Panel of travel management companies for fdc travel services (36 months)

Closing date: 30 November 2026 at 12:00

Submission deadline: 30 November 2026 at 12:00

No other dates (briefing, site visit, clarification deadlines) are stated.

Supply Chain Management contact:

• Name: Ms Kelebogile Mokopi
• Email: [email protected]
• Telephone: 051 065 0060

Technical contact:

• Name: Ms Naledi Makhalemele
• Email: [email protected]
• Telephone: 051 065 0060

Submission address:

FDC Building

33 Kellner Street

Westdene

Bloemfontein, 9301

Submission method: Physical delivery only. Bids must be deposited in the bid box at the FDC Building, 33 Kellner Street, Westdene, Bloemfontein.

• Closing time: 30 November 2026 at 12:00.
• Bids received after closing time will not be considered.
• No bids by email, fax, or electronic submission will be accepted.
• The RFP must be neatly bound and properly indexed.
• All bids must be on the official forms provided and not re-typed.
• The bid must be valid for 120 days after the closing date.
• A duly authorised representative must sign the bid, with proof of authority (e.g., company resolution).

Returnable documents (all must be completed and signed):

• SBD 1 (Invitation to Bid): signed offer cover page.
• SBD 4 (Declaration of Interest): discloses any relationship with state employees or the procuring institution; failure to disclose all CSD-registered companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points.
• SANAS accredited B-BBEE certificate or sworn affidavit (if not submitted, zero points for preference).
• Company registration documents.
• Valid tax clearance PIN certificate; each JV/consortium/sub-contractor party must submit separately.
• Proof of ASATA and IATA registration (certified copy not older than six months).
• Proof of CSD registration.

Evaluation is conducted in three stages:

Stage One – Mandatory Requirements (pass/fail):

• Proof of ASATA and IATA registration (certified copy not older than six months). If using a 3rd party license, provide the agreement and the licensed company's certified certificate, at no extra cost to FDC.
• Proof of CSD registration.
• Valid Tax Compliance Status PIN.
• Failure to submit any of these disqualifies the bid.

Stage Two – Compliance Requirements (pass/fail):

• SANAS accredited B-BBEE certificate or sworn affidavit (if not submitted, zero points allocated for evaluation).
• SBD 1, SBD 4, SBD 6.1 fully completed and signed.
• Failure to submit, complete, or sign any of these disqualifies the bid.

Stage Three – Functionality (scored out of 100):

• Minimum qualifying score: 80 out of 100 points.
• Criteria and maximum points:
• Bidders' relevant experience in travel agency services (reference letters): 25 points.
• Bank rating or funding commitment letter: 15 points.
• Project Account Manager qualification (NQF 7+): 12 points.
• Project Account Manager experience (3+ years): 15 points.
• Travel Consultant qualification: 12 points.
• Travel Consultants experience: 10 points.
• Free State based companies: 11 points.

Preference points: 80/20 system (price 80, specific goals 20). Specific goals include Black Women Ownership (10 points) and Black Youth Ownership (10 points), supported by SANAS accredited B-BBEE certificate or sworn affidavit.

The Free State Development Corporation (FDC) requires a panel of travel management companies to provide comprehensive travel management services for a 36-month period.

Services cover:

• Implementing and coordinating travel management for FDC personnel and board members, tailored to individual needs.
• Providing detailed itineraries including airport information.
• Negotiating optimal rates for car rental, shuttle services, airfares and accommodation, and reviewing rates with FDC.
• Making car rental reservations in line with FDC internal policies.
• Amending confirmed reservations when required.
• Assisting with international driving permits and visa arrangements for overseas travel.
• Arranging domestic and international airport shuttle services.
• Providing consolidated travel expense reporting with automated tools, covering: total travel spend, domestic vs international spend, air travel spend, accommodation analysis, car hire spend, travel by business unit, top travellers, cost savings, policy exceptions, cancelled trips, unused tickets, supplier utilisation analysis.
• Additional services: passport/visa assistance, conference packages (accommodation and transfers), foreign exchange using SARS fixed ratings as per gazetted notice, and airport parking at OR Tambo, Cape Town and other regional airports.

