3-Year panel of travel management agencies for dannhauser local municipality

• Closing date and time: 15 July 2026 at 12h00.
• No other dates (briefings, site visits, clarification deadlines) are specified in the document.

• Technical and SCM enquiries: Contact Mr. Joe Hlongwane (Manager: SCM) or Mr. MJ Hlongwane (SCM Manager).
• Email: [email protected].
• Telephone: 034 621 2291.
• Fax: 034 621 3114.
• Address: 01 West Street, Dannhauser.
• Enquiry hours: Monday to Friday, 07h30 to 16h00 with lunch interval 13h00 to 13h30.
• General procurement email: [email protected].
• Submission address: Tender box at security room, Dannhauser Municipal Offices, 1 West Street, Dannhauser, 3080.

• Submit your bid in a sealed envelope clearly marked with the quotation number and description.
• Deposit the envelope in the tender box located at the security room, Dannhauser Municipal Offices, 1 West Street, Dannhauser, 3080.
• Deadline: 15 July 2026 at 12h00. Late bids will not be considered.
• Bids must be submitted on the official forms provided (not retyped) or online.
• Complete and include all returnable documents: Tax Compliance Status PIN, CK/company registration, CSD registration proof, certified ID copies of directors not older than 3 months.
• Fill in the tender register at the tender box stating date and time of submission.
• Failure to comply with mandatory administrative requirements will result in disqualification.

Where quotation documents can be collected: Documents will be available for download from the municipal website www.dannhauser.gov.za or can be collected at Dannhauser Municipal Offices (1 West Street, Dannhauser, 3080)

• Scope: Provide travel management services for a 3-year panel, renewable annually based on performance.
• Services required: Domestic and international air travel arrangements; accommodation arrangements; car rental arrangements; conferencing facilities; support service facilities; any other related services.
• Key deliverables: Plan, arrange, amend, and pay for air travel, vehicle rentals, and accommodation; negotiate discounts with airlines, hotels, car rental companies; provide 24-hour service with dedicated staff; deliver tickets and documentation promptly; assist with visas, passports, foreign exchange, bus fares, etc.
• Infrastructure: Must have at least 2 senior dedicated consultants; operate in any South African province; offer 24-hour global service; have bank credit facility.
• Mandatory membership: Bidder must be an official member of both IATA and ASATA.
• Reporting: Must show cost reduction through travel trend reports.

10.1 Pricing must be stipulated INCLUSIVE OF VALUE ADDED TAX.

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10.2 It is an express requirement of this invitation to bid that the bidders provide some

transparency in respect to their pricing approach. In this regard, bidders must indicate

the basis on which they have calculated their pricing.

1.1 Bidders must have a proven track record in the industry relevant to the services required

in terms of this tender. In this instance supporting documentation must be supplied with

the tender submission (e.g. involvement with previous similar projects, names and

contact details of current and former customers, media reports, etc.)

1.2 Tender submissions that fail to substantiate the track record of the bidder may

COMPANY EXPERIENCE (CK and Company Profile to be attached)

More than 10 years’ experience in providing Travel and Logistics Good= 30

Arrangements (Travel Agent)

More than 5 years’ but less than 10 years. Fair=15

More than 1 year experience but less than 5 years. Poor=5

GOVERNMENT & PRIVATE CLIENTS EXPERIENCE (Please attach list of

completed cases and Appointment or Reference Letters)

More than 5 Appointment and Reference Letters in Travel Agency Good= 25

CVs of Key Personnel including Certified copies of Qualifications in Good=15

tourism/public administration/hospitality Members\Directors with Degree/

national diploma)

CVs of Key Personnel including Certified copies of Qualifications, 5 years’ Fair=6

experience relevant experience

• Bid submitted must be complete in all respects
• CIPC Registration certificate
• Central Supplier Database Registration
• Certified Directors ID copies not older than 3 months

Criteria 1 - Mandatory Requirements

• Bid must be valid for at least One Hundred and Twenty Days (120) days after the bid

closing date

• Municipal rates and taxes in the company name not in arrears for more than 3 months

bidder to submit municipal rates account not older than 3 months/ Proof of residential

address if operating in the non-rate paying area attach affidavit

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• Tax Compliance Status “on the award” - bidder to submit Tax Pin for verification
• Bidder must not be employed in the service of the state “on the award”
• Bidder must not be listed in the Register for Tender Defaulters and/or listed on Restricted

Suppliers “on the award”

car rental, rail and bus companies and any rates, may not be adjusted to the

disadvantage of Dannhauser local Municipality within the duration of the contract. Any

new airline company, car rental company, etc. will only be included if initiated or

accepted by the Dannhauser local Municipality.

