Provision of a comprehensive online travel management system for saqa

All enquiries and submissions: Email [email protected]. Submission email: [email protected].

Submit all documents in PDF format via email to [email protected]. Required documents: recent National Treasury Central Supplier Database (CSD) report, original or certified B-BBEE certificate (with visible SANAS logo) or sworn affidavit, completed and signed SBD 4 and SBD 6.1 forms. Failure to submit these will result in disqualification. The National Treasury’s General Conditions of Contract (GCC) apply. Equivalent items to specified brands are acceptable if specifications match.

Evaluation occurs in 4 stages. Failure at any stage results in disqualification:

• Stage 1: Administrative Evaluation. Check for returnable documents (e.g., CSD report, B-BBEE certificate, SBD forms).
• Stage 2: Mandatory Requirements. Submit: company profile, 1 signed reference letter on client letterhead, PowerPoint presentation of the solution. Non-compliance disqualifies the bidder.
• Stage 3: Demonstration. Only for bidders who pass Stage 2. Minimum 80/100 points required to proceed. Criteria include: live demo of online booking tool (10 points), system-generated reports (10 points), end-to-end travel & expense management with e-ticketing (20 points), mobile app with profiles/expense management (10 points), forex & expense management (10 points), visa application feature (10 points), finance & payment solutions with virtual credit card (20 points), GDS integration (10 points). Partial demonstrations score zero.
• Stage 4: Price and Preference Points. 80 points for price (80/20 system). 15 points for ≥51% black ownership, 5 points for ≥30% black woman ownership. Submit certified B-BBEE certificates or sworn affidavits to claim preference points.

Provide an online travel management system for 36 months with the following capabilities:

• Online booking solution for flights, hotels, cars, and shuttle services (searching, booking, managing, cancelling).
• Consolidate costs per trip as per policy and negotiated supplier rates.
• Access to exclusive discounts, insider travel tips, and best booking times.
• End-to-end travel & expense management with e-ticketing and automated electronic vouchers.
• Foreign Exchange & Expense Management.
• POPIA compliance and secure data handling.
• Mobile app with user profiles and expense management.
• Finance & payment solutions, including a Virtual Credit Card system (single-use per transaction).
• GDS integration (e.g., Amadeus, Travelport, Sabre).

Airline requirements: book cost-effective fares (domestic/international), process reservations for full-service and low-cost carriers, support charter bookings for VIPs, include airline agreement and loyalty numbers on tickets, send e-tickets via SMS/email, track unused e-tickets, provide monthly refund reports, inform travellers of airline updates (e.g., baggage policies), dedicated consultant for VIPs, lounge access support.

Accommodation requirements: price comparisons within SAQA’s rate matrix, minimum 3 comparisons per booking, book hotels/guest houses/B&Bs per NT cost containment policy, use establishments with negotiated government/corporate rates, issue vouchers, invoice SAQA monthly with original charges, allow prompt cancellations, provide online/after-hours assistance.

Car rental & shuttle: book approved vehicle categories per NT policy, share rental details (e-tolls, refuelling, agreements), book transfers/bus/coach services, provide proof of negotiated rates.

Financial management: implement NT-negotiated rates, manage supplier accounts, enable savings with monthly/quarterly reports, consolidate supplier invoices, process payments via SAQA’s travel lodge card, submit invoices and supporting docs (e.g., travel authorisation) to SAQA’s Financial Department monthly.

Reporting: consolidate travel expense data, provide automated reporting, deliver 3 standard monthly reports (aligned with NT Cost Containment Instructions) at no cost, support additional reports in Excel, provide SLA reports (e.g., after-hours, complaints, productivity, no-shows, cancellations, refunds).

Value-added services: destination info (health, weather, attractions), visa info, travel alerts, public transport costs, airport rules, business etiquette, airline baggage policies, electronic voucher retrieval, SMS notifications, travel audits, global travel risk management, VIP services (e.g., check-in support).

Training and staff support required.

Pricing evaluated under the 80/20 system (80 points for price, 20 for preference). Consolidate invoices and supporting documentation monthly. Process payments via SAQA’s travel lodge card and corporate card vendor. Submit invoices with Travel Authorisation/Purchase Order attachments. Proof of savings on annual travel expenditure required during reviews.

Submit: recent National Treasury Central Supplier Database (CSD) report, original or certified B-BBEE certificate (with SANAS logo) or sworn affidavit, completed SBD 4 and SBD 6.1 forms. POPIA compliance required for all personal information processing. Bidders must not be listed in the Register for Tender Defaulters or List of Restricted Suppliers. National Treasury’s General Conditions of Contract (GCC) apply. No conflict of interest per SBD4 declarations.