Appointment of a travel management company for salga’s domestic, regional, and international travel services

SCM Contact: Ms Nokwanda Msomi. Email: [email protected]. Phone: (012) 369 8000. Submission portal: https://scmportal.salga.org.za/. Physical address: Block B, Menlyn Corporate Park, 175 Corobay Ave, Waterkloof Glen Ext II, Pretoria 0181. Postal address: PO Box 2094, Pretoria 0001. Website: www.salga.org.za. All communication must be in writing to [email protected].

Submit proposals exclusively via the SALGA SCM Supplyflow Portal: https://scmportal.salga.org.za/. No other submission methods will be accepted. Required: Initial each page of the tender document in the top right-hand corner. Submit two files: (1) Technical File (Exhibit 1: Pre-qualification documents; Exhibit 2: Technical responses, compliance checklist, and supporting documents; Exhibit 3: General Conditions of Contract and Draft Service Level Agreement; Exhibit 4: Company profile and supplementary info), (2) Price & B-BBEE File (Exhibit 1: Pricing schedule; Exhibit 2: B-BBEE certificate; Exhibit 3: 3-year audited financial statements and auditor’s letter on financial stability). Late bids or bids not meeting submission requirements will be disqualified.

Evaluation occurs in 4 phases: Phase 1 (Pre-qualification): Mandatory submission of SBD 1, SBD 2 (Tax Clearance), SBD 4 (Declaration of Interest), CSD registration, valid IATA certificate, and pricing schedule. Non-compliance results in disqualification. Phase 2 (Technical Evaluation - 100 points): Minimum 80 points required to proceed. Criteria: Project Proposal (40 pts), Industry/Past Experience (30 pts), Team Experience (20 pts), Transition Plan (10 pts). Phase 3 (Presentation): Compulsory criteria include value-added services, live system demo, cost-saving strategy, and communication channels. Failure on any criterion disqualifies the bidder. Phase 4 (Price and B-BBEE - 100 points): 80 points for price (lowest bid scores highest using formula Ps = 80*(Pmin/Pt)), 20 points for B-BBEE (status level + specific goals: SMME 4 pts, 100% Black Women-owned 3 pts, 100% Youth 3 pts). Final award based on highest combined score.

Scope: Provide travel management services for 48 months to SALGA, covering domestic, regional (SADC), and international travel for employees, councillors, contractors, consultants, and clients. Services include: (1) Reservations: Process travel requests, provide quotations, issue e-tickets/vouchers (SMS/email), obtain 3+ price comparisons, book discounted fares, manage schedule changes, handle group bookings, advise on visas/inoculations, assist with travel insurance, and facilitate non-GDS/Online Booking Tool (OBT) reservations. (2) Air Travel: Book full-service/low-cost carriers, ensure cost-effective fares, track unused e-tickets, and provide quarterly refund reports. (3) Accommodation: Source within SALGA’s rate matrix, obtain 3+ comparisons, book/confirm/amend, issue vouchers, and avoid no-show/late cancellation fees. (4) Car Rental & Shuttle: Book approved vehicles, advise on collection/return, share rental details (e-tolls, refuelling), manage shuttle companies, and negotiate rates. (5) After-Hours/Emergency: Provide 17:00–08:00 (Mon–Fri) and 24/7 (weekends/public holidays) support via call centre or dedicated contact. (6) Financial Management: Implement negotiated rates, manage supplier accounts, offer 30-day bill-back, consolidate invoices, and ensure timely payments. (7) Reporting: Provide monthly/quarterly reports (e.g., travel spend, SLA compliance, creditor ageing, no-shows, cancellations, refunds). (8) Value-Added Services: Destination info (health, weather, visa, transport), e-voucher retrieval, SMS notifications, travel audits, and risk management. (9) Compliance: Enforce SALGA Travel Policy, ensure confidentiality, and provide transition plan. Additional: ASATA membership advantageous. Must provide 3+ reference letters from similar-sized clients.

Pricing Models: Propose either (1) Transactional Fee Model (fixed fee per service, not percentage-based) or (2) Management Fee Model (fixed annual fee paid monthly in arrears). Volume-Driven Incentives: Open-book policy applies; all commissions earned through SALGA volumes must be reimbursed to SALGA. No override commissions paid to TMC. Payment Terms: 30-day bill-back account facility required. Pre-payments (if needed) processed by TMC. Consolidate supplier invoices and submit to SALGA’s Finance Department within 30 days, including Travel Authorisation/Purchase Order and supporting docs. Proof of cost savings must be provided in monthly/quarterly reviews.

Mandatory: (1) Tax Compliance: Valid Tax Clearance Certificate (SBD 2) and written confirmation for SARS to disclose tax status. CSD verification takes precedence. (2) Central Supplier Database (CSD) Registration: TMC must be registered as a service provider on CSD (https://secure.csd.gov.za/). (3) IATA Certificate: Valid International Air Transport Association (IATA) licence/certificate (or 3rd-party agreement proof). (4) Preference Points: Submit SBD 6.1 (non-submission = 0 points for B-BBEE). (5) Declaration of Interest: Complete and sign SBD 4. (6) Fronting Prohibition: Compliance with B-BBEE Act; fronting will result in disqualification and potential 10-year public sector restriction. (7) No Tender Defaulters/Restricted Suppliers: Bidders listed on National Treasury’s Register of Tender Defaulters or Restricted Suppliers are ineligible. (8) B-BBEE: Points awarded per status level (Level 1: 10 pts, Level 2: 9 pts, ..., Level 8: 1 pt) + specific goals (SMME: 4 pts, 100% Black Women-owned: 3 pts, 100% Youth: 3 pts).