• Pricing must be inclusive of VAT.
• Prices are firm for 4 months after tender closing date.
• Prices may not be adjusted for exchange rate fluctuations unless the rate changes by more than 10% compared to the rate on tender closing date.
• Provide detailed fixed service fees per transaction for: domestic air travel, international air travel, accommodation, car rentals, support service requests.
• Submit a price breakdown showing service fees for each transaction type and annual escalation for years 1, 2, and 3.
• Indicate whether VAT is payable on service fees.
• Discounts (standard, special, cumulative, early payment) must be clearly stipulated and shown separately.
• No advance payments allowed. Payment terms: 30 days after submission of valid tax invoice and statement.

• Mandatory documents: CIPC registration certificate; Central Supplier Database (CSD) registration proof; certified ID copies of directors not older than 3 months.
• Tax compliance: Submit Tax Compliance Status PIN for verification; foreign suppliers must complete pre-award questionnaire; consortia/joint ventures/subcontractors each submit separate TCS certificate/PIN/CSD number.
• Municipal rates: Company must not be in arrears for more than 3 months; submit municipal rates account not older than 3 months or proof of residence/affidavit for rural areas.
• B-BBEE: Use MBD 6.1 to claim specific goal points. Points allocation: More than 51% black ownership = 10 points; less than 51% = 5 points; enterprise located within KwaZulu-Natal = 10 points, outside = 5 points.
• Other exclusions: Bidder must not be employed by the state; must not be listed on the Register for Tender Defaulters or Restricted Suppliers.
• Bid validity: Bid must remain valid for 120 days after closing date.

More than 51% owned by black people = 10 points, Less than 51% owned by black people = 05 points

17.1 All Bids will be evaluated in terms of Preferential Procurement Policy Framework.

17.2 Bidders will be checked for Compliance, Prequalification criteria will be comprising of

the Risk assessment and lastly, the 80/20 Preference Point Scoring System will be

adopted, where 80 points out of 100 allocated for price and 20 points out of 100 will be

for specific points.

17.3 Compliance check the purpose of this prequalification evaluation is to determine which

bid responses are compliant and noncompliant with the TORs issued.

• The bid documentation has been completed comprehensively and correctly.
• Bidders must be a legal entity or partnership (consortia/joint ventures are acceptable

subject to Paragraph 3.20 of Special conditions). A CK or registration document shall

accompany submission

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• Bidders must have provided supporting documentation as per the bid specification

schedule requirements including valid South African Revenue Services (SARS) taxation

clearance certification in original form with the bid.

• Failure to submit the following RETURNABLE DOCUMENTS with the bid will invalidate

your bid.

✓ Bid submitted must be complete in all respects

✓ Tax Compliance status “on the award” – bidder to submit Tax Pin for Verification

✓ Good Standing in Municipal Rates and Taxes in the company name (not older than 3

months) for urban residents or, proof of Residence only for Rural Area Residents with

affidavit.

