Appointment of up to three professional travel and accommodation agencies for nkangala economic development agency (3-year, as-and-when-required) – re-advert

Nkangala Economic Development Agency requires a travel management company/agency to handle its officials' travel arrangements for three years, as and when required, within the agency's travel policy and procedures and in the most cost-effective manner.

Scope covers

• Domestic and international travel.
• Reservation and ticketing.
• Vehicle rental.
• Accommodation, conferences and workshops.
• Delivery of tickets and travel documents.
• 24-hour service, additional travel services, management reporting and savings targets.

Contract structure

• More than one contractor may be appointed if the agency considers it necessary.
• After award, the agency supplies its travel policy and procedures and may hold meetings to communicate process changes.

Appointment of a travel management company/agency to handle Nkangala Economic Development Agency travel arrangements for three years, as and when required, covering domestic and international travel.

Contract structure

• More than one contractor may be appointed; Nkangala Economic Development Agency reserves that right.
• All travel must be arranged within the agency's travel policy and procedures and in the most cost-effective manner.

Reservation and ticketing

• A quotation must be submitted and approved before any travel request is actioned.
• Once a request is approved, arrangements must be made immediately and confirmations sent by SMS or email to the traveller and the requestor.
• If arrangements cannot be confirmed, the agency must notify Nkangala Economic Development Agency and present three alternative routings or quotations.
• Regular flight status feedback must be given for wait-listed bookings.
• Accurate e-ticket confirmations and detailed itineraries must be issued in printed and electronic form, covering airline, car hire and hotel reservations for every leg of the journey.
• Carrier schedule changes and other alterations must be tracked before and during the trip, with tickets and billing amended where necessary.
• E-ticketing deadlines and related information must be communicated each time a reservation is made, to prevent cancellations.
• Travellers must be advised of the travel documents required before departure, including passport, identity document, immunisation, weather and health risks.

Vehicle rental

• Vehicles with or without a driver must be booked through Nkangala Economic Development Agency's preferred car rental companies, and confirmed bookings amended as needed.
• Accidents, traffic fines, damage or theft must be reported to Nkangala Economic Development Agency for its internal procedures.

Accommodation, conferences and workshops

• Venues for conferences, meetings, seminars and training workshops must be arranged on request.
• Maximum discount and net rates must be negotiated for hotel accommodation used by Nkangala Economic Development Agency.
• Agreed conditions with the hotel or venue must be enforced.
• Participant registration, additional equipment, assistants, ancillary staff and participant transport must be arranged.
• Three or more quotations must be supplied for every conference requirement.
• Nkangala Economic Development Agency may approach conference venues directly to obtain better prices.

Delivery of tickets and documents

• Air tickets and travel documentation must be delivered timeously to the tasking official or their nominee through branch offices or agencies inside or outside South Africa.
• Collection by officials or nominees is permitted only in exceptional cases and by mutual agreement.

24-hour service

• Personnel must be available around the clock to handle unexpected changes and emergency bookings.

Additional services

• Assistance must be provided with bus fares, special assistance arrangements, traveller's cheques, excess baggage and meals.

Management reporting

• Monthly reports on expenses per account, changes made, savings achieved, credits due and exceptions must be submitted by the 7th day of the following month.
• Weekly reports must be available every Tuesday of the following week.
• Air travel reporting must cover date of travel, passenger details, airline, airport taxes or excess luggage, air travel cost, amount and percentage saved against the most expensive standard tariff for the class, monthly spend and savings per airline, and cumulative annual savings and percentage.
• Accommodation reporting must cover dates and period of stay, delegate name, cost, amount and percentage saved against the most expensive standard tariff for the class, monthly spend and savings per service provider, and cumulative annual spend and savings.
• Vehicle rental reporting must cover dates and period of travel, driver and co-driver details, service provider, distance and costs, amount and percentage saved against the most expensive standard tariff for the class, monthly spend and savings per service provider, and cumulative annual savings and percentage.

