Corporate travel services for mandela bay development agency

MBDA requires the following service to be rendered as follows:

Service Category

Air travel – Domestic/local

Air travel – Regional and International

Car rental – Domestic

Shuttle Services – Domestic and International

Accommodation – Domestic, Regional and International

Bus/Coach bookings

Passenger rail – Regional and International

Logistical arrangements for Conferences

After Hours Services

Other – travel insurance, 3rd party fees, service fees etc.

**Note that cost projections will be based on the current trends, and needs of the organization may

change during the tenure of the agreement.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

4.1 Flights (Domestic and International)

a) The travel agency must be able to obtain at least three comparable quotations from

different airlines for domestic and international flights. Confirmation of receipt of

request to be send by the service provider.

b) The travel agency must separately indicate its service/ booking fees on each

quotation.

c) The travel agency must forward their quotation to the MBDA’s representative who

will make the final selection and inform the travel agency within a reasonable time

whether to proceed. Emergency logistical arrangements must also be considered.

d) After confirmation by the MBDA, the travel agency will make the necessary flight

arrangements with the preferred airline.

e) The travel agency is required to confirm flight bookings in writing (email) to the

MBDA’s representative and will communicate any post booking changes to flights,

telephonically and in writing (email) to the MBDA’s representative.

f) Proof of payment to be submitted to the MBDA after request has been actioned,

before officials depart.

g) The travel agency is required to facilitate all bookings and cancellations of airline

tickets.

h) An emergency telephone number must be provided for in cases of emergencies and

after hour service requests.

i) The travel agency must always endeavour to make the most cost-effective

arrangements and reservations on behalf of the municipality.

j) The travel agency is required to investigate any complaints from travellers and do

follow-ups on the recovery of lost baggage as well as facilitating any insurance claims

that might arise.

4.2 Car Rental Reservations

a) The travel agency must be able to obtain at least three comparable quotations from

different car rental companies. The type of vehicle requested will depend on the

MBDA’s regulated requirements. Confirmation of receipt of request to be send by

the service provider.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

b) The travel agency must separately indicate its service/ booking fees on the

quotation.

c) The travel agency must forward their quotation to the MBDA’s representative who

will make the final selection and inform the travel agency within a reasonable time.

d) Emergency logistical arrangements must also be considered.

e) After confirmation by way of an official purchase order from the MBDA, the travel

agency will make the necessary arrangements with the car rental company.

f) The travel agency will confirm the car rental booking in writing (email) to the MBDA’s

representative and will communicate any post booking changes to car rentals,

telephonically and in writing (email) to the MBDA’s representative.

g) Proof of payment to be submitted to the MBDA after request has been actioned,

before officials depart.

h) The travel agency is required to be able to facilitate all bookings and cancellation of

car rentals.

i) An emergency telephone number must be provided for in cases of emergencies and

after hour services.

j) The travel agent/MBDA must be registered as a preferred client of the car rental

company for the officials to travel efficiently and effectively.

4.3 Accommodation Bookings

a) Accommodation bookings must be made at hotels and guest houses in line with the

MBDA’s Travel and Subsistence policy and National Treasury Cost Containment

Guidelines. Safety regarding the location of the establishments being recommended

or booked must be a priority.

b) The travel agency must forward their quotation to the MBDA’s representative who

will make the final selection and inform the travel agency within a reasonable time

whether to proceed. Emergency logistical arrangements must also be considered.

c) Recommended accommodation must be arranged nearest to the venue at which

the event takes place. It is also recommended that the travel agency must make

alternative arrangements where the establishment does not offer meals.

d) MBDA may also require the travel agent to make bookings at hotels specifically

chosen by the MBDA in instances where travel time and cost is to be minimized.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

e) The travel agency must separately indicate its service/ booking fees on each

quotation.

f) Proof of payment and vouchers to be submitted to the MBDA after request has been

actioned, and before officials depart.

g) Parking and parking fees at hotels and guesthouses must be included in bookings

where applicable.

h) The travel agency is required to be able to facilitate all bookings and cancellation of

car rentals. An emergency telephone number must be provided in cases of

emergencies and after-hours requests.

