What are the important dates and deadlines for this tender?

{"briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"ION (DPME)\",\"is_compulsory\":true}"}

Who should be contacted for queries about this tender?

{"name":"Ms. Phetogo","email":"Phetogo@dpme.gov.za","phone":null,"department":null,"address":"information."}

Evaluation Criteria

Source: TOR Travel Tender Final v..17062026.pdf (RFP)

Gate 0: Pre- Gate 1: Desktop Gate 3: Price

(Site visit Presentation

qualification Criteria Evaluation Criteria Comparative Schedule

and Online Tool

Demonstration)

See 14.1 below. See 14.2 below. See 14.3 below. See 14.4 below

The Bidder must meet all The bidder must achieve The bidder must achieve

criteria 75% 75%

Bidders are required to Bidders are required to

indicate the specific indicate the specific

page page

numbers/paragraph in numbers/paragraph in

their proposal to show their proposal to show

where to find the where to find the

Desktop Evaluation Technical Evaluation

Criteria indicated in Gate criteria indicated in Gate

1 per criteria 2 per criteria

Gate 0: Bidders will be evaluated based on the pre-qualification criteria stipulated in score card 0.

Only bidders that meet all the requirements stipulated in score card 0 will proceed to the functional

evaluation stage (Gate 1):

Gate 1: Desktop Technical Evaluation (excluding Presentation and online tool) – Bidders will be

evaluated (using score card 1) based on their submitted proposals and bid documents only. Bidders

that receive at least 75% based on the desktop evaluation will proceed to Gate 2

Gate 2: Presentation and Technical Evaluation - Bidders will be evaluated using score card 2A based

on the presentation and score card 2B based on the online tool demonstration. Bidders that receive

at least 75% for score card 2A and 75% for score card 2B will proceed to Gate 3:

Gate 3: Bidders will be evaluated on price and departmental specific goals (indicated below) as

stipulated in the Preferential Procurement Policy Framework Act and Regulations.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

14.1 Gate 0: Pre-qualification Criteria

Without limiting the generality of DPME’s other critical requirements for this Bid, bidder(s) must

submit all the documents and meet all the criteria listed in score card 0 below. All documents must

be completed and signed by the duly authorised representative of the prospective bidder(s). During

this phase Bidders’ responses will be evaluated based on the documents and evidence submitted

only.

The bidder(s) proposal shall be disqualified for non-submission of any of the documents.

Bidders must meet all the criteria applicable to Gate 0 to proceed to Gate 1.

Score Card 0 - Refer to ToR and Annexure A (Pre-qualification checklist) to verify compliance

ITEM CRITERIA -PRE-QUALIFICATION Complied Not

Complied

1 Technical Proposal (1 original and 1 copy) submitted.

2 Annexure A 1.2 :(Service Requirements), completed and signed by the

bidder

3 Fully completed and signed documents listed below:

Invitation Bid-SBD 1
Declaration of Interest-SBD 4
Preference Point Claim Form-SBD 6.1

4 Proof of Registration on Central Supplier Database (CSD) (MAAA

number) which confirms registration on CSD

5 The bidder has an office in Gauteng that is staffed during normal office

hours which will be subjected to a site visit. (Attach relevant proof)

6 Valid IATA (International Air Transport Association) certificate/licence

7 Valid ASATA (Association of South African Travel Agents)

certificate/Licence

8 Price schedule submitted in a separate envelope (File 2 as per the table

on paragraph 9.2 of this bid document).

9 Most recent audited annual financial statements attached

10 CV’s of the project team (Key Account Manager and travel coordinator)

indicating a minimum of at least three (3) years travel management

related experience.

11 At least three (3) signed trade references from other institutions including

contact details. References include duration of contract, size of

institution and indication performance. The trade references confirm

that:

The bidder has provided similar (to the DPME scope) travel services

to at least one department/company/organisation with 400 or more

employees.

All three trade references confirm that the service provided was

satisfactory

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

ITEM CRITERIA -PRE-QUALIFICATION Complied Not

Complied

The bidder has at least three years’ experience in providing travel

management services

12 Bidder attended the compulsory briefing session. (Attendance register to

be used for verification, Bidders are required to sign the attendance

Trained staff on call 24 hours per day, 7 days a week, 365 days a

13 year (Provide evidence or indicate the specific page

number/paragraph in the proposal where to find the criteria)

All documents must be completed and signed where required

14.2 Gate 1: Desktop Evaluation Criteria

Score Card 1 - Refer to the ToR, Annexure B: Part 1(Desktop Evaluation) to verify compliance.

NB* Bidders are required to indicate the specific page numbers/paragraph in their proposal

to show where to find the Functional criteria indicated in Gate 1 and 2 per criteria.

Max.

Desktop Evaluation Criteria Weight Score score

1 The bidder is able to provide the travel services required by the 20 80

department (can facilitate all services indicated under par 12.3 of this

document as well as the costing sheet).

Refer to ANNEXURE A 1.2:(Service Requirements) as it will be used

as a motivation for these criteria. The bidder must tick the appropriate

block for all indicated services and sign off the annexure as it is a

mandatory requirement.

Cannot provide all the services required (Score=0)
Can provide all the services required (Score = 4).

