501 Prodinsa Building, Cnr Steve Bhiko and Pretorius Street - Arcadia - Pretoria - 0081
Organization Type
GOVERNMENT
Published
03 Aug 2026
OCDS Reference
ocds-9t57fa-164388
Summary
SASSA is seeking a qualified travel management service provider to handle all travel arrangements for its head office and nine regional offices across south africa for a 36-month period. The appointed provider will manage bookings for air travel, accommodation, car rental, shuttles, and conferences, and must comply with strict performance standards and service level agreements.
Key Requirements
Submit a physical bid to the Tender Box at SASSA Head Office, 501 Prodinsa Building, Cnr Steve Biko and Pretorius Streets, Arcadia, Pretoria, by 25 August 2026 at 11:00 AM, and an identical electronic copy via the e-Tender Portal.
Provide proof of current IATA accreditation and submit all required SBD forms, B-BBEE certificate or sworn affidavit, client reference letters, and letters of good financial standing from at least 4 accommodation and 2 car hire suppliers.
Complete and submit all pricing templates (Transaction Fee and Management Fee models for both onsite and offsite services) in South African Rands, with prices fixed or CPI-based escalation from the second year, and hold the offer valid for 90 days.
Meet strict performance standards, including turnaround times for bookings (e.g., quotations within 2 hours for domestic requests), after-hours service availability, and monthly reporting deadlines.
Demonstrate capability to handle estimated annual volumes of 16,229 transactions, including 9,501 domestic accommodation bookings and 2,950 domestic air travel bookings.
Comply with SASSA's Oracle system for travel orders and invoicing, and provide a detailed transition plan for seamless service implementation.
Achieve a minimum functionality score of 100 points in Stage One evaluation and comply with the 80/20 preference point system (80 points price, 20 points specific goals).
The south african social security agency hereby invites proposals for the appointment of a service provider to render travel management services to the south african social security agency (SASSA) head office and regions for a period of 36 months
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentSASSA08-26-CS-HO.zipReview complete
Description
Source: SASSA08-26-CS-HO.zip
Important Dates
03 Aug
2026
PUBLICATION
Tender Published
Tender was published
25 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
SASSA is inviting proposals for a 36-month contract to provide comprehensive travel management services for its head office and regional offices. The contract covers domestic, regional, and international travel bookings, including air travel, accommodation, car rental, shuttle services, conference bookings, and after-hours support. The agency may appoint more than one service provider, with one operating onsite and another offsite. The tender is governed by South African procurement regulations, with a 80/20 preference point system (80 points for price, 20 for specific goals). The closing date is 25 August 2026 at 11:00 AM.
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
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Document read
Compliance review
Bid-ready summary
The tender is for the appointment of a service provider to render travel management services to SASSA Head Office and regions for a period of 36 months.
SASSA is a national agency established under the South African Social Security Agency Act, 2004, responsible for administering social grants.
SASSA has a Head Office, 9 Regional Offices, District Offices, Local Offices, and Service Points.
The successful bidder(s) will provide travel services to all SASSA travellers (employees, contractors, consultants, clients) where SASSA is responsible for travel costs.
SASSA reserves the right to appoint more than one service provider; one may be onsite, the other offsite.
The contract duration is 36 months.
Estimated annual travel transactions total 16,229, including air travel, car rental, shuttle, accommodation, conferences, after-hours, parking, insurance, and forex.
The bidder must align with SASSA's Oracle system and travel management processes.
The bidder must provide a detailed transition plan and engage with incumbent travel agencies for smooth handover.
The bidder must comply with SASSA's Travel Management Policy and performance standards (Annexure I).
The bidder must provide value-added services such as destination information, travel risk management, VIP consultant, and online tool/app.
The bidder must conduct customer satisfaction surveys quarterly and submit various reports (MIS, open vouchers, after-hours, reconciliations).
The bidder must maintain separate accounts for each SASSA office (10 accounts).
The bidder must have adequate staff including consultants, managers, and admin back office.
The bidder must provide after-hours service and handle group bookings.
The bidder must manage travel suppliers and consolidate invoices.
