Travel management services for DENEL dynamics (24‑month contract)

General RFQ enquiries: [email protected] (e‑mail).

General bidding enquiries: Moses Rankapole, Tel: 012 6711680, Email: [email protected].

Submission address: DENEL SOC LTD, Nellmapius Drive, Pretoria, 0157.

No phone number provided for the submission office.

• Submit one (1) fully completed and signed original bid in a sealed, confidential envelope marked for the Supply Chain Management Office.
• Include one (1) PDF copy on a USB drive.
• Deliver to: DENEL SOC LTD, Nellmapius Drive, Pretoria (postal code 0157).
• Alternatively, send the required information to the RFQ delivery e‑mail address [email protected].
• Closing date and time: Monday 09 March 2026, 11:00 hrs. Late submissions will be rejected.
• All required returnable documents (see mandatory requirements) must be included; omission will lead to disqualification.
• Ensure the envelope is clearly marked “Confidential – Attention: Supply Chain Management Office”.

• Mandatory compliance (mandatory documents, ASATA, IATA, reference letters) – failure results in disqualification.
• Capacity & Experience – 5 years proven travel‑management experience in public or private sector (points allocated).
• Approach & Methodology – detailed work plan and processes to meet Denel Dynamics travel requirements.
• Team Qualifications – CVs of senior consultants (≥5 yrs), intermediate consultants (≥3 yrs) and junior consultants (≥2 yrs).
• Price – weighted 80 % of total score; bidders must use a fixed transactional fee per service (no percentage commissions).
• Specific Goals – weighted 20 % (cost savings, risk containment, traveller satisfaction).
• Total possible score: 100 %.
• Evaluation will be performed after confirming all mandatory requirements are met.

Scope: Provide comprehensive travel‑management services for Denel Dynamics (local and international) on an “as‑and‑when‑required” basis for 24 months.

Deliverables include:

• Travel booking for employees, contractors, consultants and clients during normal office hours (Mon‑Fri 08:00‑17:00) and after‑hours/emergency support.
• Alignment with Denel Dynamics Travel Policy and implementation of controls.
• Management of traveller profiles, third‑party service providers, and invoice consolidation.
• Penalties for consultant errors borne by the TMC.
• Provision of at least three price comparisons for air, accommodation, car rental and shuttle services where applicable.
• Issuance of e‑tickets, vouchers and travel documents via SMS/e‑mail; electronic voucher retrieval via web/smartphone.
• After‑hours call centre (Mon‑Fri 17:00‑08:00 and 24 h on weekends/public holidays).
• Reporting: quarterly and annual travel reviews, cost‑saving evidence, management information in Excel format, and specific reports listed in sections 12‑16.
• Value‑added services: destination information, health alerts, visa guidance, travel risk management, VIP support, etc.
• Technology: capability to consolidate travel data, secure storage, and generate automated reports.
• Account Management: dedicated account/business manager, complaint handling, enforcement of travel policy.

Pricing model: Fixed transactional fee per service (no percentage of supplier cost). Fees must reflect the cost of delivery and be disclosed as a fixed amount.

• No override commissions will be paid; any commissions earned must be returned to Denel Dynamics quarterly (open‑book policy).
• Bill‑back facility: 30‑day bill‑back account for institutions without lodge cards.
• Invoicing: Submit invoices promptly in the format required by Denel Dynamics payment policy; include passenger name, travel dates, routing, and supporting documentation.
• Payment terms: Not explicitly stated; bidders must follow Denel Dynamics payment policy as referenced in the RFQ.
• No bonds or guarantees are mentioned.

Mandatory documents (must be submitted with the bid):

• SARS Tax PIN (good standing).
• Completed and signed SCM compliance documents.
• Certified copy of B‑BBEE certificate or affidavit.
• Certified ID copies of all directors.
• Reference letters from at least three recent clients (similar size, within past 2 years).
• Valid ASATA (Association of South African Travel Agents) certificate.
• Valid IATA licence.
• Company profile demonstrating capacity, experience and pricing schedule.
• Central Supplier Database (CSD) summary report with verified banking details.
• Supplier website or company profile.
• Banking confirmation letter (not older than 3 months).
• Supplier conditions of sale (if applicable).

Other compliance areas implied:

• Tax compliance (SARS clearance).
• B‑BBEE compliance.
• CIDB registration not required for this service.
• CIPC registration (company must be a registered entity).
• Professional registrations not specified.

Failure to provide any mandatory document will result in disqualification.