✓ CK or Company Registration Documents

✓ Certified ID Copies of members\directors not older than 3 months

✓ Proof of Central Supplier Database Registration

✓ Bidder must not be employed in the service of the state “on the award”

✓ Bidder must not be listed in the Register for Tender Defaulters and/or listed on

Restricted Suppliers “on the award”

17.4 Risk Assessment: The risk assessment is to identify the capabilities, performance and

functionality of bidders in order to obtain the best quality services. The assessment will

include but will not be limited to the following:

19.1 Occupational health and safety

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended from time to time, (including any act which may take its place should

it be repealed during the currency of the agreement between the parties) as read with

all regulations and standards promulgated in terms of the former Machinery and

promulgated in terms of the Occupational Health & Safety Act from time to time;

The Service Provider:-

➢ Acknowledges that he/she is fully aware of the terms and conditions of the Act;

➢ Acknowledges that he/she is an employer in its own right with duties and responsibilities

as prescribed in the Act;

➢ Agrees to comply with all rules and regulations implemented by or on behalf of

health and safety and will inform Dannhauser local Municipality immediately should

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Bidders are referred to Paragraph 21 of General Conditions of Contract (GCC) relating

to failure to comply with conditions of this contract. The service provider shall ensure

that at all times he/she complies with all the relevant laws applicable.

this account; this includes consultants, administrative and payment staff as well as

overall management with certifications on the relevant online travel management

software.

c) 24 Hour Service.

Personnel from the Travel Management Company must be available on a 24hour basis,

so that as when required, unexpected changes to a travel plan can be made and attend

to emergency bookings.

d) Policy.

8.1 Delivery of the goods shall be made by the supplier in accordance with the terms

specified in the contract. The details of shipping and/or other documents to be furnished

by the supplier are specified in SCC.

8.2 Documents to be submitted by the supplier are specified in SCC.

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antidumping or countervailing right is abolished, or where the amount of such provisional

payment or any such right is reduced, any such favourable difference shall on demand be paid

forthwith by the Service Provider to Dannhauser local Municipality or Dannhauser local

Municipality may deduct such amounts from moneys (if any) which may otherwise be due to

the Service Provider in regard to supplies or services which he delivered or rendered, or is to

deliver or render in terms of the contract or any other contract or any other amount which may

be due to him.

25.1 Every written acceptance of a bid shall be posted to the supplier concerned by

registered or certified mail and any other notice to him shall be posted by ordinary mail

to the address furnished in his bid or to the address notified later by him in writing and

such posting shall be deemed to be proper service of such notice 28.2 The time

mentioned in the contract documents for performing any act after such aforesaid notice

has been given, shall be reckoned from the date of posting of such notice.

Officer, or the Tender Committee the case may be) reserves the right, in its sole

discretion, to withdraw by notice to bidders any Services or combination of Services

from the bid process, to terminate any party’s participation in the bid process or to

accept or reject any response to this invitation to bid on notice to the bidders without

liability to any party. Accordingly, parties have no rights, expressed or implied, with

respect to any of the Services as a result of their participation in the bid process.

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15.2 Neither the Dannhauser local Municipality, the Accounting Officer, the Tender

travellers cheques, excess baggage, special assistance, renting of busses or booking of

bus tickets etc., Must not be taken into consideration upon determination of discounts.

1.1 I/We hereby tender to supply all of the supplies and to render all of the services

described in the attached documents to Dannhauser local Municipality on the terms and

conditions and in accordance with the ToR stipulated in the tender documents (and

which shall be taken as part of, and incorporated into, this tender) at the prices and on

the terms specified.

1.2 I/We agree that –

a) The offer herein shall remain binding upon me/us and open for acceptance by

the Tender Committee during the validity period indicated and calculated from

the closing time of the tender;

b) This tender and its acceptance shall be subject to the terms and conditions within

the “invitation to tender” documents, the “tender ToR” and the “general terms

and conditions of tender” as contained in the documents received, with which I

am/we are fully acquainted;

if I/we withdraw my/our tender within the period for which I/we have agreed that

the tender shall remain open for acceptance, or fail to fulfil the contract when

called upon to do so, Dannhauser local Municipality may, without prejudice to its

other rights, agree to the withdrawal of my/our tender or cancel the contract that

may have been entered into between me/us and Dannhauser local Municipality

and I/we will then pay to Dannhauser local Municipality any additional expense

incurred by Dannhauser local Municipality having either to accept any less

favourable tender or, if fresh tenders have to be invited, the additional

expenditure incurred by the invitation of fresh tenders and by the subsequent

acceptance of any less favourable tender;