2 Office management 20 80

Key Account Manager has 3 years’ travel management related

experience (Score = 1)

Key Account Manager has more than 3 years’ travel

management related experience (Score = 2)

Key Account Manager has more than 4 years’ travel

management related experience (Score =3)

Key Account Manager has more than 5 years’ travel

management related experience (Score = 4)

3 Dedicated team of consultant/s to deal with VIP/Executives 20 80

No dedicated team of consultant/s specifically allocated to

deal with VIP / Executive travel bookings (Score=0)

A dedicated team of consultant/s is specifically allocated to

deal with VIP/Executive travel bookings (Score=4)

4 Online booking tool 20 80

Third-party online booking tool that cannot be customised to

DPME requirements (Score = 1)

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

Max.

Desktop Evaluation Criteria Weight Score score

Online booking tool that can be customised to DPME

requirements - each change will be at a cost to DPME (Score =

Online booking tool that can be customised to DPME

requirements - initial setup at a cost to DPME, but subsequent

changes free of charge (Score = 3)

Online booking tool available that is fully customisable to DPME

requirements at no cost to DPME (Score = 4)

5 The bidder can fully comply with all DPME and National Treasury 20 80

negotiated rates, limits and reporting requirements.

The bidder cannot comply with the stipulated requirements

(Score=0)

Bidder can fully comply with requirements (Score = 4)

Totals 100 400

Minimum threshold for technical evaluation 300

A bidder must receive at least 300 out of 400 points (75%) to proceed to Gate 2. The points

received for each criteria will be calculated by averaging the scores awarded by each Bid

Evaluation Committee member.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

14.3 Gate 2: Technical Evaluation Criteria – Site visit presentation and online tool

demonstration

Score Card 2A (Site Visit Presentation) - Refer to ToR and Annexure B: Part 2 (Site Visit

Presentation) to verify compliance

TECHNICAL EVALUATION -SITE VISIT PRESENTATION Weight Score Max. score

1 Value Added Services: The service provider can provide; 20 80

Electronic voucher retrieval via web and smart phones, SMS

notification for travel confirmations, VIP services for executives

that include but not limited to check in support as well as travel

alerts and other related information indicated on 12.8.1.

The bidder cannot comply with the stipulated requirements

(Score=0)

Bidder can fully comply with requirements(Score = 4)

2 TMC can manage third-party service provider accounts which 20 80

includes follow up on outstanding invoices, quality assurance of

invoices and rectification of incorrect invoices prior submission to

Dpme

The bidder cannot comply with the stipulated requirements

(Score=0)

Bidder can fully comply with requirements(Score = 4)

3 The TMC has Account Management structure in place to respond 20 80

to the queries, needs and requirements of the DPME and a

complaint handling procedure to assist in managing and recording

the compliments and complaints raised by DPME,

The bidder cannot comply with the stipulated requirements

(Score=0)

Bidder can fully comply with requirements (Score =

4 The TMC can consolidate all management information related 20 80

travel expenses, customize reports to DPME requirements and

provide travel management reports indicated on 12.6.6 as and

when required, at no cost.

The bidder cannot comply with the stipulated requirements

(Score=0)

Bidder can fully comply with requirements (Score = 4)

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

TECHNICAL EVALUATION -SITE VISIT PRESENTATION Weight Score Max. score

5 The TMC has strategic global partners with knowledge and 20 80

expertise in travel management to assist with international

travel bookings and advise on the most efficient and cost-

effective travel options, in relation to services such as

accommodation, flights, ground transport, travel insurance and

etc

The bidder cannot comply with the stipulated requirements

(Score=0)

Bidder can fully comply with requirements (Score =

Totals 100 400

Minimum threshold 300

A bidder must receive at least 300 out of 400 points (75%) for Score Card 2A to proceed to Gate 3.

The points received for each criteria will be calculated by averaging the scores awarded by each

Bid Evaluation Committee member.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

Score Card 2B (Online Tool Demonstration) - Refer to ToR and Annexure B: Part 3 (Online Tool

Demonstration) to verify compliance

Max.

TECHNICAL EVALUATION-ONLINE TOOL DEMONSTRATION Weight Score

score

1 Par 12.4.1 – booking tool customisable to meet unique DPME 10 40

Technical Specifications

Source: TOR Travel Tender Final v..17062026.pdf (RFP)

Tender for appointment of a travel management agency

For the department of planning, monitoring & evaluation

(Dpme) for a period of thirty-six (36) months.

Tender number: dpme 09 2026/27

EXPECTED CONTRACT START DATE: 1 October 2026

BID VALIDITY PERIOD: 120 days

COMPULSORY BRIEFING SESSION: Refer to SBD 1

Tender box address:

Department of planning, monitoring & evaluation (dpme)

330 grosvenor street

Hatfield, pretoria

12.1 Background

DPME currently manages the travel requisition and travel expense processes within the travel

management lifecycle through an off-site service with a Travel Management Company

(TMC). The travel requisition process is currently an online process done on a travel system.

The travel requisition is booked online by a consultant or DPME official and submitted to the

relevant authorising official through an automated SMS and email system. The authorising

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

official approves the requisition through an approval link and vouchers are automatically

issued and send to the traveller and third-party service provider.

