Provision for the appointment of service provider for an automated online travel management system for a period of twelve (12) months with one (1) month early termination

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Returnable Documents: 4.1.3 Bidders CSD (Central Supplier Database) Report / Number, 4.1.4 Joint Venture Agreement, if applicable, 4.1.7  SBD 1 (Annexure 1),  SBD 4 (Annexure 3),  SBD 6.1 (Annexure 4), Subcontractor(s), (Valid tax clearance certificate(s), A tax compliance status PIN and, SBD 4) must be submitted for each Consortium/JV member or prime contractor and

EWSETA seeks to appoint a Service Provider to provide an end-to-end Automated Online

Travel Management System that will:

 Automate all travel bookings, approvals and issue all travel documents.

 Integrate travel requests with cost center’s, budgets, and GL accounts.

 Automatically calculate and validate travel costs against allocated budgets.

 Provide online booking services for flights, accommodation, car rental, shuttle,

conferencing, and catering.

 Improve compliance with National Treasury cost containment measures.

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 Provide approval workflows through Email, SMS, WhatsApp links and background

quotations must be accessible to all stages of the booking lifecycle, loading, multi -

level approval and post -completion audits.

 Enable real-time reporting, audit trails, and management dashboards.

 Protect EWSETA’s Travel Lodge Card against fraud and unauthorized transactions.

 Improve traveler, booker and approver experience through seamless digital services.

 Provide expense management for petty cash, fuel, meals, and approved travel

incidentals

NB: The successful bidder shall provide an automated online system capable of

delivering the following services for System functionality requirements

3.1 Flight reservations and air travel services

The Automated online Travel System must be able to:

 Arrange domestic and international flight bookings for authorized travelers.

 Source and provide the lowest logical airfare options aligned to approved travel

policies and cost containment principles.

 Provide a minimum of three (3) flight fare quotations from different airlines where

applicable.

 Provide comparative airfare options including flexible and restricted fares.

 Facilitate airline reservations, ticket issuance, re-issuance, amendments,

cancellations, and refund management.

 Ensure all tickets are issued timeously upon approval.

 Provide electronic travel itineraries and confirmations.

 Arrange VIP travel bookings where required for Executives and Board Members.

 Facilitate airport lounge access where applicable and approved.

 Coordinate excess baggage requirements where applicable.

 Provide after-hours and emergency travel support services.

 Ensure use of negotiated government airline rates where applicable.

 Submit supporting fare quotations, fare rules, and airline fare brochures upon request

for verification and audit purposes.

 Provide advisory services on optimal routing, travel duration, and cost-saving

opportunities.

Government travel cost containment measures require Travel Management Companies to

utilize negotiated airline discounts and cost-effective travel options.

Page | 4

3.2 Hotel accommodation services

The Automated online Travel System be able to:

 Source and arrange hotel accommodation for authorized travelers.

 Provide a minimum of three (3) comparative accommodation quotations for each

booking request.

 Ensure accommodation bookings comply with applicable National Treasury

accommodation rates and organizational travel policies.

 Utilize government negotiated accommodation rates where applicable.

 Provide accommodation vouchers and confirmation letters.

 Facilitate amendments, cancellations, no-show management, and refunds where

applicable.

 Ensure accommodation establishments meet acceptable quality, health, safety, and

accessibility standards.

 Provide accommodation options located within reasonable proximity to meeting

venues or operational locations.

 Negotiate discounted corporate and government accommodation rates where

possible.

 Submit accommodation brochures, quotations, and rate confirmations upon

request.

 Ensure accommodation establishments are legally compliant and operational.

National Treasury travel guidelines require accommodation bookings to be cost-effective and

aligned to approved allowable rates.

3.3 Car rental services

The Automated online Travel System be able to:

 Arrange short-term vehicle rental services through reputable and accredited car

rental companies.

 Provide a minimum of three (3) vehicle rental quotations where applicable.

 Ensure vehicle categories are aligned to approved travel policies and cost

containment measures.

 Facilitate vehicle booking confirmations, amendments, extensions, and cancellations.

 Ensure rented vehicles are roadworthy, insured, licensed, and compliant with safety

regulations.

 Coordinate vehicle delivery and collection where applicable.

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 Provide supporting rental quotations, vehicle categories, and rental brochures upon

request.

