32 Princess of Wales Terrace - Parktown - Johannesburg - 2193
Organization Type
GOVERNMENT
Published
27 Oct 2026
OCDS Reference
ocds-9t57fa-175888
Summary
Appointment of a travel management company to render travel management services to the social housing regulatory authority (shra) for three years, with an option to extend for a further two years. The contract is administered from gauteng and bids close on 25 november 2026 at 09:00 under reference SHRA/RFB/ADMIN/04/202627. pricing must be held firm for the contract term, and the winning bidder must lodge a performance security within 30 days of award and have an original SARS tax clearance certificate in place before any contract is concluded.
Key Requirements
Scope: travel management services for the Social Housing Regulatory Authority over a three-year term, with an option to extend for a further two years.
Closing: bids close on 25 November 2026 at 09:00; quote reference SHRA/RFB/ADMIN/04/202627.
Tax status: an original SARS tax clearance certificate must be in the purchaser's possession before award — no contract may be concluded without it.
Pricing: quoted prices are fixed for the contract term; adjustment is possible only where the Special Conditions of Contract authorise it or where the purchaser requests an extension of bid validity. Payment is in Rand unless the SCC states otherwise.
Performance security: the successful bidder must furnish the security amount stated in the SCC within 30 days of the award notification, by bank guarantee, irrevocable letter of credit, or cashier's/certified cheque; it is released within 30 days after all performance and warranty obligations are met.
Payment terms: invoices must be accompanied by a copy of the delivery note and all other contractual obligations must be met; payment falls due no later than 30 days after submission of the invoice or claim.
Contract framework and conduct: the National Treasury General Conditions of Contract (July 2010) form part of the bid and may not be amended, with the Special Conditions of Contract prevailing on conflict; collusive or fraudulent conduct can invalidate the bid, terminate the contract and exclude the bidder from public-sector business for up to 10 years.
APPOINTMENT OF A TRAVEL MANAGEMENT COMPANY (TMC) FOR THE PROVISION OF TRAVEL MANAGEMENT SERVICES TO THE SOCIAL HOUSING REGULATORY AUTHORITY (SHRA) FOR A PERIOD OF THREE (3) YEARS WITH AN OPTION TO EXTEND FOR A FURTHER TWO (2) YEARS
Tender context
Return to this tender’s issuing organisation, province, or category.
Appointment of a travel management company (tmc) for the provision of travel management services to the social housing regulatory authority (shra) for a period of three (3) years with an option to extend for a further two (2) years
32 Princess of Wales Terrace - Parktown - Johannesburg - 2193
Professional Services & Consulting Industry Profile
Regulatory Bodies
SAGCSAICA
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Typical Documents
5 items
Company Registration (CIPC)
Tax Clearance Certificate
B-BBEE Certificate
CSD Registration
Company Profile
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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.
DocumentRequest for Bids Document -Travel Management Company.pdfReview complete
Description
Source: Request for Bids Document -Travel Management Company.pdf
Important Dates
27 Oct
2026
PUBLICATION
Tender Published
Tender was published
25 Nov
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.
Request for Bids Document -Travel Management Company.pdf
Appointment of a travel management company (TMC) to provide comprehensive travel management services to the Social Housing Regulatory Authority (SHRA), including air travel, accommodation, car rental, shuttle services, venue bookings, after-hours support, and management reporting, for a period of three years with an option to extend for a further two years.
The Social Housing Regulatory Authority (SHRA) requires the appointment of a Travel Management Company (TMC) to provide travel management services for a period of three years, with an option to extend for a further two years. The services are to be delivered in Gauteng.
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.
Publication of Names of Bidders in Respect of Advertised Competitive for the Appointment of a Specialist Quality Control Inspectorate (QCI) Service Provider for a Period of six (06) years.
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
SHRA is a national public entity under Schedule 3A of PFMA, regulating and investing in the social housing sector, providing affordable rental housing for low-to-medium income groups (R1,850–R22,000/month). Currently uses manual travel booking processes; seeks to enhance efficiency, governance, and reporting through a professional TMC.
