Provision of travel management services for the eastern cape gambling and betting board (36-Month contract)

• Closing Date: 06 July 2026 at 11:00.
• Bid Validity Period: 90 days from the closing date.
• All dates and times are South African Standard Time.

• Enquiries: Thandi Malotana via email at [email protected].
• All communication must be in writing.
• Tender Box Address: ECGB Building, Quenera Drive, Beacon Bay, East London.

• Submit one original hard copy and one flash disk containing the bid files to the ECGB Building, Quenera Drive, Beacon Bay, East London.
• Files must be sealed separately and labelled as:

• FILE 1 (TECHNICAL FILE): Pre-qualification documents, Technical Responses, Bidder Compliance Checklist, and Company Profile.
• FILE 2 (PRICE & SPECIFIC GOALS): Pricing Schedule (Annexure A).

• Bidders must initial each page of the tender document on the top right-hand corner.
• Late bids will not be accepted and may be returned unopened.
• Amendments or counter-conditions to the bid terms will result in invalidation of the bid.
• ECGB reserves the right to request presentations or demonstrations from short-listed bidders.

Table 1: Documents that must be submitted for Pre-qualification: Invitation to Bid SBD 1, Tax Status, Declaration of Interest, SBD 4 & Preference Point Claim Form SBD 6.1, Proof of office location, Registration on Central Supplier Database (CSD), ASATA Licence / Certificate, Pricing Schedule.

The evaluation follows a three-stage process:

• Stage 0: Pre-qualification (Mandatory compliance with administrative requirements including SBD forms, tax status, CSD registration, and ASATA certificate).
• Stage 1: Functionality Evaluation (Minimum threshold of 75/100 points required). Scoring based on:

• Company experience (up to 20 points).
• Team experience (up to 35 points).
• Financial stability (up to 10 points).
• Methodology (up to 35 points).

• Stage 2: Price and Preference (80/20 system). Price accounts for 80 points and Specific Goals account for 20 points (Black ownership, Black female ownership, MSME status, and Eastern Cape location).

• Scope: Provision of comprehensive travel management services for a period of 36 months, with an option to renew for up to 24 months at ECGB's discretion.
• Key Deliverables:

• Reservations: Air travel (domestic, regional, international), accommodation, car rental, shuttle services, and transfers.
• After-hours/Emergency: 24/7 support including weekends and public holidays.
• Financial: 30-day bill-back facility, invoice consolidation, and management of service provider accounts.
• Technology: Implementation of an Online Booking Tool (OBT) and automated reporting tools.
• Account Management: Dedicated Account/Business Manager and complaint handling procedures.
• Value-Added Services: Destination info, electronic vouchers, SMS notifications, and VIP/Executive services.

• Estimated Annual Volume: Approximately 860 transactions with an estimated expenditure of R3,350,000.00.

• Evaluation is based on Treasury Regulation 16A3, PFMA, and PPPFA.
• Methodology scoring (35 points) requires a detailed transition plan to ensure no service interruptions during handover from the incumbent provider.

• Functionality scoring is based on:

• Company experience (6+ similar projects = 20 points).
• Team experience (5 years experience for Government/Domestic consultants = 15 points; 5 years for International = 10 points).
• Financial Stability (Net positive EBIT and Net Asset position >R1m).

• Bidders must provide a Company Profile and verifiable reference templates.

• ECGB reserves the right to conduct site inspections, product evaluations, and negotiate with preferred bidders.
• Bidders must promptly notify ECGB in writing of any discrepancies or errors in the bid documents.
• ECGB reserves the right to cancel or terminate the tender process at any stage.

• Pricing must follow a transactional fee model (fixed amount per service).
• No override commissions are permitted; an open-book policy applies to all commissions earned through ECGB volumes.
• Pricing must be submitted in a separate envelope (File 2).

• Pricing Model: Transactional fee model (fixed amount per service, not a percentage of value).
• Incentives: No override commissions; an open-book policy applies, and any commissions earned must be reimbursed to ECGB.
• Financial Capacity: Bidders must submit the latest two sets of audited Annual Financial Statements.
• Price Adjustment: Annual adjustments based on the average Consumer Price Index (CPI) headline inflation.
• Payment: 30-day bill-back account facility required.

• Tax Compliance: Must be tax compliant and registered on the Central Supplier Database (CSD). Written confirmation for SARS disclosure is required.
• CSD: Mandatory registration for the TMC and all consortium/joint venture partners.
• B-BBEE: Specific goals points awarded for Black ownership, Black female ownership, MSME status, and Eastern Cape location.
• ASATA: Must provide an active ASATA Licence/Certificate (certified copy).
• Fronting: Strictly prohibited; ECGB will investigate and may restrict business for up to 10 years if fronting is detected.
• Tender Defaulters: Bidders must not be on the National Treasury Register of Tender Defaulters or Restricted Suppliers list.
• Sub-contracting: Limited to 25% of contract value to non-HDI persons if claiming preference points.

Specific goals (20 points total) are allocated for:

• Black Ownership (5 points).
• Black Female Ownership (5 points).
• MSME status (5 points).
• Eastern Cape based bidder (5 points).

• Contract Duration: 36 months, with an option to renew for up to 24 months at ECGB's discretion.
• General Conditions: Award is conditional upon acceptance of the General Conditions of Contract.
• Liability & Indemnity: Bidders indemnify ECGB against costs/damages from breach; ECGB is not liable for bidder participation costs.
• Termination: ECGB may terminate or suspend services if funds become unavailable.
• Confidentiality: All bid and proprietary information must remain confidential.
• Governing Law: Subject to South African law and jurisdiction.

• Late bids will not be accepted.
• Amendments or counter-conditions will invalidate bids.
• ECGB reserves the right to award to multiple bidders based on size or geographic considerations.
• Sub-contracting is subject to Regulation 12 of the PPPFA (max 25% to non-HDI if claiming preference).

• Bidders must comply with all applicable tax legislation and remain compliant throughout the contract.
• Bidders must be registered on the CSD.
• Bidders must adhere to the legislative framework including PFMA and PPPFA.

Evaluation Stages:

• Stage 0: Pre-qualification (Mandatory documents).
• Stage 1: Functionality (Minimum 75/100 points).
• Stage 2: Price and Specific Goals (80/20 system).