Refunds and tariff adjustments

• Refunds on returned airline tickets for official travel must be processed within seven days.
• A credit card refund notice must be processed monthly by the 7th.
• Imminent tariff adjustments, especially for air travel, must be circulated by email, and the agency must keep negotiating lower tariffs or higher discounts.

Traveller profiles

• Computerised profiles must be maintained for all travellers, recording airline, hotel, seating and meal preferences, passport details and other useful information.
• Traveller profiles do not override the travel policy.

Savings

• The agency must demonstrate, through its history with current clients, the savings targets it will achieve for Nkangala Economic Development Agency.
• Corporate discounts must be negotiated with airlines on accumulated air travel expenditure.

Conferences, meetings and workshops

• On request, venues for conferences, meetings, seminars and training workshops must be arranged.
• All agreed conditions with the hotel or venue must be met.
• Participant registration, additional equipment, assistants, ancillary staff and participant transport must be arranged satisfactorily.
• Three or more quotations must be provided for every conference requirement.
• Nkangala Economic Development Agency may approach conference venues directly to obtain better prices.

Mandatory qualifications

• ASATA, IATA and ABTA accreditation.
• A good track record with international organisations, embassies and multinational corporations; a list of corporate clients must be provided.
• Competent and experienced travel consultants, particularly in international fares and ticketing.
• Central Reservations System (CRS) facilities and the ability to deploy motorised messengers.
• Willingness and ability to guarantee delivery against the performance standards in the terms of reference.

Service availability

• Personnel must be available 24 hours a day so that unexpected changes and emergency bookings can be handled.

Policy

• After award, Nkangala Economic Development Agency provides its travel policy and procedures and may hold meetings to communicate process changes.

Mandatory eligibility

• ASATA, IATA and ABTA accreditation is required.
• A proven track record with international organisations, embassies and multinational corporations; a list of corporate clients must be submitted.
• Competent and experienced travel consultants, particularly in international fares and ticketing.
• Central Reservations System (CRS) facilities and the ability to deploy motorised messengers.
• Willingness and ability to guarantee delivery of products and services against the performance standards in the terms of reference.

Capacity and personnel

• Adequate personnel must be assigned to handle the volume of work, selected on technical know-how and reliability.
• A representative experienced in corporate travel services must oversee the account.
• Staff must perform their duties efficiently and professionally.
• Personnel must be available 24 hours a day for changes and emergency bookings.

Personnel and capacity

• The agency must assign enough personnel, matched to technical know-how and reliability, to handle the volume of work and meet its obligations under the contract.
• A representative experienced in corporate travel services must oversee the services provided to Nkangala Economic Development Agency.
• Employees must perform their functions efficiently and professionally.
• The agency must have adequate capacity to handle the agency's travel requirements.

The pricing schedule requires bidders to quote an agency percentage of the total invoice, administration fees, after-hours booking fees, booking amendment fees, cancellation fees, and a subtotal, for domestic and international services. The total fees for 36 months (including 15% VAT) must be carried forward to Form C 1.1. Bidders must state a fixed percentage they will claim on the total invoice cost. Rates quoted must be firm for the contract duration.

Pricing must be quoted on the bill of quantities, covering air tickets, accommodation, car rental, conferencing/workshops/seminars, and additional services (insurance, visas, shuttle, transfer). Bidders must state a fixed percentage claimed on the total invoice cost and an administration fee rate based on total cost. Separate fees for after-hours booking, amendments, and cancellations must be quoted (these are the booking agent's fees, not third-party fees). Rates must remain firm for the full contract period. Total fees for 36 months, inclusive of 15% VAT, must be carried to Form C 1.1 (Form of Offer). A detailed discount plan may be provided.

Appointment of professional agencies for travel and accommodation services for Nkangala Economic Development Agency, for a period of three (3) years, as and when required.

Address: 2A Walter Sisulu Street, Middelburg, 1050

Returnable documents: the completed and signed tender document, including all standard forms (SBD/MBD) and the pricing schedule, must be submitted with the CSD registration number and total amount excluding VAT completed. The tender document must be submitted before the closing time.

