the Terms of Reference.
• Structure the technical proposal clearly to cover all sections listed in the evaluation criteria.
• Indicate specific page numbers or paragraphs in the proposal where each Gate 1 functional criterion is addressed.
• Include a completed and signed Annexure A1.1 (Service Requirements) as motivation for the service provision criterion.
• Include a fully completed and signed Bidder Declaration (Section 22) with signature, date, printed name, designation, and company name.

• Submit a clearly structured technical proposal covering all listed criteria in File 1 (Technical file), Exhibit 2.
• Indicate specific page/paragraph references for each Gate 1 criterion.
• Include a completed and signed Annexure A1.1 (Service Requirements).
• Include a fully completed and signed Bidder Declaration (Section 22) with signature, date, printed name, designation, and company name.

• The bidder must pass all three evaluation gates to be eligible for award.
• Gate 1 (Desktop Evaluation): Minimum score of 300 out of 400 points (75%) to proceed to Gate 2.
• Gate 2A (Site Visit Presentation): Minimum score of 300 out of 400 points (75%) to proceed to Gate 3.
• Gate 2B (Online Tool Demonstration): No explicit pass/fail score stated, but performance impacts the overall technical score.
• Points for each criterion are calculated by averaging scores awarded by each Bid Evaluation Committee member.
• The bidder must sign the Bidder Declaration (Section 22) committing to ethical conduct, transparency, confidentiality, and fair treatment of DPME.

• The bidder must be able to provide all travel services required by the department, as detailed in paragraph 12.3 of the document and the costing sheet.
• The bidder must have a Key Account Manager with relevant experience (scored based on years: 3 years = 1 point, >3 years = 2 points, >4 years = 3 points, >5 years = 4 points).
• The bidder must have a dedicated team of consultants specifically allocated to handle VIP/Executive travel bookings.
• The bidder must provide an online booking tool that is customisable to DPME's unique requirements (scoring based on customisation cost and time).
• The bidder must fully comply with all National Treasury negotiated rates, limits, and reporting requirements.
• The bidder must be able to manage third-party service provider accounts, including follow-up on outstanding invoices, quality assurance of invoices, and rectification of incorrect invoices before submission to DPME.
• The bidder must have an Account Management structure to respond to DPME queries, needs, and requirements, and a complaint handling procedure to manage and record compliments and complaints.
• The bidder must be able to consolidate all management information related to travel expenses, customise reports to DPME requirements, and provide travel management reports as and when required, at no cost.
• The bidder must have strategic global partners with knowledge and expertise in travel management to assist with international travel bookings and advise on cost-effective travel options (accommodation, flights, ground transport, travel insurance, etc.).
• The online booking tool must meet specific requirements as per paragraphs 12.4.1 to 12.4.10, including customisation, access and security, cost centre and approval setup, policy groups, traveller profiles, approval flows/escalations, supporting documentation, booking of all services/sectors, information available to booker/approver, and invoicing data.

• The bidder's proposed Key Account Manager must have relevant experience. Scoring is based on years of experience: 3 years (1 point), more than 3 years (2 points), more than 4 years (3 points), more than 5 years (4 points).

• The service provider must perform quality assurance on third-party invoices and rectify any incorrect invoices before submission to DPME.

• The bidder must comply with all applicable statutory or common law requirements for conducting business.
• The bidder must sign a declaration (Section 22) committing to: act honestly, fairly, and with due skill, care, and diligence; employ effective resources, procedures, and technological systems; act with circumspection and treat DPME fairly in conflicts of interest; comply with all applicable laws; make adequate disclosures of material information including actual or potential own interests; avoid fraudulent and misleading advertising, canvassing, and marketing; conduct business activities with transparency and uphold DPME's interests; and ensure that any information acquired from DPME is not used or disclosed without written consent.

• The successful bidder must commit to a Bidder Declaration (Section 22), which includes obligations to: act honestly and with due skill; employ effective resources and systems; manage conflicts of interest fairly; comply with all applicable laws; make adequate disclosures of material information; avoid fraudulent advertising; conduct business transparently; and protect confidential client information.

• Tender for the appointment of a travel management agency for the Department of Planning, Monitoring and Evaluation (DPME) for a period of 36 months.
• The service is to be provided off-site, using a transactional fee model.

• Submit both a paper copy and an electronic copy of the Pricing Schedule. In case of discrepancy, the paper copy prevails.
• Sign all paper copies of the Pricing Schedule.
• Complete and submit the transactional fee model offsite templates attached.
• Do not make any changes to the spreadsheets or alter the formatting of the Pricing Schedule.
• Complete only input cells highlighted in GREEN. Do not change any other cells.
• Ensure the Price Declaration is signed and dated, with company details, contact numbers, and email provided.