c) Dannhauser local Municipality shall also have the right to recover such additional

expenditure by set of against moneys which may be due or become due to me/us

under this or any other tender or contract or against any guarantee or deposit

that may have been furnished by me/us or on my/our behalf for the due fulfilment

of this or any other tender or contract and pending the ascertainment of the

amount of such additional expenditure to retain such moneys, guarantee or

deposit as security for any loss Dannhauser local Municipality may sustain by

reason of my/our default;

d) The law of the Republic of South Africa shall govern the contract created by the

acceptance of my/our tender and that I/we choose domicilium citandi ET

executandi in the Republic (full address of this place)

1.3 I/We hereby accept full responsibility for the proper execution and fulfilment of all

obligations and conditions devolving on me/us under this agreement as the Principal(s)

liable for the due fulfilment of this contract.

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1.4 I/We agree that any action arising from this contract may in all respects be instituted

against me/us and I/we hereby undertake to satisfy fully any sentence or judgment which

may be pronounced against me/us as a result of such action.

1.5 I/We hereby declare that I/We have read and understand the above and agree to be

bound by the stated terms and conditions.

Annexure c: specifications / terms of reference

1.1 “Closing time” means the date and hour specified in the bidding documents for the

receipt of bids.

1.2 “Contract” means the written agreement entered into between the purchaser and the

supplier, as recorded in the contract form signed by the parties, including all attachments and

appendices thereto and all documents incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full

and proper performance of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of any thing of

value to influence the action of a public official in the procurement process or in contract

execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized

by its government and encouraged to market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced

or from which the services are supplied. Goods are produced when, through manufacturing,

processing or substantial and major assembly of components, a commercially recognized new

product results that is substantially different in basic characteristics or in purpose or utility from

its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and unloaded in the

specified store or depot or on the specified site in compliance with the conditions of the contract

or order, the supplier bearing all risks and charges involved until the supplies are so delivered

and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods on own initiative in

the RSA at lower prices than that of the country of origin and which have the potential to harm

the local industries in the RSA.

1.12 ”Force majeure” means an event beyond the control of the supplier and not involving the

supplier’s fault or negligence and not foreseeable, such events may include, but is not restricted

to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics,

quarantine restrictions and freight embargoes.

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1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of any bidder, Dannhauser

local Municipality – Invitation to bid, and includes collusive practice among bidders (prior to or

after bid submission) designed to establish bid prices at artificial non-competitive levels and to

deprive the bidder of the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the supplier

is required to supply to the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of

components, parts or materials which have been or are still to be imported (whether by the

supplier or his sub Service Providers) and which costs are inclusive of the costs abroad, plus

freight and other direct importation costs such as landing costs, dock dues, import duty, sales

duty or other similar tax or duty at the South African place of entry as well as transportation

and handling charges to the factory in the Republic where the supplies covered by the bid will

be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the

imported content provided that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials,

components and machinery and includes other related value adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the

rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of the goods, such

as transportation and any other incidental services, such as installation, commissioning,

provision of technical assistance, training, catering, gardening, security, maintenance and other

such obligations of the supplier covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of electronic or

mechanical writing.

1.26 “Dannhauser local Municipality” means the Dannhauser local Municipality.

5.1 The supplier shall indemnify the purchaser against all third party claims of infringement

of patent, trademark, or industrial design rights arising from use of the goods or any part

thereof by the purchaser.

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15.1 The supplier shall notify the purchaser in writing of all subcontracts awarded under this

contract if not already specified in the bid. Such notification, in the original bid or later,

shall not relieve the supplier from any liability or obligation under the contract.

16. Delays in the supplier’s performance

16.1 Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract.

16.2 If at any time during performance of the contract, the supplier or its sub Service

Provider(s) should encounter conditions impeding timely delivery of the goods and

performance of services, the supplier shall promptly notify the purchaser in writing of

the fact of the delay, its likely duration and its cause(s). As soon as practicable after

receipt of the supplier’s notice, the purchaser shall evaluate the situation and may at his

discretion extend the supplier’s time for performance, with or without the imposition of

penalties, in which case the extension shall be ratified by the parties by amendment of

contract.

