Appointment of a service provider for the provision of travel agent and event management contract for a period of 36 months

Closing date and time

• 02 November 2026 at 12:00 — bids to be deposited in the tender box; a public opening follows.

Document availability

• From 01 October 2026 on the e-tender portal and the municipal website.

No compulsory briefing session or site visit is specified.

SCM enquiries

• Contact: Mr S Khwela
• Role: SCM Manager
• Telephone: 034 219 1500
• Email: [email protected]
• Available during office hours.

Supply chain management enquiries

• Contact: Mr Kwanda Ngubane
• Telephone: 034 219 1500
• Email: [email protected]

Submission address

Official tender box, reception area

Princess Magogo Building

39 Victoria Street

Dundee 3000

Submission method

• Sealed envelope, hand-delivered or couriered into the official tender box at the reception area, Princess Magogo Building, 39 Victoria Street, Dundee 3000.
• Envelope must be clearly marked with the tender number and title: T2027-10 — Appointment of a service provider for the provision of travel agent and event management contract for a period of 36 months.
• Courier deliveries must be placed in the tender box and may not be handed to any municipal employee.

Closing

• 02 November 2026 at 12:00, followed by a public opening.

Bids that will be rejected

• Bids received after the closing time.
• Bids submitted by post, facsimile or email — these will not be considered under any circumstances.

Documents to submit with the bid

• Completed tender documents complying with all conditions of the tender.
• Appointment letters and reference letters, stamped by the institution or company where the service was rendered, for similar travel agent work performed for public sector institutions.
• Copies of qualifications and CVs for key personnel.
• Valid proof of registration with a travel agent professional body (ASATA or IATA).
• A methodology or implementation plan covering accommodation bookings, flight bookings and event management.

Tender documents are available from 01 October 2026 on the e-tender portal (www.etenders.gov.za) and the municipal website (www.umzinyathi.gov.za).

Two-stage evaluation

• Stage 1 — functionality: bidders are scored out of 100 and must reach a minimum of 70 points to proceed.
• Stage 2 — price and preference: qualifying bidders are evaluated on the 80/20 preferential point system set out in the Council Supply Chain Management Policy.

Functionality criteria and points

• Company experience in travel agent services: 30 points. Appointment letters and stamped reference letters from public sector institutions where similar services were rendered must be attached.
• Qualification and experience of key personnel: 30 points. Copies of qualifications and CVs must be attached.
• Valid proof of company registration with a relevant travel agent professional body (ASATA or IATA): 20 points.
• Methodology / implementation plan: 20 points. The plan must set out the process for expediting accommodation bookings, flight bookings and event management.
• Total: 100 points.
• Minimum qualifying score: 70/100.

Scope

• Appointment of a service provider to render travel agent and event management services to uMzinyathi District Municipality for a period of 36 months.

Services to be delivered

• Booking of accommodation.
• Booking of flights.
• Event management.
• Processing of bookings must be expedited, as set out in the bidder's methodology or implementation plan.

Capability requirements

• Demonstrated company experience in travel agent services, evidenced by appointment letters and stamped reference letters from public sector institutions.
• Qualified and experienced key personnel, evidenced by qualifications and CVs.
• Registration with a recognised travel agent professional body (ASATA or IATA).

Functionality scoring out of 100:

• Company experience in travel agent services: 30 points, supported by appointment letters and stamped reference letters from public sector institutions where similar services were rendered.
• Qualification and experience of key personnel: 30 points, supported by copies of qualifications and CVs.
• Valid proof of registration with a relevant travel agent professional body (ASATA or IATA): 20 points.
• Methodology / implementation plan: 20 points, setting out how accommodation bookings, flight bookings and event management will be processed expeditiously.
• Minimum qualifying score: 70/100.

Eligibility and registration

• Bidders must be suitable, qualified and professional service providers.
• Valid proof of company registration with a relevant travel agent professional body (ASATA or IATA) is required and carries 20 functionality points.
• Company registration details and key personnel qualifications and CVs must be submitted.

Experience evidence

• Appointment letters and reference letters, bearing the company stamp of the institution or company where the service was rendered, for similar travel agent services delivered to public sector institutions.

Preference

• Bids that reach the functionality threshold are evaluated under the 80/20 preferential point system in terms of the Council Supply Chain Management Policy.

Submission conditions

• Completed tender documents meeting all tender conditions must be placed in a sealed envelope marked with the tender number and title, and deposited in the official tender box at the reception area, Princess Magogo Building, 39 Victoria Street, Dundee 3000.
• Deadline: 02 November 2026 at 12:00, followed by a public opening.
• Bids received late, by post, by facsimile or by email will not be considered.
• Courier-delivered bids must be placed in the tender box and not handed to any municipal employee.

Bid validity

• Bids remain valid for 120 days from the closing date.

Municipal rights

• The municipality is not obliged to award to the lowest bidder.
• The municipality may decline to proceed with the tender and may reject any bid or part of it.

Stage 1 — functionality, scored out of 100, with a minimum qualifying score of 70:

• Company experience in travel agent services: 30 points, evidenced by appointment letters and stamped reference letters from public sector institutions where similar services were rendered.
• Qualification and experience of key personnel: 30 points, evidenced by qualifications and CVs.
• Valid proof of registration with a relevant travel agent professional body (ASATA or IATA): 20 points.
• Methodology / implementation plan: 20 points, covering the process for expediting accommodation bookings, flight bookings and event management.

Stage 2 — bidders who reach 70 points are evaluated on the 80/20 preferential point system prescribed by the Council Supply Chain Management Policy.