Travel management services for south african weather service (36 months)

Bidders must have a valid tax clearance certificate from the South African Revenue Service. Bidders must not be involved in collusive bidding or bid rigging. Bidders must comply with the NIP Programme if applicable. Bidders must furnish the required performance security within 30 days of contract award. Bidders must not be bankrupt or insolvent. Bidders must not have engaged in corrupt or fraudulent practices.

provisions

in the SCC shall prevail.

Table of clauses

1. Definitions
2. Application
3. General
4. Standards
5. Use of contract documents and information; inspection
6. Patent rights
7. Performance security
8. Inspections, tests and analysis
9. Packing
10. Delivery and documents
11. Insurance
12. Transportation
13. Incidental services

No specific requirements found

The General Conditions of Contract (GCC) form part of all bid documents and may not be amended. Special Conditions of Contract (SCC) relevant to a specific bid should be compiled separately and will supplement the GCC; in case of conflict, SCC provisions prevail.

Clause 21: Delays in the supplier's performance - The supplier must notify the purchaser in writing of any conditions impeding timely delivery, and the purchaser may extend the time for performance with or without penalties. The purchaser may procure substitute goods or cancel the contract and claim damages if delays occur.

Clause 33: National Industrial Participation Programme (NIPP) - The NIP Programme administered by the Department of Trade and Industry applies to all contracts subject to the NIP obligation.

Clause 34: Prohibition of Restrictive Practices - Collusive bidding is prohibited under the Competition Act. The purchaser may refer matters to the Competition Commission, and if found guilty, may invalidate bids, terminate contracts, restrict business with the public sector for up to 10 years, and claim damages.

Closing date and time: 16 September 2026 at 11:00.

Briefing session (non-compulsory): 01 September 2026, 10:00-10:30, via Microsoft Teams (Meeting ID: 341 003 408 296 800, Passcode: cr2Vt9Zk).

Validity period: 90 days from closing date of bid.

Enquiries must be submitted in writing not later than 5 days prior to the closing date.

SCM: Acquisition Department, South African Weather Service. Email: [email protected]. Enquiries must be submitted in writing.

Bids must be submitted electronically on the e-Tender platform at https://www.etenders.gov.za/ before the closing time. Any bidder who fails to submit via the e-Tender platform will be disqualified. Late responses will not be considered. Bids must be submitted on the official forms provided (not re-typed). Bidders are advised to initial all pages of their bid. The following returnable documents must be completed, signed, and submitted with the bid: Annexure A (Invitation to Bid), Annexure A1 (Terms of Reference for Travel Management Services), Annexure A2 (Technical Scorecard and Compliance), Annexure A3 (Pricing Schedule), Annexure A4 (Draft Service Level Indicators), Annexure B (General Conditions of Contract), Annexure C (Bidder's Disclosure), Annexure D (Preference points claim form in terms of the Preferential Procurement Regulations 2022), Annexure E (POPIA Supplier Notice and Consent form). SAWS reserves the right to reject a bid not submitted in the prescribed format, with incomplete standard bidding documents, or not according to specifications. The successful bidder will be required to sign a written contract form (SBD7). In case of a Joint Venture, Consortium, Trust, or Partnership, a signed teaming agreement must be submitted. Bidders must submit proof of subcontracting arrangements if applicable. SAWS may request final presentations from shortlisted bidders and conduct site visits to verify infrastructure and capacity.

The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2022. Bidders must submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points claimed. SAWS will conduct due diligence on the recommended bidder prior to award, including reference letter verification and OEM accreditation verification. SAWS may also conduct site visits to verify the bidder's premises, capacity, employees, and administration office. SAWS reserves the right to request audited financial statements to ascertain financial stability. SAWS may reject a bid if the price is not market related, if tax matters are not in order, or if the bidder has committed corrupt or fraudulent acts. SAWS may award the bid in totality to one bidder or partially to more than one bidder.

Appointment of a travel management agency to assist the South African Weather Service with travel management services for a period of 36 months. The service provider must have duly approved operational premises with the necessary infrastructure to provide services and relevant accreditation by the relevant body. SAWS will conduct a due diligence site visit before award to verify information submitted and the bidder's capacity to perform the contract. The successful bidder will be required to conclude a Service Level Agreement (SLA) with SAWS, which will form an integral part of the supply agreement and will be used to measure, monitor, and assess supplier performance. Bidders must provide a scorecard on how their service offering is measured to achieve the objectives of the SLA.

The successful bidder must conclude a Service Level Agreement (SLA) with SAWS, which will be used to measure, monitor, and assess supplier performance. Bidders must provide a scorecard on how their product/service offering is measured to achieve the objectives of the SLA.