The bidder must ensure data security and sign a POPIA Data Processing Agreement.
Important Dates
Source: SASSA08-26-CS-HO.zip (TENDER)
Closing date: 25 August 2026 at 11:00 AM.
Non-compulsory virtual briefing session: 11 August 2026 from 09:00 to 11:00 AM.
Bidders must register for the briefing session by emailing [email protected].
All questions/enquiries must be raised within 3 working days from the date of the briefing session.
Responses to questions will be published within 5 working days from the date of the briefing session.
Submit two (2) copies of File 1 (original and one duplicate) and one original of File 2 (price file).
File 1 must contain all SBD forms, B-BBEE certificate, Joint Venture Agreement (if applicable), current and valid IATA registration proof, client reference letters (Annexure A), letters of good financial standing from 4 accommodation suppliers and 2 car hire suppliers (Annexure C), letter confirming experience of key employees (Annexure B), and a Transitional Plan.
File 2 must contain the Pricing Schedule, including On-Site and Offsite Transaction Fee Models, and SBD 3.1.
Seal File 2 in an envelope with the Bid Number and closing date indicated.
Clearly label file dividers as per the specified format (Reservations, Communication, Financial Management, Technology, Account Management, Value Added Services, Cost Management, Office Management).
Submit a physical document through the Tender Box at SASSA Head Office, 501 Prodinsa Building, Cnr Steve Biko and Pretorius Streets, Arcadia, Pretoria.
Also submit an electronic duplicate via the e-Tender Portal; both must be identical or disqualification may occur.
No cloud-based links, email submissions, or externally hosted documents will be accepted.
Initial each page of the bid document on the bottom right-hand corner.
Bids must be delivered by the stipulated closing time; late bids will not be considered.
All bids must be submitted on official forms provided (not re-typed).
Offer must remain valid for 90 days from the closing date.
Failure to provide or comply with any required particulars may render the bid invalid.
Evaluation Criteria
Source: SASSA08-26-CS-HO.zip (TENDER)
The tender uses the 80/20 preference point system: 80 points for price, 20 points for specific goals.
Specific goals points are allocated based on B-BBEE status level and ownership criteria as per Table 1 in SBD 6.1.
Bidders must be IATA-accredited travel agencies with access to a worldwide computerised reservation network.
Bidders must pass two stages: Stage One (special conditions, administrative compliance, functionality evaluation = 100 points) and Stage Two (price and specific goals).
Functionality evaluation criteria are detailed in the RFP (sections 12.1, Stage One – Phase Three).
Bidders must submit valid B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to claim preference points.
Bidders must have valid tax compliance status (SARS PIN or CSD number).
Bidders must not be persons in the service of the state, nor have directors who are.
Bidders must provide client reference letters confirming satisfactory provision of travel services.
Bidders must provide letters of good financial standing from at least 4 accommodation suppliers and 2 car hire suppliers, confirming bill-back accounts or credit facilities.
Bidders must provide a letter confirming the experience of key employees (Operations Manager, Finance Manager, Key Accounts Manager, Team Leader).
Bidders must submit a Transitional Plan.
Bidders must comment on the expected performance standards (Annexure I) and propose amendments where necessary; changes must be clearly identifiable.
Technical Specifications
Source: SASSA08-26-CS-HO.zip (TENDER)
Provide travel management services for SASSA Head Office and 9 regional offices for 36 months.
Services include air travel (domestic, regional, international), car rental, shuttle services, accommodation, conference bookings, after-hours services, parking, insurance, forex, and group bookings.
Estimated annual transaction volumes: Air Travel Domestic 2950, Regional/International 28; Car Rental Domestic 1652; Shuttle Domestic 1480; Accommodation Domestic 9501, Regional/International 14; Conferences 263; After Hours 110; Parking 214; Insurance 7; Total 16,229.
Must align with SASSA's Oracle system for travel orders and invoicing; handle bookings during system downtime using authorisation emails.
Must obtain minimum 3 price comparisons for flights and conferencing, and 4 for accommodation.
Must book negotiated discounted fares and rates; all commissions earned must be declared and returned to SASSA monthly.