DPME’s primary objective in issuing this Tender is to enter into agreement with a successful

bidder(s) who will achieve the following:

a) Provide DPME with the travel management services that are consistent and reliable

and will maintain a high level of traveller satisfaction in line with the service levels;

b) Achieve significant cost savings for DPME without compromising the services;

c) Appropriately contain DPME’s risk and traveller risk.

12.2 Travel Volumes

The current DPME total volumes per annum includes air travel, accommodation, car hire,

conference, shuttles services and etc. The table below details the historical expenditure for

the period, Oct 2023 – April 2026.

Number of Approximate

Service Category Transactions Expenditure

(Inc. Vat)

Air travel - Domestic 5454 R 16 032 635

Air Travel - International 94 R 6 138 971

Car Rental - Domestic 1958 R 8 569 166

Shuttle/Transfers Services - Domestic 4626 R 4 218 620

Shuttle/Transfers Services - International 92 891 522

Accommodation - Domestic 3986 R 12 256 614

Accommodation - International 99 R 5 397 559

Bus/Coach bookings 10 R 8 380

Train - International 1 R 7200

Conferences/Events 79 R 18 801 921

Parking 105 R 52 160

Insurance 78 R 37 153

Note: These are historical figures which will change during the tenure of the contract.

The figures are meant for illustration purposes to assist the bidders to prepare their proposal.

12.3 Service Requirements:

NB* The services below relates to Annexure A1.2 (Service requirements) of this tender

document. The bidder must fully complete Annexure A1.2, ticking all the appropriate boxes

and signing off the document to validate the annexure.

12.3.1 General

The successful bidder will be required to provide travel management services. Deliverables under

this section include without limitation, the following:

a. The travel services will be provided to all Travellers travelling on behalf of DPME, locally and

internationally. This will include employees, contractors, consultants and clients where the

agreement is that DPME is responsible for the arrangement and cost of travel.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

b. Provide travel management services during normal office hours (Monday to Friday 08h00 –

17h00) and provide emergency services outside of normal office hours (including weekends

and public holidays).

c. Ensure that travel suppliers and negotiated agreements that are in place between DPME /

National Treasury and third parties are enforced. Assist with further negotiations for better

deals with travel service providers.

d. Ensure implementation and compliance with DPME Travel Policy as well as the National

Treasury travel framework and cost containment measures.

e. Manage the third-party service providers by addressing service failures and complaints against

these service providers.

f. Consolidate all invoices from suppliers.

g. Ensure that all government rates and limits are implemented and adhered to and that proper

authorisation is obtained from a delegated DPME employee for any deviations from approved

limits

12.3.2 Reservations

The Travel Management Company will:

a. Always endeavour to make the most cost-effective travel arrangements based on the request

from the traveller and/or travel booker as per cost containment measures required by National

Treasury.

b. Apprise themselves of all travel requirements for destinations to which travellers will be

travelling and advise the Traveller of alternative plans that are more cost effective and more

convenient where necessary.

c. Obtain a minimum of three (3) price comparisons for all travel requests where the routing or

destination permits.

d. Book the negotiated discounted fares and rates where possible.

e. Must keep abreast of carrier schedule changes as well as all other alterations and new

conditions affecting travel and make appropriate adjustments for any changes in flight

schedules prior to or during the traveller’s official trip. When necessary, e-tickets and billing

shall be modified and reissued to reflect these changes.

f. Make provision for bookings at parking facilities at the airports where required, for the duration

of the travel.

g. Respond timely and process all queries, requests, changes and cancellations timeously and

accurately.

h. Must be able to facilitate group bookings (e.g. for meetings, conferences, events, etc.)

i. Must issue all necessary travel documents, itineraries and vouchers timeously to traveller(s)

prior to departure dates and times.

j. Advise the Traveller of all visa and inoculation requirements well in advance.

k. Assist with the arrangement of issuing of travel insurance for international trips where required.

l. Facilitate any reservations that are not bookable on the Global Distribution System (GDS).

m. Facilitate bookings that are generated through their own- or third-party Online Booking Tool

(Obt).

n. Visa applications will not be the responsibility of the TMC; however, the relevant information

must be supplied to the traveller(s) where visas will be required.

o. Airline fares, accommodation establishment rates, car rental rates, etc, that are non-

commissionable, where commissions are earned for DPME bookings all these commissions

should be returned to DPME on a monthly basis.

p. Ensure confidentiality in respect of all travel arrangements.

q. Timeous submission of proof that services have been satisfactorily delivered (invoices) as per

DPME’s instruction.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

12.3.3 Air Travel

a. The TMC must be able to book full-service carriers as well as low-cost carriers.

b. The TMC will book the most cost-effective airfares possible for domestic travel.

c. For international flights, the airline which provides the most cost effective and practical routings

may be used.

d. The TMC should obtain three or more price comparisons where applicable to present the most

cost effective and practical routing to the Traveller as well as be in a position to provide proof

of price comparison.

e. The airline ticket should include the applicable airline agreement number as well as the

individual loyalty program number of the Traveller (if applicable).

f. Airline booking confirmation/voucher must be send electronically (SMS and/or email format) to

the traveller(s) and travel bookers promptly after booking before the departure times.

g. The TMC will also assist with the booking of charters for VIPs utilising the existing transversal

term contract where applicable as well as the sourcing of alternative service providers for other

charter requirements.

h. The TMC will be responsible for the tracking and management of unused e-tickets as per

agreement with the institution and provide a report on refund management once a quarter.

i. The TMC must during their report period provide proof that bookings were made against the

discounted rates on the published fairs where applicable.

j. Ensure that travellers are always informed of any travel news regarding airlines (like baggage

policies, checking in arrangements, etc.)

k. Assist with lounge access if and when required, subject to prior approval from the delegated

DPME official.

