Travel management services for the quality council for trades and occupations (qcto) - 36-Month contract

Name: Mr Lekhotla

Email: [email protected]

Phone: null

Department: null

Address: null

• Submit the bid by 11:00 am on 05 June 2026 to the QCTO tender box at 256 Glyn Street, Hatfield, Pretoria (or as instructed). Late submissions will be rejected and returned unopened.
• Prepare an index page and paginate the entire technical bid using numbered file dividers; each page must be initialled in black ink.
• Provide four hard‑copy technical bid documents (including the completed Terms of Reference) signed by an authorised signatory.
• Attach the following annexures:

– Annexure B – Summary of experience (use the supplied template).

– Annexure B1 – Pricing schedule (use the supplied Excel template; include VAT and ensure the total price matches the figure on SBD 1).

• Submit one sealed envelope labelled “PRICING” containing the completed SBD 3.3 pricing form together with Annexure B1.
• Provide one USB drive containing the full technical bid (including the Terms of Reference) – also initialled by an authorised signatory.
• Include all standard bidding documents (SBD 1, 4, 6 and ? – as listed) duly completed and signed.
• Provide proof of CSD registration (National Treasury) on SBD 1; if subcontractors are used, also submit their CSD certificates.
• Attach tax compliance documentation.
• Attach proof of attendance at the compulsory virtual briefing (21 May 2026).
• Ensure all pages are numbered, all required signatures and initials are present; the QCTO will hold the authorised signatory liable for any omissions.
• Disqualification risks: missing or incomplete annexures, inconsistent pricing totals, late delivery, unsigned pages, failure to provide CSD or tax compliance proof, or not attending the briefing.

• Stage 1 – Mandatory Requirements: All mandatory documents (letter of good standing/COIDA, identity documents of equity holders, company registration, CSD registration, IATA/ASATA licences, tax compliance, consortium agreement if applicable) must be signed and submitted. Failure to provide any mandatory item results in disqualification.
• Stage 2 – Functional Evaluation: Scored against the Terms of Reference. Points are awarded for:

– Experience (5‑10 points based on number of references).

– Qualifications (NQF 7 = 10 pts, NQF 6 = 5 pts).

– Relevant travel‑management experience (minimum 5 years for senior roles, 3 years for consultants).

– Methodology and transition plan (up to 30 pts).

– Total functional score must be ≥ 80 pts; otherwise the bidder is excluded.

• Stage 3 – Presentation: Bidders scoring ≥ 80 pts in functionality must demonstrate the online booking tool and service delivery. Presentation points (10‑50) are allocated for tool demonstration, group‑booking capability, and value‑added services. A presentation score < 70 pts leads to exclusion from price evaluation.
• Stage 4 – Price & Specific Goals:

– Price points: lowest compliant bid receives 80 pts; other bids receive proportionally fewer points (formula provided in the tender).

– Specific goals (B‑BBEE) – up to 20 pts: Black ownership ≥ 50 % (10 pts), Women ≥ 50 % (5 pts), Youth ≥ 50 % (5 pts). Certification required; otherwise 0 pts.

• Final Score = Price points + Specific‑goal points (max 100). The QCTO may award the contract to the bidder with the highest overall score, not necessarily the lowest price.
• Disqualification triggers: failure to meet mandatory requirements, functional score < 80, presentation score < 70, pricing errors, or missing B‑BBEE certification.

Scope of Services (36‑month contract):

• Provide 24 hour travel‑management services, Monday‑Sunday, including public holidays and emergency support.
• Source and present travel options (air, accommodation, car hire, shuttle) and deliver the “best price of the day” as defined by the National Travel Framework.
• Economy class is standard; Business class quoted only for itineraries with ≥ 5 hours continuous flight time.
• Provide at least three price comparisons for each request; retain quotes for ≥ 2 working days.
• Issue e‑tickets, vouchers and travel documents within 24 hours of QCTO approval.
• Operate an online booking tool (customisable, secure, with user‑role access, cost‑centre approval workflow, audit trail, and downloadable invoices/reporting in Excel/CSV).
• After‑hours & emergency service: two consultants on call, 24 hour contact centre (Mon‑Fri 17:00‑08:00, weekends & public holidays 24 h).
• Provide traveller profile management, clear invoicing (separate QCTO and traveller invoices for “notional travel”), and timely submission of proof of service delivery.
• Deliver quarterly travel‑spend reports, annual review, and value‑added services (electronic vouchers, text notifications, travel risk alerts, VIP support, destination information).
• Maintain confidentiality of all travel data.

Deliverables & Timeframes:

– Inception meeting: June 2026.

– SLA signing: before service start.

– Live online system: within 10 working days of SLA signing.

– Monthly MIS report: within 3 working days of month‑end.

– Quarterly report: within 10 working days of quarter‑end.

– Annual report: within 30 working days of year‑end.

– Staff training: within 30 days of contract start.

Technical staff required: travel consultants, account manager, finance manager/branch accountant, back‑office support, and two after‑hours consultants.

• Pricing must be submitted on the SBD 3.3 form and Annexure B1 spreadsheet; all figures must include VAT and be fully inclusive of all outputs.
• The total price shown on SBD 1 must exactly match the total on Annexure B1; any discrepancy leads to disqualification.
• Annual pricing must be broken out per year in Annexure B1.
• No upfront payments will be made by QCTO; invoices are to be submitted weekly for air and accommodation vouchers and monthly for other services.
• Invoices must clearly separate ticket/accommodation cost, TMC fee and any discounts.
• Quarterly consolidated reports (financial management) must be submitted at no cost.
• Cost increases beyond the agreed price may only be negotiated up to the CPI inflation rate.
• No bond or guarantee is explicitly required in the extracted text; if required, the bidder will be notified during the award stage.
• Payment terms: weekly invoicing for travel vouchers, monthly for other services, with supporting source documents attached.
• Financial capacity: not explicitly stated; bidders should be prepared to demonstrate sufficient liquidity and ability to meet service obligations.

• CSD registration (National Treasury) – proof must be attached to SBD 1; subcontractors must also provide CSD certificates.
• Tax compliance – latest tax clearance certificate required.
• B‑BBEE verification – minimum level 7; provide full verification report showing ≥ 50 % Black ownership, ≥ 50 % women, and ≥ 50 % youth participation to claim up to 20 pts.
• COIDA/Letter of good standing – mandatory.
• Company registration – certified copy of registration and directors/partners details.
• Industry licences – valid IATA licence (or proof of agreement with a licensed partner) and ASATA licence required.
• Consortiums/joint ventures – signed consortium agreement, lead member authorised to communicate with QCTO, and all members must meet mandatory requirements.
• Professional qualifications – NQF 7 for senior managers, NQF 6 for consultants (certified copies required).
• Compliance with National Treasury travel policy and National Travel Framework – rates, discount agreements and maximum allowable accommodation rates must be adhered to.
• Confidentiality – all information generated for QCTO is owned by QCTO and must not be reproduced without written consent.