Three-year travel and transport services tender for limpopo department of sport, arts and culture

6.1 Non-compulsory briefing session.

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Table 1.2: Mandatory requirements

1.1 The Limpopo Department of Sport, Arts and Culture is looking for suitably qualified and

experienced service providers with an impeccable track record in providing the services for

Accommodation, Flight, Car Rental, Shuttle, and Super Luxury Coaches to the Department of

Sport, Arts and Culture.

2.1 The Department is event driven, and as such its officials will be required to travel for business

purposes, nationally and internationally. Travel arrangements will consist of hotel

accommodation services, flight tickets, shuttle services, car rentals, and super luxury

coaches.

3. Purpose of this request for bid (RFB)

3.1 The purpose is to appoint service providers to provide the services for Accommodation, Flight,

Car Rental, Shuttle, and Super Luxury Coaches to the Department of Sport, Arts and Culture.

The Department will appoint five service providers, one per district within the Limpopo

Province. Bookings will be coordinated respectively in districts. Service provider(s) who fails

to deliver the service will be replaced by the service provider from the nearest district.

4. Definitions

4.1 DSAC means the organ of state, Limpopo Department of Sport, Arts and Culture.

4.2 Service Level Agreement (SLA) is a contract between the service provider and DSAC that

defines the level of service expected from the service provider.

4.3 VAT means Value Added Tax.

4.4 Accommodation means the rental of lodging facilities including conference facilities while

away from one’s place of abode, but on authorised official duty.

4.5 After-hours service refers to a travel and/ or accommodation that is actioned after normal

working hours, i.e. 16h30, 07h30 and twenty-four hours on weekends and public holidays.

4.6 Air travel means travel by airline on authorised official business.

4.7 Authorising Official means the employee who has been delegated to authorise travel in

respect of travel and/ or accommodation requests e.g. line manager of an official on whose

behalf the travel and / or accommodation arrangements are being made.

4.8 Car Rental means the rental of a vehicle for a short period of time by a Traveller for official

purposes.

4.9 Domestic travel means travel within the borders of the Republic of South Africa.

4.10 Emergency service means the booking of travel and/or accommodation when unforeseen

circumstances necessitate an unplanned trip and/or accommodation or lodging.

4.11 International travel refers to travel outside the borders of the Republic of South Africa.

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4.12 Travel Management Company (TMC) refers to the successful bidder appointed to provide

the services for Accommodation, Flight, Car Rental, Shuttle, and Super Luxury Coaches to the

Department of Sport, Arts and Culture.

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

another, for example from place of work to the airport and meetings.

4.14 Transaction Fee means the fixed negotiated fee charged for each specific service type

e.g. international air ticket, charged per type, transaction, and traveller.

4.15 Traveller means to a DSAC official travelling on official business of DSAC.

4.16 Travel Authorisation means official form used by DSAC reflecting the order number and

other details relevant to the travel and/or accommodation, approved by the authorising official.

4.17 Travel and /or Accommodation Booker means a person co-ordinating travel and/or

accommodation reservation(s) with the Travel Management Company (TMC) on behalf of the

traveller and/or lodger.

4.18 Lodge Card means a credit card specifically designed for business travel and lodging

expenditure.

4.19 Merchant Fees means not more than three percent (3%) of fees charged by the lodge card

company at the point of sale for ground arrangements.

4.20 Super Luxury Coaches means a high-end bus designed for comfort and premium

amenities, offering a superior travel experience compared to standard buses. These buses often

feature reclining seats, entertainment systems, air conditioning, and on-board restroom facilities.

5 legislative framework of the bid

5.1. Tax Legislation

5.1.1 Bidder(s) must be compliant when submitting a proposal to DSAC and remain compliant for

the entire contract term with all applicable tax legislation, including but not limited to the Income

Tax Act, 1962 (Act No. ) and Value Added Tax Act, 1991 (Act No. ).

5.2. Procurement Legislation

5.2.1 DSAC has a detailed evaluation methodology premised amongst others, on Treasury

Regulation 16A3 read with Limpopo Provincial Treasury Instruction Note promulgated

respectively under Section 76 of the Public Finance Management Act, 1999 (Act, No. )

and Section 18(1) (c) read together with Section 18(2) (a), (b), (f) and (i).

5.3. Technical Legislation and/or Standards

5.3.1 Bidder(s) should be cognisant of all the legislation and/or standards specifically applicable

to the services to be rendered for DSAC. It is the service provider’s responsibility that (it / they)

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i.e. the service provider(s), always use National Treasury and Limpopo prescripts when procuring

goods and/or services for DSAC.

6. Briefing session

6.1 Non-compulsory briefing session.

7. Timeline of the bid process

7.1 The validity period of the tender is 120 days after the closing date and time. The project

timeframes of this bid are set out below:

Advertisement of bid on e-tender portal

17 July 2026

Bid closing date.

14 August 2026 at 11:00am

Non-compulsory Briefing Session Date and Venue

29 July 2026 at 10:00am

21 Biccard Street, Olympic Towers Building, Polokwane, 0699

Notice to bidder(s) DSAC will endeavour to inform bidders of the progress until conclusion of the

tender.