12.3.4 Accommodation, Venues and Facilities

a. The TMC will obtain price comparisons within the maximum allowable rate matrix as per the

National Treasury instruction and DPME travel policy.

b. The TMC must provide three or more price comparisons (online or manually depending on the

set up) from accommodation establishments that provide the best available rate within the

maximum allowable rate and that is located as close as possible to the venue or office or

location or destination of the traveller.

c. This includes planning, booking, confirming and amending of accommodation with any

establishment (hotel group, private hotel, guest house or Bed & Breakfast) in accordance with

DPME’s travel policy.

d. The TMC must be able to manage and coordinate venue related logistics and negotiate for

discounts on behalf of the DPME

e. DPME travellers are encouraged to stay at accommodation establishments with which DPME

or National Treasury has negotiated corporate rates. Should there be no rate agreement in

place in the destination, or should the contracted establishment be unable to accommodate

the traveller, the TMC will advise on a suitable accommodation bearing in mind the requirement

of convenience for the traveller and conformation with acceptable costs, or as stipulated in

written directives issued from time to time by the National Treasury and DPME.

f. Accommodation vouchers must be issued to all DPME travellers for accommodation bookings

and must be invoiced to DPME as per arrangement. Such invoices must be supported by a

copy of the original hotel accommodation charges.

g. The TMC must during their report period provide proof, where applicable, that accommodation

rates were booked within the maximum allowable rates as per the cost containment instruction

of the National Treasury.

h. Cancellation of accommodation bookings must be done promptly to guard against no show

and late cancellation fees.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

12.3.5 Car Rental, Train, Bus and Shuttle Services

a. The TMC will book the approved category vehicle in accordance with the DPME Travel Policy

with the appointed car rental service provider from the closest rental location (airport, hotel and

venue).

b. The travel consultant should advise the Traveller on the best time and location for collection

and return considering the Traveller’s specific requirements.

c. The TMC must ensure that relevant information is shared with travellers regarding rental

vehicles, like e-tolls, refuelling, keys, rental agreements, damages and accidents, etc.

d. For international travel the TMC should offer alternative ground transportation to the Traveller

that may include rail, buses and transfers.

e. The TMC will book transfers in line with the DPME Travel Policy with the appointed and/or

alternative service providers. Transfers can also include bus and coach services.

f. The TMC must also make provision for rail transport bookings and further negotiate for

discounts where possible.

g. The TMC should manage shuttle companies on behalf of the DPME and ensure compliance

with minimum service standards. The TMC should also assist in negotiating better rates with

relevant shuttle companies.

h. The TMC must during their report period provide proof that negotiated rates were booked,

where applicable.

12.3.6 After Hours and Emergency Services

a. The TMC must provide a consultant or team of consultants to assist Travellers with after hours

and emergency reservations and changes to travel plans.

b. A dedicated consultant/s must be available to assist VIP/Executive Travellers with after hour

or emergency assistance.

c. Provide travel management services during normal office hours (Monday to Friday 08h00 –

17h00) and provide emergency services outside of normal office hours (including weekends

and public holidays).

d. A call centre facility or after hours contact number should be available to all travellers so that

when required, unexpected changes to travel plans can be made and emergency bookings

attended to.

e. The Travel Management Company must have a standard operating procedure for managing

after hours and emergency services. This must include timely assistance on urgent online

bookings/changes.

12.3.7 Communication

a. The TMC may be requested to conduct workshops and training sessions for Travel Bookers

of DPME.

b. All enquiries must be investigated and prompt feedback be provided in accordance with the

Service Level Agreement.

c. The TMC must ensure sound communication with all stakeholders. Link the business traveller,

travel coordinator, travel Management Company in one smooth continuous workflow.

12.4 Technology – Online Booking Tool and invoicing / reporting

Only proposals that include an online booking tool which provides the minimum functionality

detailed below will be considered.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

12.4.1 The online booking tool must be customisable to the specific needs of the Department to

ensure that all travel requests comply with National Treasury Instructions and DPME

policies. The tool must be able to give an indication on when the travel booking has expired

and have an option for travel bookers to restart the bookings

12.4.2 The tool must employ sufficient access and intrusion security measures, and must support

the assignment of specific access rights to different categories of users. The tool must

make provision for the selected DPME super-users / administrators to reset system

passwords for travellers.

12.4.3 The tool must make provision for DPME to add and remove cost centres and authorised

approvers per cost centre. DPME will not be liable for any service rendered unless such

service was approved by duly authorised DPME employee (it remains the responsibility of

DPME to ensure that authorisers are correctly captured on the online booking tool). The

tool must be customisable to enable DPME to link each approver to his/her respective cost

centre to avoid irregular approvals.

12.4.4 The tool must make provision for DPME to create policy groups and limits for each service

/ sector type per policy group.