The contract is for travel management services for all SHRA official travel, both domestic and international, including air, accommodation, car rental, ground transportation, conferences, and venue sourcing.
Important Dates
Source: Request for Bids Document -Travel Management Company.pdf (TENDER)
Closing date: 25 November 2026 at 11:00
Clarification deadline: 17 November 2026 at 16:00 (written email queries only)
No compulsory briefing session.
Contact Information
Source: Request for Bids Document -Travel Management Company.pdf (TENDER)
Clarification enquiries:
Email: [email protected] (written only, telephonic not accepted). Include the RFB number in all correspondence.
No physical submission address was provided in the document; submission is by personal delivery to SHRA premises (tender/bid box or reception).
Submission Guidelines
Source: Request for Bids Document -Travel Management Company.pdf (TENDER)
Submission method: one hard copy of the proposal plus a soft copy on a USB drive, sealed in a clearly marked envelope (company name, bid description, and RFB number). The bid document must be in PDF format. Faxed or emailed bids are not accepted.
Closing date and time: 25 November 2026 at 11:00. Bids arriving even one second after 11:00 are deemed late and will not be considered. Bids sent via any mechanism other than personal delivery into the bid box or reception at the SHRA premises are deemed received when they physically arrive.
Returnable documents (all must be completed, signed, and submitted):
SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
SBD 3.3 (Pricing Schedule): fixed transactional fees per service type, excluding and including VAT.
SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the procuring institution.
SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
General Conditions of Contract (Annexure A): each page must be initialled and submitted.
Part 7 (Technical approach): detailed methodology, work plan, entity chart, tasks, hours per task, and value-added services (priced separately).
Part 8 (Team details): comprehensive CVs (max 2 pages each) for the Strategic Account Manager, Travel Consultant, and Back Office Administrator, relevant to this bid.
Part 9 (Experience): at least 3 contactable reference letters on company letterheads from previous clients with similar services.
Part 10: CSD registration forms indicating validity of the bidder's registration.
Disqualification risks:
Missing, unsigned, or non-compliant returnable documents (including the mandatory ASATA license/certificate).
Late bids, regardless of reason.
Fraud or corrupt acts, abuse of SCM systems, or failure to perform on previous contracts.
Evaluation Criteria
Source: Request for Bids Document -Travel Management Company.pdf (TENDER)
Evaluation stages (in order):
Mandatory compliance: must provide a valid ASATA license/certificate in the bidder's name at closing date; CSD registration valid; all returnable documents submitted.
Functionality evaluation: scored on a 1-5 scale across criteria (weighted):
Understanding of scope of work (10%)
Methodology and project plan (10%)
Dedicated After-Hours and Emergency Travel (5%)
Manage venue bookings (15%)
Experience of the dedicated Strategic Account Manager (20%)
Back Office Administrator experience (15%)
Suitability of the bidder (years in travel industry) (15%)
Availability of an Electronic Travel Management System (5%)
Minimum qualifying functionality score: 70% (award threshold).
Presentations: SHRA may invite bidders who meet the minimum functionality score; presentations affect functionality marks only. At least 3 days' notice if date not set.
Price and specific goals (80/20 system): Price scored 80, specific goals (women/youth/PwD ownership) scored 20, total 100. The bid value is estimated not to exceed R50,000,000 (incl. VAT).
Preference points: specific goals (HDI) - women ownership scored on a sliding scale 1-10, youth and PwD ownership scored on a sliding scale 1-10. Points awarded based on B-BBEE status level certificate or sworn affidavit/letter from accounting officer for EMEs (turnover ≤ R10m). Trusts, consortia, or JVs may submit consolidated scorecard.
Award: highest combined price + preference points, unless objective criteria (within 10 points difference, award to highest functionality) apply. Adjudication Committee makes final award; bidders must be tax compliant per CSD certificates.
Technical Specifications
Source: Request for Bids Document -Travel Management Company.pdf (TENDER)
Scope: Provision of comprehensive travel management services to SHRA employees for official domestic and international travel, including accommodation, air travel, ground transportation, conferences, and venue sourcing.
Current annual travel expenditure (baseline for FY2025/26): R3,177,680.50.
Requirements:
End-to-end coordination, reservations, bookings, amendments, and cancellations.
Business hours support (Mon-Fri 08:00-17:00) plus after-hours, weekend, public holiday, and emergency support (17:00-08:00 weekdays, 24 hours weekends/public holidays).
Obtain minimum 3 price comparisons for travel requests where possible.
Book economy class flights, Group B rental/hire vehicles, accommodation within National Treasury cost-containment rates (Instruction Note /25).
Consolidate invoices from all travel suppliers and submit a single reconciled invoice with supporting documentation weekly.
Report on savings, policy compliance, traveller trends, and exceptions (SLA reports must be in Excel format).
Provide an Online Booking Tool for domestic bookings (considered for optimisation).
Value-added services (priced separately): destination info, health warnings, visa info, SMS notifications, travel audits, global travel risk management, VIP services.
Manage unused e-tickets and provide refund management reports quarterly.
Non-commissionable negotiated fares; any commissions earned must be returned to SHRA quarterly.
Offer a 30-day bill-back account facility.
Appoint a dedicated Account/Business Manager and Travel Consultant.
Methodology
Source: Request for Bids Document -Travel Management Company.pdf
Methodology requirements:
Provide a detailed technical approach describing how the bidder will carry out activities to achieve the ToR outcomes, including a project plan with implementation activities, milestones, and transition arrangements.
Include an entity chart showing lines of reporting and supervision within the team and between the bidder and SHRA.
Identify positions involved in direct service delivery and overall management, with named people and their tasks.
Indicate number of hours required to complete each task and per team member.
Provide a work plan with a detailed timetable explaining timing, duration, and order of activities.
Describe potential problems that might hinder delivery and how they will be avoided/overcome.
Additional value-added services must be priced separately.
Experience & Qualifications
Source: Request for Bids Document -Travel Management Company.pdf
Mandatory experience requirements:
Company experience: list of clients from government/public entities with contract start/end dates.
At least 3 contactable reference letters from similar travel management services (within past 5 years), on company letterhead, including company name, contact number, contact name, and contract duration.
Venue bookings: list of events handled within past 3 years with at least 50 attendees each (complete ANNEXURE B).
Dedicated Strategic Account Manager: comprehensive CV (experience in industry evaluated, scores for 3-4, 5-6, 7-8, 9-10, 10+ years).
Dedicated Travel Consultant: comprehensive CV.
Back Office Administrator (prepares invoices/responds to queries): comprehensive CV (experience evaluated).
Availability of an Electronic Travel Management System (evaluated).
After-Hours and Emergency Travel: 3 reference letters confirming successful provision (scores for 1-2, 3, 4-5, 6+ letters).
Suitability: 5+ years experience in travel industry from public/private sector (scored: 1-2, 3-4, 5, 6-15, 16+ years).
Quality Management
Source: Request for Bids Document -Travel Management Company.pdf
Quality requirements:
Maintain high standards of service delivery and accuracy in all bookings.
Must have an Electronic Travel Management System (availability is evaluated).
Provide accurate management information and reporting (SLA reports in Excel format).
Ensure data security and confidentiality.
Implement quality assurance measures for service delivery.
Conduct customer satisfaction surveys to measure performance.
Pricing Schedule
Source: Request for Bids Document -Travel Management Company.pdf
Pricing schedule (SBD 3.3) requires fixed transaction fees (excluding and including VAT) for each service type: air travel international/domestic, car rental domestic, accommodation domestic/international, bus/coach bookings, train international, visa assistance, changes, after-hours services, venues, shuttle, visa/passports, airport parking, and 'Other' items. Also include an all-inclusive transaction fee (if 5 or more transaction types) and a conference transaction fee. Total price for evaluation = sum of all fees. Fees subject to CPI escalation annually (incl. VAT).