Pricing must be submitted on the Pricing Schedule (Annexure A3). Payments for goods delivered or services rendered will be settled within 30 days from receipt of an invoice, unless stated otherwise in the bid or mutually agreed. SAWS may request the bidder's latest audited financial statements prior to award to ascertain financial stability. Failure to provide such information upon request may result in rejection of the bid.

Bidders must be compliant with their tax obligations and submit their unique SARS Personal Identification Number (PIN) to enable verification of tax status. Alternatively, a printed Tax Compliance Status (TCS) certificate may be submitted. Where no TCS PIN is available, a CSD number must be provided. In consortia, joint ventures, or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bidders must not be persons in the service of the state, nor have directors or members who are. Foreign suppliers with no South African tax obligations must complete the questionnaire in Annexure A. B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points. The bid is subject to the Preferential Procurement Regulations 2022, the General Conditions of Contract (GCC), and any Special Conditions of Contract (SCC).

The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and any applicable Special Conditions of Contract (SCC). The successful bidder must sign a written contract form (SBD7). In case of a Joint Venture, Consortium, Trust, or Partnership, a signed teaming agreement must be submitted.

2.7 No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members persons in the service of the state.

Shortlisted service providers will be required to present their service offering to the evaluation committee. SAWS may also conduct site visits to verify the firm's existence and validate proposed capacity, employees, and administration office.

{"name":null,"email":null,"phone":null,"department":null,"address":"to the"}

Submit the completed Annexure A2 Technical Scorecard and Compliance Checklist with the bid. The scorecard requires bidders to indicate the reference page in their proposal for each criterion. Bids are evaluated on the technical criteria detailed in the scorecard.

Technical evaluation (desktop) scored out of 100 points. Criteria and weights: 1. General (20): 1.1 Experience (5), 1.2 References (10), 1.3 Company Capability (5); 2. Reservations (15): 2.1 Manage reservations/bookings (10), 2.2 After-hours and emergency services (5); 3. Communication (5); 4. Financial Management (10); 5. Account Management (10); 6. Value Added Services (5); 7. Cost Management (10); 8. Office Management (10); 9. Technology Management Information and Reporting (15): 9.1 Online Booking System (10), 9.2 Data Management and Reporting (5). Each criterion is rated on a 0–5 point scale with detailed rating guidelines. Bidders must substantiate each criterion with supporting documentation.

Bidders must provide: company profile listing entities with years of travel management services; reference letters from clients (within past 5 years) with annual transaction volumes of 6000+ and organizational size of 400+ employees; testimonials/reference letters showing use of an Online Travel Booking System for at least 5 years; system records for managing reservations/bookings (hotel, car rental, flights); after-hours and emergency support system; SOP detailing communication process for travel booking procedures; SOPs and monthly reports on financial management processes for negotiated rates and invoicing; proposed Account Management structure/organogram and SOPs for quality control and complaint resolution; service portfolio/catalogue or customer value proposition for value-added services; strategic cost savings plan for contract duration; CVs, organogram, training records, and forecasting system for staffing operations; online booking system demo showing back-office processes and automation; reporting capabilities for booking, travel, and financial information.

Bidders must provide system records for managing travel reservations/bookings (hotel, car rental, flights). Provide capacity for reliable after-hours and emergency support. Provide SOP detailing communication process for travel booking procedures. Provide SOPs and monthly reports on financial management processes relating to negotiated rates and invoicing. Provide proposed Account Management structure/organogram and SOPs for quality control and resolving service issues/complaints. Provide service portfolio/catalogue or customer value proposition for value-added services. Provide strategic cost savings plan for contract duration. Provide CVs, organogram, training records, and forecasting system for staffing operations. Present online booking system detailing back-office processes and automation. Indicate reporting capabilities for booking, travel, and financial information.

Bidders must provide a company profile listing entities with years of travel management services rendered. Reference letters from clients (within past 5 years) with annual transaction volumes of 6000+ and organizational size of 400+ employees. Testimonials/reference letters showing use of an Online Travel Booking System for at least 5 years. Provide CVs, organogram, training records, and forecasting system for staffing operations.

Bidders must describe financial management processes relating to implementation of negotiated rates established by SAWS, including management of a 30-day bill-back account facility and handling of pre-payments for smaller Bed & Breakfast and Guest House establishments. Must explain invoicing process, management and rectification of discrepancies between purchase orders and invoices, reconciliation of transactions, submission of supporting documentation, and timely provision of invoices. Evidence of an integrated Financial Management System enabling real-time transaction recording, weekly and monthly dashboard reporting, and electronic workflow for managing invoice queries and payment discrepancies is required.