• Bidders must be capable of providing off-site travel management services.
• Must comply with all submission format requirements, including proper completion of pricing templates and submission of both paper and electronic copies.
• The bidder must agree to hold the offer open for 120 days and commence services when required by DPME.
• The price used for evaluation is the total transaction fee (off-site) as declared in the Price Declaration.

• Scope: Appointment of a travel management agency to provide off-site travel management services to the Department of Planning, Monitoring and Evaluation (DPME) for a period of 36 months.
• Service model: Transactional fee model for off-site services.
• The pricing schedule includes a comprehensive list of transaction types (e.g., air travel, car rental, accommodation, etc.) for which bidders must quote unit prices.

• Pricing must be quoted in South African Rands (ZAR).
• Complete pricing templates with unit prices excluding VAT; VAT will be calculated automatically.
• Provide a total amount including VAT for the transaction fee (off-site) in the Price Declaration.
• The offer must be held open for acceptance for 120 days from submission.
• Bidders must complete all green input cells in the pricing schedule, including unit prices for each transaction type.

• Compulsory briefing session: date, time, and venue not specified in the provided text. Attendance is mandatory; sign the register.

• Submit one original and one copy of the Technical Proposal.
• Complete and sign Annexure A 1.2 (Service Requirements).
• Fully complete and sign the following documents: Invitation Bid-SBD 1, Declaration of Interest-SBD 4, Preference Point Claim Form-SBD 6.1.
• Submit the Price Schedule in a separate sealed envelope (File 2 as per paragraph 9.2 of the bid document).
• Attach proof of registration on the Central Supplier Database (CSD).
• Attach proof of a staffed office in Gauteng (subject to site visit).
• Attach valid IATA and ASATA certificates/licences.
• Attach most recent audited annual financial statements.
• Attach CVs of the project team (Key Account Manager and travel coordinator) showing at least three years' travel management experience.
• Provide at least three signed trade references from institutions with contact details, confirming satisfactory service to an organisation with 400+ employees and at least three years' experience.
• Attend the compulsory briefing session and sign the attendance register.
• Provide evidence of trained staff available 24/7/365.

• Technical Proposal: 1 original and 1 copy.
• Completed and signed Annexure A 1.2 (Service Requirements).
• Fully completed and signed: Invitation Bid (SBD 1), Declaration of Interest (SBD 4), Preference Point Claim Form (SBD 6.1).

Mandatory criteria include: Central Supplier Database registration, Gauteng operational office, valid IATA and ASATA certifications, minimum 3 years travel management experience, proven experience serving organizations with 400+ employees, audited financial statements, and attendance at compulsory briefing session.

• Must hold a valid IATA (International Air Transport Association) certificate/licence.
• Must hold a valid ASATA (Association of South African Travel Agents) certificate/licence.
• Must have a staffed office in Gauteng during normal office hours, subject to site visit.
• Project team (Key Account Manager and travel coordinator) must have a minimum of three years' travel management related experience.
• Must provide at least three signed trade references from other institutions, confirming:

• Provision of similar travel services to at least one department/company/organisation with 400 or more employees.
• All references confirm satisfactory service.
• At least three years' experience in providing travel management services.

• Must have trained staff on call 24 hours per day, 7 days a week, 365 days a year.

• Key personnel (Key Account Manager and travel coordinator) must each have at least 3 years of travel management experience.
• Provide at least 3 signed trade references from other institutions, including contact details.
• Each reference must state: duration of contract, size of institution, and performance indication.
• References must confirm all of the following:

• Bidder has provided similar travel services (matching DPME scope) to at least one organisation with 400+ employees.
• All three references confirm satisfactory service.
• Bidder has at least 3 years' experience in travel management services.

• Attendance at the compulsory briefing session is mandatory (sign the attendance register).

• Price Schedule must be submitted in a separate sealed envelope, labelled File 2 as per paragraph 9.2 of the bid document.
• Ensure the price schedule is not included in the technical proposal envelope.

• Submit the Price Schedule in a separate envelope (File 2 as per paragraph 9.2 of the bid document).
• Attach most recent audited annual financial statements.

• Provide proof of registration on the Central Supplier Database (CSD) (MAAA number).
• Must have trained staff on call 24 hours per day, 7 days a week, 365 days a year (provide evidence).

• Provide proof of Central Supplier Database (CSD) registration, including MAAA number.
• Provide evidence of trained staff available 24/7/365, or clearly indicate the page/paragraph in the proposal where this is detailed.