Must provide after-hours service: Monday-Friday 17h00-08h00, 24 hours on weekends and public holidays.
Must provide a detailed Transitional Plan and engage with incumbent travel agencies for smooth transition.
Must provide an online system for SASSA to update traveller profiles.
Must manage travel suppliers, consolidate invoices, and address service failures.
Must provide value-added services: destination info, travel risk management, VIP consultant, online tool/app.
Must conduct customer satisfaction surveys quarterly (as per Annexure I).
Must submit MIS reports monthly on the 7th, open voucher reports monthly, after-hours reports daily, and consolidated reconciliations by 7th of each month.
Must maintain separate accounts for Head Office and each region (10 accounts total).
Must provide staff: Team Leader, Senior/Intermediate/Junior Consultants, VIP Consultant, Operations Manager, Finance Manager, Key Accounts Manager, Admin Back Office staff.
Onsite service: SASSA provides office space, cleaning, water, electricity; bidder bears cost of furniture, equipment, ICT, and alterations.
Offsite service: bidder services SASSA from own premises.
Must comply with SASSA Travel Management Policy; SASSA will train bidder's officials.
Must sign off performance standards (Annexure I) within 30 days of contract signing.
Must attend meetings and travel roadshows at own cost.
Must provide a data management proposal and sign a Data Processing Agreement in line with POPIA.
Financial Requirements
Source: SASSA08-26-CS-HO.zip (TENDER)
Pricing must be submitted using the provided templates: Transaction Fee Model (Onsite and Offsite) and Management Fee Model (Onsite and Offsite).
All prices must be in South African Rands (ZAR).
Prices must be firm and not indicative; VAT (15%) must be included or clearly indicated.
Bidders must complete all input cells (highlighted in light green) in the Excel pricing schedule; do not unprotect or change formatting.
Submit both paper and electronic copies of the Pricing Schedule; paper copy prevails in case of discrepancy.
Sign all paper copies of the Pricing Schedule.
Complete all templates 1.1 and 1.2 (management fee model onsite/offsite, transactional fee model onsite/offsite).
Indicate whether price is fixed for the contract duration; if not, escalation based on CPI from second year.
Offer must be valid for 90 days from closing date.
Successful bidder cannot later alter price claiming VAT was not included.
Payment for air tickets via Travel Lodge Cards (10 cards – one for Head Office, 9 for regions).
For land arrangements, bidder must offer a 30-day bill-back account facility to SASSA; invoices paid via EFT within 30 days of correct invoice.
Pre-payments: bidder may be required to pay upfront; SASSA pays after invoice submission.
No override commissions earned through SASSA reservations will be paid to the bidder; open book policy applies.
Cost element breakdown for price adjustment: Compensation 50%, Administration 10%, Overheads 20%, Interest on Overdraft 10%, Other 5% each.
The GRAND TOTAL PER ANNUM (incl VAT) will be used in the evaluation formula.
Compliance Requirements
Source: SASSA08-26-CS-HO.zip (TENDER)
Must be registered on the Central Supplier Database (CSD) or provide a SARS Tax Compliance Status (TCS) PIN.
Must submit a valid B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to claim preference points.
Must not be persons in the service of the state, nor have directors/members who are.
Must complete and submit all SBD forms (SBD1, SBD3.1, SBD4, SBD6.1).
Must provide proof of IATA accreditation (current and valid).
Must provide client reference letters (Annexure A) confirming satisfactory provision of travel services.
Must provide letters of good financial standing from at least 4 accommodation suppliers and 2 car hire suppliers (Annexure C).
Must provide a letter confirming experience of key employees (Annexure B).
Must submit a Transitional Plan.
Must sign a Data Processing Agreement in line with POPIA.
Must comply with Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations, 2022.
Must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
Must complete SBD4 disclosure form; false declarations may lead to disqualification and legal action.
Must comply with tax obligations; each party in a consortium/JV must submit separate TCS/CSD.
Must not be involved in fronting; investigations may be conducted, and failure to prove non-fronting within 14 days may invalidate bid.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
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