Financial Requirements
Source: Request for Bids Document -Travel Management Company.pdf (TENDER)
Pricing model: Fixed transaction fee per service type (not a percentage). Fees subject to annual CPI escalation (incl. VAT). The pricing schedule (SBD 3.3) includes items for air travel (international/domestic), car rental domestic, accommodation (domestic/international), bus/coach bookings, train bookings, visa assistance, changes to bookings, after-hours services, venues and facilities, shuttle services, visa/passports, airport parking, and other specify.
All-inclusive transaction fee: for bidders offering 5 or more transaction types, a bundled or conference transaction fee may apply.
Total price used for evaluation is the sum of all transactional fees (excluding and including VAT).
Estimated bid value: not to exceed R50,000,000 (all taxes included) — 80/20 preference system applicable.
Payment terms: 30-day bill-back account facility; consolidated invoices submitted weekly; SHRA pays within agreed time period.
No bid security or bond was specified in the document.
Compliance Requirements
Source: Request for Bids Document -Travel Management Company.pdf (TENDER)
Mandatory documents and thresholds:
ASATA (Association of Southern African Travel Agents) license/certificate: valid and in the bidder's name at closing date. Failure to provide results in disqualification.
CSD (Central Supplier Database) registration: valid registration and tax compliance status (as per CSD). Tax compliant required for award.
B-BBEE status level certificate (original/certified copy) OR for EMEs (annual turnover ≤ R10m) a sworn affidavit or letter from a registered Accounting Officer/Auditor. Trusts, consortia, or JVs may submit consolidated scorecard.
Declaration of Interest (SBD 4): each party to the bid must complete.
No minimum B-BBEE level specified, but points are claimed under 80/20 system.
No CIDB grading required (not a construction tender).
Must not be involved in fraud or corruption; may be disqualified for abuse of SCM systems or failure to perform on previous contracts.
Health & Safety
Source: Request for Bids Document -Travel Management Company.pdf
Health and safety: (Limited info in document)
Provide travel advisories, health warnings, and risk management information for destinations.
Ensure safety and wellbeing of SHRA employees during travel.
Include global travel risk management as a value-added service.
After-hours emergency services must have a standard operating procedure, including purchase order generation within 24 hours.
No specific OHS plan or compliance certificates were requested.
Contractual Terms
Source: Request for Bids Document -Travel Management Company.pdf
Contract period: 36 months (3 years), with an option to extend for a further 2 years, subject to monthly performance and general conditions. SHRA may terminate if service provider fails to perform or business requirements change.
Special conditions:
Confidentiality: bidder must keep all bid and contract information confidential; unauthorised disclosure may disqualify.
Intellectual property: all IP rights in materials and data produced during the contract vest in SHRA; bidder must keep know-how confidential and may not use data without written permission.
Service provider must warrant ability to deliver and must not engage in any conflicting business without prior written consent.
Non-compliance: if service provider cannot deliver as agreed, SHRA must be notified in writing immediately; remedies per GCC.
Penalties: Any penalties, additional costs, or financial losses incurred by SHRA due to service provider errors, negligence, omissions, or inefficiencies are borne by the service provider, subject to dispute resolution.
Dispute resolution process must be agreed.
Bidders must respond to additional information requests within 5 working days or bid may be disregarded.
Section
Source: Request for Bids Document -Travel Management Company.pdf
Additional evaluation details:
Functionality is scored per criteria on a 1-5 scale; the percentage per panel member is averaged.
Formula: Ps = (So/Ms) x Ap, where Ps is percentage scored, So is total score, Ms is maximum score, Ap is allocated percentage.
After functionality, prices of bidders meeting minimum score are considered.
Presentations may be required; only affect functionality marks.
Award: highest combined price + preference points (80/20), unless objective criteria apply (if difference between top two bidders within 10 points, may award to higher functionality).
Adjudication Committee final decision; bidder must meet 70% functionality and be tax compliant.
DocumentAnnexure_A.PDFReview complete
Financial Requirements
Source: Annexure_A.PDF (TENDER)
Pricing
Quoted prices are fixed for the contract term; adjustment is only possible where the Special Conditions of Contract (SCC) authorise it or where the purchaser requests an extension of bid validity.
