Travel management services for pseta (36-month contract)

Closing date: 17 July 2026.

Closing time: 11:00.

No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

Bid submission and enquiries:

• Email submissions to: [email protected]
• CC: [email protected]
• Contact person for bidding procedure enquiries: Lungile Mokoena
• Telephone: 0124235700/5800
• Email for enquiries: [email protected] / [email protected]

No physical submission address or technical contact details are provided.

Bids must be submitted electronically to [email protected] with a copy to [email protected] by 11:00 on 17 July 2026.

• Submit both a paper copy and an electronic copy of the Pricing Schedule; in case of discrepancy, the paper copy prevails.
• Complete and sign all official forms provided (SBD1, SBD4, SBD6.1, etc.). Do not retype.
• Include a fully completed Pricing Schedule (Annexure A3) with your financial proposal.
• Submit all required pre-qualification documents listed in Table 1 (Gate 0), including signed SBD1, Tax Compliance Status (TCS PIN or certificate), Central Supplier Database (CSD) proof, and vendor number.
• Non-submission of any mandatory document may result in disqualification.

Must submit all mandatory documents (SBD1, SBD4, SBD6.1, Annexure A2, GCC, Pricing Schedule). Must be registered on the Central Supplier Database (CSD) and be tax compliant. Must hold a valid IATA Licence/Certificate (or provide proof of third-party agreement). Must achieve minimum technical score of 75/100 to proceed to price evaluation. Must not be listed on the Register of Tender Defaulters or Restricted Suppliers.

Scope: Provision of comprehensive travel management services for PSETA for a period of 36 months.

Key service requirements:

• Manage all travel reservations (air, accommodation, car rental, transfers, conferences) for domestic and international travel.
• Provide services during normal hours (Mon-Fri 08:00-17:00) and after-hours/emergency support (24/7 on weekends/public holidays, Mon-Fri 17:00-08:00).
• Integrate with PSETA's automated SCM system for travel requests, approvals, and purchase order generation.
• Provide detailed transition plan and engage with incumbent for smooth handover.
• Submit reference letters from three recent, similarly-sized clients.
• Membership of ASATA (Association of South African Travel Agents) is an added advantage.
• Must hold an IATA (International Air Transport Association) Licence/Certificate.
• Ensure compliance with PSETA Travel Policy and National Treasury cost containment measures.
• Provide a 30-day bill-back account facility and consolidate supplier invoices.
• Deliver comprehensive monthly and quarterly reports, including National Treasury reporting templates.
• Implement robust account management, complaint handling, and traveller training.
• Offer value-added services (destination info, SMS confirmations, travel audits, VIP support).
• Demonstrate strategic cost-saving initiatives and assist in improving traveller behaviour.

Estimated annual transaction volumes (for illustration):

• Car Rental – Domestic: 600
• Shuttle Services – Domestic: 600
• Accommodation – Domestic: 750
• Transfers – Domestic: 300
• Air travel-Domestic: 600
• Conferences/Events: 150
• After Hours: 150

Pricing must be submitted using the provided Pricing Schedule templates (Annexure A3).

• Submit both paper and electronic copies; paper copy prevails in case of discrepancy.
• Complete all green-highlighted input cells in the Excel workbook; do not alter formatting or other cells.
• Prices must be quoted in South African Rand (ZAR), excluding VAT; VAT will be calculated automatically.
• Pricing models include Transaction Fee (Off-Site/On-Site) and Management Fee (Off-Site/On-Site).
• Include a signed Price Declaration form with total amounts in words.
• The bidder must hold the offer open for acceptance for 60 days from submission.

Mandatory pre-qualification documents (Gate 0):

• Fully completed and signed SBD1 (Invitation to Bid).
• Tax Compliance Status: Submit TCS PIN from SARS or a printed TCS certificate. Provide written confirmation that SARS may disclose tax status during the contract.
• Central Supplier Database (CSD): Proof of registration and vendor number.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Submit SBD4 (Bidder's Disclosure) and SBD6.1 (Preference Points Claim Form).
• No bids accepted from persons in the service of the state or their companies.
• Failure to provide any required compliance documents may render the bid invalid.

Detailed technical evaluation criteria are provided in Annexure A2 (Desktop Evaluation Technical Scorecard).

• Criteria are grouped into sections: General, Reservations, Communication, Financial Management, Technology, Account Management, Value Added Services, Cost Management, Quarterly Reviews, and Office Management.
• Each criterion has a weight and requires the bidder to summarise compliance and provide supporting documentation.
• A rating scale from 0 (Unacceptable) to 5 (Excellent) is used, based on the bidder's demonstrated ability, understanding, experience, skills, resources, and quality measures.
• The presentation phase (20 points) covers a summary of the proposal, value-added services, cost-saving strategy, traveller behaviour improvement, reference checks, and Q&A.