Travel management services for pseta – 36-Month contract (RFP/2021/001447) – closing 14 august 2026

Closing: 14 August 2026 at 11:00.

Briefing session: 11 August 2026 at 11:00, held virtually on Microsoft Teams (link provided). Attendance is compulsory; failure to attend renders the bid non-responsive.

Phone: 0196270170.

Briefing session link: https://teams.microsoft.com/meet/354201962701702?p=2OsxzHfTYpXxMotoeW

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed cover page with bidder details.
• SBD 4 (Declaration of Interest): discloses any state employment or relationships with evaluation/adjudication staff.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Pricing Schedule (Annexure A3): completed Excel workbook, paper copy signed, no formatting changes.
• Written confirmation of tax compliance (Tax PIN), CSD verification, and certified ID copy.
• Proof of ASATA membership (if claimed as an advantage).

Submission format: Pricing Schedule must be submitted as a paper copy, signed. Bidders must not alter the spreadsheets or formatting; only green input cells may be completed.

Disqualification risks:

• Non-submission of any mandatory document in Gate 0.
• Failure to attend the compulsory briefing session.
• Bids received after the closing time.

Evaluation is staged:

• Gate 0 (Pre-qualification): compliance with mandatory documents. Only bidders meeting all requirements proceed.
• Gate 1 (Technical/Functionality): scored out of 100 points.
• Desktop Technical Evaluation: 80 points, minimum threshold 60 points.
• Presentation and system demonstration: 20 points, minimum threshold 15 points.
• Overall combined score must be at least 75 points to proceed to Gate 2.
• Gate 2 (Price and Specific Goals): 80/20 preference point system.
• Price: maximum 80 points.
• Specific Goals (B-BBEE): maximum 20 points.

Technical scorecard (Annexure A2) covers: experience, reservations, communication, financial management, technology/reporting, account management, value-added services, cost management, quarterly/annual reviews, and office management. Each criterion is rated on a 0–5 scale (Excellent to Unacceptable).

Scope: Provision of travel management services to PSETA for 36 months, covering air travel (domestic and international), accommodation, car rental, transfers/shuttles, bus/coach, parking, refunds, cancellations, changes, and after-hours services.

Estimated annual volumes (FY 2025/2026):

• Air Travel – International: 10
• Air Travel – Domestic: 600
• Air Travel – International (Re-issue): 5
• Air Travel – Domestic (Re-issue): 100
• Refunds – Air Domestic: 50
• Refunds – Air International: 5
• Car Rental – Domestic: 600
• Transfers/Shuttle – Domestic: 300
• Accommodation – Domestic: 500
• Accommodation – International: 10
• Bus/Coach Bookings: 25
• Parking bookings: 50
• Cancellations: 100
• Changes to bookings: 100
• After Hours Services: 50
• Total: 2505 transactions

Service requirements:

• Provide services during office hours (Mon–Fri 08:00–17:00) and after-hours/emergency support.
• Familiarise with PSETA travel processes, policies, and negotiated supplier agreements.
• Penalties from consultant inefficiency are for the TMC's account, subject to dispute process.
• Provide a transition plan and engage with the incumbent provider.
• Provide at least 3 reference letters from clients of similar size to PSETA (within past 3 years).
• Provide certified copy of IATA Licence/Certificate.
• ASATA membership is an added advantage; proof must be submitted.
• Online booking system must provide at least 3 price comparisons per request.
• Book negotiated discounted fares and rates; return all commissions on PSETA bookings quarterly.
• Manage unused e-tickets and provide quarterly refund reports.
• Obtain 3 price comparisons for accommodation within National Treasury cost containment limits.
• Advise on visa and inoculation requirements; assist with foreign currency and travel insurance.
• Maintain confidentiality of travel arrangements.
• Consolidate invoices from travel suppliers.
• Provide quarterly and annual travel reviews.
• Provide account management structure, quality control procedures, complaint handling, and training for travellers/bookers.
• Provide cost savings plan and assist PSETA in realising savings on annual travel spend.
• Provide technology/reporting products, including GDS/OBT/SBT, and comply with National Treasury monthly reporting (Instruction No 3 of 2016/17).

Pricing must be quoted in South African Rands (ZAR), excluding VAT (15% VAT calculated automatically).

Pricing schedule (Annexure A3) uses a transaction fee model with estimated volumes for each service category; bidders complete unit prices for traditional and online bookings.

Price used for evaluation is calculated from the completed pricing spreadsheet, with a 20% traditional / 80% online split.

A conference transaction fee is required as a percentage of total event turnover.

Price Declaration: offer must remain valid for 90 days from submission; PSETA is not bound to accept the lowest or any offer.

Mandatory Gate 0 documents:

• SBD 1 (Invitation to Bid): fully completed and signed.
• SBD 4 (Declaration of Interest): fully completed and signed.
• SBD 6.1 (Preference Points Claim): fully completed and signed.
• Tax compliance: valid Tax PIN and CSD verification.
• CSD registration: must be registered as a service provider on the Central Supplier Database.
• Certified copy of ID documentation.
• Pricing Schedule: fully completed as per instructions.

Bidders must not be restricted from doing business with the public sector.

B-BBEE: Specific Goals claim under the 80/20 system (maximum 20 points).

Evaluation is staged: Gate 0 (pre-qualification compliance), Gate 1 (technical evaluation out of 100 points: desktop 80 points with 60-point threshold, presentation 20 points with 15-point threshold, combined must be at least 75 points), and Gate 2 (price and specific goals under the 80/20 preference system).