Fsca panel appointment: travel management services for 5-Year contract

SCM contact: Nobusi Mazwai, Supply Chain Management Department, Tel: (012) 367 7847, Email: [email protected]. All bid-related questions must be submitted in writing to [email protected] by 18 June 2026. FSCA switchboard: +27 12 428 8000. Physical address: Riverwalk Office Park, Block B, 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads), Ashlea Gardens, Extension 6, Menlo Park, Pretoria, 0081. Postal address: P.O. Box 35655, Menlo Park, 0102. Website: www.fsca.co.za.

Submit bids via one of two methods: place sealed documents in the bid box at FSCA reception or courier to the physical address. Email, fax, telex, or electronic submissions are not accepted. Requirements: two (2) hard copies (one original, one copy) plus one electronic copy in PDF format on CD/flash drive/memory stick, all sealed and clearly marked with 'Bid No FSCA2026/27-T004' and 'Bid Name: Panel for Provision of Travel Management Services'. Each page of the bid document must be initialed in the bottom right-hand corner. Late submissions will not be accepted. Submission address: Financial Sector Conduct Authority, Riverwalk Office Park, Block B, 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads), Ashlea Gardens, Extension 6, Menlo Park, Pretoria, 0081. GPS Coordinates: Latitude -25.7843344, Longitude 28.268365. Risk of disqualification: incomplete documentation, unauthorized alterations to bid documents, failure to meet submission format, or missing pricing schedule (Annexure A).

Mandatory pre-qualification criteria: Valid membership with Association of South African Travel Agents (ASATA) or equivalent (proof required). Valid IATA (International Air Transport Association) certificate/licence or equivalent (proof required). Registration on the Central Supplier Database (CSD) as a prospective supplier. Compliance with B-BBEE, PPPFA, and FICA requirements. Ability to provide 24/7 after-hours and emergency services. Capacity to handle VIP/executive travel services with dedicated consultants. Panel classification: Group 1: TMCs with annual turnover of R35 million or below (3 panelists). Group 2: TMCs with annual turnover above R35 million (3 panelists). Evaluation stages: Functional evaluation (desktop), bid evaluation, and preference point system. Disqualification risks: Incomplete or late submissions. Fraudulent, factually untrue, or inaccurate information. Failure to attend compulsory briefing (if applicable). Anti-competitive behavior or collusion. Non-compliance with mandatory pre-qualification criteria.

Scope: Appointment to a 5-year panel for travel management services (TMC) for FSCA employees, contractors, consultants, clients, witnesses, and other parties traveling on FSCA’s behalf. Panel divided into two groups: Group 1 (3 TMCs with annual turnover ≤ R35M) and Group 2 (3 TMCs with annual turnover > R35M). Services include: General travel management (normal office hours: Monday–Friday 8h00–17h00, after-hours, and emergency services). Reservations: Air travel (full-service and low-cost carriers), accommodation (hotels, guest houses, B&Bs), car rental, shuttle services, group bookings, visa/immunisation advice, foreign currency assistance, and non-GDS bookings. Financial management: Bill-back account facility (30-day), prepayment processing, consolidated invoicing (weekly), savings reporting, and proof of negotiated rates. Technology: Online Booking Tool (OBT) implementation, automated reporting tools, and secure data management. Value-added services: VIP/executive travel support, transition planning, third-party supplier management, and compliance with FSCA travel policy and National Treasury cost containment measures. Mandatory deliverables: ≥3 quotations per request, cost-effective bookings, adherence to SLA, tracking of unused e-tickets, quarterly refund management reports, and management information reports (monthly/quarterly).

Rate-based tender. Submit a completed pricing schedule (Annexure A) on a separate sheet from the technical proposal. Pricing must be in South African Rand (ZAR) and cover all obligations under the contract. Failure to complete and attach the pricing schedule will result in the bid being regarded as non-responsive. FSCA reserves the right to negotiate rates with appointed TMCs. Payment terms: 30-day bill-back account facility required. Prepayments (e.g., for same-day bookings) may be processed by the TMC. Consolidated invoices and supporting documentation (e.g., Travel Authorisation, Purchase Order) must be submitted weekly. Proof of savings and negotiated rates must be provided during monthly and quarterly reviews. Transaction fees and management fees (if applicable) must be clearly outlined.

Mandatory: Registration on the Central Supplier Database (CSD) as per National Treasury Circular No. /2016 and SCM Instruction Note 4A of 2016/2017. Bidders must continuously update CSD information to ensure it is complete, accurate, and not misleading. Valid ASATA (or equivalent) membership and IATA certificate/licence (or equivalent) required at bid closing. Compliance with Preferential Procurement Policy Framework Act (PPPFA), Preferential Procurement Regulations (2022), Broad-Based Black Economic Empowerment (B-BBEE) Act, and Financial Intelligence Centre Act (FICA) (where applicable) is mandatory. Disqualification risks: Incomplete or inaccurate information, fraudulent documentation, anti-competitive behavior, failure to comply with mandatory requirements, or FICA non-compliance. Contracts are subject to South African law; bidders must provide a South African domicilium citandi et executandi address.