All dates and times in this bid are South African standard time.

Any time or date in this bid is subject to change at DSAC’s discretion. The establishment of a time

or date in this bid does not create an obligation on the part of DSAC to take any action or create

any right in any way for any bidder to demand that any action be taken on the date established.

The bidder accepts that, if DSAC extends the deadline for bid submission (the Closing Date) for

any reason, the requirements of this bid otherwise apply equally to the extended deadline.

8. Contact and communication

8.1. A nominated official of the bidder(s) can make enquiries in writing, to the specified person,

Ms Modiba M.V via email address [email protected] and Mr Kwetepane K.F via email address [email protected]. Bidder(s) must reduce all telephonic enquiries to

writing and send to the above email address.

8.2. The delegated office of DSAC may communicate with Bidder(s) where clarity is sought in the

bid proposal.

8.3. Any communication with an official or a person acting in an advisory capacity for DSAC in

respect of the bid between the closing date and the award of the bid by the Bidder(s) is

discouraged.

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8.4. All communication between the Bidder(s) and DSAC must be done in writing.

8.5. Whilst all due care has been taken in the preparation of this bid, DSAC makes no

representations or warranties that the content of the bid or any information communicated to or

provided to Bidder(s) during the bidding process is, or will be, accurate, current, or complete.

DSAC, and its employees and advisors will not be liable with respect to any information

communicated which may not be accurate, current, or complete.

8.6. If Bidder(s) finds or reasonably believes it has found any discrepancy, ambiguity, error or

inconsistency in this bid or any other information provided by DSAC (other than minor clerical

matters), the Bidder(s) must promptly notify DSAC in writing of such discrepancy, ambiguity, error,

or inconsistency in order to afford DSAC an opportunity to consider what corrective action is

necessary (if any).

8.7. Any actual discrepancy, ambiguity, error or inconsistency in the bid or any other information

provided by DSAC will, if possible, be corrected and provided to all Bidder(s) without attribution

to the Bidder(s) who provided the written notice.

8.8. All persons (including Bidder(s)) obtaining or receiving the bid and any other information in

connection with the Bid or the Tendering process must keep the contents of the Bid and other

such information confidential and not disclose or use the information except as required for the

purpose of developing a proposal in response to this Bid.

9. Late bids

9.1 Bids received after the closing date and time, at the address indicated in the bid documents,

will not be accepted.

10. Counter conditions

10.1 Bidders’ attention is drawn to the fact that amendments to any of the Bid Conditions or setting

of counter conditions by Bidders or qualifying any Bid Conditions will result in the invalidation

of such bids.

11. Fronting

11.1. Government supports the spirit of broad based black economic empowerment and

recognizes that real empowerment can only be achieved through individuals and businesses

conducting themselves in accordance with the Constitution and in an honest, fair, equitable,

transparent, and legally compliant manner. Against this background the Government condemn

any form of fronting.

11.2. The Government, in ensuring that Bidders conduct themselves in an honest manner will, as

part of the bid evaluation processes, conduct, or initiate the necessary enquiries/investigations to

determine the accuracy of the representation made in bid documents. Should any of the fronting

indicators as contained in the Guidelines on Complex Structures and Transactions and Fronting,

issued by the Department of Trade and Industry, be established during such enquiry /

investigation, the onus will be on the Bidder / contractor to prove that fronting does not exist.

Failure to do so within a period of 14 days from date of notification may invalidate the bid / contract

and may also result in the restriction of the Bidder /contractor to conduct business with the public

sector for a period not exceeding ten years, in addition to any other remedies DSAC may have

against the Bidder / contractor concerned.

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12. Supplier due diligence

12.1 The Department reserves the right to conduct supplier due diligence prior to final award or

at any time during the contract period.

12.2 The Department reserves the right to report any bidder who submits fraudulent

documents to National Treasury for listing on the register of list of restricted supplier and tender

defaulters.

13. Submission of proposals

13.1. Bid documents must be placed in the tender box on the aforesaid address on or before the

closing date and time.

13.2. Bid documents will only be considered if received by DSAC before the closing date and

time, regardless of the method used to send or deliver such documents to DSAC.

13.3. The bidder(s) are required to submit one (1) original copy marked correctly and sealed.

13.4 Bidder(s) are requested to initial each page of the tender document and the attachments.

14. Company verification

14.1 DSAC reserves the right to do verification from the short-listed bidders as part of the bid

process prior award to verify if the company(ies) is/are in existence.

15. Duration of the contract

15.1 The contract will be for a period of three (03) years.

16. Service requirements

The appointed service providers will be required to comply with National Treasury Instruction Note

/23 FY read in conjunction with National Treasury Instruction Note /23 FY,

all read with Limpopo Provincial Treasury Instruction Note /2015 FY (Copies attached).

16.1 Air travel

a. Airline tickets must be delivered electronically (via email) to the traveller(s) promptly after

booking before the departure times (including sms confirmation).

b. The TMC will book the lowest airfares possible for travel.

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

shall be used unless there are exceptionally good reasons that militates against the usage of

cost effective and/ or practical routes. Any deviation from the usage of cost effective and/ or

practical routes must be recorded in writing, the reason/s thereof be made clear and be

forwarded to DSAC.