 Ensure use of cost-effective vehicle options and negotiated government rates where

applicable.

 Provide accident management and emergency support coordination where

necessary.

National Treasury cost containment guidelines encourage the use of economical vehicle

categories and cost-effective transport solutions.

3.4 Shuttle and transfer services

The Automated online Travel System be able to:

 Arrange airport shuttle services and point-to-point transport for authorized travelers.

 Coordinate transport for meetings, workshops, conferences, and official events.

 Ensure shuttle operators are properly licensed and compliant with passenger

transport legislation.

 Provide professional drivers and safe transport services.

 Provide quotations and fare rate sheet confirmations for shuttle services.

 Ensure timely collection and drop-off services.

 Facilitate emergency and after-hours transport support.

 Submit shuttle transport quotations and service brochures where required.

3.5 Conference and venue management services

The Automated online Travel System be able to:

 Source and secure suitable conference venues for meetings, workshops, seminars,

and training sessions.

 Provide a minimum of three (3) comparative venue quotations.

 Coordinate venue bookings and event logistics.

 Ensure venues provide appropriate facilities including:

o Audio-visual equipment;

o Internet connectivity;

o Parking facilities;

o Accessibility requirements;

o Appropriate seating arrangements.

o Dietary Requirements

 Liaise with venues regarding setup requirements and attendance arrangements.

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 Facilitate amendments and cancellations where necessary.

 Provide venue brochures, quotations, floor plans, and package options upon request.

3.6 Catering services

The Automated online Travel System be able to:

 Arrange catering services for meetings, conferences, workshops, and official events.

 Provide comparative catering quotations where applicable.

 Ensure catering services comply with hygiene and food safety standards.

 Accommodate dietary, religious, cultural, and health requirements where requested.

 Coordinate catering delivery, setup, and service arrangements.

 Provide menu options and catering brochures upon request.

 Ensure cost-effective catering aligned to approved budgets.

3.7 Supporting documentation and quotations

The Automated Online Travel System shall provide access of supporting documentation for

all travel-related services including but not limited to:

 Comparative quotations;

 Fare breakdowns;

 Airline fare rules;

 Accommodation quotations;

 Vehicle rental quotations;

 Shuttle service quotations;

 Hotel and conference brochures;

 Proof of negotiated government rates where applicable;

 Booking confirmations;

 Vouchers and itineraries; and

 Cancellation and refund documentation.

NB: All quotations and support documents must be uploaded and be accessible on

each booking made available for approval, audit and verification purposes.

Page | 7

3.8. Reporting requirements

The Automated online Travel System be able to provide and /or access monthly and

quarterly reports including:

 Travel expenditure reports;

 Savings and cost containment reports;

 Airline usage reports;

 Accommodation reports;

 Car rental and shuttle utilization reports;

 Conference and catering expenditure reports;

 Cancellation and refund reports;

 Service performance reports.

 Traveler behavior and No Shows report

3.9 Budget and Financial Controls

The Automated online Travel System must be able to:

 Link each booking to a Cost Centre.

 Link each booking to General Ledger (GL) Accounts.

 Automatically calculate available budgets before booking approval.

 Prevent over-expenditure unless deviation approval is granted.

 Generate automated financial coding per transaction.

 Produce monthly reconciliations by cost centre and GL account

3.10 Reporting and dashboards

The Automated online Travel System must provide:

Monthly Reports

 Spend by Cost Centre

 Spend by GL Account

 Air spend

 Hotel spend

 Car hire spend

 Shuttle Spend

Page | 8

 Refund report

 No-show report

 Cancellation report

 After-hours report

Quarterly Reports

 Top Travellers

 Top Suppliers

 Savings achieved

 Advance bookings

 Common routes

 Transaction volumes

 SLA performance

Annual Reports

 Full annual travel expenditure

 Budget variance analysis

 Supplier performance review

Reports must export to:

 Excel

 Pdf

 Csv

3.11 Security & compliance

The Automated online Travel System must comply with:

 Popia

 Cybersecurity standards

 National Treasury Cost Containment Instructions

 PFMA

 Internal audit requirements

Must include:

 User role permissions

 Audit trail logs

 Two-factor authentication

 Encrypted data storage

Page | 9

3.12 Implementation requirements

The successful bidder must provide:

 Full system implementation including contingency plan.