5. OTHER LEGISLATIVE AND REGULATORY FRAMEWORK REQUIREMENTS

The appointed service provider must comply with all applicable legislation, including but not limited

to:

• Municipal Finance Management Act (MFMA), Act .

• Preferential Procurement Policy Framework Act (PPPFA), Act .

• Broad-Based Black Economic Empowerment Act (B-BBEE), Act .

• National Treasury Regulations and cost containment measures.

• Supply Chain Management (SCM) Policy of the MBDA.

6. SERVICE REQUIREMENTS

The successful bidder will be required to provide efficient travel management services on demand.

Details reflecting the various areas in which the applicant offers expertise services and especially

in the following categories are set requirements:

a) Bookings for domestic and overseas flights.

b) Bookings for domestic and overseas accommodation.

c) Provision of foreign exchange and related services.

d) VISA facilitation services.

e) Point to Point transfer services.

f) Third party liaison, re. general travel services.

g) Car rentals.

h) Travel insurance.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

i) Change agent between airlines/hotels/car rental service providers.

j) Other services, i.e. tourism logistical takeover (third party fees).

k) Facilitation and payment of conferences, workshops and seminars.

l) Frequent flyer upgrades.

7. OTHER VALUE-ADDED SERVICES

a) 3 quotes per enquiry.

b) Designated travel manager/senior consultant to manage MBDA account.

c) Maximum turnaround time of 3 hours.

d) SMS notification.

e) Government rates to apply for the Agency.

f) Cost saving yet economical fees to be offered.

g) Management of information and billing reports derived from the booking database.

h) Traveler profile management.

i) Provide a minimum of three (3) standard monthly reports that are in line with the

National Treasury Cost Containment Instructions.

j) Transition plan for implementing uninterrupted services due to travel service provider

staff rotation or movement.

k) After hour services

l) Emergency services

m) Financial management

n) Quality management system

o) Regional travel

p) VIP/Executive services

q) Health warnings

r) Weather forecasts

s) Travel alerts

t) Rules and procedures of airports and carriers.

u) Business etiquette specific to the country.

v) Baggage control details

w) Supplier updates

x) Global travel risk management.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

y) Extras, i.e. airline carrier, hotels and car rental company’s relationship building sessions.

Service fees /charges provided by the applicant will be used as the basis for evaluation of the tenders

for pricing purposes.

8. CONTRACT PERIOD

The contract will be for a period of twelve (12) months with the option of renewing for a further

two (2) twelve (12) months period at the sole discretion of the MBDA.

9. LOCATION

The MBDA’s operations are based in Gqeberha/ Kariega.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

ANNEXURE “B”

FUNCTIONALITY CRITERIA SCORE SHEET

CORPORATE TRAVEL SERVICES

FUNCTIONALITY CRITERIA Points

1. Relevant Experience & Track Record 30

The bidder must demonstrate relevant experience in respect of Corporate Travel

services in a similar environment.

a) 10 years and more 30

b) 5 to 9 years 20

c) 1 to 4 years 10

Provide reference letters on client’s letterhead with details of traceable

reference’s contact details. Failing which functionality criteria will not be 0

considered, and zero points scored. Bidder to complete Annexure B1

202. Capacity & Staffing

The bidder must submit a proposed on-site team structure and back-office support

model (Organogram, indicating the Account Manager and number of Travel

Consultants)