12.4.5 Traveller profiles must be created and amended online by DPME. Traveller profiles will

contain all the information normally required to travel (Full names. ID number etc.) as well

as:

Contact information to enable the sending of SMSs and e-mails to travellers.
Policy group applicable to each traveller (which can only be amended by DPME

administrators)

12.4.6 The tool must employ approval escalation flows (to be added/amended online by DPME)

for each cost centre as well as for out of policy approvals. The tool must enable DPME to

load substitute approvers for a predetermined period as and when required. The tool must

enable the travel bookers and approvers to manually escalate travel bookings to all

approval levels (e.g. Level 1 Budget Manager, Level 2 Responsibility Manager and Level

3 Programme Manager).

12.4.7 The tool must require the uploading of supporting documentation before a booking is sent

for approval (based on policy group settings).

12.4.8 All local travel (airline tickets, accommodation, car rental, point-to-point transfers and

parking facilities at airports), can be booked, approved and amended online. The TMC

may not charge a consultant service fee in cases where the online booking tool does not

make provision for the booking or amendment of these local services/sectors. The tool

must be able to populate suppliers for local trips (point-to-point transfers, airline tickets,

accommodation, car rental and etc), to enable travel bookers to make price comparisons

and select the most appropriate and cost-effective option during the booking process.

12.4.9 The following information must be available and visible to the booker when making an

online booking and the approvers:

Service / sector type Required information

Flights

Departure / arrival destinations
Scheduled departure and arrival dates / times
Travel Class (First, Business, Economy)
Fare category (Y, Q, K etc.)
Fare (fully inclusive of all charges)

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

Change / cancellation penalties
Whether flight is in or out of policy (based on policy group to which

traveller is assigned)

The TMC fee that will be charged for the sector
Missed savings on the selected flight

Accommodation

Detailed location (street address and GPS coordinates)
Establishment type (Hotel, B&B, guest house etc.)
Quoted rate (inclusive of all discounts and tourism levy)
Type of rate - Room only, Bed and Breakfast, Dinner bed and

Breakfast, full board

Cancellation rules / penalties
Whether rate is in or out of policy (based on policy group to which

traveller is assigned)

The TMC fee that will be charged for the sector
Missed savings on the selected hotel

Rental cars

Group (eg. EDMR, EDAR)
Cancellation rules / penalties
Whether group is in or out of policy (based on policy group to which

traveller is assigned)

The TMC fee that will be charged for the sector
Indication of patrol card and the relevant amount when requested

Point-to-point transfer

Group (standard / luxury / VIP etc.)
Rate
Cancellation rules / penalties
Whether group is in or out of policy (based on policy group to which

traveller is assigned)

The TMC fee that will be charged for the sector

12.4.10 The TMC’s online tool must provide a facility (at no cost) where invoices and supporting

documents can be downloaded by DPME staff at any time. The online tool must further

provide a facility where invoice data can be downloaded by authorised DPME staff in

Microsoft Excel format or in CSV format. The data fields to be included in the invoice data

download facility must contain all data fields included on an invoice, as well as any

additional fields to be stipulated by DPME.

12.5 Financial Management and invoicing

12.5.1 The TMC must implement the rates negotiated by DPME with travel service providers or

the discounted air fares, or the maximum allowable rates established by the National

Treasury where applicable.

12.5.2 The TMC will be responsible to manage third-party service provider accounts. This will

include the timely receipt of invoices to be presented to DPME for payment within the

agreed time period. The onus is upon the TMC to quality assure all the invoices and all

incorrect invoices must be rectified prior submission to DPME.

12.5.3 The TMC must enable savings on total annual travel expenditure and this must be reported

and proof provided during monthly and quarterly reviews.

12.5.4 The TMC will invoice DPME separately for each service / sector. The invoice should

clearly indicate the following:

Unique invoice number
Name of traveller
Name of approver
Name of out of policy approver (if applicable).

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

Cost centre of traveller
Booking / Trip reference number (and DPME purchase order number if provided)
Start and end dates (date sector/service started and ended)
Fee(s) charged for the service / sector (listed separately, not pooled).

12.5.5 An invoice from the TMC will be considered valid and will be processed by DPME for

payment if the following conditions are met:

The invoice contains all the information stipulated under 15.5.4 above
The sector/service was approved by an authorised DPME approver.
Detailed third-party invoices are attached (except for air-travel)
The invoice amount does not exceed the amount approved (except for valid additional

charges such as fuel and km rates charged by car rental companies or any other

charge allowable in terms of the DPME policy).

All supporting documents uploaded by the traveller/booker are attached to the invoice

12.5.6 The TMC must forward valid invoices by e-mail to an e-mail address to be determined by

DPME or hand deliver the invoices to the DPME address provided. Each invoice as well

as all other documentation required to process the invoice must be sent as a single e-mail

with one or more attachments.

12.5.7 DPME will settle valid invoices within 30 working days with no invoice settled after 30

calendar days.

12.5.8 Corrections to invoiced amounts must be done by issuing a credit note for the full amount

(including fees) of the incorrect invoice and by issuing a new invoice (with a new invoice

number). The TMC may under no circumstances invoice the Department more than once

for the same service (unless a credit note or notes were issued for the incorrect invoice or

invoices). The non-negotiable penalty fee for services/sectors invoiced more than once

will be the full amount due for the service/sector (including any fees charged).