16.3 The right is reserved to procure outside of the contract small quantities or to have minor

essential services executed if an emergency arises, the supplier’s point of supply is not

situated at or near the place where the supplies are required, or the supplier’s services

are not readily available.

16.4 Except as provided under GCC Clause 22, a delay by the supplier in the performance

of its delivery obligations shall render the supplier liable to the imposition of penalties,

pursuant to GCC Clause 20, unless an extension of time is agreed upon pursuant to

GCC Clause19.2 without the application of penalties.

16.5 Upon any delay beyond the delivery period in the case of a supplies contract, the

purchaser shall, without cancelling the contract, be entitled to purchase supplies of a

similar quality and up to the same quantity in substitution of the goods not supplied in

conformity with the contract and to return any goods delivered later at the supplier’s

expense and risk, or to cancel the contract and buy such goods as may be required to

complete the contract and without prejudice to his other rights, be entitled to claim

damages from the supplier.

17.1 Subject to GCC Clause 22, if the supplier fails to deliver any or all of the goods or to

perform the services within the period(s) specified in the contract, the purchaser shall,

without prejudice to its other remedies under the contract, deduct from the contract

price, as a penalty, a sum calculated on the delivered price of the delayed goods or

unperformed services using the current prime interest rate calculated for each day of

the delay until actual delivery or performance. The purchaser may also consider

termination of the contract pursuant to GCC Clause 21.

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18.1 The purchaser, without prejudice to any other remedy for breach of contract, by written

notice of default sent to the supplier, may terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within the period(s) specified in the

contract, or within any extension thereof granted by the purchaser pursuant to GCC

Clause 19.2;

(b) If the Supplier fails to perform any other obligation(s) under the contract; or (c) If the

supplier, in the judgment of the purchaser, has engaged in corrupt or fraudulent

practices in competing for or in executing the contract.

18.2 In the event the purchaser terminates the contract in whole or in part, the purchaser

may procure, upon such terms and in such manner as it deems appropriate, goods, works or

services similar to those undelivered, and the supplier shall be liable to the purchaser for any

excess costs for such similar goods, works or services. However, the supplier shall continue

performance of the contract to the extent not terminated.

20.1 Notwithstanding the provisions of GCC Clauses 20 and 21, the supplier shall not be

liable for forfeiture of its performance security, damages, or termination for default if and

to the extent that his delay in performance or other failure to perform his obligations

under the contract is the result of an event of force majeure.

20.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in

writing of such condition and the cause thereof, Unless otherwise directed by the

purchaser in writing, the supplier shall continue to perform its obligations under the

contract as far as is reasonably practical, and shall seek all reasonable alternative means

for performance not prevented by the force majeure event.

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21.1 The purchaser may at any time terminate the contract by giving written notice to the

supplier if the supplier becomes bankrupt or otherwise insolvent, In this event,

termination will be without compensation to the supplier, provided that such termination

will not prejudice or affect any right of action or remedy which has accrued or will accrue

thereafter to the purchaser.

22.1 If any dispute or difference of any kind whatsoever arises between the purchaser and

the supplier in connection with or arising out of the contract, the parties shall make every

effort to resolve amicably such dispute or difference by mutual consultation.

22.2 If, after thirty (30) days, the parties have failed to resolve their dispute or differences by

such mutual consultation, then either the purchaser or the supplier may give notice to

the other party of his intention to commence with mediation. No mediation in respect of

this matter may be commenced unless such notice is given to the other party.

22.3 Should it not be possible to settle a dispute by means of mediation, it may be settled in

a South African court of law.

22.4 Mediation proceedings shall be conducted in accordance with the rules of procedure

specified in the SCC.

22.5 Notwithstanding any reference to mediation and/or court proceedings herein,

(a) The parties shall continue to perform their respective obligations under the contract

unless they otherwise agree; and

(b) The purchaser shall pay the supplier any monies due the supplier.