Bidders must be registered on the Central Supplier Database (CSD) and provide their CSD registration number. No other specific evaluation criteria are stated in the provided document.

Appointment of professional agencies for travel and accommodation services for Nkangala Economic Development Agency, for a period of three (3) years, as and when required.

CSD registration: bidders must be registered on the Central Supplier Database and provide their CSD registration number.

Closing date: 30 November 2026 at 12h00 (12:00).

Tender documents available from 30 October 2026, free of charge from www.etenders.gov.za.

No briefing session will be held.

Enquiries:

• Contact: Ms LS Sehlako
• Telephone: 013-249-2045 / 013-249-2225

Submission address:

Tender Box, Ground Floor

Nkangala District Municipality

2A Walter Sisulu Street

Middelburg, Mpumalanga

Evaluation will be in terms of the Supply Chain Management Policy of Nkangala Economic Development Agency.

Preference points system not stated in the document.

No minimum qualifying score is stated.

The agency reserves the right not to consider any tender not suitably endorsed or comprehensively completed, and to accept a tender in whole or part. The lowest or any tender will not necessarily be accepted.

Supply of travel and accommodation services for Nkangala Economic Development Agency, on an as-and-when-required basis, for a period of three (3) years.

Scope details not provided in the extracted text.

The employer is the Nkangala Economic Development Agency. Communication related to the tender is only binding when issued in writing by the Accounting Officer; verbal statements are not binding.

Closing: 30 November 2026 at 12:00.

Compulsory clarification meeting: N/A (none scheduled).

Employer: Nkangala Economic Development Agency, P.O. Box 437, Middelburg, 1050.

Accounting Officer: Mr JP Mangani.

Procurement and Technical Enquiries: Ms LS Sehlako (Supply Chain Unit).

Telephone: 013 249 2045 / 2225 (Ms Sehlako).

No email addresses provided in the document.

Submission address: Nkangala District Municipality, 2A Walter Sisulu Street, Middelburg, 1050.

Submission method: physical deposit into the tender box at Nkangala District Municipality, 2A Walter Sisulu Street, Middelburg 1050 (Main Entrance, Ground floor).

Closing time: 12:00 on 30 November 2026.

Tenders must be submitted on the Council's official tender document and include all returnable documents, fully completed.

Telephonic, telegraphic, telex, facsimile or emailed tenders will not be considered.

Tenders cannot be withdrawn or substituted after submission.

Proposal format: black text, Arial 12, one-and-a-half spacing, no more than 50 pages (excluding appendices), written in English, bound/attached to the back of the tender document.

Returnable forms (complete and sign each):

• Form C1.1 (Form of Offer and Acceptance): mandatory; failure to complete and sign disqualifies the bid.
• Form F (Authority of Signatory) and a Board Resolution authorising the signatory: required.
• SBD 4 (Declaration of Interest): disclose connections to state employees.
• SBD 9 (Certificate of Independent Bid Determination): certify no collusion in pricing.
• SARS Tax Compliance Status (TCS) with unique PIN and latest CSD report.

Disqualification risks: incomplete returnable forms, tampered/unbound documents, alterations not initialled, use of tippex or erasable ink, missing schedule of quantities, or late submission.

Preference point system: 80/20 (price 80 points, specific goals 20 points), applicable as bid value is estimated not to exceed R50,000,000.

Evaluation stages: completeness check, responsiveness, reasonableness of offer, eligibility of preference points, expertise/experience, price points, ranking, and credit-risk assessment.

Functionality pre-qualification: minimum 60 out of 100 points required before price and B-BBEE evaluation.