 Data migration

 User acceptance testing

 Training for Super users, Travel Bookers and Approvers

 Super User be able to load, Review and have access on booking made by bookers

from beginning to End

 Go-live support

 Helpdesk support

 After-hours support

3.13 Service levels including turnaround times

The Automated online Travel System is accessible:

 To allow booking requests within agreed turnaround times.

 Maintain high levels of professionalism and customer service.

 Provide dedicated account management support.

 Operate a 24-hour emergency support service.

 Ensure confidentiality of organizational and traveler information.

 Ensure compliance with all applicable legislation, National Treasury regulations, SCM

requirements, and EWSETA travel policies.

The Service Provider shall ensure prompt and efficient response times for all travel-related

enquiries and bookings in accordance with the following minimum service standards:

Service Item Required Turnaround Time

Domestic Travel Enquiries Within 1 Hour

International Travel Enquiries Within 2 Hours

Emergency International Travel Requests Within 5 Hours

The Service Provider must maintain adequate operational capacity and after-hours support

to ensure compliance with the above turnaround times and service delivery requirements.

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3.14 Approval workflow

The Automated online Travel System must provide a configurable online approval

workflow with approval via:

 Email

 SMS approval links

 WhatsApp approval links

Standard Workflow:

1. Moderator

2. SCM Compliance

3. Line Manager (drop-down list of approved managers)

4. Finance Manager (for deviations only)

Deviation Logic:

The system must ask:

Is this booking a deviation? YES / NO

If YES, the request must automatically route to Finance Manager for approval.

Additional Requirements:

 All approvers must view quotations and attachments from the approval link

Email, SMS and What sup

 Super User and Travel Bookers must be able to track approval progress.

 Traveler must receive booking confirmation once approved.

 Automated ticketing confirmation documents must be issued immediately after

final approval.

3.15 Super user functionality

EWSETA Super Users must have rights to:

 Capture bookings

 Amend bookings

 Cancel bookings if loaded incorrectly

 View booking status at all stages

 Assist to redirect approvers during out-of-office periods

 Override and /or reject routing before authorized approval

 View reports and dashboards

 View full audit trails

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 Retrieve confirmations and vouchers

 Manage user access

 Able to load New Travelers and Approvers when needed

3.16 Payment management

The Automated online Travel System and the successful bidder must:

 Process all approved travel transactions through EWSETA Travel Lodge Card.

 Safeguard card details through secure payment gateways on the Travel System.

 Prevent fraud, duplicate payments, and unauthorized transactions.

 Provide prepaid virtual card vouchers for suppliers where required.

 Ensure suppliers are paid before traveler check-in where applicable.

 Provide reconciled monthly statements.

3.17 Expense management

The Automated online Travel System must allow management of:

 Petty Cash

 Fuel Claims

 Meals / Lunch Claims

 Approved incidental travel expenses

The system must:

 Capture supporting documents

 Route for approval

 Reconcile expenses monthly

NB: More details will be provided at the briefing session.

.

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 Automate all travel bookings, approvals and issue all travel documents.

 Integrate travel requests with cost center’s, budgets, and GL accounts.

 Automatically calculate and validate travel costs against allocated budgets.

 Provide online booking services for flights, accommodation, car rental, shuttle,

conferencing, and catering.

 Improve compliance with National Treasury cost containment measures.

Page | 3

 Provide approval workflows through Email, SMS, WhatsApp links and background

quotations must be accessible to all stages of the booking lifecycle, loading, multi -

level approval and post -completion audits.

 Enable real-time reporting, audit trails, and management dashboards.

 Protect EWSETA’s Travel Lodge Card against fraud and unauthorized transactions.

 Improve traveler, booker and approver experience through seamless digital services.

 Provide expense management for petty cash, fuel, meals, and approved travel

incidentals

NB: The successful bidder shall provide an automated online system capable of

delivering the following services for System functionality requirements

3.1 Flight reservations and air travel services

Management submitted = 05 points

No Experience = 0 Points

Qualified and Experienced Key Accounts Manager Highly experienced Qualified and 05

manager indicating at least 10 years of experience in (10+ Years) Proven Track Record,

Provided = 05 Points

(9- 5 Years) Proven Track Record,

qualified team and clear roles CV

Provided = 03 Points

aligned to approved allowable rates.

3.3 Car rental services

all travel-related services including but not limited to:

 Comparative quotations;

 Fare breakdowns;

 Airline fare rules;

 Accommodation quotations;

 Vehicle rental quotations;

 Shuttle service quotations;

 Hotel and conference brochures;

 Proof of negotiated government rates where applicable;

 Booking confirmations;

 Vouchers and itineraries; and

 Cancellation and refund documentation.

NB: All quotations and support documents must be uploaded and be accessible on

each booking made available for approval, audit and verification purposes.

Page | 7

3.8. Reporting requirements

4.3 Stage 3: automated online travel system presentation

Live System Demonstrations/Presentations will be requested. Only top Three (3) bidders

under the functionality evaluation criteria above will be shortlisted and may be assessed on a

scenario-based assessment where a bidder is expected to:

 Demonstrate the functionality of proposed Automated Online Travel system in line with

the scope of work.

 Demonstrate understanding of the Business Continuity Plan.

 Demonstrates live system and Expense management processes

At this stage 4.4 of evaluation, bidders are expected to score a minimum of 75 points

to proceed to the final stage of evaluation, pricing, and specific goals stage, below.

# Presentation / Demonstration Evaluation Criteria Reference Page Weight Scoring

alterations may result in disqualification of the bid during the financial evaluation process.

Only firm prices will be accepted. Non-firm prices (including prices subject to rates of

exchange variations) will not be considered. Bidders are requested to provide a clear

agreement regarding joint venture/consortia. The percentage involvement of each company

in the joint venture agreement should be indicated in the agreement.

Valid tax clearance certificate(s), A tax compliance status PIN and

tax compliance status PIN and

Tax compliance status system pin code from the south african revenue service (SARS) and

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS

Tcs pin is available but the bidder is registered on the central supplier database

Csd number

Csd number must be provided

Central Supplier Database) Report / Number

Central supplier database

Joint Venture Agreement, if applicable

joint venture agreement should be indicated in the agreement

Subcontractor(s), (Valid tax clearance certificate(s), A tax compliance status PIN and

SBD 4) must be submitted for each Consortium/JV member or prime contractor and

4.1.1 Company Registration Documents (CIPC)

4.1.3 Bidders CSD (Central Supplier Database) Report / Number

4.1.4 Joint Venture Agreement, if applicable

4.1.7  SBD 1 (Annexure 1)

 SBD 4 (Annexure 3)

 SBD 6.1 (Annexure 4)

B-BBEE Minimum Level: 0

B-BBEE Details: B-BBEE Status level contribution 20

Total points for Price and Specific goals 100

Page | 19

The following table must be used to calculate the score out of 20 for B-BBEE status level

contribution.

B-BBEE Status Level of contributor Number of points 80/20 system)

1 20

2 18

3 14

4 12

5 8

6 6

7 4

8 2

Non-compliant contributor 0

4.4.1 Bidders are required to submit original and valid B-BBEE Status Level Verification

Certificates or certified copies thereof together with their bids, to substantiate their

B-BBEE rating claims.

4.4.2 A tenderer failing to submit proof of the B-BBEE status level of the contributor or is a

non-compliant contributor to B-BBEE may not be disqualified but may only score

points out of 80 for price; and scores 0 points out of 20 for B-BBEE.

4.4.3 A trust, consortium, or joint venture must submit a consolidated B-BBEE Status Level

Verification Certificate for every separate bidder.

4.4.4 A bidder will not be awarded points for B-BBEE status level if it is indicated in the bid

documents that such a bidder intends sub-contracting more than 25% of the value of

the contract to any other enterprise that does not qualify for at least the points that

such a bidder qualifies for unless the intended sub-contractor is an EME that has the

capability and ability to execute the sub-contract.

Page | 20

5. Financial proposal

Financial proposals will be compared based on their total amount inclusive of VAT and all

other related costs. Bidders are required to submit financial proposals as per the table below

on a company letterhead in a separate envelope clearly marked Financial Proposal.

Pricing schedule is compulsory and failure to complete same in prescribed above and without

alterations may result in disqualification of

The Energy and Water Sector Education and Training Authority (EWSETA) is a

statutory body established through the Skills Development Act No (the Act)

to enable its stakeholders to advance the national and global position of the energy

and water sector by facilitating the effective development of skills required to respond

to related imperatives as envisaged in the National Development Plan (NDP).

 Arrange domestic and international flight bookings for authorized travelers.

 Source and provide the lowest logical airfare options aligned to approved travel

policies and cost containment principles.

 Provide a minimum of three (3) flight fare quotations from different airlines where

applicable.

 Provide comparative airfare options including flexible and restricted fares.

 Facilitate airline reservations, ticket issuance, re-issuance, amendments,

cancellations, and refund management.

 Ensure all tickets are issued timeously upon approval.

 Provide electronic travel itineraries and confirmations.

 Arrange VIP travel bookings where required for Executives and Board Members.

 Facilitate airport lounge access where applicable and approved.

 Coordinate excess baggage requirements where applicable.

 Provide after-hours and emergency travel support services.

 Ensure use of negotiated government airline rates where applicable.

 Submit supporting fare quotations, fare rules, and airline fare brochures upon request

for verification and audit purposes.

 Provide advisory services on optimal routing, travel duration, and cost-saving

opportunities.

 Source and arrange hotel accommodation for authorized travelers.

 Provide a minimum of three (3) comparative accommodation quotations for each

booking request.

 Ensure accommodation bookings comply with applicable National Treasury

accommodation rates and organizational travel policies.

 Utilize government negotiated accommodation rates where applicable.

 Provide accommodation vouchers and confirmation letters.

 Facilitate amendments, cancellations, no-show management, and refunds where

applicable.

 Ensure accommodation establishments meet acceptable quality, health, safety, and

accessibility standards.

 Provide accommodation options located within reasonable proximity to meeting

venues or operational locations.

 Negotiate discounted corporate and government accommodation rates where

possible.

 Submit accommodation brochures, quotations, and rate confirmations upon

request.

 Ensure accommodation establishments are legally compliant and operational.

 Arrange short-term vehicle rental services through reputable and accredited car

rental companies.

 Provide a minimum of three (3) vehicle rental quotations where applicable.

 Ensure vehicle categories are aligned to approved travel policies and cost

containment measures.

 Facilitate vehicle booking confirmations, amendments, extensions, and cancellations.

 Ensure rented vehicles are roadworthy, insured, licensed, and compliant with safety

regulations.

 Coordinate vehicle delivery and collection where applicable.

Page | 5

 Provide supporting rental quotations, vehicle categories, and rental brochures upon

request.

 Ensure use of cost-effective vehicle options and negotiated government rates where

applicable.

 Provide accident management and emergency support coordination where

necessary.

 Arrange airport shuttle services and point-to-point transport for authorized travelers.

 Coordinate transport for meetings, workshops, conferences, and official events.

 Ensure shuttle operators are properly licensed and compliant with passenger

transport legislation.

 Provide professional drivers and safe transport services.

 Provide quotations and fare rate sheet confirmations for shuttle services.

 Ensure timely collection and drop-off services.

 Facilitate emergency and after-hours transport support.

 Submit shuttle transport quotations and service brochures where required.

3.5 Conference and venue management services

 Arrange catering services for meetings, conferences, workshops, and official events.

 Provide comparative catering quotations where applicable.

 Ensure catering services comply with hygiene and food safety standards.

 Accommodate dietary, religious, cultural, and health requirements where requested.

 Coordinate catering delivery, setup, and service arrangements.

 Provide menu options and catering brochures upon request.

 Ensure cost-effective catering aligned to approved budgets.

3.7 Supporting documentation and quotations

Domestic Travel Enquiries Within 1 Hour

International Travel Enquiries Within 2 Hours

Emergency International Travel Requests Within 5 Hours

After-hours support; Dedicated account management;

Emergency support capability; Service delivery

capacity

4 Advanced reporting and cost management tools with 20

dashboards and analytics Reporting functionality;

Cost containment measures; Savings reporting;

Budget monitoring; Compliance reporting

5 Comprehensive contingency plan with tested recovery 20

procedures Disaster recovery; Backup procedures;

System redundancy; Emergency travel support;

Cybersecurity controls; Business continuity

arrangements

Total 100

4.4 Stage 4: pricing and specific goals

expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

Page | 29

submit or not to submit the bid, bidding with the intention not to win the bid and conditions or

delivery particulars of the products or services to which this bid invitation relates.

3.4 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening or

of the awarding of the contract.

3.5 There have been no consultations, communications, agreements or arrangements made by the

bidder with any official of the procuring institution in relation to this procurement process prior

to and during the bidding process except to provide clarification on the bid submitted where so

required by the institution; and the bidder was not involved in the drafting of the specifications

or terms of reference for this bid.

3.6 I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to

the Competition Commission for investigation and possible imposition of administrative

penalties in terms of section 59 of the Competition Act No and or may be reported

to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted

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

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

applicable legislation.

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

Online travel management system for a period of twelve (12) months

With one (1) month early termination

Bid Number EWSETA/RFQ/018/2026-27

Management system for a period of twelve (12)

Months with one (1) month early termination

Issue Date TUESDAY 09 JUNE 2026

Non-Compulsory Briefing WEDNESDAY 17 JUNE 2026 @ 11H00 -12H00

an Automated Online Travel Management System for a period of twelve (12) months with

one (1) month early termination.

 To allow booking requests within agreed turnaround times.

 Maintain high levels of professionalism and customer service.

 Provide dedicated account management support.

 Operate a 24-hour emergency support service.

 Ensure confidentiality of organizational and traveler information.

 Ensure compliance with all applicable legislation, National Treasury regulations, SCM

requirements, and EWSETA travel policies.

Secure, smooth payments; multiple

options; compliance with standards

(e.g., PCI-DSS). = 10 Points

• Integration & Reliability

3 Excellent support structure with guaranteed service 10

levels and dedicated resources Turnaround times;

Page | 18

# Presentation / Demonstration Evaluation Criteria Reference Page Weight Scoring

bid that the tax matters of the bidder be in order at the time of award. The failure of the

bidder for not complying with their tax matters at the time of award will result in the bidder

being disqualified.

6.2 The EWSETA will not be liable to reimburse any costs incurred by applicants in preparing

their proposals.

6.3 Bids received late shall not be considered under any circumstances. A bid will be

considered late if it arrives after 13H00 on/after the closing date.

6.4 EWSETA does not bind itself into making an appointment from proposals and offers

received.

6.5 EWSETA reserves the right, at its sole discretion, to cancel this request for proposals,

presentations, and price or not to make any appointment at all.

6.6 EWSETA will not make upfront payments.

6.7 A successful bidder must undertake to abide by the confidentiality undertakings contained

in the agreement to be concluded.

6.8 The successful bidder will be informed of the outcome. A contract will only be deemed to

be concluded when reduced to writing and signed by the designated responsible person

of both parties (duly authorised). The person responsible of the EWSETA is the Chief

EWSETA needs to be satisfied, in all respects, that the service provider selected has the

necessary resources and abilities to deliver the required services. All submissions will be

regarded in a fair manner in terms of evaluation criteria and process. The evaluation will be

in accordance with EWSETA’s SCM Policy, and the Preferential Procurement Regulations

2022 issued in terms of the Preferential Procurement Policy Framework Act (Act No. ), whereby the 80/20 preference point system will be applied to evaluate the received

proposals. A total of 80 points will be allocated on price and 20 points on specific goals,

using SBD 6.1 to claim the points.

The RFQ will be evaluated in four (04) stages as follows:

STAGE 1: Pre-Qualification Criteria: Returnable Administrative documents

STAGE 2: Technical/Functionality Evaluation

STAGE 3: Automated Online Travel System Presentation

STAGE 4: Price and Specific Goals stage

• NB Failure to submit the below listed documents will render your bid null and void and

will not be considered / will be disqualified.

Prospective service providers must comply with the requirements and submit all

required document(s) indicated hereunder with the bid documents at the closing date

and time of bid.

4.1. Stage 1: pre-qualification criteria / returnable administrative

Documents

Prospective service providers must comply with the requirements and submit all

required document(s) indicated hereunder with the bid documents at the closing date

and time of bid.

Returnable administrative documents

Administrative Compliance Yes No

4.1.1 Company Registration Documents (CIPC)

Page | 13

Administrative Compliance Yes No

4.1.2 Bidders must declare that neither the company nor its directors are

listed on the National Treasury Database of Restricted Suppliers

or Register of Tender Defaulters.

4.1.3 Bidders CSD (Central Supplier Database) Report / Number

4.1.4 Joint Venture Agreement, if applicable

4.1.5 Valid B-BBEE Certificate (issued by a SANAS accredited

entity) or duly completed and commissioned B-BBEE Affidavit ( for

EME’s and QSE’s). For joint venture submissions a combined

BBBEE certificate/affidavit must be attached.

4.1.6 The following SBD Forms must be fully completed and signed:

4.1.7  SBD 1 (Annexure 1)

 SBD 3.3 (Annexure 2)

 SBD 4 (Annexure 3)

 SBD 6.1 (Annexure 4)

4.1.8 Annexure 5 - General conditions of Purchase [fully signed on the

last page and initial on each page]

4.1.9 Tax Pin issued by SARS (Tax Clearence Certificate)

If Joint venture, tax Pin for each member.

4.1.10 Annexure 6 - POPI Consent forms consent to process (use)

personal information (Informed Consent Notice) as per Promotion

of Access to

Information Act , as amended, (PAIA) and the

Protection of Personal Information Act (POPIA)

NB: Should the company be a Joint Venture (JV) both parties

must consent and sign this consent form.

Page | 14

Bidders will not be disqualified at this stage should the returnable administrative

documents not be attached; however, should the bidder be recommended all the

documents be required prior to the award.

Note: If a bidder is a Consortium, Joint Venture or Prime Contractor with

Subcontractor(s), (Valid tax clearance certificate(s), A tax compliance status PIN and

SBD 4) must be submitted for each Consortium/JV member or prime contractor and

subcontractors.

4.2 Stage 2: technical / functionality evaluation

An assessment of functionality will be based on the evaluation criteria noted in the table

below. The minimum qualifying score for functionality is 75 points. All bids that fail to

achieve the minimum qualifying score on functionality shall not be considered for further

evaluation of Price and Specific Goals.

Each of the evaluation criteria in the table will carry a weighting as indicated, and the

bidder will be required to score a minimum of 75 points (out of the 100 points), i.e. 75%,

for Functionality in order to qualify to proceed to the next stage of the evaluation process.

4.2.1 Evaluation criteria

The service provider is to meet the criteria below which is applicable to the bid to be submitted

to EWSETA.

Criteria Scoring Weighted

score

Reference letters for Automated online Travel 3 letters attached = 20 points 20

System. 2 letters attached = 15 points

1 letter attached = 10 points

NB: The Reference Letter(s) must not be older than 3

years must be on the letterhead of the previously No reference letters attached /

serviced client and should reflect at least name of the unsatisfactory services rendered = 0

client, title of the related work conducted, year points

conducted and completed, contactable reference name,

contact details and signed by the appropriate delegate.

The Reference Letter must indicate the quality of the

service rendered Reference letters for Commercial

property Auction conducted.

NB: EWSETA may contact the listed references to

validate the information contained in this letter.

Should any unfavorable feedback be received, it will

be considered in the scoring process above.

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Criteria Scoring Weighted

score

Responses to reference requests may be provided

within three (03)

business days from the date of request. If EWSETA

does not receive a response within this time

frames the corresponding reference letter will be

scored zero (0).

Business Continuity Plan Disaster recovery plan in the event 20

of power failure or technical

Bidders must provide details of the disaster recovery difficulties

plan in the event of power failure or technical difficulties. = 05 points

Backup and maintenance plan

Backup and maintenance plan. = 05 points

Describe how traveler’s data privacy interests will be

safeguarded. Travelers’ data privacy safeguard

plan submitted = 05 points

Describe a Module within your Online Booking for

Traveler Safety and Risk Management e.g., Real-time Module within your Online Booking

Traveler Alert and Communication. for Traveler Safety and Risk

Management submitted = 05 points

No Experience = 0 Points

Qualified and Experienced Key Accounts Manager Highly experienced Qualified and 05

Experienced Key Accounts

CV of Key Accounts Manager Manager

Bidders must attach a detailed CV of the account

manager indicating at least 10 years of experience in (10+ Years) Proven Track Record,

Automated online Travel System qualified team and clear roles CV

Provided = 05 Points

(9- 5 Years) Proven Track Record,

qualified team and clear roles CV

Provided = 03 Points

No Evidence of experience or team

= 0 Points

Methodology and project approach The methodology and approach 10

align to the scope of work; the

Bidders must submit a proposal on methodology and timeframes and project plan are

project approach indicating a practical framework to suited and tailored to the project

demonstrate an adequate understanding of online travel needs = 05 points

management services in line with the scope of work.

The methodology and approach

partially align with the scope of work;

the timeframes and project plan are

suited and tailored to the project

needs = 05 points

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Criteria Scoring Weighted

score

The proposed methodology and

approach are generic and minimally

meets projects requirements. The

project plan does not meet all

requirements = 0 points

Live System Demonstration Core Functionality 35

End-to-end booking (search →

select → pay → confirm) works

smoothly with real-time updates.

= 15 Points

Payment & Security

Secure, smooth payments; multiple

options; compliance with standards

(e.g., PCI-DSS). = 10 Points

• Integration & Reliability

Seamless integration with suppliers

(airlines, hotels, etc.); system stable.

= 05 Points

• Reporting & Analytics

Comprehensive, customizable

reports (sales, bookings,

cancellations, trends customer

insights) with export options (Excel,

PDF). = 05 Points

Expense Management Reports 100% accurate with 10

complete supporting documents.

Fully compliance with PFMA, National Treasury, and = 02 Points

EWSETA policies; accuracy and proper documentation

of expense reports; timely submission of claims and Expenses well justified and within

reconciliations; justification and control of expenses approved budget. = 02 Points

within approved budgets; and effective coordination

with Finance and SCM for transparent, accountable, Precision and correctness of

and compliant financial management. reported expenses and supporting

documentation. = 02 Points

Accuracy of Expense Reports. Justification and Validity

of Expenses. Documentation and Record Keeping. Clear business justification and

necessity of each claimed expense.Budget Management

= 02 Points

Adherence to approved budgets and

cost-saving initiatives = 02 Points

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Criteria Scoring Weighted

score

No Expense management provided

= 0 Points

Total available points 100

Each of the evaluation criteria in the table will carry a weighting as indicated, and the bidder

will be required to score a minimum of 75 points (out of the 100 points), i.e. 75%, for

Functionality in order to qualify to proceed to the next stage of the evaluation process.

4.3 Stage 3: automated online travel system presentation

Live System Demonstrations/Presentations will be requested. Only top Three (3) bidders

under the functionality evaluation criteria above will be shortlisted and may be assessed on a

scenario-based assessment where a bidder is expected to:

 Demonstrate the functionality of proposed Automated Online Travel system in line with

the scope of work.

 Demonstrate understanding of the Business Continuity Plan.

 Demonstrates live system and Expense management processes

At this stage 4.4 of evaluation, bidders are expected to score a minimum of 75 points

to proceed to the final stage of evaluation, pricing, and specific goals stage, below.

# Presentation / Demonstration Evaluation Criteria Reference Page Weight Scoring

Section No

1 Fully integrated advanced system meeting all 30

requirements with demonstrations and evidence

includes and not limited to Online self-booking

capability; Automated approval workflow; Budget

control functionality; Expense management

integration; Reporting capability; Mobile accessibility;

Payment integration; Expense Management

2 Comprehensive methodology with detailed 20

implementation plan and clear deliverables

Implementation methodology; Rollout plan; User

training; Change management; Customer support;

Integration approach

3 Excellent support structure with guaranteed service 10

levels and dedicated resources Turnaround times;

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# Presentation / Demonstration Evaluation Criteria Reference Page Weight Scoring

Section No

After-hours support; Dedicated account management;

Emergency support capability; Service delivery

capacity

4 Advanced reporting and cost management tools with 20

dashboards and analytics Reporting functionality;

Cost containment measures; Savings reporting;

Budget monitoring; Compliance reporting

5 Comprehensive contingency plan with tested recovery 20

procedures Disaster recovery; Backup procedures;

System redundancy; Emergency travel support;

Cybersecurity controls; Business continuity

arrangements

Total 100

4.4 Stage 4: pricing and specific goals

Points awarded for specific goals

For the purposes of this tender the tenderer will be allocated points based on the goals stated

in table 1 below as may be supported by proof/ documentation stated in the conditions of this

tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

Points

Price 80