22.6 Except in cases of criminal negligence or wilful misconduct, and in the case of

infringement pursuant to Clause 6;

(a) The supplier shall not be liable to the purchaser, whether in contract, tort or otherwise, for

any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits

or interest costs, provided that this exclusion shall not apply to any obligation of the supplier to

pay penalties and/or damages to the purchaser; and

(b) The aggregate liability of the supplier to the purchaser, whether under the contract, in

tort or otherwise, shall not exceed the total contract price, provided that this limitation shall not

apply to the cost of repairing or replacing defective equipment.

Are you the accredited representative in south africa for the goods /services /works offered? [If yes enclose proof] are you a foreign based supplier for the goods /services /works offered? [If yes, answer part b:3 ]

The following evaluation criteria will be utilized to determine a suitable service provider.

17.1 All Bids will be evaluated in terms of Preferential Procurement Policy Framework.

17.2 Bidders will be checked for Compliance, Prequalification criteria will be comprising of

the Risk assessment and lastly, the 80/20 Preference Point Scoring System will be

adopted, where 80 points out of 100 allocated for price and 20 points out of 100 will be

for specific points.

17.3 Compliance check the purpose of this prequalification evaluation is to determine which

bid responses are compliant and noncompliant with the TORs issued.

The following criteria shall apply:

• The bid documentation has been completed comprehensively and correctly.
• Bidders must be a legal entity or partnership (consortia/joint ventures are acceptable

subject to Paragraph 3.20 of Special conditions). A CK or registration document shall

accompany submission

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• Bidders must have provided supporting documentation as per the bid specification

schedule requirements including valid South African Revenue Services (SARS) taxation

clearance certification in original form with the bid.

• Failure to submit the following RETURNABLE DOCUMENTS with the bid will invalidate

your bid.

✓ Bid submitted must be complete in all respects

✓ Tax Compliance status “on the award” – bidder to submit Tax Pin for Verification

✓ Good Standing in Municipal Rates and Taxes in the company name (not older than 3

months) for urban residents or, proof of Residence only for Rural Area Residents with

affidavit.

✓ CK or Company Registration Documents

✓ Certified ID Copies of members\directors not older than 3 months

✓ Proof of Central Supplier Database Registration

✓ Bidder must not be employed in the service of the state “on the award”

✓ Bidder must not be listed in the Register for Tender Defaulters and/or listed on

Restricted Suppliers “on the award”

17.4 Risk Assessment: The risk assessment is to identify the capabilities, performance and

functionality of bidders in order to obtain the best quality services. The assessment will

include but will not be limited to the following:

I. Only bidders of recognized Travel Management Companies who are official

members of both IATA and ASATA, will be accepted

II. Infrastructure

Infrastructure refers to the number of experienced staff available as required by

Dannhauser local Municipality, as well as the ability to delivery and collect documents.

III. Experience and qualification

Comprehensive CV’s of individual to be operationally involved must be submitted with

proposals. Details of previous clients where similar services were rendered previously

must be attached to the proposals.

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Scoring of functionality will be as follows;

Criteria points score

COMPANY EXPERIENCE (CK and Company Profile to be attached)

More than 10 years’ experience in providing Travel and Logistics Good= 30

Arrangements (Travel Agent)

More than 5 years’ but less than 10 years. Fair=15

More than 1 year experience but less than 5 years. Poor=5

GOVERNMENT & PRIVATE CLIENTS EXPERIENCE (Please attach list of

completed cases and Appointment or Reference Letters)

More than 5 Appointment and Reference Letters in Travel Agency Good= 25

Services for various clients including government and private clients.

3 to 4 Appointment or Reference Letters in Travel Agency Services Fair=20

including government and private clients.

1 to 2 Appointment or Reference Letters in Travel Agency Services Poor=5

including government and private clients.