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16.2. Accommodation

a. The TMC should book 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.

16.3 Car rental, shuttle services, and super luxury coaches

a. The TMC will book the vehicles as per the approved category vehicle from the closest rental

location (airport, hotel, and venue). Confirmation of bookings must include sms confirmation.

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

that may include rail, buses, and transfers.

d. Super luxury coach services will be provided as per DSAC requirements.

e. It is the responsibility of the TMC to ensure that the transport always have fuel.

f. It is the responsibility of the TMC to ensure that its vehicles are roadworthy and insured.

g. It is the responsibility of the TMC to ensure that it has public liability cover.

h. TMC must ensure that its drivers possess a valid PDP license.

i. It is the responsibility of TMC to find alternative similar transport at no cost to DSAC in a case

of breakdown.

j. It is the responsibility of TMC to pay for tollgates and related charges and traffic fines.

16.4 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 DSAC travellers with after hour or

emergency assistance.

c. After hours’ services must be provided from Monday to Friday outside the official hours (16:30

to 7:h30) and twenty-four (24) hours on 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 (in all travel confirmations)

e. The TMC must have a standard operating procedure for managing after hours and emergency

services.

16.5 Reservations

The Travel Management Company will:

a. book the negotiated discounted fares and rates.

b. book convenient parking facilities at the airports where required for the duration of the travel.

c. responds timely and process all queries, requests, changes, and cancellations timeously and

accurately.

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

prior to departure dates. (Including sms confirmation).

f. advises the Traveller of all visa and inoculation requirements well in advance.

g. assist with the arrangement of foreign currency and the issuing of travel insurance for

international trips where required.

h. 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.

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i. Where pre-payments are required for bookings, it will be the responsibility of the TMC.

j. Hold supplier performance quarterly meetings with the Department.

k. Facilitate any reservations that are not bookable on the Global Distribution

System (GDS).

17. Financial management

17.1 The TMC will be required to offer a 30-day bill-back account facility to the Department

should a lodge card not be offered. ‘Bill back’, refers to the supplier sending the bill back to the

TMC, who, in turn, invoices the Department for the services rendered.

17.2 In instances where the Department have a travel lodge card in place, the payment of air,

accommodation and ground transportation is consolidated through a corporate card vendor. A

monthly reconciliation should be prepared between the charge on the lodge card and the

statement.

17.3 The TMC is responsible for the consolidation of invoices and supporting documentation to

be provided to the Department’s Financial Department on the agreed time period (e.g. weekly).

This includes attaching the Travel Authorization or Purchase Order and other supporting

documentation to the invoices reflected on the Service provider bill-back report or the credit card

statement. The Department is committed to pay the TMC within a period of thirty (30) days.

Payments may be made bi-monthly, provided fully compliant payment packs and accurate

reconciliations are received on time.

17.4 The Department does not have a travel lodge card; it will be the responsibility of the TMC

to have a travel lodge card.

18. Further bid requirements

a. Should DSAC discover and establish that the booked transport, and /or accommodation were

not the lowest available and that such deviation cannot be justified, DSAC reserves the right

to impose a monetary penalty to the value of then (10%) percent of the total value of each

transaction tainted by an unjustified deviation from the expected standard.

19. Evaluation and selection criteria

DSAC has set minimum standards that a bidder(s) needs to meet to be evaluated and selected

as a successful bidder. The minimum standards consist of the following:

a) Administrative Compliance and Mandatory Requirements (Phase 1)

b) Functionality Compliance (Phase 2)

c) Site Inspection (Phase 3)

d) Price and Specific Goals (Phase 4)

Bidders must submit all documents as outlined in Tables below. Only bidder(s) that comply with

ALL these criteria will proceed to Phase 2.

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19.1. Phase 1: administrative compliance.

Bidder(s) must submit the documents listed in Tables below. All documents must be completed,

initialled, and signed by the duly authorised representative of the prospective bidder(s). During

this phase Bidders’ response will be evaluated based on compliance with the listed administrative

and mandatory requirements. The bidder(s) proposal will be disqualified for non-submission of

any of the bid documents.

Phase 1: table 1: documents that must be completed, signed and

Submitted

Table 1.1: Administrative requirements

• Non-submission of the enclosed SBD 1, SBD 3.1, SBD 4, and SBD 6.1 will result in the

disqualification of the bidder. Non-completion, partial completion, and non-signing of SBD

1, SBD 3.1, and SBD 4 will lead to disqualification of the bidder.

• However, non-completion, partial completion, and non-signing of SBD 6.1 will not lead to

the disqualification of the bidder but will result in the non-awarding of the Specific Goals.

Document Document description.

SBD 1 Invitation to bid.

SBD 6.1 Preference points claim form in terms of the

Preferential Procurement Regulations 2022.

Registration on National Treasury Bidder(s) must be registered on the National

Central Supplier Database (CSD). Treasury Central Supplier Database (CSD) on or

before closing date of this bid.

Tax compliant To be verified on National Treasury’s Central

Supplier Database.

GCC General Conditions of Contract

Table 1.2: Mandatory requirements

Document that must be submitted Non-submission and non-compliance will result

in disqualification

SBD 3.1 - Pricing Schedule – Firm Non-completion, partial completion of the enclosed

Prices. Annexure A to SBD 3.1 together with SBD 3.1 will

lead to disqualification of the bidder.

SBD 4 - Bidders’ disclosure. Non-completion, partial completion, and non-

disclosure in terms of paragraph 1,2,3 of the SBD 4

will result in the disqualification of the bidder.

Disclose other company(ies) preferably using

Central Supplier Database number(s). i.e MAAA

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Financial Capacity Attach

• An undertaking by a bank as recognized by

the Banks Act to provide a

minimum value of one million five hundred

thousand rands (R1 500 000.00) revolving

credit or bank overdraft facility to the

prospective bidder; or

• In case of a self-funding company, a stamped

bank statement reflecting a minimum value of

one million five hundred thousand rands (R1

500 000.00) not older than one month from

the date the bid was advertised must be

provided; or

• A valid guaranteed letter of a minimum value

of one million five hundred thousand rands

(R1,500,000.00) or Revolving Credit from the

financial institution accredited by National

Credit Regulator (NCR), not older than one

month of the date the bid was advertised.

19.2 Phase 2: functionality compliance criteria.

Bids must meet the minimum eligibility criteria in respect of functionality of 70 points out of 100

points to be evaluated further to Phase 3.

Any bid that does not meet the minimum eligibility threshold will be automatically disqualified.

The functionality criteria together with the maximum points to be awarded are set out below:

The weight that will be allocated to each functionality criteria is as follows:

NO evaluation guidelines for criteria weight bidder

Criteria application score

1 Capacity and Attach CV’s and certified copies of Identity 30

Capability of the Documents of personnel providing the

service team required services

Excellent: 9 or more CVs 5 = 30

Very good: 7 - 8 CVs 4 = 24

Good: 5 - 6 CVs 3 = 18

Average: 3 – 4 CVs 2 = 12

Poor: 1 - 2 CVs 1 = 6

Nothing provided: 0

2 Travel A project plan showing services (30)

Management breakdown:

Implementation

Methodology ✓ Accommodation Services

✓ Air Travel Services

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✓ Car Rental, Shuttle Services, and

Super Luxury coaches

✓ Consistent and effective after-

hours service

✓ Invoicing Management

✓ Crisis Management

The bidder must clearly indicate the roles

and responsibilities of every personnel and

indicate turnaround time of every service

required.

• Excellent: 6 points above mentioned 5 = 30

and detailed.

• Very good: 5 points above mentioned 4 = 24

and detailed.

• Good: 4 points above mentioned and 3 = 18

detailed.

• Average: 3 points above mentioned 2 = 12

and detailed.

• Poor: Below 3 points above mentioned 1 = 6

and detailed.

• Nothing provided. 0

3 Company Reference letters must indicate – duration, (30)

Experience and and contract value. (completed projects)

Track Record in

• Excellent: 5 References 5 = 30

providing

• Very Good: 4 References 4 = 24

services for

• Good: 3 References 3 = 18

accommodation,

• Average: 2 References 2 = 12

flights, car

• Poor: 1 Reference 1 = 6

rental, shuttles,

• Nothing provided 0

super luxury

coaches

Attach contactable

reference letters

with your client’s

letterhead and

signed by

authorized

persons, from

government

entities or

departments or

municipalities or

private institutions

not older than

three years

NB. The

Department

reserves the right

to verify the

reference letters.

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4 International Air

• Bidders are required to submit their (05)

Transport valid International Air Transport

Association (IATA) Association (IATA) certificate (certified

Certificate copy) at closing date.

• Where a bidding company is using a

3rd party IATA certificate (certified

copy), valid proof of the agreement

must be attached and copy of the

certificate to that effect at closing date.

• Attached 05
• Not attached 0

5 Association of Attach valid proof of the certificate (05)

Southern African (certified copy).

Travel Agents

• Attached 05

(Asata)

• Not attached 0 Certificate or any

recognized

business travel

association in

South Africa

TOTAL 100 points

19.3 Phase 3: site inspection

The Department will conduct site inspection to verify existence and capacity of the company to

efficiently render the services as described in this bid.

• Office of operation
• Office equipment
• Super Luxury Coaches - ownership or rental agreement

Nb. Failure to demonstrate or show one of the aforementioned items, the

Bidder will be eliminated from further evaluation.

19.4 Phase 4 - preference points scoring system in terms of ppr 2022.

Either the 90/10 or 80/20 preference point system will be applicable in this tender. The

lowest/ highest acceptable tender will be used to determine the accurate system once

tenders are received.

Points for this tender shall be awarded for:

(a) Price; and

(b) Specific Goals.

The maximum points for this tender are allocated as

follows: POINTS POINTS

Price 80 90

Specific goals 20 10

Total points for Price and SPECIFIC GOALS 100 100

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The specific Number of Number of Means of Number of Number of

goals allocated points points Verification points points

points in terms claimed claimed allocated allocated

of this tender. (80/20 (90/10

(80/20 (90/10 system) system)

system) system)

(To be (To be

(To be (To be completed completed

completed completed by the by the

by the by the tenderer) tenderer)

organ of organ of

state) state)

With at least 51% 10 05 To be verified through

ownership by CSD report

Black People

With at least 51% 02 01 To be verified through

ownership by CSD report

Women

With at least 51% 02 01 To be verified through

ownership by CSD report

Youth

With at least 51% 02 01 To be verified through

ownership by CSD report (Attach

People with medical certificate with

Disabilities practice number from

the registered doctor or

hospital not older than

12 months of issue)

With at least 51% 02 01 To be verified through

ownership by CSD report (Attach proof

Military from Department of

Veterans Military Veterans)

With at least 51% 02 01 To be verified through

ownership by CSD report (Attach letter

Rural / from Traditional

Township Authority and / municipal

Business bill not older than 12

months)

20. General conditions of contract

20.1 Any award made to a bidder(s) under this bid is conditional, amongst others, upon –

a) The bidder(s) accepting the terms and conditions contained in the General Conditions of

Contract as the minimum terms and conditions upon which DSAC is prepared to enter a contract

with the successful Bidder.

b) The bidder submitting the General Conditions of Contract to DSAC together with its bid, duly

initialled by an authorised representative of the bidder.

c) The Department reserves the right to negotiate a fair market price with the successful bidders.

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21. DSAC requires bidder(s) to declare

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

21.1. Confirm that the bidder(s) is to: –

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

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 DSAC 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 DSAC;

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 DSAC as a client before any other consideration; and

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

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

22. Conflict of interest, corruption and fraud

22.1. DSAC reserves its right to disqualify any bidder who either itself or any of whose members:

a. engages in any collusive tendering, anti-competitive conduct, or any other similar conduct,

including but not limited to any collusion with any other bidder in respect of the subject matter of

this bid;

b. seeks any assistance, other than assistance officially provided by a Government Entity, from

any employee, advisor or other representative of a Government Entity in order to obtain any

unlawful advantage in relation to procurement or services provided or to be provided to a

Government Entity;

c. makes or offers any gift, gratuity, anything of value or other inducement, whether lawful or

unlawful, to any of DSAC’s officers, directors, employees, advisors or other representatives;

d. makes or offers any gift, gratuity, anything of any value or other inducement, to any Government

Entity's officers, directors, employees, advisors or other representatives in order to obtain any

unlawful advantage in relation to procurement or services provided or to be provided to a

Government Entity;

e. accepts anything of value or an inducement that would or may provide financial gain, advantage

or benefit in relation to procurement or services provided or to be provided to a Government Entity;

f. pays or agrees to pay to any person any fee, commission, percentage, brokerage fee, gift or

any other consideration, that is contingent upon or results from, the award of any tender, contract,

right or entitlement which is in any way related to procurement or the rendering of any services to

a Government Entity;

g. has in the past engaged in any matter referred to above; or

h. has been found guilty in a court of law on charges of fraud and/or forgery, regardless of whether

or not a prison term was imposed and despite such bidder, member or director’s name not

specifically appearing on the List of Tender Defaulters kept at National Treasury.

23. Misrepresentation during the lifecycle of the contract

23.1. The bidder should note that the terms of its Tender will be incorporated in the proposed

contract by reference and that DSAC relies upon the bidder’s Tender as a material representation

in making an award to a successful bidder and in concluding an agreement with the bidder.

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23.2. It follows therefore that misrepresentations in a Tender may give rise to service termination

and a claim by DSAC against the bidder notwithstanding the conclusion of the Service Level

Agreement between DSAC and the bidder for the provision of the Service in question. In the event

of a conflict between the bidder’s proposal and the Service Level Agreement concluded between

the parties, the Service Level Agreement will prevail.

24. Preparation costs

24.1 The Bidder will bear all its costs in preparing, submitting and presenting any response or

Tender to this bid and all other costs incurred by it throughout the bid process. Furthermore, no

statement in this bid will be construed as placing DSAC, its employees or agents under any

obligation whatsoever, including in respect of costs, expenses or losses incurred by the bidder(s)

in the preparation of their response to this bid.

✓ Car Rental, Shuttle Services, and

reconciliations are received on time.

Tax compliance

CSD report

CSD report (Attach

CSD report (Attach proof

CSD report (Attach letter

Central Supplier Database (CSD)

Central Supplier Database (CSD) on or

Central Supplier Database

Central Supplier Database number(s)

Central Supplier Database (CSD) proves non-compliant

1 Capacity and Attach CV’s and certified copies of Identity 30

Excellent: 9 or more CVs 5 = 30

Very good: 7 - 8 CVs 4 = 24

Good: 5 - 6 CVs 3 = 18

Average: 3 – 4 CVs 2 = 12

Poor: 1 - 2 CVs 1 = 6

• Non-submission of the enclosed SBD 1, SBD 3.1, SBD 4, and SBD 6.1 will result in the

disqualification of the bidder. Non-completion, partial completion, and non-signing of SBD

1, SBD 3.1, and SBD 4 will lead to disqualification of the bidder.

• However, non-completion, partial completion, and non-signing of SBD 6.1 will not lead to

the disqualification of the bidder but will result in the non-awarding of the Specific Goals.

SBD 1 Invitation to bid.

SBD 6.1 Preference points claim form in term

Central Supplier Database (CSD). Treasury Central Supplier Database (CSD) on or

in disqualification

SBD 3.1 - Pricing Schedule – Firm Non-completion, partial completion of the enclosed

lead to disqualification of the bidder.

SBD 4 - Bidders’ disclosure. Non-completion, partial completion, and non

disclosure in terms of paragraph 1,2,3 of the SBD 4

will result in the disqualification of the bidder.

B-BBEE Details: ailable and that such deviation cannot be justified, DSAC reserves the right

to impose a monetary penalty to the value of then (10%) percent of the total value of each

transaction tainted by an unjustified deviation from the expected standard.

19. Evaluation and selection criteria

DSAC has set minimum standards that a bidder(s) needs to meet to be evaluated and selected

as a successful bidder. The minimum standards consist of the following:

a) Administrative Compliance and Mandatory Requirements (Phase 1)

b) Functionality Compliance (Phase 2)

c) Site Inspection (Phase 3)

d) Price and Specific Goals (Phase 4)

Bidders must submit all documents as outlined in Tables below. Only bidder(s) that comply with

ALL these criteria will proceed to Phase 2.

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19.1. Phase 1: administrative compliance.

Bidder(s) must submit the documents listed in Tables below. All documents must be completed,

initialled, and signed by the duly authorised representative of the prospective bidder(s). During

this phase Bidders’ response will be evaluated based on compliance with the listed administrative

and mandatory requirements. The bidder(s) proposal will be disqualified for non-submission of

any of the bid documents.

Phase 1: table 1: documents that must be completed, signed and

Submitted

Table 1.1: Administrative requirements

• Non-submission of the enclosed SBD 1, SBD 3.1, SBD 4, and SBD 6.1 will result in the

disqualification of the bidder. Non-completion, partial completion, and non-signing of SBD

1, SBD 3.1, and SBD 4 will lead t

Veterans Military Veterans)

4.1 DSAC means the organ of state, Limpopo Department of Sport, Arts and Culture.

4.2 Service Level Agreement (SLA) is a contract between the service provider and DSAC that

defines the level of service expected from the service provider.

4.3 VAT means Value Added Tax.

4.4 Accommodation means the rental of lodging facilities including conference facilities while

away from one’s place of abode, but on authorised official duty.

4.5 After-hours service refers to a travel and/ or accommodation that is actioned after normal

working hours, i.e. 16h30, 07h30 and twenty-four hours on weekends and public holidays.

4.6 Air travel means travel by airline on authorised official business.

4.7 Authorising Official means the employee who has been delegated to authorise travel in

respect of travel and/ or accommodation requests e.g. line manager of an official on whose

behalf the travel and / or accommodation arrangements are being made.

4.8 Car Rental means the rental of a vehicle for a short period of time by a Traveller for official

purposes.

4.9 Domestic travel means travel within the borders of the Republic of South Africa.

4.10 Emergency service means the booking of travel and/or accommodation when unforeseen

circumstances necessitate an unplanned trip and/or accommodation or lodging.

4.11 International travel refers to travel outside the borders of the Republic of South Africa.

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Any time or date in this bid is subject to change at DSAC’s discretion. The establishment of a time

or date in this bid does not create an obligation on the part of DSAC to take any action or create

any right in any way for any bidder to demand that any action be taken on the date established.

The bidder accepts that, if DSAC extends the deadline for bid submission (the Closing Date) for

any reason, the requirements of this bid otherwise apply equally to the extended deadline.

11.1. Government supports the spirit of broad based black economic empowerment and

recognizes that real empowerment can only be achieved through individuals and businesses

conducting themselves in accordance with the Constitution and in an honest, fair, equitable,

transparent, and legally compliant manner. Against this background the Government condemn

any form of fronting.

11.2. The Government, in ensuring that Bidders conduct themselves in an honest manner will, as

part of the bid evaluation processes, conduct, or initiate the necessary enquiries/investigations to

determine the accuracy of the representation made in bid documents. Should any of the fronting

indicators as contained in the Guidelines on Complex Structures and Transactions and Fronting,

issued by the Department of Trade and Industry, be established during such enquiry /

investigation, the onus will be on the Bidder / contractor to prove that fronting does not exist.

Failure to do so within a period of 14 days from date of notification may invalidate the bid / contract

and may also result in the restriction of the Bidder /contractor to conduct business with the public

sector for a period not exceeding ten years, in addition to any other remedies DSAC may have

against the Bidder / contractor concerned.

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unlawful advantage in relation to procurement or services provided or to be provided to a

Government Entity;

e. accepts anything of value or an inducement that would or may provide financial gain, advantage

or benefit in relation to procurement or services provided or to be provided to a Government Entity;

f. pays or agrees to pay to any person any fee, commission, percentage, brokerage fee, gift or

any other consideration, that is contingent upon or results from, the award of any tender, contract,

right or entitlement which is in any way related to procurement or the rendering of any services to

a Government Entity;

g. has in the past engaged in any matter referred to above; or

h. has been found guilty in a court of law on charges of fraud and/or forgery, regardless of whether

or not a prison term was imposed and despite such bidder, member or director’s name not

specifically appearing on the List of Tender Defaulters kept at National Treasury.

28.1 No tender shall be awarded to a bidder who is not tax compliant. DSAC reserves the right to

withdraw an award made, or cancel a contract concluded with a successful bidder in the event

that it is established that such bidder was in fact not tax compliant at the time of the award or has

submitted a fraudulent Tax Clearance Certificate to DSAC, or whose verification against the

Central Supplier Database (CSD) proves non-compliant. DSAC further reserves the right to

cancel a contract with a successful bidder in the event that such bidder does not remain tax

compliant for the full term of the contract.

29. National treasury’s register of tender defaulters

29.1 No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National Treasury, or

who have been placed on National Treasury’s List of Restricted Suppliers. DSAC reserves the

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right to withdraw an award, or cancel a contract concluded with a Bidder should it be established,

at any time, that a bidder has been blacklisted with National Treasury by another government

institution.

25.1 If a bidder breaches the conditions of this bid and, as a result of that breach, DSAC incurs

costs or damages (including, without limitation, the cost of any investigations, procedural

impairment, repetition of all or part of the bid process and/or enforcement of intellectual property

rights or confidentiality obligations), then the bidder indemnifies and holds DSAC harmless from

any and all such costs which DSAC may incur and for any damages or losses DSAC may suffer.

26. Precedence

26.1 This document will prevail over any information provided during any briefing session whether

oral or written, unless such written information provided, expressly amends this document by

reference.

27. Limitation of liability

27.1 A bidder participates in this bid process entirely at its own risk and cost. DSAC shall not be

liable to compensate a bidder on any grounds whatsoever for any costs incurred or any damages

suffered as a result of the Bidder’s participation in this Bid process.

28. Tax compliance

28.1 No tender shall be awarded to a bidder who is not tax compliant. DSAC reserves the right to

withdraw an award made, or cancel a contract concluded with a successful bidder in the event

that it is established that such bidder was in fact not tax compliant at the time of the award or has

submitted a fraudulent Tax Clearance Certificate to DSAC, or whose verification against the

Central Supplier Database (CSD) proves non-compliant. DSAC further reserves the right to

cancel a contract with a successful bidder in the event that such bidder does not remain tax

compliant for the full term of the contract.

29. National treasury’s register of tender defaulters

29.1 No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National Treasury, or

who have been placed on National Treasury’s List of Restricted Suppliers. DSAC reserves the

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right to withdraw an award, or cancel a contract concluded with a Bidder should it be established,

at any time, that a bidder has been blacklisted with National Treasury by another government

institution.

30. Governing law

30.1 South African law governs this bid and the bid response process. The bidder agrees to

submit to the exclusive jurisdiction of the South African courts in any dispute of any kind that may

arise out of or in connection with the subject matter of this bid, the bid itself and all processes

associated with the bid.

31. Responsibility for sub-contractors and bidder’s personnel

31.1 A bidder is responsible for ensuring that its personnel (including agents, officers, directors,

employees, advisors, and other representatives), its sub-contractors (if any) and personnel of its

sub-contractors comply with all terms and conditions of this bid. In the event that DSAC allows a

bidder to make use of sub-contractors, such sub-contractors will at all times remain the

responsibility of the bidder and DSAC will not under any circumstances be liable for any losses

or damages incurred by or caused by such sub-contractors.

32. Confidentiality

32.1 Except as may be required by operation of law, by a court or by a regulatory authority having

appropriate jurisdiction, no information contained in or relating to this bid or a bidder’s tender(s)

will be disclosed by any bidder or other person not officially involved with DSAC’s examination

and evaluation of a Tender.

32.2 No part of the bid may be distributed, reproduced, stored or transmitted, in any form or by

any means, electronic, photocopying, recording or otherwise, in whole or in part except for the

purpose of preparing a Tender. This bid and any other documents supplied by DSAC remain

proprietary to DSAC and must be promptly returned to DSAC upon request together with all

copies, electronic versions, excerpts, or summaries thereof or work derived there from.

32.3 Throughout this bid process and thereafter, bidder(s) must secure DSAC’s written approval

prior to the release of any information that pertains to (i) the potential work or activities to which

this bid relates; or (ii) the process which follows this bid. Failure to adhere to this requirement may

result in disqualification from the bid process and civil action.

32.4 No confidential information relating to the process of evaluating or adjudicating tenders or

appointing a bidder will be disclosed to a bidder or any other person not officially involved with

such process.

33. DSAC proprietary information

33.1 Bidder will on their bid cover letter make declaration that they did not have access to any

DSAC proprietary information or any other matter that may have unfairly placed that bidder in a

preferential position in relation to any of the other bidder(s).

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Request for bids for the appointment of service providers to

Provide services for accommodation, flight, car rental, shuttle,

And super luxury coaches to limpopo department of sport, arts

And culture as and when required for a period of three years.

