Rendering of travel management services in respect of air travel, car hire, shuttle and accommodation for domestic and/or international travel for the free state provincial treasury for a period of three (3) years

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Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. 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:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that,

if it is unclear whether the 80/20 preference point system applies, an organ of state must, in the

tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10 preference

point system will apply and that the highest acceptable tender will be used to determine the

applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply

and that the lowest acceptable tender will be used to determine the applicable preference point

system, then the organ of state must indicate the points allocated for specific goals for 80/20

preference point system.

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

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such. Note to tenderers: The tenderer must

indicate how they claim points for each preference point system.)

Number of Number of points Proof to be provided

The specific goals allocated points in points claimed (80/20 to claim points

terms of this tender allocated system)

(80/20 system) (To be completed

(To be by the tenderer)

completed by

the organ of

state)

1. Contracting with persons or i. Sworn Affidavit in the

categories of person historically 15 DTIC format or SANAS

accredited B-BBEE disadvantages on the basis of Gender

ii. Ownership certificate

• 51% - 100% Women Owned = 15

issued by the

points Companies and

• 1% - 50% Women Owned = 5 points intellectual Property
• 0% Women Owned = 0 points Commission (CIPC)

2. Reconstruction and Development 5 i. Municipal Account in

Programme (RDP) Goals the name of the

bidder/lease

The Promotion of enterprises located in agreement between

Free State for the work to be done or the Landlord and

services to be rendered in Free State bidder Valid for six

Province = 5 points (6) months form the

date of advertisement

Outside Free State = 0 points

Declaration with regard to company/firm

4.3. Name of company/firm......................................................................................................

4.4. Company registration number: ...............................................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for

the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs

1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of

the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions

of contract have not been fulfilled, the organ of state may, in addition to any other remedy it may

have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to make

less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 2

Special conditions of contract

1. Legislative and regulatory framework

1.1. This bid and all contracts emanating there from, will be subject to the General Conditions of

Contract issued in accordance with Treasury Regulation 16A published in terms of the Public

Finance Management Act, 1999 (Act ). The Special Conditions of Contract are

supplementary to that of the General Conditions of Contract. Where, however, the Special

Conditions of Contract are in conflict with the General Conditions of Contract, the Special

Conditions of Contract prevail.

2. Request for bid

2.1 This in an invitation for Bidders to submit a bid for the provision of the services as set out in

this Special Conditional of Contract.

2.2 Bidders should bid for Traditional Bookings.

2.3 The Free State Provincial Treasury wishes to enter into an exclusive agreement with Travel

Management Services (TMS) whereby all booking arrangements in respect of air travel, car

hire, shuttle and accommodation for domestic and/or international travel by the Free State

Provincial Treasury are referred to these travel management services.

2.4 The appointed travel management service provider/s will be expected to sign a Service Level

Agreement (SLA) with Free State Provincial Treasury for a period of Three (3) years.

3. Objective

3.1. The Travel Management service is applicable to Free State Provincial Treasury

3.2. The objective of the Request for Bid (RFB) is to appoint Travel Management Service provider/s

in line with the department’s objectives to:

a) Provide travel management services that are consistent and reliable;

b) Ensure that quality service is rendered in line with the service level agreement;

c) Improve spend visibility through detailed management reporting;

d) Operate within the travel policy to assist with the improvement of end-user behaviour in

order to minimise fruitless and wasteful expenditure;

e) Ensure the efficient and effective facilitation of domestic and international travelling and

accommodation bookings requirements for the Free State Provincial Treasury;

f) Provide separate reports for the Free State Provincial Treasury’s travelling and

accommodation expenditure for all their components;

g) Ensure that the most economical travelling and accommodation means are utilized by the

free state provincial treasury ; and

h) Ensure that the National Travel Framework (NTF), PFMA Instruction Note no. 01A of 2024/25:

revised Cost Containment Measures and Provincial Treasury Instruction Note Number 31

(Amendment 4) Cost Containment Measures are attained with respect to the travelling and

accommodation service sectors.

4. Definitions

“Accommodation” means the rental of lodging facilities while away from one’s place of residence

while on official business;

“After-hours services” means a travel or an enquiry that is actioned after normal working hours, i.e.

16h00 to 7h30 on Mondays to Fridays and twenty-four (24) hours on weekends and public holidays;

“Air travel” means travel by airline on official business;

“Authorising official” means the official who has delegated authority in terms of the Institution’s

approved delegations, to approve travel requests and expenses;

“Best price of the day” means–

(a) for airline bookings: the lowest fare offered at the time of booking, provided that this fare is

offered in conjunction with suitable travel times.

(b) for accommodation bookings: the lowest rate available at suitable accommodation

establishments within reasonable distance from place of duty. The Travel Management Service

provider/s will determine the most appropriate star rating, based on an assessment of

government business requirements and total cost of travel (typically, accommodation rates

plus transportation costs). Travel Management Service provider/s take cognisance of the

maximum allowable accommodation rates prescribed by Provincial Treasury Instruction Note

Number 31 (Amendment 4) Cost Containment Measures;

“Car rental” means the rental of a vehicle for a defined period of time by a traveler for official business

purposes;

“Delegated official” means an official authorised in writing by the AO/AA in terms of sections 44 and

56, respectively, of the PFMA or any other enabling legislation to exercise a power or perform a duty

set out in the relevant legislation, subject to such conditions as may be determined by the relevant

Ao/aa;

“Domestic travel” means travel within the borders of the Republic of South Africa

“Emergency” means an event where unforeseen and unavoidable circumstances (either personal

and, or, business related), including but not limited to, a death, illness, health risk, disaster

management operations, or a business environmental risk, requires a booking for travel or a

diversion from the original planned trip; an Emergency reservation means the booking of travel

arrangements when unforeseen circumstances necessitate an unplanned trip or a diversion from the

original planned trip.

“Governance Committee”3 means external and internal members belonging to a body that provides

oversight and assurance functions over the operations of The Free State Provincial Treasury. Such

Governance Committees include:

a) Departmental Audit Committees;

b) Departmental Risk Committees;

c) Departmental Anti - Corruption Committees;

“Incidental expenses” means minor expenditures associated with authorised business travel.

These expenses comprise an immaterial part of the travel and entertainment costs that a person

might incur. These expenditures are usually paid by the traveller, since they are so small and are

covered by the subsistence allowances under normal circumstances. Examples of these expenses

are gratuity for table and room service, reading matter, private telephone calls, Liquid Refreshments

which do not form part of the Meals and any similar minor expense;

“International travel” means travel outside the borders of the Republic of South Africa. or outside

the borders of the foreign country where the official is based;4

“Institution” means a department, constitutional institution, public entity and government business

enterprise listed in Schedules 2 and 3 to the PFMA;

“Institutional Travel Policy” means the internal travel policy developed by each Institution and

approved by the AO/AA or delegated official which is in compliance with the minimum requirements

of the NTF;

“Liquid refreshments” means any drink and includes, inter alia, coffee, tea, sodas, bottled water,

and fruit juices, but excludes any alcohol or spirits, malt or related substances;

“Meals” means breakfast, lunch and dinner and include any liquid refreshments;

“Official business” means the authorised performance of the institution’s functions in terms of its

mandate and strategic, operational and performance plans;

“Official” means any person employed by, or seconded to an institution, unless specified otherwise

in this policy;

“Place of duty” means the place, other than the place of work, where the official report for duty and

official business or is otherwise on duty, e.g. an external meeting venue, conference venue or

workshop;

“Place of work” means the place of work identified in the official’s contract of employment to render

principal official duties;

“Reasonable actual expenses” means essential and inevitable expenses which are inexpensive,

moderate and agreeable;

“Shuttle service” means the service offered by a shuttle service company to transport a traveler

from one point to another;

3 Institutions may include other governance committees applicable to the Institution which include external members.

4 The location, town, city, or country, as the case may be, where the Official in the normal course reports for work.

“Subsistence allowance” means any allowance paid by the institution to the official for expenses

incurred or to be incurred in respect of personal subsistence and incidental expenses;

“Traveller”5 means a person travelling at the interest of the institution on authorised business;

“Travel advance” means a sum of money paid to an official prior to an official business trip. An

advance would typically cover reimbursable expenses such as meals, transportation, lodging, and

incidental items;

“Travel allowance” is any allowance paid or advance granted by the Institution to the official for the

use of his or her private motor vehicle for the Institution’s business purposes;

“Travel booker” means the person coordinating travel reservations on behalf of the traveller directly,

or through the Travel Management Service provider/s consultant on behalf of the traveller;

“Travel expenses” means expenses incurred by a traveler while he/she is authorised official

Business trip. Examples of travel expenses may include expenses on accommodation,

transportation and meals;

“Travel Management Service Provider/s” means the service provider contracted to provide travel

management services, which is inclusive of the procurement of travel related services; and

“Travel voucher” means a document issued by the travel management service provider to confirm

the reservation or payment, or both, of specific travel arrangements.

5 Institutions may include other categories of Travellers, e.g. executives, other policy beneficiaries in line with applicable employment

conditions (e.g. Institution bereavement, wellness and recruitment policies); Research collaboration support such as researchers and

postgraduate students utilising shared research platforms; Non-executive members; appointed members of a Committee; appointed members

of a Commission of Enquiry; persons appointed as advisors on grounds of policy considerations in terms of section 12A of the Public Service

Act of 1994; interview candidates, invited guests, care attendants to a Traveller with a disability and other government employees where an

employer-employee relationship exists as defined in the Labour Relations Act or similar, e.g. International Labour law (in the case of

employees based in foreign countries) and other applicable legislation.

The travel management service (TMS) will include but will not be limited to the following:

5.1 General

5.1.1 The contracted services will be provided to all End-users travelling on behalf of Free

State Provincial Treasury. This will include employees and contractors, consultants

and clients where the agreement is that Free State Provincial Treasury is responsible

for the arrangement and cost of travel of such persons.

5.1.2 The travel management service provider/s will make all reservations in line with the

current and relevant Free State Provincial Treasury Departmental Travel and

Subsistence Policy.

5.1.3 The travel management service provider/s must ensure that the final selection of flights,

hotels and other services is authorised prior to the issuing of air tickets, vouchers and

other travel documentation.

5.1.4 Penalties incurred as a result of the inefficiency or fault of a travel consultant will be for

the Travel Management service provider/s account.

5.1.5 The travel management service provider/s will create End-user Profiles for all End-

users and ensure that the information is updated.

5.1.6 The travel management service provider/s will assist to manage the third-party service

providers by addressing service failures and complaints against these service

providers.

5.1.7 FSPT must manage the travel management service provider/s to deliver cost-effective

and operationally efficient support in achieving the institution’s mandate.

5.1.8 All rates offered by travel management service provider/s to FSPT for domestic air and

land arrangements must be net and non-commissionable.6

5.1.9 A transparent relationship between the Free State Provincial Treasury and the travel

management service provider/s must be maintained, and any commissions earned

through the Free State Provincial Treasury volumes will be reimbursed to the Free State

Provincial Treasury. Where it is found or suspected that commissions are earned by

the travel management service provider/s for a specific institution’s travel bookings, the

Free State Provincial Treasury may demand that all these commissions must be

declared and reimbursed to the Free State Provincial Treasury or set off against the

travel management service provider/s fees to the credit of the Free State Provincial

Treasury.

6 The net and non-commissionable rate means a rate that does not include any third-party reward, i.e. a rate must not be marked

up to include any commissions, rebates, overrides or any volume driven incentives.

5.1.10 The Free State Provincial Treasury will only pay the transaction fees and/or

management fees as agreed in the Service Level Agreement between the parties and

the actual cost of the airline ticket, accommodation, car hire or shuttle service.

5.1.11 The travel management service provider/s must only issue travel vouchers

(accommodation and ground transportation) and air tickets after the receipt of the travel

authorisation or purchase order.

5.1.12 In the event of an after-hours reservation, travel management service provider/s must

execute the request based on a verbal approval or approval via short message service

or email from the authorising official. The Department must present the Travel

Authorisation Form or purchase order to the travel management service provider/s

within 72 hours after the request was executed by the travel management service

provider/s or where not practical, within 24 hours upon return to the place of work, to

avoid irregular or fruitless and wasteful expenditure.