Functionality points breakdown:

• Proposed key personnel: 60 points
• Project Director/Team Leader: 25
• Travel Manager: 20
• Travel Coordinator: 15
• Experience of the firm: 30
• Professional registration: 10

Key personnel details:

• Project Director/Team Leader (max 25):
• Academic: Postgraduate/Diploma at NQF 6+ in Travel/Tourism (10) – minimum NQF 6, else zero.
• Comparable project involvement: 0-2 projects = 0, 3-5 = 7, 6-8 = 8, 9+ = 9 (minimum 3 required).
• Current employment: full-time employed by firm = 5, contracted for duration = 3.
• Travel Manager (max 20):
• Academic: NQF 7 degree = 10, NQF 6 diploma = 5, NQF 5 certificate = 3.
• Comparable project involvement: 0-2 = 0, 3-5 = 2, 6-8 = 3, 8-10 = 5 (minimum 3 required).
• Current employment: full-time = 5, contracted = 3.
• Travel Coordinator (max 15):
• Academic: NQF 6 diploma = 5, NQF 4 certificate = 3, Matric with Tourism = 1.
• Comparable project involvement: 0-2 = 0, 3-5 = 1, 6-8 = 3, 8-10 = 5 (minimum 3 required).
• Current employment: full-time = 5, contracted = 3.

Firm experience (max 30): based on number of relevant completed projects (2 or fewer = 0, 3-5 = 10, 6-8 = 25, 9+ = 30). Proof via appointment letters, reference letters, or purchase orders; failure to provide proof scores zero.

Professional registration (10 points): full 10 points if registered with ASATA, IATA, or ABTA (or equivalent).

General adjudication: non-compliance with tender conditions or technical specifications leads to rejection.

The contract is for the appointment of professional travel and accommodation agencies on an as-and-when-required basis over three years.

Up to three service providers will be appointed.

Services are for the Nkangala Economic Development Agency (NEDA).

Bidders must provide a method statement and approach, in line with Clause 54.6 of the NEDA Supply Chain Management Policy.

Firm experience carries a maximum of 30 points, and Approach and Methodology accounts for 10 points (this seems to be an internal error in the document; the document later indicates experience is 30 and methodology is not separately scored). Proof of experience in the form of appointment letters and reference letters is mandatory; failure to provide results in zero points for experience. Proposals must respond to the tender criteria and be structured according to Clause 54.6 of the Supply Chain Management Policy.

Bidders must ensure no alterations, tampering, unbinding, or unbundling of the tender document. Completed pages removed from the document are deemed not submitted. The schedule of quantities must be completed as required; only lump sums will not be accepted. Any corrections must be initialled next to the amendment; tippex or erasable ink is prohibited. Non-compliance with these requirements results in rejection.

Pricing must be in Rand. The pricing instruction, contract data, and bill of quantities are included in the returnable documents. The schedule of quantities must be fully completed; providing only lump sums is not acceptable. Bidders must state rates and prices; no alternative offers or substitutes will be considered.

Pricing must be in South African Rand, with rates and prices stated.

Pricing instruction, Contract Data, and Bill of Quantities are part of the returnable documents.

Minimum credit facility required: R200,000.00, evidenced by a Credit Facility Agreement or Facility Letter from a lender, detailing terms and amount.

Tender offer validity: 90 days from closing date.

The employer will not compensate bidders for tender preparation costs.

No bid security, performance bond, or retention amounts are specified in the available document.

Mandatory industry registration: the firm/company must be registered with one of the following (or equivalent):

• Association of South African Travel Agents (ASATA)
• International Air Transport Association (IATA)
• African Business Travel Association (ABTA)

Tax compliance: a valid Tax Compliance Status (TCS) with a unique PIN from SARS must be submitted, plus a latest CSD report confirming tax clearance status.

Municipal arrears: bidders owing municipal rates or service charges for more than three months are disqualified.

Past performance: bidders with unsatisfactory performance on a previous municipal or state contract within the last five years are disqualified.

Joint ventures: if tendering as a joint venture, a comprehensive written agreement must set out members' rights, obligations, risks and rewards, including control, management, operations, risk and profit/loss sharing.

POPIA: bidders consent to processing of personal information and must have obtained all required consents.

Contract duration: three years, as and when required. Up to three service providers will be appointed. Offer validity: 90 days from closing. No information about other tenders or evaluation will be disclosed until award is announced. The employer reserves the right to accept or reject any tender, not necessarily the lowest, and to accept whole or part of a tender. The employer may cancel the contract and recover losses if preference was obtained fraudulently, may impose financial penalties, and may restrict the contractor, shareholders, and directors from doing business with NEDA for up to 5 years.

The 80/20 preference point system applies (price 80, specific goals 20). Evaluation follows the NEDA Supply Chain Management Policy, Clause 54, balancing financial offer and functionality. The procedure includes determining completeness, responsiveness, reasonableness, confirming preference points, expertise, awarding price points, ranking, and credit risk assessment. Functionality evaluation requires a minimum of 60 out of 100 points to proceed to price and B-BBEE evaluation. The evaluation of responsive bids considers the average of the previous three projects where the firm was involved.

Appointment of professional agencies to provide travel and accommodation services for the Nkangala Economic Development Agency over a three-year period, on an as-and-when-required basis.

Returnable documents

• C.1.1 Form of Offer and Acceptance: signed by the tenderer's duly authorised representative, stating the offer sub-total excluding VAT and the offered total including VAT, in words and figures.
• Schedule of Deviations: records any agreed amendment to, or clarification of, the tender documents; valid only if signed by the authorised representatives of both parties.

No submission channel, delivery address, copy count or closing time is set out in this part of the tender pack.

Scope

• Appointment of professional agencies to render travel and accommodation services for the Nkangala Economic Development Agency.
• Contract period: three years.
• Services are required as and when needed, not on a continuous basis.

Pricing submission

• The offer must reflect the sub-total of prices excluding VAT and the offered total including VAT, each in words and figures.
• The amount payable is determined in accordance with the conditions of contract set out in the Contract Data.
• Pricing Data constitutes Part 2 of the contract.

Pricing

• The offer must state the sub-total of prices excluding VAT and the offered total including VAT, in both words and figures.
• Pricing Data forms Part 2 of the contract.

Guarantees and insurance

• Within two weeks of receiving the completed agreement, the contractor must contact the employer's agent to arrange delivery of bonds, guarantees, proof of insurance and any other documentation required under the conditions of contract.
• Failure to meet these obligations amounts to repudiation of the agreement.

Contract composition

• Part 1: Agreements and Contract Data (including the Form of Offer and Acceptance).
• Part 2: Pricing Data.
• Part 3: Scope of Work.
• Part 4: Additional Documentation, plus any drawings and documents incorporated by reference.

Offer and acceptance

• The employer accepts the offer by signing the acceptance section and returning one copy to the tenderer within the offer validity period stated in the Tender Data.
• The agreement takes effect on the date the tenderer receives one fully completed original copy, including the Schedule of Deviations if any.
• The tenderer has five days from receipt to notify the employer in writing of any reason it cannot accept the agreement; failing that, the agreement is binding.

Deviations

• Amendments and deviations are valid only if recorded in the Schedule of Deviations and signed by both parties; no covering letter forms part of the contract.
• A tenderer's covering letter is excluded from the final contract document.

Appointment of professional agencies to supply travel and accommodation services to the Nkangala Economic Development Agency on an as-and-when-required basis over a three (3) year period.

Scope

• Appointment of professional agencies to provide travel and accommodation services to the Nkangala Economic Development Agency.
• Services are required as and when needed over a three (3) year period.

Contract period

• Three (3) years; performance and completion dates are set out in the letter of appointment.

Restrictions

• No public or media statements, and no publication of material relating to the services or project, without the Employer's written approval.
• No subcontracting of any work without the Employer's approval.
• Copyright in documents prepared for the project vests with the Nkangala Economic Development Agency.

• Professional indemnity insurance: cover of R500 000.00 per claim, to be provided by the service provider.
• Payment: made in accordance with the Nkangala Economic Development Agency Supply Chain Management Policy.
• Overtime: the Agency carries no liability for overtime worked by, or overtime payments made to, the service provider's personnel.

• Professional indemnity cover of R500 000.00 per claim is required.
• Work may not be subcontracted without the Employer's approval.
• Project-related publicity requires the Employer's written approval.
• The service provider must operate in line with the Nkangala Economic Development Agency Supply Chain Management Policy.

