Appointment of service providers for rendering of air travel, car hire, shuttle services and accommodation for domestic and/or international travel for free state department of social development for a period of (03) three years

Closing date: 12 October 2026 at 11:00. No bid information session is scheduled.

Bidding procedure enquiries: Nthabiseng Senoko, 051 409 0533, [email protected]. Technical enquiries: Tsoloane Matshaba, 051 409 0615, [email protected]. Submission address: Bid Box, Main Entrance Foyer, Civilia Building, Number 14, Mariam Makeba Street, Bloemfontein, 9300.

Bids must be delivered to the bid box at the Main Entrance Foyer, Civilia Building, Number 14, Mariam Makeba Street, Bloemfontein, 9300, before the closing time of 11:00 on 12 October 2026. Late bids will not be accepted. Bids must be submitted on the official forms provided, not re-typed. The following completed and signed forms must be included: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), and, if applicable, Annexure A (Joint Venture or Consortium agreement). The bid submission index checklist must be completed and submitted with the bid. Bidders must indicate their name and CSD registration number on the cover. Proof of authority to sign (e.g., company resolution) must be submitted. Failure to provide or comply with any required particulars may render the bid invalid.

Bidders must complete and submit the bid submission index checklist, including SBD 1, SBD 3.1, SBD 4, SBD 6.1, Special Conditions of Contract, General Conditions of Contract, and Joint Venture/Consortium Annexure A if applicable.

Evaluation is in phases. Phase I: mandatory requirements (CSD registration, tax compliance, valid IATA licence) – not scored, non-compliance disqualifies. Phase II: functionality scored out of 100; bidders must achieve a minimum of 70 points to proceed. Phase III: price and specific goals scored under the 80/20 preference point system (80 points price, 20 points specific goals). Phase IV: recommendation and appointment by the Bid Adjudication Committee. Functionality criteria include relevant experience in travel management services (up to 30 points, based on value of completed contracts, with supporting orders/appointment letters not older than 4 years) and number of reference letters (up to 20 points, letters not older than 3 months).

The appointed Travel Management Company (TMC) will provide travel management services for all travellers on official government business, including employees, contractors, consultants and clients. Services cover: reservations (air, accommodation, car hire, shuttle, rail/bus), air travel (full-service and low-cost carriers, charters, e-ticket tracking), accommodation (within National Treasury rate matrix, three price comparisons, vouchers), car rental and shuttle services, after-hours and emergency services (available weekdays after hours, 24 hours weekends and public holidays, with a call centre and standard operating procedure), communication with stakeholders, financial management (implement negotiated rates, manage service provider accounts, 30-day bill-back facility, consolidate invoices), value-added services (destination info, SMS notifications, travel audits, global risk management, VIP services), and cost management. The TMC must adhere to the government Travel Policy, ensure cost-effective options, and provide proof of discounted rates. Penalties incurred due to consultant fault are for the TMC's account. Participation in third-party incentive schemes is not allowed.

Functionality points are awarded for relevant experience in travel management services: no submission = 0 points; up to R50,000 = 5 points; R50,000.01 to R100,000 = 10 points; R100,000.01 to R500,000 = 15 points; R500,000.01 to R1,000,000 = 20 points; R1,000,000.01 to R1,500,000 = 25 points; R1,500,000.01 and above = 30 points. Supporting orders or appointment letters (on institution letterhead, signed by Head of SCM or delegated official) must be attached, with corresponding reference letters indicating successful completion; documents must not be older than 4 years. Reference letters (signed by Head of SCM or delegated official, on letterhead, not older than 3 months) earn: no reference letter = 0 points; 1 to 5 letters = 10 points; more than 5 letters = 20 points.