5.1.13 The travel management service provider/s must follow up with the Department and

upon failure by the Department to submit the Travel Authorisation Form or purchase

order, the travel management service provider/s may proceed to invoice the

transaction.

5.1.14 The travel management service provider/s must follow up with the Free State Provincial

Treasury and upon failure by the Free State Provincial Treasury to submit the Travel

Authorisation Form or purchase order, the travel management service provider/s may

proceed to invoice the transaction.

5.2. Loyalty Programmes and Upgrades

5.2.1 Travellers may join the loyalty programmes on offer from airlines, accommodation

establishments and Car Rental Companies at their own capacity and they can use the

accrued benefits of such programmes for their own benefit.

5.2.2 The fact that a traveller is a member of a loyalty programme, must not override the

principle to procure at the best possible price, unless otherwise determined by the

Service Level Agreement with the travel management service provider. If this principle

is violated, the traveller may be liable, and the Free State Provincial Treasury may take

disciplinary steps.

5.2.3 Certain loyalty programmes require a once-off or an annual subscription fee. These

membership fees will be for the traveller’s own personal account and Free State

Provincial Treasury may not reimburse a traveller for any membership fees.

5.2.4 Although the travel management service provider/s may record the loyalty programme

number of the traveller when making a reservation at the relevant travel service

provider, the traveller is responsible for the management, tracking and redemption of

his or her loyalty rewards. If there is a specific business need to upgrade the class of

travel for any member of a group to travel with a more senior official, it is subject to prior

approval by the Accounting Officer or delegated official.

5.2.5 A traveller may not demand an upgrade from any travel management service provider.

Upgrades due to personal preference will be for the traveller’s own account. The

traveller is allowed to accept an upgrade, in the event that a travel management service

provider offers an upgrade, at no additional cost.

5.3. Reservations

5.3.1 The travel management service provider/s will always endeavour to make the most

cost- effective travel arrangements while taking the convenience and requirements of

the End-user into consideration.

5.3.2 The travel management service provider/s must have a full understanding of all the

destinations and routings to be able to advise the End-user of alternative plans that are

more cost effective and more convenient where necessary.

5.3.3 A minimum of three (3) price comparisons/quotations must be obtained for all travel

requests, unless it is not possible in which case written reasons for not adhering to this

requirement must be submitted by the travel management service provider/s.

5.3.4 The travel management service provider/s will respond timeously and process all

requests, changes and cancellations timeously and accurately.

5.3.5 The travel management service provider/s will advise the End-user of all visa and

inoculation requirements well in advance where applicable.

5.3.6 The travel management service provider/s will assist with the arrangement of foreign

currency and the issuing of travel insurance for international trips where required.

6. Air travel

6.1. General Principles

6.2.1 Air travel should only be undertaken after remote communication tools, such as

teleconferencing and video conferencing, have been considered. Institutions, through

their authorising officials, travel bookers and, or, TMS, must make every attempt to

reduce travel costs by comparing the cost advantage of using alternative

communication tools.

6.2.2 The authorising official must be satisfied that there is a demonstrated business need

and must consider the following when selecting a fare for air travel:

a) Fare class: all air travel must be booked using the best price of the day and in the

class of travel permitted under the National Treasury Framework.

b) Fare type: The Free State Provincial Treasury Travel and Subsistence Policy

address the use of restricted fare types as follows:

i. Where there is a high degree of certainty of arrival or departure times, travellers,

travel bookers and travel management service provider/s must consider

restricted fare types;

ii. Where there is a possibility that a scheduled meeting will not proceed, or there

is uncertainty around the time that a scheduled meeting may conclude,

travellers, travel bookers and travel management service provider/s must

consider whether the additional cost of flexible fares outweighs the cost of

possible changes or cancellation fees.

c) Value for money: travellers, travel bookers and travel management service

provider/s must compare fare classes and types across airlines servicing the

particular route required.

d) Advance booking: in order to benefit from the available best price of the day,

domestic travel should be booked at least seven days in advance, where possible.

The most cost-effective options are available when making travel

bookings/reservations more than 14 days prior to departure. International travel

should be booked at least three weeks in advance, where possible.

e) The Free State Provincial Treasury reimburses excess baggage for exceeding the

baggage allowance if it is due to a valid business reason.