Operating requirements:

• Services rendered from the travel agency's offices.
• Normal office hours: Monday to Friday 08:00-16:30.
• After-hours emergency services, including weekends and public holidays.
• Maintain a contingency plan for personnel and service continuity during interruptions.
• Continuously identify cost improvements and innovative solutions.

Bidders must provide a detailed proposal covering their approach to travel management, operational processes, contingency plans for personnel and service continuity, and how they will consolidate management information into automated reports. The bid must be signed by a duly authorised representative. FDC may accept or reject any proposal at its discretion, and all amendments to terms must be in writing. Bids must be valid for 120 days after closing. No entity may bid more than once.

Experience and qualifications form part of functionality scoring (100 points total, minimum qualifying score 80). Specifics:

• Bidders' relevant experience: 25 points, based on reference letters (5 letters = 25, 4 = 20, 3 = 15, 2 = 10, 1 = 5). Letters must be on client letterhead, signed, dated, contactable, and not older than 5 years; failing to attach them results in zero points.
• Bank rating: 15 points (A=15, B=10, C or lower=5), or a letter of commitment to provide funding from a registered financial service provider (15 points).
• Project Account Manager (1): Qualification (12 points) – Bachelor's Degree/Advanced Diploma (NQF 7) or above = 12, National Diploma (NQF 6) = 8, Matric = 4. Certified copies must be not older than six months from submission.
• Project Account Manager experience: 15 points – 7+ years = 15, 6 years = 12, 5 years = 9, 4 years = 6, 3 years = 3, less than 3 years = 0. CV must show expertise in travel management, client relationship, accounts, financial management, customer service, solution development, information management, data/business analysis, government systems, VIP/executive handling, and public sector knowledge.
• Travel Consultant qualification: 12 points – Bachelor's Degree/Advanced Diploma (NQF 7) = 12, National Diploma (NQF 6) = 8, Higher Certificate (NQF 5) or Matric = 4. Certified copies not older than six months.
• Travel Consultants experience: 10 points – 4+ years = 10, 3 years = 8, 2 years = 6, 1 year = 4, less than 1 year = 2. Experience must include international/domestic reservation, fares and ticketing, customer service, online travel platforms, global knowledge, VIP/executive handling, administration, and public sector knowledge.
• Free State based companies: 11 points, proved by a valid signed leasing/rental agreement or municipality account in the company name, not older than 3 months at closing.

No specific financial requirements (bid security, guarantees, retention, payment terms, turnover) are stated.

• Bidders bear all costs of preparing and submitting proposals.
• Payment for work under the panel will only be made against a valid purchase order.
• Bank rating (A/B/C or lower) or a letter of commitment to provide funding from a registered financial service provider forms part of functionality scoring (15 points).

Mandatory eligibility:

• Proof of ASATA and IATA registration (certified copy not older than six months).
• Proof of registration on the Central Supplier Database (CSD).
• Valid Tax Compliance Status PIN (or CSD number if no PIN available).
• Each party in a JV/consortium/sub-contractor arrangement must submit separate tax compliance status.
• Bidders must not be persons in the service of the state, nor have directors/members who are.
• No entity may be involved in more than one bid for this RFP.
• Foreign suppliers must complete the questionnaire to confirm residency, branch, permanent establishment, source of income, and tax liability in South Africa.

B-BBEE requirements:

• Submit a SANAS accredited B-BBEE certificate or sworn affidavit of the measured entity; if not submitted, zero points for preference.
• Specific goals points: 10 points for Black Women Ownership, 10 points for Black Youth Ownership — supported by certificate or affidavit.
• Preference points use the 80/20 system.

Proof of authority: submit a company resolution authorising the signatory.

The contract takes the form of a Service Level Agreement (SLA) and runs for 36 months. All bids must be valid for 120 days after closing. FDC may amend, modify, or withdraw the terms of reference in writing; oral amendments will not be considered. FDC may call for supporting documentation to verify bid information. Bids become the property of FDC and will not be returned unless received after closing. FDC may enter negotiations with shortlisted bidders on fees, scope, and commercial terms. FDC reserves the right not to accept any proposal or to approach entities directly at its discretion. Bidders must not be involved in more than one bid. On appointment, work will be issued via purchase orders after quotation and returnable documents are received. Payment is only made against a valid purchase order. For emergency procurement, quotations may be required within a shorter timeframe per FDC's SCM policy.