The TMC must implement a Quality Management System to consistently meet customer requirements. Bidders must notify the department in writing of any discrepancy, ambiguity, error or inconsistency in the bid documents. All information and documents related to the bid and contract must be kept confidential and used only for the purposes of the Free State Department of Social Development.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices are accepted. The schedule covers booking fees per person for domestic and international air travel, charter flights, accommodation (domestic and international), car hire/transport, and bundle fees, with escalation percentages for the 1st, 2nd and 3rd years. Service fees must be fixed amounts per service, not percentages of third-party costs. Prices must be inclusive of all costs (VAT, transport, etc.). Copies of third-party detailed invoices for car rental and accommodation must be submitted with invoices; for air transport, provide electronic ticket receipt or third-party invoice as proof of bookings if requested.

Pricing must be on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices are accepted; non-firm prices (including those subject to exchange rate variations) will not be considered. The offer must remain valid for 120 days from the closing date. The pricing schedule covers booking fees per person for domestic and international air travel, charter flights, accommodation (domestic and international), car hire/transport, and bundle fees, with escalation percentages for the 1st, 2nd and 3rd years. Service fees must be fixed amounts per service, not percentages of third-party costs. Prices must be inclusive of all costs (VAT, transport, etc.). Payment will be made within 30 calendar days of receipt of a correct invoice; invoices must quote the departmental order number and be submitted within 30 days after services rendered. The TMC must offer a 30-day bill-back account facility. Bidders must provide proof of cash flow of not less than R50,000.00 for the past six months OR a valid bank guarantee letter not older than six months.

Bidders must be registered on the Central Supplier Database (CSD) – registration can be done at https://secure.csd.gov.za/. Bidders must be tax compliant and provide a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate; if no TCS PIN is available, a CSD number must be provided. For joint ventures/consortia/subcontractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered. Bidders must hold a valid IATA licence/certificate (certified copy) at closing date; if using a third-party IATA licence, a copy of the agreement and certified accreditation certificate must be attached. Preference points for specific goals require supporting documentation: for women-owned (51% or more) – CIPC ownership certificate and sworn affidavit (DTIC format) or B-BBEE certificate with SANAS logo; for youth-owned (51% or more) – same as women-owned; for disability – medical certificate from a registered medical practitioner; for SMME – sworn affidavit (DTIC format) or B-BBEE certificate indicating 100% black ownership. Returnable forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1, and Annexure A (if JV/consortium).

The 80/20 preference point system applies: 80 points for price, 20 points for specific goals. Specific goals and points: 51% or more women-owned enterprise (5 points), 51% or more youth-owned company (5 points), disability (5 points), SMME (5 points). Supporting documents required as per the tender.

The contract will be for a period of 3 years (36 months) from signing, with the department reserving the right to extend. No binding contract exists until a formal written contract is executed. The department may appoint more than one service provider. The successful bidder must sign a service level agreement. The Special Conditions of Contract prevail over the General Conditions in case of conflict. Each order must be invoiced separately quoting the relevant order number; invoices must be submitted within 30 days after services rendered. Payment will be made within 30 calendar days of receipt of a correct invoice; disputed invoices will not be paid until resolved. The TMC must provide details of the contracted car hire company to ensure super cover insurance is provided, and must ensure no separate invoice is issued by the car hire company. Personnel must be available 24 hours as required, and a dedicated Strategic Relationship Manager must be available 24/7/365 for the duration of the project.

The bid is subject to the General Conditions of Contract; Special Conditions prevail in conflict. No binding contract until a formal written contract is executed. The department may appoint more than one service provider. Contract duration is 3 years (36 months) from signing, with option to extend. The travel agency must sign a service level agreement.

Mandatory requirements: Bidders must be registered on the Central Supplier Database (CSD), be tax compliant, and hold a valid IATA licence/certificate (certified copy) at closing date. If using a third-party IATA licence, a copy of the agreement and certified accreditation certificate must be attached.

Evaluation phases: Phase I mandatory requirements (not scored, non-compliance disqualifies). Phase II functionality evaluation with points for company experience, financial capacity, and locality. Phase III evaluation on price and specific goals per Preferential Procurement Regulation 2022. Phase IV recommendation and appointment by Bid Adjudication Committee.