The appointed Travel Management Company/Agency will assist Nkangala Economic Development Agency officials with travel arrangements, handling each requirement cost-effectively within the Agency's Travel Policy and Procedure. The Agency reserves the right to appoint more than one contractor if necessary. Services cover domestic and international travel, including reservation and ticketing, vehicle rental, accommodation, conferences and workshops, and support services such as delivery of tickets, 24-hour service, and management reporting.

Mandatory accreditations and capabilities:

• ASATA, IATA, and ABTA accreditation is required.
• A list of corporate clients, including international organisations, embassies and multinational corporations, must be provided.
• Competent and experienced travel consultants, particularly in international fares and ticketing, must be employed.
• CRS (Central Reservations Systems) facilities must be maintained, with the ability to deploy motorised messengers.
• The bidder must be willing and able to guarantee delivery of products and services in line with the performance standards in the terms of reference.

Scope of work:

• The appointed Travel Management Company/Agency will assist Nkangala Economic Development Agency officials with travel arrangements, handling each requirement cost-effectively within the Agency's Travel Policy and Procedure.
• The Agency reserves the right to appoint more than one contractor if necessary.

Reservation and ticketing:

• For every travel request, a quotation must be submitted before approval; once approved, arrangements are made and confirmations sent via SMS/email to the traveller and requestor.
• If arrangements cannot be confirmed, the agency must notify the Agency and present three alternative routings/quotations.
• For wait-listed bookings, regular feedback on flight status must be provided.
• Accurate e-ticket confirmations and detailed itineraries must be issued promptly, in printed and electronic format, showing status of airline, car hire and hotel reservations; schedule changes must be tracked and reflected.
• E-ticketing deadlines and relevant information must be communicated to avoid cancellations.
• The agency must advise travelling staff on required travel documents (passport, identity documentation, immunisation, weather, health risks).

Vehicle rental:

• Book vehicles with or without driver through the Agency's preferred car rental companies; amend bookings as necessary.
• Report accidents, traffic fines, damage or theft to the Agency for internal procedures.

Accommodation, conferences and workshops:

• Facilitate arrangement of venues for conferences, meetings, seminars and training workshops.
• Negotiate maximum discount rates, including net rates, for hotel accommodations on behalf of the Agency.
• Ensure all agreed conditions with hotels or venues are met.
• Arrange additional services such as participant registration, equipment, assistants, ancillary staff and transportation.
• Provide three or more quotations for all conference requirements.
• The Agency reserves the right to approach conference venues directly to leverage better prices.

Support services:

• Deliver air tickets and travel documentation timeously to the tasking official or nominee, or to a designated collection point; collection by officials only in exceptional cases.
• Assign adequate personnel to service the volume of work; assign a representative experienced in corporate travel services.
• Maintain 24-hour availability of personnel for unexpected changes and emergency bookings.
• After award, the Agency will provide the travel policy and procedures; meetings may be held to communicate changes.
• Assist with booking and payment of bus fares, special assistance arrangements, traveller's cheques, excess baggage, meals, etc.

Management reports:

• Submit monthly management reports on detailed expenses, number of changes, savings achieved, credits due and exception reports on or before the 7th day of the following month.
• Weekly reports must be available every Tuesday of the following week.
• Reports must include specified data for air travel, accommodation, and vehicle/car rental (dates, passenger/driver details, service provider, costs, savings, percentages, totals).

Refunds:

• Process refunds on returned airline tickets within seven days.
• Issue credit card refund notices monthly by the 7th of every month.

Tariff/discount adjustments:

• Distribute notices of imminent tariff adjustments, especially air travel, via email within the organisation.
• Continuously negotiate to ensure lower tariffs or higher discounts.

Traveller's profiles:

• Maintain computerised profiles of all travellers, including preferences for airlines, hotels, seating, meals, passport and other useful information; profiles must not supersede the Travel Policy.

Saving targets:

• Demonstrate, through history with current clients, the saving targets the agency will achieve for the Agency.

Negotiating on behalf of the Agency:

• Negotiate corporate discounts with airlines based on accumulated expenditure for air travel.