6.2. Class of Travel

6.2.1. Air Travel (including travel to neighbouring and regional countries) that are five

hours or less

6.2.1.1. The standard of air travel for air travel of five hours or less must be in economy

class. Any exception to this rule must be approved by the Accounting Officer

or delegated official.

6.2.1.2. Business class is permitted in exceptional cases for trips less than five hours

(from origin airport to destination airport) but requires prior approval of the

Accounting Officer or delegated official.

6.2.1.3. Notwithstanding paragraphs 6.2.1.1 and 6.2.1.2, Accounting Officer may

approve the purchase of business class tickets:

a) For travellers with disabilities;7

b) For travellers with special needs8 based on medical grounds;

c) In cases where economy class flights are not available9 travel bookers

and, or travel management service provider/s are not allowed to book

business class unless approved by the Accounting Officer/Accounting

Authority or delegated official, where it has been confirmed that the airline

class was full and no other applicable flights are available;

d) Where the business class ticket is the same price or cheaper than the

economy class ticket to the same destination.10

6.2.2 International Air Travel exceeding five hours

6.2.2.1 International travel must be recommended by the Accounting Officer and be

approved by the Member of Executive Council for all officials and for Member

of Executive Council and Accounting Officer must be recommended by the

Chief Financial Officer and be approved by the Premier or to any delegated

official.

6.2.2.2 The standard of air travel for international flights exceeding five hours shall be

economy class, however, the Accounting Officer or delegated official is

authorised to approve a higher class based on the merits of each request.

6.2.2.3 Business class is permitted for trips that exceed five hours (from origin airport

to destination airport) but requires prior approval of the Accounting Officer or

delegated official.

6.2.2.4 Business class tickets may only be purchased for the following persons,

unless the person elects to fly economy class:

a) Directors-General or persons holding equivalent ranks in departments;

b) Deputy Directors-General or persons holding equivalent ranks in a

department;11

c) Accounting Officer of the Department;

7 Disability for purposes of this document is defined as a person who are physically impaired and/or requires assistance to move or

are depended upon a wheelchair.

8 Special needs mean a distinctly different need of a Traveller that requires the AO/AA or Delegated Official to make a judgment

call to provide for such a need. A medical certificate noting the medical need and the applicable period of time must be provided.

9 A complete and accurate trail of such cases must be kept by the AO/AA or Delegated Official for audit purposes

10 A complete and accurate trail of such cases must be kept by the AO/AA or Delegated Official for audit purposes.

11 This does not apply to persons holding other ranks/positions but who are remunerated at salary levels 14 or 15.

d) Officials at the level of management that report directly to the AO of Free

State Provincial Treasury;

e) Non-executive members serving on any Governance Committee of Free

State Provincial Treasury;12

6.2.2.5 Notwithstanding paragraph 6.2.2.2, 6.2.2.3 and 6.2.2.4 above, the Accounting

Officer or delegated official may approve the purchase of business class

tickets:

a) For travellers with disabilities;13

b) For travellers with special needs14 based on medical grounds;

c) In cases where economy class flights are not available15 travel bookers

and, or travel management service provider/s are not allowed to book

business class unless approved by the accounting officer or delegated

official, where it has been confirmed that the airline class was full and no

other applicable flights are available;

d) Where the business class ticket is the same price or cheaper than the

economy class ticket to the same destination; or

e) For a traveller accompanying a person entitled to travel at a higher class

if the traveller is required to maintain contact with that person for business

purposes, e.g. Travelling together to make a presentation shortly after

arrival.16

6.3. Changes to air tickets

6.3.1. If exceptional circumstances necessitate a change to a booking, it must be authorised

by the authorising official, irrespective of whether it has a cost implication or not.

Authorising officials must keep these changes to a minimum to mitigate the incurrence

of fruitless and wasteful expenditure.

6.3.2. The cost associated with changes will be subject to the rules of the particular airline

and may include penalty fees.

6.3.3. The cost incurred because of changes requested by a traveller for his or her

convenience or lack of discipline will be for the Traveller’s personal account. If the

12 These Governance Committees include audit committees and risk management committees

13 Disability for purposes of this document is defined as a person who are physically impaired and/or requires assistance to move or

are depended upon a wheelchair.

14 The term ‘Special needs’ means a distinctly different need of a Traveller that requires the AO/AA or Delegated Official to

make a judgment call to provide for such a need. A medical certificate noting the medical need and the applicable period of

time must be provided.

15 A complete and accurate trail of such cases must be kept by the AO or Delegated Official for audit purposes.

16 A complete and accurate trail of such cases must be kept by the AO or Delegated Official for audit purposes.

traveller does not immediately settle the additional expense, the Free State Provincial

Treasury will cover the initial cost, and if the traveller is found liable, recover the amount

from the traveller.

6.3.4. The Free State Provincial Treasury will carry the cost for changes because of changed

business requirements or any circumstances outside the traveller’s control, and if such

expense is not justifiable, it is fruitless and wasteful expenditure.

6.4 Cancellations and Refunds

6.4.1 The traveller must inform either the travel management service provider/s or the travel

booker immediately if he or she realises that they will not be able to take a specific flight

which has already been booked.

6.4.2 If the traveller will not fly to the same destination within the next six months, the air

ticket must be cancelled immediately, and a refund must be obtained. The refund of

tickets is subject to the class of travel and airline rules.

6.4.3 If the traveller will be travelling to the same destination within the next six months, the

air ticket must be immediately amended to the new date if the exact date is known at

the time. The re-use of the ticket is subject to the class of travel and airline rules.

6.4.4 The traveller, travel booker and travel management service provider/s must keep record

of unused air tickets and refer to such record prior to booking a new ticket. If the air

ticket is not used within six months, the Free State Provincial Treasury must request

the travel management service provider/s to cancel the air ticket prior to the expiry date.

6.4.5 If the traveller fails to inform the travel booker or travel management service provider/s

before the air ticket expires and a cancellation fee is incurred, the Free State Provincial

Treasury will cover the initial cost, and if the traveller is found liable, recover the amount

from the traveller.

6.4.6 Where non-refundable air tickets are cancelled, the travel management service

provider/s must disclose the amount of taxes recoverable, and the travel management

service provider/s must recover the taxes and credit the Free State Provincial Treasury

accordingly. Airline rules apply.

6.5 Baggage Allowance

6.5.1 The travellers must acquaint themselves with the baggage policy of the airline that he

or she will be travelling on. The airline’s baggage policy will provide information on the

prescribed baggage allowance and the cost for baggage in instances where the airline

charges separately for baggage.

6.5.2 Based on the class of travel, the airline prescribes the specific number of pieces of

luggage that it allows, as well as the weight and size per piece.

6.5.3 The traveller will incur a fee if his or her baggage exceeds the weight, specified

dimensions or the number of items allowed. Such cost is for the traveller’s personal

account.

6.5.4 The Free State Provincial Treasury reimburses excess baggage for exceeding the

baggage allowance if it is due to a valid business reason.

6.6 Airport Lounge Facilities

6.6.1 Business class travellers and travellers with selected loyalty card status have access to

the lounge facilities of the respective airlines. Lounge facilities are available at a cost to

economy class travellers at certain airports. These costs are for the traveller’s own

personal account.

7. Accommodation

7.1 General Principals

7.1.1 Free State Provincial Treasury shall provide accommodation for officials who are

required to perform authorised official business duties away from their normal place of

work.

7.1.2 Domestic overnight accommodation for travellers is limited to instances where:

(a) the distance travelled exceeds 300 kilometres on a return journey (150km each

way) from the place of work to the destination;

(b) the meeting/ conference/workshop is held over a number of days; or

(c) the event finishes after hours.

7.1.3 When choosing domestic or international accommodation, the travel booker, and, or

travel management service provider/s must choose the lowest rate available at suitable

accommodation establishments within reasonable distance from place of duty. The

travel booker will select the most appropriate star rating, based on what is allowed in

this Policy, business requirements and total cost of travel (typically, accommodation

rates plus transportation costs).

7.1.4 Domestic accommodation selected must not exceed the maximum allowable rates as

per Provincial Treasury Instruction Note Number 31 (Amendment 4) Cost Containment

Measures which states that the standard accommodation should be a three-star

establishment or equivalent unless a higher star rating is justified by the operational

needs and approved by the relevant/delegated authority.

1 SECTION 1: Standard Bidding Documents

1.1 SBD1: Invitation - (Fully completed and signed)

1.2 SBD 3.2: Pricing Schedule – Non-Firm Prices Services

1.3 SBD 3.2: Pricing Adjustment

1.4 SBD 4: Bidders Disclosure - (Fully completed and signed)

1.5 SBD 6.1: Preference Points Claim Form in terms of the

Preferential Procurement Regulations 2022 - (Fully

completed and signed)

2 section 2

2.1 Special Conditions of Contract (SCC)

3 section 3

3.1 General Conditions of Contract (GCC)

State.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ....................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: .................................

Sbd 3.2

Pricing schedule – non-firm prices services

Note: price adjustments will be allowed at the periods and times specified in

monthly exchange rates as issued by your commercial bank for the periods indicated hereunder: (Proof from

bank required)

5.1.3 The travel management service provider/s must ensure that the final selection of flights,

hotels and other services is authorised prior to the issuing of air tickets, vouchers and

other travel documentation.

5.1.4 Penalties incurred as a result of the inefficiency or fault of a travel consultant will be for

the Travel Management service provider/s account.

5.1.5 The travel management service provider/s will create End-user Profiles for all End-

users and ensure that the information is updated.

5.1.6 The travel management service provider/s will assist to manage the third-party service

providers by addressing service failures and complaints against these service

providers.

5.1.7 FSPT must manage the travel management service provider/s to deliver cost-effective

and operationally efficient support in achieving the institution’s mandate.

5.1.8 All rates offered by travel management service provider/s to FSPT for domestic air and

land arrangements must be net and non-commissionable.6

5.1.9 A transparent relationship between the Free State Provincial Treasury and the travel

management service provider/s must be maintained, and any commissions earned

through the Free State Provincial Treasury volumes will be reimbursed to the Free State

Tax compliance central

Tax compliance requirements

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

Tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

CSD Registration number

Csd number

Csd number must be provided

Central supplier database (csd), a csd

NB: All bidders must indicate their names and CSD Registration number

1.2 SBD 3.2: Pricing Schedule – Non-Firm Prices Services

1.4 SBD 4: Bidders Disclosure - (Fully completed and signed)

1.5 SBD 6.1: Preference Points Claim Form in terms of the

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

Points Allocation: 3 points

B-BBEE Details: 0/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such. Note to tenderers: The tenderer must

indicate how they claim points for each preference point system.)

Number of Number of points Proof to be provided

The specific goals allocated points in points claimed (80/20 to claim points

terms of this tender allocated system)

(80/20 system) (To be completed

(To be by the tenderer)

completed by

the organ of

state)

1. Contracting with persons or i. Sworn Affidavit in the

categories of person historically 15 DTIC format or SANAS

accredited B-BBEE disadvantages on the basis of Gender

ii. Ownership certificate

• 51% - 100% Women Owned = 15

issued by the

points Companies and

• 1% - 50% Women Owned = 5 points intellectual Property
• 0% Women Owned = 0 points Commission (CIPC)

2. Reconstruction and Development 5 i. Municipal Account in

Programme (RDP) Goals the name of the

bidder/lease

The Promotion of enterprises located in agreement between

Free State for the work to be done or the Landlord and

services to be rendered in Free State bidder Valid for six

Province = 5 points (6) months form the

date of advertisement

Outside Free State = 0 points

Declaration with regard to company/firm

4.3. Name of company/firm......................................................................................................

4.4. Company registration number: ...............................................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, t

3.1 Domestic Accommodation (including Dinner, Bed & Breakfast)

3.2 Domestic Accommodation (excluding Dinner & Breakfast)

3.3 Group of more than 5 - Domestic Accommodation 8% (including

Dinner, Bed & Breakfast)

3.4 Group of more than 5 - Domestic Accommodation 8% (excluding

Dinner & Breakfast)

3.5 24 Hour Emergency call centre charges ( Sub charge) including

weekend and public holidays.