12.5.9 Pre-payment required for a specific service / sector must be made by the TMC. The

Department and the Service provider may include provisions in the service level

agreement for pre-payments to be passed on to the Department, provided that such pre-

payments will only be considered where the total cost of a specific service/sector

(excluding fees) exceed R100,000. This provision excludes payment for airline tickets,

since these can be invoiced and paid in less than 30 days.

12.6 Management Information and Reporting

12.6.1 The TMC must have the capability to consolidate all management information related to

travel expenses into a single source document with automated reporting tools.

12.6.2 All management information and data input must be accurate.

12.6.3 The TMC must be able to provide the DPME with travel management reports as and

when required at no cost.

12.6.4 Reports must be accurate and must be provided as per DPME’s specific requirements at

the agreed time. Information must be available on a transactional level that reflect detail

including the name of the traveller, date of travel, spend category (example air travel,

shuttle, accommodation).

12.6.5 Reports must be available in an electronic format for example Microsoft Excel.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

12.6.6 Service Level Agreements reports must be provided on the agreed date. It will include but

will not be limited to the following:

12.6.6.1 Travel

a) After hours’ Report;

b) Reason for travel, Amendments and Cancellations;

c) Proof of non-availability of all required travel services;

d) Spend Manager analysis;

e) Compliments and complaints;

f) Consultant Productivity Report;

g) Long term accommodation and car rental;

h) Extension of business travel to include leisure;

i) Upgrade of class of travel (air, accommodation and ground transportation);

j) Bookings outside Travel Policy;

k) Online Travel Approvals.

l) Online late travel bookers

m) User profiles report

12.6.6.2 Finance

a) Reconciliation of commissions/rebates or any volume driven incentives;

b) Creditor’s ageing report;

c) Creditor’s summary payments;

d) Daily electronic invoices;

e) Report on missed savings

f) Reconciled reports for Travel Lodge card statement;

g) No show report;

h) Cancellation and amendment report;

i) Receipt delivery report;

j) Monthly Bank Settlement Plan (BSP) Report;

k) Refund Log;

l) Open voucher report

m) Open Age Invoice Analysis, and

n) Accruals and Commitments

12.6.7 The TMC will implement all the necessary processes and programs to ensure that all the

data is secure at all times and not accessible by any unauthorised parties.

12.7 Account Management

12.7.1 An Account Management structure should be put in place to respond to the needs and

requirements of the DPME and act as a liaison for handling all matters with regard to

delivery of services in terms of the contract.

12.7.2 The TMC must appoint a dedicated Account or Business Manager that is ultimately

responsible for the management of the DPME’s account.

12.7.3 The necessary processes should be implemented to ensure good quality management

and ensuring Traveller satisfaction at all times.

12.7.4 A complaint handling procedure must be implemented to manage and record the

compliments and complaints of the TMC and other travel service providers.

12.7.5 The Service Level Agreement (SLA) must be managed and customer satisfaction surveys

conducted to measure the performance of the TMC.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

12.7.6 Ensure that workshops/training is provided to Travellers and/or Travel Bookers.

12.7.7 During reviews, comprehensive reports on the travel spend, B-BBEE spend and the

performance in terms of the SLA must be presented.

12.8 Value Added Services

The TMC must provide value added services not limited to the following:

12.8.1 Destination information:

i. Health warnings;

ii. Weather forecasts;

iii. Places of interest;

iv. Visa information;

v. Travel alerts (e.g. flight delays, cancellations & etc);

vi. Location of hotels and restaurants;

vii. Information including the cost of public transport;

viii. Rules and procedures of the airports;

ix. Business etiquette specific to the country;

x. Airline baggage policy; and

xi. Supplier updates

12.8.2 Electronic voucher retrieval via web and smart phones;

12.8.3 SMS notifications for travel confirmations;

12.8.4 Travel audits;

12.8.5 Global Travel Risk Management;

12.8.6 VIP services for Executives that include, but is not limited to check-in support.

12.9 Cost Management

12.9.1 The National Treasury cost containment initiative and the DPME’s Travel Policy is

establishing a basis for a cost savings culture.

12.9.2 It is the obligation of the TMC Consultant to advise on the most cost-effective option at all

times, and costs should be within the framework of the National Treasury’s cost

containment instructions.

12.9.3 The TMC plays a pivotal role to provide high quality travel related services that are

designed to strike a balance between effective cost management, flexibility and traveller

satisfaction.

12.9.4 The TMC should have in-depth knowledge of the relevant supplier(s)’ products, to be able

to provide the best option and alternatives that are in accordance with DPME’s Travel

Policy to ensure that the Traveller reaches his/her destination safely, in reasonable

comfort, with minimum disruption, cost effectively and in time to carry out his/her business.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

12.10 Quarterly and Annual Travel Reviews

12.10.1 Quarterly reviews are required to be presented by the Travel Management Company on

all DPME travel activity in the previous three-month period. These reviews are

comprehensive and presented to DPME’s Procurement and Finance teams as part of the

performance management reviews based on the service levels.

12.10.2 Annual Reviews are also required to be presented to DPME’s Senior Executives.

12.11 Office Management

The TMC to ensure high quality service to be delivered at all times to the DPME’s travellers.