Payment is made in Rand unless the SCC states otherwise.
Rates for incidental services not covered by the contract price must be agreed in advance and may not exceed the rates the supplier charges other clients for comparable work.
Payment
Invoices must be accompanied by a copy of the delivery note, and all other contractual obligations must be met before payment.
Payment falls due no later than 30 days after the supplier submits an invoice or claim.
Performance security
The successful bidder must lodge the performance security stated in the SCC within 30 days of receiving the award notification.
Acceptable forms: a bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
The security is released within 30 days after the supplier completes all performance and warranty obligations.
Taxes and duties
Local suppliers carry all taxes, duties and licence fees up to delivery of the goods; foreign suppliers carry all taxes, stamp duties and levies imposed outside South Africa.
An original SARS tax clearance certificate must be in the purchaser's possession before award.
Compliance Requirements
Source: Annexure_A.PDF (TENDER)
Tax status
No contract will be concluded unless the bidder's tax affairs are in order; an original tax clearance certificate issued by SARS is required before award.
Contract framework
The National Treasury General Conditions of Contract (July 2010) form part of the bid documents and may not be amended; Special Conditions of Contract supplement them and prevail where the two conflict.
Conduct
Corrupt, fraudulent or collusive conduct is prohibited. Suspected collusive bidding may be referred to the Competition Commission, and can result in the bid being invalidated, the contract terminated, exclusion from public-sector business for up to 10 years, and a damages claim.
Conviction under the Prevention and Combating of Corrupt Activities Act can lead to listing on the Register for Tender Defaulters and exclusion for between 5 and 10 years.
The supplier must keep contract documents and information confidential, allow the purchaser to inspect and audit its records, notify the purchaser of subcontracts, and obtain written consent before assigning any obligation.
Contractual Terms
Source: Annexure_A.PDF
Governing framework
The National Treasury General Conditions of Contract (July 2010) apply to the contract and may not be amended.
Special Conditions of Contract (SCC) issued with the bid supplement the GCC; where they conflict, the SCC prevails.
The contract is written in English and interpreted under South African law.
Performance security
The successful bidder must furnish the performance security stated in the SCC within 30 days of the award notification.
Accepted forms: bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
The security is returned within 30 days after completion of performance and warranty obligations.
Delivery, delays and penalties
Delivery and service performance must follow the schedule set by the purchaser.
Late delivery or non-performance attracts a penalty calculated at the current prime interest rate on the delivered price of the delayed goods or unperformed services, for each day of delay.
The purchaser may also buy substitute goods or services and recover the excess cost from the supplier, or cancel the contract and claim damages.
Delays caused by force majeure are excused, provided the supplier notifies the purchaser in writing and continues performance as far as reasonably possible.
Termination and restriction
The purchaser may terminate for failure to deliver, failure to meet any other obligation, or corrupt or fraudulent conduct.
Termination may be followed by a restriction on doing business with the public sector of up to 10 years; the supplier has 14 days to give reasons why the restriction should not be imposed.
Conviction under the Prevention and Combating of Corrupt Activities Act can lead to listing on the Register for Tender Defaulters and exclusion for 5 to 10 years.
Disputes
Disputes go first to mutual consultation; if unresolved after 30 days, either party may give notice of intention to mediate.
A dispute not settled by mediation may be taken to a South African court.
Both parties continue performing, and the purchaser continues paying amounts due, while a dispute is being resolved.
Other obligations
Goods must be new, unused and current models, with a 12-month warranty from delivery and acceptance, or 18 months from shipment, whichever ends first.
The supplier may not disclose contract documents or information without the purchaser's written consent, and must allow inspection and auditing of its records.
Subcontracts must be notified in writing; assignment of obligations requires prior written consent.
No variation of the contract is valid unless made by written amendment signed by both parties.
Liability is capped at the total contract price, except for repairing or replacing defective equipment and for penalties or damages owed to the purchaser.
The purchaser is not liable for costs a bidder incurs in preparing a 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.
32 Princess of Wales Terrace, Parktown, Johannesburg, 2193, South Africa
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06 Nov 2026
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