PROFESSIONAL DOCUMENTS (Proof to be attached)

Proof of submission\Registration certificate with the IATA and ASATA. Good=15

None submission. Poor=0

Professional or technical team

CVs of Key Personnel including Certified copies of Qualifications in Good=15

tourism/public administration/hospitality Members\Directors with Degree/

national diploma)

CVs of Key Personnel including Certified copies of Qualifications, 5 years’ Fair=6

experience relevant experience

Response time

Within (two) 2 days with a quotation and pre booked logistics and proof Good=15

of final booking

Within (four) 4 days with a quotation and pre booked logistics and proof Fair=10

of final booking

Within (five) 5 days with a quotation and pre booked logistics and proof Poor=5

of final booking

Total 100

Infrastructure : At least 2 senior dedicated consultants

Must be able to operate in any province in South Africa.

24 hour service globally

Registered with the bank Credit Facility

➢ Bidders who does not have the IATA and ASATA Certificates will be eliminated from the

process.

➢ Bidders who scored below 75% of the total points achieved will be eliminated from the

process.

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17.5 Final Stage: A 80/20 Preference Point system will be used to determine the score for

each company. 80 points out of 100 allocated for price and 20 for specific goals.

Evaluation criteria linked to numeric values

Criteria Weight

Price Evaluation will be 80

Specific goals will be 20

Total: 100

17.6 Cost/Price

The cost will be comprised of various fees based on the type of transaction.

Price breakdown should be completed in this regard. Any other costs not reflected on

Price breakdown should be indicated on a separate page attached to the financial

proposal (e.g. Setup Costs). Costs must be VAT inclusive

17.7. Discounts.

A submitted bid will reflect all discounts tendered for any service. To distinguish between

standard discounts, special discounts and cumulative discounts, if any, they will all be

reflected separately and the conditions applicable thereto also shown separately. It must

also be clearly stipulated whether any discounts represent credits or travel rands.

Discounts for early payment must also be indicated.

17.8 Service Fees.

Travel Management companies must submit their detailed fixed service fee per

transaction in respect of the following:

➢ Domestic air travel arrangements

➢ International air travel arrangements

➢ Accommodation arrangements

➢ Car rental arrangements

➢ Support service requests

Price breakdown

Transaction service fee service fee international

Domestic

Air travel

Accommodation

Car rentals

Support service bookings

Visas

Passports

Busses

Foreign exchange

Cancellation fees

NO show

Other

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Escalation per annum

Year 1 year 2 year 3

An indication must also be given as to whether VAT will be payable on either of these fees.

18. Other Special Conditions

18.1. Supporting Services.

Supporting services available, for example, renewal/obtaining of passports, visas and

travellers cheques, excess baggage, special assistance, renting of busses or booking of

bus tickets etc., Must not be taken into consideration upon determination of discounts.

Tenderers may show separately which supporting services are available and at which

reimbursement basis.

Service rendered must be accessible for 24 hours 7 days a week and must have a

dedicated person to NDH Municipality

18.2. Adjustments to Contract.

All discounts against the standard tariffs of, or on accumulated expenditure on airline,

car rental, rail and bus companies and any rates, may not be adjusted to the

disadvantage of Dannhauser local Municipality within the duration of the contract. Any

new airline company, car rental company, etc. will only be included if initiated or

accepted by the Dannhauser local Municipality.

19. General responsibilities of the service provider

19.1 Occupational health and safety

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended from time to time, (including any act which may take its place should

it be repealed during the currency of the agreement between the parties) as read with

all regulations and standards promulgated in terms of the former Machinery and

Occupational Act, No , as amended, and all regulations & standards

promulgated in terms of the Occupational Health & Safety Act from time to time;

The Service Provider:-

➢ Acknowledges that he/she is fully aware of the terms and conditions of the Act;

➢ Acknowledges that he/she is an employer in its own right with duties and responsibilities

as prescribed in the Act;

➢ Agrees to comply with all rules and regulations implemented by or on behalf of

Dannhauser local Municipality at the relevant institution in covering letter relating to

health and safety and will inform Dannhauser local Municipality immediately should

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Service Provider for any reason be unable to comply with the provisions of the Act and

such rules and regulations

20. Breach and termination

Bidders are referred to Paragraph 21 of General Conditions of Contract (GCC) relating

to failure to comply with conditions of this contract. The service provider shall ensure

that at all times he/she complies with all the relevant laws applicable.