The TMC is required to provide DPME with highly skilled and qualified human resources of the

following roles but not limited to:

a. Key Account Manager

b. Senior Consultants

c. Intermediate Consultants

d. Junior Consultants

e. Travel Manager (Operational)

f. Finance Manager / Branch Accountant

g. Admin Back Office (Creditors / Debtors/Finance Processors)

h. System Administrator (General Admin)

i. Afterhours consultants

The bidder must have its Head Office or a regional / satellite office in Gauteng that is staffed

during normal business hours. The Key Account Manager must be based in Gauteng.

Experience & Qualifications

Source: TOR Travel Tender Final v..17062026.pdf

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

Shuttle Service means the service offered to transfer a Traveller from one point to another,

for example from place of work to the airport.

Third party fees are fees payable to third party service providers that provides travel

related services on an ad hoc basis that is not directly provided by the TMC. These fees

include visa fees and courier fees.

Transaction Fee means the fixed negotiated fee charged for each specific sector / service

type (e.g. car rental, air ticket), charged per type per transaction per traveller.

Traveller refers to a Government official, consultant or contractor travelling on official

business on behalf of Government.

Travel Authorisation is the official form utilised by Government reflecting the detail and

order number of the trip that is approved by the relevant authorising official of the act of

final approval of a travel booking on an online system.

Travel Booker is the person coordinating travel reservations with the Travel Management

Company (TMC) consultant on behalf of the Traveller, e.g., the personal assistant of the

traveller.

Travel Management Company or TMC refers to the Company contracted to provide travel

management services (Travel Agents).

Travel Voucher means a document issued by the Travel Management Company to

confirm the reservation and/or payment of specific travel arrangements.

Travel Sector means a specific service arranged by the TMC on behalf of the Traveller,

such as a flight, hotel accommodation, rental car, etc.

Trip consists of one or more travel sectors
Value Added Services are services that enhance or complement the general travel

management services e.g., Rules and procedures of the airports.

VAT means Value Added Tax.
VIP or Executive Service means the specialised and personalised travel management

services to selected employees of Government by a dedicated consultant to ensure a

seamless travel experience.

Annexure B: Part 1(Desktop Evaluation)

Exhibit 3:

Company Profile
Any other supplementary information

9.3 Bidders are requested to initial each page of the tender document (all SBD forms) on the

bottom right-hand corner. Where bidders fail to initial or sign any SBD document, the bidder

shall have no recourse to claim that bid documents used during evaluation were different

from the documents submitted.

10 CV’s of the project team (Key Account Manager and travel coordinator)

indicating a minimum of at least three (3) years travel management

related experience.

11 At least three (3) signed trade references from other institutions including

contact details. References include duration of contract, size of

institution and indication performance. The trade references confirm

that:

The bidder has provided similar (to the DPME scope) travel services

to at least one department/company/organisation with 400 or more

employees.

All three trade references confirm that the service provided was

satisfactory

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

The bidder has at least three years’ experience in providing travel

management services

12 Bidder attended the compulsory briefing session. (Attendance register to

be used for verification, Bidders are required to sign the attendance

Trained staff on call 24 hours per day, 7 days a week, 365 days a

13 year (Provide evidence or indicate the specific page

number/paragraph in the proposal where to find the criteria)

Quality Management

Source: TOR Travel Tender Final v..17062026.pdf

notification for travel confirmations, VIP services for executives

that include but not limited to check in support as well as travel

alerts and other related information indicated on 12.8.1.

The bidder cannot comply with the stipulated requirements

(Score=0)

Bidder can fully comply with requirements(Score = 4)

2 TMC can manage third-party service provider accounts which 20 80

includes follow up on outstanding invoices, quality assurance of

invoices and rectification of incorrect invoices prior submission to

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

18.3 To carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the services offered by the bidder(s), whether before or after

adjudication of the Bid.

18.4 To correct any mistakes at any stage of the tender that may have been in the Bid documents

or occurred at any stage of the tender process.

18.5 To cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after tenders have been evaluated and/or

after the preferred bidder(s) have been notified of their status as such.

18.6 Award to multiple bidders based either on size or geographic considerations.

18.7 To invite short listed suppliers/companies at their own cost in Pretoria as part of the evaluation

process or when necessary.

18.8 DPME will not be held responsible for any costs incurred by the bidder/s in the preparation

and submission of the bids.

18.9 Bidders are required to indicate the specific page numbers/paragraph in their proposal where

to find the Functional criteria indicated in Gate 1 per criteria.

18.10 The bidders are required to use Annexure C for pricing purposes, and they should under no

circumstances use their own or tamper with the template.

18.11 The total price on Annexure C(Pricing Schedule) is the price that will be used for evaluation

purposes and must be the same as same as total price on the SBD1

18.12 Where there are services offered by the bidder at no charge, the bidder should provide a

cover page as part of Annexure C, indicating services that are offered at no charge.