2.1.1 Account Manager’s Experience

4 a) More than 5 years’ experience as Account Manager

2 b) 3 to 5 years’ experience as an Account Manager

c) 1 to 2 years of experience

NB: No points will be allocated to an Account Manager without international

travel management experience

2.1.2 Senior Travel Consultant’s Experience

d) More than 5 years’ experience as Senior Travel Consultant 3

e) 3 to 5 years’ experience 2

f) 1 to 2 years of experience 1

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

FUNCTIONALITY CRITERIA Points

2.1.3 Junior Travel Consultant Experience

g) More than 3 years’ experience as Junior Travel Consultant 1

h) 1 to 2 years’ experience 0

i) Less than 1 years of experience

NB: Failure to provide a detailed comprehensive CV will result in zero (0) points

scored

2.2.1 Account Manager’s Academic Qualification

j) NQF Level 6 (Diploma) or higher in Business Administration/ Business

Management/Travel & Tourism Management, equivalent or higher)

k) Certificate in Business Administration/ Business Management/Travel &

Tourism Management or equivalent)

l) No post matric qualification 0

2.2.2 Senior Travel Consultant’s Academic Qualification

m) NQF Level 6 (Diploma) or higher in Travel & Tourism Management/ 4

Hospitality Management, equivalent or higher)

n) Certificate in Travel & Tourism Management/ Hospitality Management or 2

equivalent.

0 o) No post matric qualification

2.2.3 Junior Travel Consultant’s Academic Qualification

p) Certificate or higher in Travel & Tourism Management/ Hospitality 2

Management or equivalent.

q) No post matric qualification 0

Failure to provide proof of qualification will result in zero (0) points scored

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

FUNCTIONALITY CRITERIA Points

3. Services to be supplied 30

The bidder demonstrates proof of having the capacity to supply the following The maximum

services: points a bidder will

score is as indicated

below

a. Bookings of domestic flights

b. Bookings of overseas flights 3

c. Bookings of domestic accommodation 3

d. Bookings of overseas accommodation 3

e. Foreign exchange and related services 3

f. VISA facilitation services 2

g. Point to Point transfer services 3

h. Third Party liaison, re. general travel services 2

i. Car rentals 3

j. Travel Insurance 3

k. Arrange local and international conferences/tourism logistical 2

takeover, i.e. payment of conference fees (third party fees), etc. 3

Failure to provide previous booking confirmation receipts, invoices or

statements of account as evidence relating to the criteria above in your 0

portfolio, will result in zero (0) points scored

TOTAL 80

MINIMUM FUNCTIONALITY SCORING IS 60/80

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

ANNEXURE “B1”

INFORMATION REQUIRED FOR FUNCTIONALITY EVALUATION

The information required must be submitted in the following format:

COMPANY EXPERIENCE:

1. Number of years’ service provider has been operating and providing similar services in respect of Corporate Travel services as requested by the

MBDA

No of years ....................

2. List of relevant or similar of a similar nature in respect of Corporate Travel services rendered by the Main Applicant

Project Name and Description Project Value in R Contract period Institution Contact person and number

of services provided (Start – end date) for reference purposes

RELATED SERVICES RENDERED: CORPORATE TRAVEL SERVICES

1. 



2. 



3. 



4. 



5. 



CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

Where more space is required, the Applicant to provide additional information on a separate page, using the above format, with their proposal and

reference it accordingly.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

AUTHORITY FOR SIGNATORY

Indicate the status of the tenderer by ticking the appropriate box hereunder. The tenderer

must complete the certificate set out below for the relevant category.

A B C D E F

Company Partnership Joint Venture Sole Proprietor Close Corporation Other (Specify)

A. CERTIFICATE FOR COMPANY

I, ......................................................................................................., Chairperson of the board of directors

of ...................................................................................... hereby confirm that by resolution of the board

(copy attached) taken on ........, Mr/Ms .....................................................................................

acting in the capacity of .................................................... (Position in the Enterprise), and who will sign as

follows: ........................................................................ be, and is hereby, authorized to sign the

Bid/Tender, and any and all documents and/or correspondence in connection with this tender and

any contract resulting from it on behalf of the company.

Witness 1 Signature:

Witness 2 Signature:

Chairperson’s Signature:

Date:

Name Capacity Signature Date

Note:

This resolution must be signed by all the Directors/Members/Partners of the Bidding Enterprise.

Should the number of Directors/Members/Partners exceed the space available above, additional names and

signatures must be supplied on a separate page.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

B. CERTIFICATE FOR PARTNERSHIP

We, the undersigned, being the key partners in the business trading as:

............................................................................................................................................. hereby authorize

Mr/Ms, ............................................................. acting in the capacity of ....................................................

(Position in the Enterprise), and who will sign as follows: ........................................................................ be, and

is hereby, authorized to sign the Bid/Tender, and any and all documents and/or correspondence in

connection with this tender and any contract resulting from it on behalf of the partnership.

Name Capacity Signature Date

Note:

This resolution must be signed by all the Directors/Members/Partners of the Bidding Enterprise.

Should the number of Directors/Members/Partners exceed the space available above, additional names and

signatures must be supplied on a separate page.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

C. CERTIFICATE FOR JOINT VENTURE OR CONSORTIA

We, the undersigned, are submitting this tender offer in Joint Venture/Consortium and hereby

authorize Mr/Ms, ............................................................. acting in the capacity of

.................................................... (Position in the Enterprise), and who will sign as follows:

........................................................................ be, and is hereby, authorized to sign the Bid/Tender, and

any and all documents and/or correspondence in connection with this tender and any contract

resulting from it on behalf of the Joint Venture/Consortium.

This authorisation is evidenced by the attached power of attorney signed by legally authorized

signatories of all the partners to the Joint Venture/Consortium.

Name of firm Address Percentage of contract Authorising signature,

value name and

capacity

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

D. CERTIFICATE FOR SOLE PROPRIETOR

I, .........................................................................................., hereby confirm that I am the sole owner of

the business trading as: ...........................................................................................................

Witness 1 signature: _____________________________________________________

Witness 2 signature: _____________________________________________________

Sole proprietor’s signature: _____________________________________________________

Date: _____________________________________________________

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

E. CERTIFICATE FOR CLOSE CORPORATION

We, the undersigned, being the key members in the business trading as:

.......................................................................................................................................... hereby authorize

Mr/Ms ........................................................................................ acting in the capacity of

.................................................... (Position in the Enterprise), and who will sign as follows:

........................................................................ be, and is hereby, authorized to sign the Bid/Tender, and

any and all documents and/or correspondence in connection with this tender and any contract

resulting from it on behalf of the Close Corporation.

Name: Address: Signature: Date:

NOTE:

This resolution must be signed by all the Directors/Members/Partners of the Bidding Enterprise.

Should the number of Directors/Members/Partners exceed the space available above, additional names and

signatures must be supplied on a separate page.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

F. OTHER (SPECIFY)

We, the undersigned, being the key members in the business trading as:

.......................................................................................................................................... hereby authorize

Mr/Ms ........................................................................................ acting in the capacity of

.................................................... (Position in the Enterprise), and who will sign as follows:

........................................................................ be, and is hereby, authorized to sign the Bid/Tender, and

any and all documents and/or correspondence in connection with this tender and any contract

resulting from it on behalf of the ________________________________.

Name: Address: Signature: Date:

NOTE:

This resolution must be signed by all the Directors/Members/Partners/Other of the Bidding Enterprise.

Should the number of Directors/Members/Partners/Other exceed the space available above, additional names and

signatures must be supplied on a separate page.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

Provide reference letters on client’s letter head with details of traceable reference’s

contact details.; The signed reference letters must include: a brief description of the

services that you provided, client name, contact person, address, phone number, email

address and duration of contract and the level of satisfaction.

An understanding of National Treasury regulations relating to travel management

framework.

Bidder should not earn commission on negotiated airfare, accommodation rates, car rental,

etc. that are negotiated directly or established by National Treasury.

Bidder must indicate details of service fees for rendering of all the required services.

Bidder must indicate costs for any travel related cancellation charges.

Bidder must indicate costs for any travel related amendments e.g. flight changes, ad-on

charges after the bookings had been finalised, etc.

Bidder must indicate its ability to pay upfront for related charges and bill MBDA for these

costs (note that the MBDA’s payment terms are 30 days from date of invoice received).

B-BBEE Minimum Level: 6