This Tender Has Expired

• Bid documents available from: Friday, 24 April 2026 after 10:00.
• Bid closing date and time: 28 May 2026 at 10:00.
• Bid validity period: 90 days from submission.

• Supply Chain Management Contact: Ms M. Motsau.
• Phone: (058) 718 3878 / (058) 718 3870.
• Email: [email protected]; [email protected].
• Technical Enquiries: Ms M. Motsau - (058) 718 3878 - [email protected].
• Physical submission address: Maluti-a-Phofung Municipality, Setsing Business Centre, C/O Moremoholo & Motloung Streets, Phuthaditjhaba, 9870.

• Submit sealed bids to Bid Box 'A' at Maluti-a-Phofung Municipality, Setsing Business Centre, C/O Moremoholo & Motloung streets, Phuthaditjhaba, 9870.
• Closing date: 28 May 2026 at 10:00. Late bids will not be accepted.
• Clearly mark the envelope with: 'APPOINTMENT OF PANEL OF A MAXIMUM OF THREE (03) TRAVELING AGENCIES, FOR A PERIOD OF TWELVE (12) MONTHS (SCM/BID28/2025/2026)'.
• No electronic copies, telegraphics, telefaxes, or late submissions are allowed.
• Bids must be submitted on the official forms provided (not retyped) or online.
• Index your bid document properly.
• Only one submission per bidder is allowed.
• Failure to comply with conditions may invalidate your bid.
• Bid documents are available from 24 April 2026 after 10:00 from the cashiers point at Phuthaditjhaba offices upon payment of a non-refundable R207.09 fee, or can be downloaded from the e-tender portal at no extra charge.

General disqualification rules:

• No bids accepted from persons in the service of the state (as defined in MSCM Regulations).
• Bidders or directors listed on the National Treasury’s Database of Restricted Suppliers or Register for Tender Defaulters will be disqualified.
• No convictions for fraud/corruption in the past 5 years.
• No prior contract terminations due to non-performance with any organ of state in the past 5 years.
• Municipal rates/taxes must not be in arrears for more than 3 months.

Functionality (minimum 70 points required to proceed):

• Experience in travel agency services: 5+ reference letters = 25 points; 3-4 letters = 15 points; 1-2 letters = 5 points; 0 letters = 0 points.
• Industry experience: >5 years = 25 points; 1-4 years = 15 points; no experience = 0 points. Submit CVs of travel booker/agent with contact details.
• Qualifications of travel consultant: National Diploma in Travel and Tourism = 20 points; no qualification = 0 points.
• Accreditation: IATA = 10 points; ASATA = 10 points; none = 0 points.
• Company profile: Must demonstrate 24/7 emergency capability = 10 points; no profile = 0 points.

Preference points (80/20 system):

• Price: 80 points (lowest acceptable bid scores highest).
• Specific goals (20 points total):
• HDI ownership: 5 points.
• Location: Maluti-a-Phofung = 5 points; Thabo Mofutsanyana District = 4 points; Free State Province = 3 points; outside Free State = 0 points.
• Woman-owned enterprise: 5 points.
• Youth-owned enterprise (owner <35 years): 5 points.

Scope: Provide comprehensive travel agency services for a 12-month panel appointment.

Services required:

• Make air travel and accommodation reservations using reputable suppliers.
• Make car rental reservations using reputable suppliers.
• Make conference reservations using reputable suppliers.
• Assist with international travel documentation (passports, visas, medical aid, travel insurance, international driver’s licence).
• Render services during normal and after hours as required.
• Provide detailed invoices per booking, including: hotel/restaurant bills, car rental mileage and petrol, separate service charges, order number references, dates, and names.
• Comply with all relevant legislation, rules, and international treaties.
• Provide written travel itineraries.
• Assist in obtaining cost-effective rates aligned with municipal cost containment measures.
• Prices must consider Municipal Finance Management Act Circular 97 on cost containment.
• Provide any other reasonable travel-related services as required.
• Handle all cancellations upon request.

• Bid amount must be specified (excl/incl VAT).
• Validity period for bids: 90 days.
• Municipality is not bound to accept the lowest bid.
• Municipality reserves the right not to award the bid.

Mandatory documents and registrations:

• Copy of Company Registration Certificate (CRC) reflecting active members (except for sole traders/partnerships).
• Central Supplier Database (CSD) registration number. All JV/consortium parties must be registered.
• Submit your SARS-issued unique Personal Identification Number (PIN) for tax status verification.
• Complete the municipal rates and taxes clearance certificate form, or submit proof that rates/taxes are not in arrears for more than three months.
• For consortia/JVs/sub-contractors, each party must submit a separate Tax Compliance Status (TCS) Certificate/PIN/CSD number.
• Copy of Company Profile (for functionality assessment).
• No bids accepted from persons in the service of the state.
• Bidders must complete and submit all required MBD forms (e.g., MBD 4, 6.1, 8, 9).
• Ensure you are not listed on the National Treasury's Database of Restricted Suppliers or the Register for Tender Defaulters.
• Municipal rates, taxes, and charges must not be in arrears for more than three months.
• Submit a Certificate of Independent Bid Determination (MBD 9).
• Submit a Declaration of Bidder’s Past Supply Chain Management Practices (MBD 8).
• Foreign suppliers must complete the Pre-Award Questionnaire (Part B:3).