21. Loss and damage

Service Provider hereby indemnifies Dannhauser local Municipality, and will hold

Dannhauser local Municipality harmless, against any loss or damages which Dannhauser

local Municipality may suffer, or any claims lodged against Dannhauser local Municipality

by any third party arising out of or relating to any loss that Dannhauser local Municipality

or such third party may suffer as a result of, or arising out of any act or omission of any

personnel of Service Provider or the failure of Service Provider to provide the Services

in accordance with the provisions of the contract.

22. Sub service providers

Service Provider may only subcontract its obligations under the contract with the prior

written consent of Dannhauser local Municipality (or any other authorized authority) and

then only to a person and to the extent approved by Dannhauser local Municipality or

such authority and upon such terms and conditions as Dannhauser local Municipality or

such authority require. It is recorded that where such consent is given Service Provider

shall remain liable to for the performance of Dannhauser local Municipality the Services.

Annexure a:

Contact information

Note: All tenderers are required to complete this section and to include it in their submission.

Failure to do so may render a tender invalid and may be grounds for rejection.

Company Name:

(In case of a consortium) full details of consortium members:

Name of contracting company in case of a consortium contact details of

Responsible person who will act on behalf of the company/consortium

Name and Surname:

Telephone number:

Fax number:

Cellular number:

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EMail address:

Alternative contact details of responsible person who will act on behalf

Of the person above should he/she not be available

Telephone number:

Fax number:

Cellular number:

EMail address:

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Annexure b: tender offer & declaration of interest

1. Tender Offer

1.1 I/We hereby tender to supply all of the supplies and to render all of the services

described in the attached documents to Dannhauser local Municipality on the terms and

conditions and in accordance with the ToR stipulated in the tender documents (and

which shall be taken as part of, and incorporated into, this tender) at the prices and on

the terms specified.

1.2 I/We agree that –

a) The offer herein shall remain binding upon me/us and open for acceptance by

the Tender Committee during the validity period indicated and calculated from

the closing time of the tender;

b) This tender and its acceptance shall be subject to the terms and conditions within

the “invitation to tender” documents, the “tender ToR” and the “general terms

and conditions of tender” as contained in the documents received, with which I

am/we are fully acquainted;

if I/we withdraw my/our tender within the period for which I/we have agreed that

the tender shall remain open for acceptance, or fail to fulfil the contract when

called upon to do so, Dannhauser local Municipality may, without prejudice to its

other rights, agree to the withdrawal of my/our tender or cancel the contract that

may have been entered into between me/us and Dannhauser local Municipality

and I/we will then pay to Dannhauser local Municipality any additional expense

incurred by Dannhauser local Municipality having either to accept any less

favourable tender or, if fresh tenders have to be invited, the additional

expenditure incurred by the invitation of fresh tenders and by the subsequent

acceptance of any less favourable tender;

c) Dannhauser local Municipality shall also have the right to recover such additional

expenditure by set of against moneys which may be due or become due to me/us

under this or any other tender or contract or against any guarantee or deposit

that may have been furnished by me/us or on my/our behalf for the due fulfilment

of this or any other tender or contract and pending the ascertainment of the

amount of such additional expenditure to retain such moneys, guarantee or

deposit as security for any loss Dannhauser local Municipality may sustain by

reason of my/our default;

d) The law of the Republic of South Africa shall govern the contract created by the

acceptance of my/our tender and that I/we choose domicilium citandi ET

executandi in the Republic (full address of this place)

1.3 I/We hereby accept full responsibility for the proper execution and fulfilment of all

obligations and conditions devolving on me/us under this agreement as the Principal(s)

liable for the due fulfilment of this contract.

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1.4 I/We agree that any action arising from this contract may in all respects be instituted

against me/us and I/we hereby undertake to satisfy fully any sentence or judgment which

may be pronounced against me/us as a result of such action.

1.5 I/We hereby declare that I/We have read and understand the above and agree to be

bound by the stated terms and conditions.

Annexure c: specifications / terms of reference

1. Title

Requirement specification for managing travel related services by an experienced travel

management company for Dannhauser local Municipality.