Bidders must comply with the Protection of Personal Information Act (POPIA) and implement robust cybersecurity controls for the online booking system. Bidders must sign the Bidder Declaration (Section 22) confirming adherence to ethical conduct, confidentiality, and disclosure of interests.

The online booking system must safeguard information against loss, breaches, or compromise, and ensure access is restricted to authorised personnel only, in compliance with POPIA and robust cybersecurity controls.

Technical evaluation criteria are scored per the desktop scorecard. Each criterion has a 0–5 rating scale with detailed guidelines. Bidders must reference the page in their proposal for each criterion.

The 80/20 preference point system applies to this tender. Price is allocated a maximum of 80 points and specific goals (B-BBEE status level) a maximum of 20 points. B-BBEE points are claimed on the Preference Points Claim Form (SBD 6.1): Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0. Bidders must indicate how they claim points for each specific goal and submit supporting proof with the tender. Failure to submit the required documentation means no preference points are claimed for specific goals. The organ of state may require substantiation of any claim at any time.

income-generating contracts)

Bidders must complete and submit the Preference Points Claim Form (SBD 6.1) to claim B-BBEE preference points. The form requires the company name, registration number, and type of company (e.g., partnership, sole proprietor, close corporation, (Pty) Limited). The bidder must certify that the information is true and correct. Fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from doing business with the state for up to 10 years, or criminal prosecution.

The Preference Points Claim Form (SBD 6.1) requires the bidder to provide company name, registration number, and type of company. The bidder must certify that the information is true and correct. If specific goals are claimed fraudulently or contract conditions are not fulfilled, the organ of state may disqualify the bidder, recover costs, cancel the contract, recommend restriction from doing business with the state for up to 10 years, or refer for criminal prosecution.

The 80/20 preference point system applies. Price is worth a maximum of 80 points; specific goals (B-BBEE status level) are worth a maximum of 20 points. Bidders must complete the Preference Points Claim Form (SBD 6.1) to claim B-BBEE points. Points are allocated per B-BBEE status level: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0. Bidders must indicate how they claim points for each specific goal and submit supporting proof. Failure to submit required documentation means no preference points for specific goals. The organ of state may require substantiation of any claim.

Department: SUPPLY CHAIN MANAGEMENT. No named contact, email, phone, or physical address was provided in the available document.

Complete and sign the SBD 4 disclosure form submitted as Annexure C. Bidders must provide accurate, complete information; false disclosure leads to disqualification. The form commits bidders to independent bid preparation, with no collusive arrangements, and confirms consent to be bound by supply chain management rules.

Bidders must be registered on the Central Supplier Database (CSD), hold a valid tax clearance, and submit a B-BBEE certificate or sworn affidavit. The SBD 4 disclosure form must be completed and signed. Failure to submit these documents may result in disqualification. No specific scoring weights or preference point system (80/20 or 90/10) are stated in the available text.

Supply chain

Management system should this declaration prove to be false.

.................................... .....................................................

Signature Date

.................................... ......................................................

Position Name of bidder

Registration on the Central Supplier Database (CSD) is required. A valid tax clearance (SARS tax pin) must be held. A B-BBEE certificate or sworn affidavit must be submitted. The SBD 4 (Bidder's Disclosure) form must be completed and signed, including the declaration that the bid was prepared independently and that no collusive arrangements were made. Any false declaration may lead to disqualification.

Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of

the Prevention and Combating of Corrupt Activities Act No or any other

applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3

The tender is for the appointment of a travel management agency to provide travel management services to the South African Weather Service for 36 months. Services are to be provided off-site, covering a range of travel-related transactions as detailed in the pricing schedule.

Returnable documents:

• Annexure A3 Pricing Schedule (Excel workbook) with all required templates completed.
• Price Declaration (included in the Pricing Schedule workbook).
• All copies of the Pricing Schedule must be signed.
• Bidders must complete all green input cells; no other cells may be changed.
• Pricing must be quoted in South African Rand (ZAR), excluding VAT (15% VAT will be calculated automatically).
• The offer must remain valid for 90 days from the date of submission.
• Bidders must not divulge bid information except as necessary for the bid.
• Submission must be in accordance with the main bid document (Annexure A1).

The price used for evaluation is the total of the Transaction Fee Model (Off-Site) as calculated in Template 2, including VAT. The evaluation will consider the percentage split between online (60%) and traditional (40%) bookings as indicated in the pricing schedule. No other evaluation criteria are stated in the provided document.

