Provision of end-to-end travel and accommodation management services for capenature (3-Year contract)

Technical contact: Felicia Petersen – Tel: 087 087 4082 – Email: [email protected].

Enquiries: Imran Brey – Tel: 087 087 4103 – Email: [email protected].

Submission email (PGWC Shared Services Centre documents only): [email protected].

Physical submission address: CapeNature Cape Town Office, 3rd Floor, Cnr Bosduif & Volstruis Streets, Bridgetown, 7764.

• Bids must be delivered to the bid box at the CapeNature Cape Town Office (3rd Floor, Cnr Bosduif & Volstruis Streets, Bridgetown, 7764) or, for PGWC Shared Services Centre documents only, emailed to [email protected].
• Use the official bid forms provided – do not re‑type the content.
• All bids must be signed and include the written contract form (WBD7).
• Late submissions (after 11:00 AM on 10 March 2026) will be rejected.
• Bidders must be registered on the Central Supplier Database (CSD) and upload mandatory information (business registration, director details, tax compliance status, banking details, B‑BBEE certificate or sworn affidavit).
• Proof of authority to sign (e.g., board resolution) must be attached.
• Tax Clearance Certificate (original, valid for 12 months) must accompany the bid; each consortium/joint‑venture member must provide its own certificate.
• Failure to provide any of the required documents may render the bid invalid.

• Total points = 100 (price 80 points, B‑BBEE status level 20 points) – 80/20 preference point system applies (bid value ≤ R50 million).
• Price points are calculated using the formula provided in the tender (lower price = higher points).
• B‑BBEE points are awarded according to the table in section 6.1 (e.g., Level 1 = 20 points, Level 2 = 18 points, …, Non‑compliant = 0).
• Bidders must submit proof of B‑BBEE status (verification certificate or sworn affidavit) to claim the B‑BBEE points.
• The highest total points wins; if scores are equal, the bidder with the higher B‑BBEE points is preferred.
• In case of a tie after B‑BBEE points, the award will be decided by drawing lots.

Scope: end‑to‑end travel and accommodation management for CapeNature over a 36‑month period, including:

1. Air travel – domestic and international ticket booking, route optimisation, compliance with travel‑class policy, 24/7 emergency support.
2. Accommodation – booking at approved rates, preference for National Treasury‑negotiated hotels, management of changes/cancellations.
3. Ground transportation – car hire, shuttle services, airport transfers, fuel‑efficient options, use of local providers as per Treasury regulations.
4. Travel insurance – arrange coverage for domestic and international trips in line with Treasury rules.
5. Visa & travel documents – assistance with visa applications, health advisories, passport renewals (as required).
6. Expense management – monthly consolidated invoices, detailed expenditure reports, carbon‑footprint tracking, quarterly performance reviews.
7. Venue & facilities – obtain at least three price comparisons for accommodation, negotiate discounts, ensure use of Treasury‑approved rate matrices.

All services must comply with applicable national Treasury regulations and CapeNature’s travel policy.

• Pricing must be submitted using the provided pricing schedule; all amounts are all‑inclusive and must be valid for 90 days from the closing date.
• Total bid price and itemised costs (air travel, accommodation, car hire, shuttle, reporting) must be clearly indicated.
• No explicit performance security is stated for this service, but bidders should be prepared to provide a bank guarantee or cashier’s cheque if later required under the General Conditions of Contract.
• Bids must be signed and include the written contract form (WBD7).

• Register on the Central Supplier Database (CSD) and upload mandatory information (business registration, directors, tax status, banking details).
• Provide a current Tax Clearance Certificate (valid for 12 months) – original required; each consortium/joint‑venture member must submit its own certificate.
• Submit B‑BBEE verification – either a certified B‑BBEE certificate or a sworn affidavit (EME/QSE specific requirements apply). Minimum B‑BBEE level is 0, but points are awarded for higher levels.
• Provide proof of authority to sign the bid (e.g., board resolution).
• Comply with the Preferential Procurement Policy Framework Act, 2000 and its 2022 regulations, and the Western Cape Government’s interim strategy.
• Ensure no listing on the National Treasury’s Register of Tender Defaulters or Restricted Suppliers.