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16.2. Accommodation

a. The TMC should book 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.

16.3 Car rental, shuttle services, and super luxury coaches

a. The TMC will book the vehicles as per the approved category vehicle from the closest rental

location (airport, hotel, and venue). Confirmation of bookings must include sms confirmation.

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

that may include rail, buses, and transfers.

d. Super luxury coach services will be provided as per DSAC requirements.

e. It is the responsibility of the TMC to ensure that the transport always have fuel.

f. It is the responsibility of the TMC to ensure that its vehicles are roadworthy and insured.

g. It is the responsibility of the TMC to ensure that it has public liability cover.

h. TMC must ensure that its drivers possess a valid PDP license.

i. It is the responsibility of TMC to find alternative similar transport at no cost to DSAC in a case

of breakdown.

j. It is the responsibility of TMC to pay for tollgates and related charges and traffic fines.

16.4 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 DSAC travellers with after hour or

emergency assistance.

c. After hours’ services must be provided from Monday to Friday outside the official hours (16:30

to 7:h30) and twenty-four (24) hours on 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 (in all travel confirmations)

e. The TMC must have a standard operating procedure for managing after hours and emergency

services.

16.5 Reservations

a. book the negotiated discounted fares and rates.

b. book convenient parking facilities at the airports where required for the duration of the travel.

c. responds timely and process all queries, requests, changes, and cancellations timeously and

accurately.

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

prior to departure dates. (Including sms confirmation).

f. advises the Traveller of all visa and inoculation requirements well in advance.

g. assist with the arrangement of foreign currency and the issuing of travel insurance for

international trips where required.

h. 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.

DSAC2026/27-B3: request for bids for the appointment of service providers to provide services for accommodation, flight, car rental,

• An undertaking by a bank as recognized by

the Banks Act to provide a

minimum value of one million five hundred

thousand rands (R1 500 000.00) revolving

credit or bank overdraft facility to the

prospective bidder; or

• In case of a self-funding company, a stamped

bank statement reflecting a minimum value of

one million five hundred thousand rands (R1

500 000.00) not older than one month from

the date the bid was advertised must be

provided; or

• A valid guaranteed letter of a minimum value

of one million five hundred thousand rands

(R1,500,000.00) or Revolving Credit from the

financial institution accredited by National

Credit Regulator (NCR), not older than one

month of the date the bid was advertised.

19.2 Phase 2: functionality compliance criteria.

Bids must meet the minimum eligibility criteria in respect of functionality of 70 points out of 100

points to be evaluated further to Phase 3.

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23.2. It follows therefore that misrepresentations in a Tender may give rise to service termination

and a claim by DSAC against the bidder notwithstanding the conclusion of the Service Level

statement in this bid will be construed as placing DSAC, its employees or agents under any

obligation whatsoever, including in respect of costs, expenses or losses incurred by the bidder(s)

in the preparation of their response to this bid.

25. Indemnity

25.1 If a bidder breaches the conditions of this bid and, as a result of that breach, DSAC incurs

costs or damages (including, without limitation, the cost of any investigations, procedural

impairment, repetition of all or part of the bid process and/or enforcement of intellectual property

rights or confidentiality obligations), then the bidder indemnifies and holds DSAC harmless from

any and all such costs which DSAC may incur and for any damages or losses DSAC may suffer.

30.1 South African law governs this bid and the bid response process. The bidder agrees to

submit to the exclusive jurisdiction of the South African courts in any dispute of any kind that may

arise out of or in connection with the subject matter of this bid, the bid itself and all processes

associated with the bid.

31. Responsibility for sub-contractors and bidder’s personnel

31.1 A bidder is responsible for ensuring that its personnel (including agents, officers, directors,

employees, advisors, and other representatives), its sub-contractors (if any) and personnel of its

sub-contractors comply with all terms and conditions of this bid. In the event that DSAC allows a

bidder to make use of sub-contractors, such sub-contractors will at all times remain the

responsibility of the bidder and DSAC will not under any circumstances be liable for any losses

or damages incurred by or caused by such sub-contractors.

5.2.1 DSAC has a detailed evaluation methodology premised amongst others, on Treasury

19. Evaluation and selection criteria

b) Functionality Compliance (Phase 2)

d) Price and Specific Goals (Phase 4)

the disqualification of the bidder but will result in the non-awarding of the Specific Goals.

SBD 6.1 Preference points claim form in terms of the

TOTAL 100 points

Bidder will be eliminated from further evaluation.

19.4 Phase 4 - preference points scoring system in terms of ppr 2022.

Either the 90/10 or 80/20 preference point system will be applicable in this tender. The

Points for this tender shall be awarded for

(b) Specific Goals.

The maximum points for this tender are allocated as

follows: POINTS POINTS

Specific goals 20 10

Total points for Price and SPECIFIC GOALS 100 100

goals allocated points points Verification points points

points in terms claimed claimed allocated allocated

of this tender. (80/20 (90/10

(80/20 (90/10 system) system)

19.2 Phase 2: functionality compliance criteria.

Bids must meet the minimum eligibility criteria in respect of functionality of 70 points out of 100

points to be evaluated further to Phase 3.