The scope is the provision of travel management services for the South African Weather Service for a period of 36 months. Services include off-site travel management covering air travel (international, regional, domestic, re-issues), car rental, transfers/shuttle, accommodation, bus/coach, train, visa assistance, courier services, SMS notifications, parking bookings, cancellations, changes, after-hours services, reporting, reconciliation, and conference bookings. Estimated volumes are provided for each transaction type (e.g., 1,243 domestic air travel, 3,277 domestic accommodation, 1,789 domestic transfers/shuttle).

Pricing format:

• Bidders must complete the Transaction Fee Model (Off-Site) template, providing unit prices (excl. VAT) for each transaction type, for both traditional and online bookings.
• A Conference Transaction Fee is required as a percentage of the total turnover of the event.
• Prices must be quoted in ZAR, excluding VAT.
• The total price for evaluation is the sum of the transaction fees (including VAT) as calculated in the template.
• No bonds or guarantees are mentioned in the provided document.

No specific compliance requirements (e.g., CSD, tax, B-BBEE) are stated in the provided document. Bidders must complete the Price Declaration as part of the pricing schedule.

Enquiries regarding the POPIA notice and consent form: South African Weather Service Deputy Information Officer, Head Office, 1263 Heuwel Road, Centurion, 0157. Phone: +27 12 367 6000. Email: [email protected].

Returnable documents: Annexure E (POPIA Supplier Notice and Consent Form) must be completed, signed, and submitted with the bid. The form must be signed by a person duly authorised to sign on behalf of the bidder, and must include the bidder's name, capacity, firm name, date, main place of business, and registration number.

Bidders must be a company or organisation duly incorporated under the laws of the Republic of South Africa and must provide their registration number. Bidders must consent to the processing of personal information as detailed in the POPIA form. The quantity and quality of offered goods and/or services will be considered.

supply or services they perform for the

SAWS and not for their own benefit);

• credit bureaus to report account information, as permitted by law;
• banking partners as required by credit card association rules for inclusion on their list of

terminated merchants (in the event that you utilize the services

Bidders must provide their primary contact person's name and contact information, job position, role, and qualifications. Bidders must provide their company registration number, B-BBEE status, and Central Supplier Database number.

Bidders must be a company or organisation duly incorporated under the laws of the Republic of South Africa and provide their registration number. Bidders must provide their Central Supplier Database (CSD) number. Bidders must provide their B-BBEE status. Bidders must provide their VAT and income tax numbers, tax clearance PIN, and bank details. Bidders must declare any conflict or potential conflict of interest. Bidders must consent to the processing of personal information as detailed in the POPIA form.

The document is Annexure A4 – Service Level Indicators, which sets out the expectations and requirements for the travel management services to be rendered. It serves as a benchmark for reviews and modifications to the service provided.

Closing date: 2026-09-16 at 11:00 (as per tender record). The document mentions after-hours service hours (17h00 to 8h00) but no other dates are stated.

No contact details are provided in the document.

Returnable documents: The tender pack requires completion of the standard returnable forms (SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9, and any other forms specified in the full tender pack). All forms must be completed, signed, and submitted with the bid. Bids must be submitted by the closing date and time. Late submissions are disqualified.

Evaluation will be based on the 80/20 preference point system (price and B-BBEE). The tender document does not specify a minimum qualifying score for functionality. Bidders should refer to the full tender pack for detailed evaluation criteria.

The service provider must deliver travel management services including air travel, accommodation, car rental, and shuttle services. Key performance indicators include: after-hours/emergency services (100% availability Monday to Friday 17h00-8h00 and 24 hours on weekends/public holidays), turnaround times for domestic and point-to-point international bookings (80% within 4 working hours), turnaround time for multi-sector regional and international air travel quotations (80% within 24 hours), booking confirmations communicated via SMS/email (100% of all bookings), after-hours and emergency services operating 365 days per year (100%), and back office support with highly skilled and qualified TMC personnel (80-100% satisfaction). The scope of work is detailed in Annexure A1 Paragraph 14.

Service Level Indicators (SLIs) define the expected quality of service. Key Performance Indicators (KPIs) monitor supplier performance across cost, quality, delivery, timeliness, integrity, and systems productivity. The tendering institution will select relevant KPIs and include them in quarterly and annual reviews. Targets include 100% for after-hours services, 80% for reservation turnaround times, and 80-100% satisfaction for back office support.

No financial requirements are stated in the document.

No specific compliance requirements are stated in the document. Bidders should refer to the full tender pack for mandatory requirements such as CSD registration, tax clearance, and B-BBEE documentation.

The document mentions five major groups of KPIs: cost savings, quality, delivery, timeliness, integrity, and systems productivity. These are used to monitor supplier performance but no specific scoring weights are provided.