19 dpme requires bidder(s) to declare

In the Bidder’s Technical response, bidder(s) are required to declare the following:

Confirm that the bidder(s) is to: –

a. Act honestly, fairly, and with due skill, care and diligence, in the interests of DPME;

b. Have and employ effectively the resources, procedures and appropriate technological

systems for the proper performance of the services;

c. Act with circumspection and treat DPME fairly in a situation of conflicting interests;

d. Comply with all applicable statutory or common law requirements applicable to the

conduct of business;

e. Make adequate disclosures of relevant material information including disclosures of

actual or potential own interests, in relation to dealings with DPME;

f. Avoidance of fraudulent and misleading advertising, canvassing and marketing;

g. To conduct their business activities with transparency and consistently uphold the

interests and needs of DPME as a client before any other consideration; and

h. To ensure that any information acquired by the bidder(s) from DPME will not be used

or disclosed unless the written consent of the client has been obtained to do so.

Pricing Schedule

Source: TOR Travel Tender Final v..17062026.pdf

13.1 Transaction Fees

13.1.1 Bidders must provide the transaction cost per service rendered (per sector). The

transaction fee must be a fixed amount per service that is charged only once per

sector/service. The fee must be linked to the cost involved in delivering the service and

not a percentage of the value or cost of the service provided by third party service

providers (except for venue bookings, which are charged as a percentage of the cost).

13.1.2 The TMC is required to offer all services on a ‘Bill back’ basis (DPME does not utilise

Lodge Card services). ‘Bill back’, refers to the supplier sending the bill back to the TMC,

who, in turn, invoices DPME for the services rendered. The fees per sector quoted by the

TMC in the attached Annexure C must be fully inclusive of ‘Bill Back’ charges.

13.1.3 The fees per sector quoted in the attached Annexure C must also be fully inclusive of TMC

charges for cancellations where appropriate. A separate refund processing fee can be

charged for cancelled airline tickets only.

13.1.4 The TMC may not charge additional fees for no-shows, or cancellations of

bookings/service/sectors as the fee in Annexure C for each service/sector is deemed to

include a provision for a reasonable number of cancellations / no-shows. This excludes

any charges by third parties (such as airlines) for changes/cancellations/refunds that must

be passed on to the Department.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

13.1.5 All fees (except conference fees) must be based on sectors being booked online. Only

one of the following fees may be charged in addition to the fixed service/sector fee:

A consultant’s fee (per sector/service) for assisting the booker / traveller in making or

changing the sector; or

An after-hour consultants fee (per sector/service) for assisting the booker / traveller in

making or changing the sector outside of normal business hours; or

VIP consultants fee (per sector/service) for assisting the booker / traveller in making

or changing the sector during all hours. This fee can only be levied for sectors booked

for the Minister, Deputy Minister, Director General and Protectors.

For example (for illustrative purposes only – refer to fee lines in Annexure C):

A local airline ticket is booked online and later changed online. The TMC may only charge the

fee indicated in line 3 once.

A local airline ticket is booked online and later changed with the assistance of a consultant.

The TMC may charge the fee indicated in line 3 as well as the fee indicated in line 29 (or 23 if

done after hours)

A local airline ticket is booked with the assistance of a consultant and changed twice (either

online or by a consultant). The TMC may charge the fee indicated in line 3 once as well as the

fee indicated in line 29 (or 23 if done after hours) once.

13.1.6 Fees must be charged per service/sector and must be included on the invoice for the

service/sector. Fees may not be invoiced separately and may not be pooled (each fee

charged must be indicated separately on the invoice).

13.1.7 The TMC may only charge fees indicated in the service level agreement. The Service

Level agreement may only contain fees included in the bid documents (Annexure C).

13.1.8 All fees provided must be VAT inclusive.

13.2 Volume driven incentives

13.2.1 It is important for bidders to note the following when determining the pricing:

i. National Treasury has negotiated non-commissionable fares and rates with various

airlines carriers and other service providers;

ii. No override commissions earned through DPME reservations will be paid to the

TMCs;

iii. An open book policy will apply and any commissions earned through the DPME

volumes will be reimbursed to DPME.

iv. TMCs are to book these negotiated rates or the best fare available, whichever is

the most cost effective for the institution.

14 evaluation and selection criteria

DPME has set minimum standards (Gates) that a bidder needs to meet in order to be evaluated

and selected as a successful bidder. The bidders must ensure that their document submitted and

technical proposal are clearly structured to cover all the sections as per the technical evaluation

criteria below. Technical proposals must be summarised in Annexure B.

Initials of Specification Committee Members :........., ..........., .........., ..........., ............

Tender for appointment of a travel management agency for the department of

Planning monitoring and evaluation(dpme) for the period of thirty-six (36) months -

Tender number: dpme 09 2026/27

The minimum standards consist of the following Gates:

Gate 2: Technical

1.1. The DPME is uniquely placed to contribute to the vision of improving government outcomes

and impact on society.

1.2. DPME’s key mandate is to facilitate development of plans, monitor performance of National

and Provincial departments and municipalities, carrying out evaluations as well as

promoting good planning and M&E practices in government.

1.3. The purpose of this Request for Proposal is to solicit proposals from potential bidder(s) for

the provision of travel management services to DPME.

1.4. This Tender document details and incorporates, as far as possible, the tasks and

responsibilities of the potential bidder required by DPME for the provision of travel

management services to DPME. This Tender does not constitute an offer to do business

with DPME, but merely serves as an invitation to bidder(s) to facilitate a requirements-based

decision process.

(Pre-qualification documents) and Annexure A1.2 Annexure C (Pricing Schedule)

(service requirements)

Exhibit 2: