Panel of travel management services – eastern cape cet college (36 months)

Compulsory briefing: 10 November 2026 at 11:00 sharp. Venue: Border Training Centre Hall, 10 Mfaxa Road, Nu1 Mdantsane, East London 5219. Late arrivals not allowed.

Closing date: 23 November 2026 at 11:00. Bids opened in public at closing time.

Bid validity: 90 days from closing date.

Bidding procedure enquiries:

• Contact: Mr. M.T Zamliza
• Department: Finance Department
• Telephone: 043 753 0060
• Email: [email protected]

Technical enquiries:

• Contact: Mr. P. Tali
• Department: Finance Department
• Telephone: 043 753 0060
• Email: [email protected]

Submission address:

Eastern Cape CET College

Border Training Centre (BTC)

10 Mfaxa Road

Nu1 Mdantsane

East London 5219

(Bid box at reception area)

Submission method: sealed envelope endorsed with bid description and number, deposited in the bid box at the reception area of Eastern Cape CET College, Border Training Centre, 10 Mfaxa Road, Nu1 Mdantsane, East London 5219. Bid box open Mon–Fri 08:00–16:30. Bids must be on official forms (not retyped), completed in non-erasable ink, no correction fluid. Complete the bid submission register at the front desk.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): signed cover page with bidder details and total bid price.
• SBD 2 (Tax Clearance Certificate Requirements): original valid tax clearance certificate and SARS tax compliance status pin.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices for each year; total must match SBD 1.
• SBD 4 (Declaration of Interest): discloses any relationship with state employees or evaluators.
• SBD 6.1 (Preference Points Claim Form): claims specific goals points under PPPFA 80/20 system.
• Banking Details form: authorises financial reference.
• Proof of CSD registration (full report).
• Business registration certificate (CK document).
• Certified ID copies of directors (not older than 3 months).
• Company profile with completed projects and contactable references.
• ASATA and IATA accreditation certificates or letters (not older than 3 months).
• Municipal statement of account or lease agreement or ward councillor letter (proof of address).
• Detailed pricing on company letterhead.

Disqualification risks:

• Late, incomplete, or unsigned bids.
• Bids submitted by fax or email.
• Use of correction fluid or pencil.
• Mismatch between SBD 1 and SBD 3.1 totals.
• Missing any mandatory document.

Two-stage evaluation:

• Stage 1 – Functionality: minimum qualifying score of 70 out of 100. Only bidders scoring 70% or above proceed to Stage 2.
• Stage 2 – Price and Preferential Points: 80 points for price, 20 points for specific goals (total 100). 80/20 preference point system applies (estimated value ≤ R50 million).

Functionality criteria (total 100 points):

• Experience (30 points): based on number of reference letters from past 3 years (10+ = 5, 6–9 = 4, 3–5 = 3, 0–2 = 0). Appointment letters/purchase orders must be attached.
• Expertise – Project Leader (10 points): experience in handling public sector travel accounts, diploma in Travel Management/Logistics/Tourism/Hospitality. >10 years = 5, 5–10 = 4, 3–4 = 3. CV and certified qualification (not older than 3 months) required.
• Expertise – Project Team (10 points): number of team members (5+ = 5, 4 = 4, 3 = 3). CVs and certified qualifications (not older than 3 months) required.
• Financial Stability (20 points): audited or independently reviewed financial statements for past 2 years, current ratio (CA/CL) ≥ 1, company solvent. ≥2 = 5, >1 <2 = 3, 1 = 1.
• Methodology (10 points): demonstration of workflow for customer care including after-hours service and exception handling. Adequate = 5, covers minimum = 0.
• Locality (10 points): based in Eastern Cape = 10, outside = 5.
• Bank Letter (10 points): letter from bank confirming no dishonoured debit orders in last 6 months.

Price evaluation formula: Ps = 80 (1 – (Pt – Pmin)/Pmin).

Specific goals points (20): Black ownership (4), Women ownership (5), Youth ownership (5), Disability (4), Locality in Eastern Cape (2). Must be EME or QSE at least 51% owned by respective category. Documentation: CIPC registration and CSD report showing shareholding must correspond.

Tie-breaking: highest specific goals points, then highest functionality, then drawing of lots.

Scope: Appointment of a panel of two service providers for travel management services for Eastern Cape CET College officials and individuals travelling in the College's interest.

Services required:

• Air travel (domestic and international): booking lowest acceptable fare, most direct routing, provide alternative routings if unavailable, issue tickets promptly, provide after-hours emergency service, negotiate discounts.
• Vehicle rental and shuttle services: confirm bookings, negotiate discounts, ensure compliance with transport rules, report accidents/fines within 24 hours.
• Accommodation: make reservations, negotiate discount rates, ensure parking facilities.
• Venues and facilities: book conference arrangements, negotiate discounts.
• Insurance (for travel outside South Africa): arrange cover for emergency medical, rental car collision, luggage loss, unforeseen circumstances.
• Key account management: dedicated personnel, provide monthly/quarterly/annual reports including flight details, rental invoices, credit notes, accommodation usage, management fees, travel expenditure, and proof of IATA/ASATA membership.

Service standards: polite and efficient service, calls answered promptly, call-backs within one hour if placed on hold.

Quality control: self-inspection system, periodic performance review meetings with College Project Steering Committee.

After-hours service: dedicated personnel available 24/7, must not be outsourced.

Travel documentation: timely delivery to College official or agreed point.

Compliance: must adhere to College Travel and Accommodation policy.

Accreditation: must be fully accredited IATA and ASATA members with access to travel database.

Reporting: electronic reports monthly, quarterly, annually as specified.

Methodology requirement (functionality criterion): Bidders must demonstrate the workflow for maintaining a high standard of customer care, including after-hours services and how exceptions will be resolved. The methodology must cover the minimum requirements of the project. Points: adequate = 5, covers minimum = 0.

Experience and qualifications requirements (functionality criteria):

• Experience (30 points): based on number of reference letters from past 3 years (10+ = 5, 6–9 = 4, 3–5 = 3, 0–2 = 0). Appointment letters/purchase orders must be attached.
• Project Leader (10 points): must have diploma in Travel Management/Logistics/Tourism/Hospitality and experience in handling public sector travel accounts. >10 years = 5, 5–10 = 4, 3–4 = 3. CV and certified qualification (not older than 3 months) required.
• Project Team (10 points): number of team members (5+ = 5, 4 = 4, 3 = 3). CVs and certified qualifications (not older than 3 months) required.

Quality control requirements: The service provider must establish a self-inspection system to monitor service quality, identify and correct deficiencies. Performance evaluation meetings with the College's Project Steering Committee must be held periodically. Telephone calls must be answered promptly; if placed on hold, a call-back must be made within one hour. The provider must immediately inform the College of major industry changes affecting travel policy.

Pricing schedule (SBD 3.1): Firm prices only. The schedule lists transaction/booking fees per reservation per person for Year 1, Year 2, Year 3 (VAT inclusive) for categories: Domestic Flights, Car Rental, Accommodation, Bus Bookings, Shuttle Services, Cancellations, Changes, After Hours Services, Conference Bookings, Document Handling. The total price must be transferred to SBD 1. Detailed pricing on company letterhead must also be submitted. Prices must be VAT inclusive and cover all costs.

Pricing format: Firm prices only. Non-firm prices (including those subject to exchange rate variations) will not be considered.

Pricing schedule: SBD 3.1 – Schedule of Services Transaction/Booking Fees per reservation per person for Year 1, Year 2, Year 3 (VAT inclusive). Categories: Domestic Flights, Car Rental, Accommodation, Bus Bookings, Shuttle Services, Cancellations, Changes, After Hours Services, Conference Bookings, Document Handling. Total price used for evaluation.

Total price must be transferred to SBD 1; failure to do so disqualifies bid.

Detailed pricing on company letterhead must also be submitted.

Prices must be VAT inclusive and cover all costs including delivery, labour, disbursements.

Financial capacity: audited financial statements required for functionality evaluation (current ratio ≥ 1). No specific turnover requirement stated.

Estimated contract value not to exceed R50 million (all taxes included), so 80/20 system applies.

No bid security, performance bond, or retention mentioned in the document.

CSD registration: Proof of registration with Central Supplier Database (full report) must be attached.

Tax clearance: Valid original tax clearance certificate and SARS tax compliance status pin must be submitted. Certified copies not acceptable. Tax clearance valid for 1 year. For joint ventures/consortia, each party must submit separate certificate.

Specific goals (PPPFA 2022): Claimed via SBD 6.1. Bidders must be EME (revenue ≤ R5 million) or QSE (revenue ≤ R50 million) and at least 51% owned by the relevant category (Black, Women, Youth, Disability) or located in Eastern Cape. Documentation: CIPC registration and CSD report showing shareholding must correspond.

CIPC registration: Required for specific goals claims.

IATA and ASATA accreditation: Mandatory; certified certificate or letter not older than 3 months with membership number.

Municipal account or lease agreement or ward councillor letter: Proof of address.

Company profile with completed projects and contactable references.

Certified ID copies of directors (not older than 3 months).

Business registration certificate (CK document).

Bank letter confirming no dishonoured debit orders in last 6 months.

No bids from persons in service of the state.

The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC). The College's Supply Chain Management Policy applies. The College does not bind itself to accept the lowest bid and may accept whole or part of any bid. Bids must be valid for 90 days. No bids from persons in service of the state. The service provider must maintain confidentiality, provide after-hours service, and ensure continuous availability. Non-utilisation of accommodation must be reported within 24 hours.

Additional evaluation criteria: The 80/20 preference point system applies. Price points are calculated using the formula Ps = 80 (1 – (Pt – Pmin)/Pmin). Functionality is evaluated first; only bids scoring at least 70% proceed to price evaluation.