Mandatory requirements:

• ASATA, IATA, and ABTA accreditation.
• Good track record serving international organisations, embassies and multinational corporations; list of corporate clients to be provided.
• Competent and experienced travel consultants, especially in international fares and ticketing.
• CRS (Central Reservations Systems) facilities and ability to deploy motorised messengers.
• Willingness and ability to guarantee delivery of products and services in accordance with the performance standards in the terms of reference.
• 24-hour availability of personnel for unexpected changes and emergency bookings.
• After award, the Agency will provide the travel policy and procedures.

Mandatory accreditations:

• ASATA, IATA, and ABTA accreditation is required.
• A good track record in serving international organisations, embassies and multinational corporations is required; a list of corporate clients must be provided.
• Competent and experienced travel consultants, especially in international fares and ticketing, must be employed.
• CRS (Central Reservations Systems) facilities must be maintained, with the ability to deploy motorised messengers.
• The bidder must be willing and able to guarantee delivery of products and services in accordance with the performance standards in the terms of reference.

The Travel Management Company/Agency must assign adequate personnel and a representative experienced in corporate travel services to oversee services. Employees must perform functions efficiently and professionally. The Agency must have adequate capacity to handle the Agency's travel requirements professionally.

The agency seeks to appoint professional agencies to provide travel and accommodation services as and when required, for a three-year period.

The Schedule of Activities and Bill of Quantities covers all services, including the service provider's profit and general liabilities. The prices inserted are full inclusive prices, excluding VAT. The client may use the rates as a basis for assessing payment for additional work. Unpriced items are deemed covered by other items.

Invoicing and payment

• Services are invoiced monthly, based on completion of the activity, without exceeding the budget priced for that activity.
• The total price may not be exceeded without prior written approval from the client.

Pricing schedule

• Rates and amounts must be completed by hand in black ink.
• Rates entered are the full inclusive prices for the work, excluding VAT, and cover all costs, general risks, liabilities and obligations.
• If an item is left unpriced, it is deemed that its cost has been covered under other items, and the employer may use the inserted rates as the basis for assessing payment for additional work.

Bidders must complete and submit the Schedule of Activities and Bill of Quantities as part of their bid.

Scope of work

• Appointment of professional agencies to provide travel and accommodation services for Nkangala Economic Development Agency.
• Contract period of three (3) years, services required on an as-and-when-required basis.

The tender pack includes Pricing Instructions (C2.1) and a Bill of Quantities (C2.2). Pricing must be completed in accordance with these documents.

Pricing data

• Pricing must be completed in accordance with the Pricing Instructions (C2.1) and the Bill of Quantities (C2.2) provided in the tender pack.

Appointment of professional agencies for travel and accommodation services for Nkangala Economic Development Agency, for three years as and when required; re-advertised.

Closing date: 2026-11-30 (per tender record).

Closing time: 12:00.

Enquiries (SCM and technical):

• Contact person: Ms Lydia Sehlako
• Telephone: 013 249 2045
• Email: [email protected]

Submission address:

Nkangala Economic Development Agency

2A Walter Sisulu Street

Middelburg

1050

Submission method: deposit in the bid box at Nkangala Economic Development Agency, 2A Walter Sisulu Street, Middelburg, 1050.

Closing time: 12:00.

Bids must be submitted on the official forms, not retyped.

Returnable documents (each must be fully completed and signed; failure to do so makes the bid unresponsive):

• Part A Invitation to Bid: bidder details and offer cover page.
• Part B Terms and Conditions for Bidding: includes tax compliance details, foreign supplier questionnaire, and declaration by signatory.
• Form A Compulsory Enterprise Questionnaire for Consortia or Joint Ventures: only for consortia/JVs; special resolution and supporting entity documents required.
• Form B POPI Notice and Consent: consents to processing and sharing of personal information.
• Form C Declaration of Bidder's Past Supply Chain Management Practices: discloses restricted status, tender defaulting, corruption convictions, municipal arrears, and terminated contracts.
• Form D Declaration of Interest: discloses any connection to persons in the service of the state; directors/trustees/shareholders details compulsory.
• Form E Authority of Signatory: confirms signatory's authority; attach resolution on company letterhead.
• Form F Declaration of Good Standing Regarding Tax: confirms tax compliance status (TCS).
• Form G Financial References: bank details and a bank letter not older than three months.
• Form H Municipal Utility Account: evidence that no municipal rates/service arrears are owed; attach utility account not older than three months.
• Form I (MBD 6.1) Specific Goals Claim: claims preference points for specific goals.
• Form J Certificate of Independent Bid Determination: certifies no collusion.
• Form K Declaration of Tenderer's Litigation History: discloses pending or past litigation.
• Form L Proof of Membership with Professional Bodies: evidence of required professional memberships.
• Form M Declaration for Procurement Above R10 Million: required for bids above R10 million.
• Form N Proof of Credit Facility Agreement/Letter: evidence of credit facility.
• Forms O to U: for evaluation purposes — project structure, proposed key personnel, previous experience, current projects, infrastructure and resources, proposed sub-contractors, and addenda record.

Disqualification risks: late bids; incomplete or unsigned returnables; failure to provide TCS PIN or CSD number; foreign suppliers not completing questionnaire; bids from persons in service of the state.

Preference point system: 80/20 (bid valued up to R50 million).

Price: 80 points.

Specific goals: 20 points.

Specific goals sub-allocations (evidence via CSD full report ownership information):

• HDI ownership: 51%-100% = 5 points; 11%-50% = 2.5; 0%-10% = 0.
• Women ownership: 51%-100% = 3; 11%-50% = 1.5; 0%-10% = 0.
• People with disabilities ownership: 51%-100% = 3; 11%-50% = 1.5; 0%-10% = 0.
• Youth ownership: 51%-100% = 3; 11%-50% = 1.5; 0%-10% = 0.
• Military veteran ownership: 51%-100% = 3; 11%-50% = 1.5; 0%-10% = 0.
• Locality (within NDM boundaries): companies in NDM = 3; in the province = 1.5; outside province = 0.

Failure to claim specific goals with the bid means zero points for those goals.

Appointment of professional agencies for travel and accommodation services.

Period: three (3) years, as and when required.

Re-advertised tender.

Scope is travel and accommodation services only; no quantities or service levels are specified in the available document.

Bidders must propose key personnel (Form P) and provide schedules of previous experience (Form Q) and current projects (Form R). Verification will include vetting of qualifications of proposed personnel and proof of previous company experience (POPI consent covers this vetting).

Pricing format is not detailed in the available document other than that price is scored under the 80/20 system. No bill of quantities or rate schedules were provided.

Bid value estimated not to exceed R50 million (all taxes included) — 80/20 preference system applies.

Form G: bank letter confirming account details, not older than three months, is required; failure renders the bid unresponsive.

Form H: municipal utility account not older than three months is required.

Form N: proof of credit facility agreement/letter is required.

Tax compliance: bidders must submit a SARS TCS PIN or CSD number. Separate TCS/PIN/CSD required for each consortium, joint venture, or sub-contractor party.

Municipal arrears: bidder or its directors must not owe any municipality rates, taxes or service charges in arrears for more than three months.

State service: no bid accepted from persons in the service of the state.

Company registration: CK1/CK2 (close corporation), certificate of incorporation and directors' IDs (companies), joint venture agreement (JVs), or partners' IDs (partnerships); CSD full report needed to claim specific goals.

Form L: proof of membership with professional bodies is required.

Form M: declaration for procurement above R10 million is required (applicable only if bid value exceeds R10 million).

Not applicable — no health and safety content in the available document.

Contract will require a written contract form (MBD7) to be signed by the successful bidder.

If a contract is awarded and information provided is later found incorrect, the employer may terminate the contract under condition 8.4.

Specific goals claim form (MBD 6.1) is used to claim specific-goal points. The specific goals with their point allocations are listed in the evaluation criteria section. Failure to submit documentation for specific goals means zero points for those goals.