3.6 Long –term Stay Accommodation for Domestic 7% for 8 days

and longer

3.7 Long- term Stay Accommodation for international travel 7% for 8

days and longer

3.8 International Accommodation (including Dinner Bed & Breakfast)

3.9 International Accommodation (excluding Dinner & Breakfast)

3.10 Group of more than 3 - International Accommodation 8%

(including Dinner, Bed & Breakfast)

3.11 Group of more than 3 - International Accommodation 8%

(excluding Dinner & Breakfast)

3.12 Refund Admin Fee

3.13 Change Booking Fee

3.14 Visas (per passport)

3.15 Emergency Visa Fee (per passport)

3.16 Visa 2-4 pax per person

3.17 Visa 5 plus pax per person

3.18 Cancellation fee

3.19 Parking

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

1.1. This bid and all contracts emanating there from, will be subject to the General Conditions of

Contract issued in accordance with Treasury Regulation 16A published in terms of the Public

Finance Management Act, 1999 (Act ). The Special Conditions of Contract are

supplementary to that of the General Conditions of Contract. Where, however, the Special

2.1 This in an invitation for Bidders to submit a bid for the provision of the services as set out in

this Special Conditional of Contract.

2.2 Bidders should bid for Traditional Bookings.

2.3 The Free State Provincial Treasury wishes to enter into an exclusive agreement with Travel

Management Services (TMS) whereby all booking arrangements in respect of air travel, car

hire, shuttle and accommodation for domestic and/or international travel by the Free State

“Accommodation” means the rental of lodging facilities while away from one’s place of residence

while on official business;

“After-hours services” means a travel or an enquiry that is actioned after normal working hours, i.e.

16h00 to 7h30 on Mondays to Fridays and twenty-four (24) hours on weekends and public holidays;

“Air travel” means travel by airline on official business;

“Authorising official” means the official who has delegated authority in terms of the Institution’s

approved delegations, to approve travel requests and expenses;

“Best price of the day” means–

(a) for airline bookings: the lowest fare offered at the time of booking, provided that this fare is

offered in conjunction with suitable travel times.

(b) for accommodation bookings: the lowest rate available at suitable accommodation

establishments within reasonable distance from place of duty. The Travel Management Service

provider/s will determine the most appropriate star rating, based on an assessment of

government business requirements and total cost of travel (typically, accommodation rates

plus transportation costs). Travel Management Service provider/s take cognisance of the

maximum allowable accommodation rates prescribed by Provincial Treasury Instruction Note

Number 31 (Amendment 4) Cost Containment Measures;

“Car rental” means the rental of a vehicle for a defined period of time by a traveler for official business

purposes;

“Delegated official” means an official authorised in writing by the AO/AA in terms of sections 44 and

56, respectively, of the PFMA or any other enabling legislation to exercise a power or perform a duty

set out in the relevant legislation, subject to such conditions as may be determined by the relevant

Ao/aa;

“Domestic travel” means travel within the borders of the Republic of South Africa

“Emergency” means an event where unforeseen and unavoidable circumstances (either personal

and, or, business related), including but not limited to, a death, illness, health risk, disaster

management operations, or a business environmental risk, requires a booking for travel or a

diversion from the original planned trip; an Emergency reservation means the booking of travel

arrangements when unforeseen circumstances necessitate an unplanned trip or a diversion from the

original planned trip.

“Governance Committee”3 means external and internal members belonging to a body that provides

oversight and assurance functions over the operations of The Free State Provincial Treasury. Such

“Subsistence allowance” means any allowance paid by the institution to the official for expenses

incurred or to be incurred in respect of personal subsistence and incidental expenses;

“Traveller”5 means a person travelling at the interest of the institution on authorised business;

“Travel advance” means a sum of money paid to an official prior to an official business trip. An

advance would typically cover reimbursable expenses such as meals, transportation, lodging, and

incidental items;

“Travel allowance” is any allowance paid or advance granted by the Institution to the official for the

use of his or her private motor vehicle for the Institution’s business purposes;

“Travel booker” means the person coordinating travel reservations on behalf of the traveller directly,

or through the Travel Management Service provider/s consultant on behalf of the traveller;

“Travel expenses” means expenses incurred by a traveler while he/she is authorised official

from the traveller.

6.3.4. The Free State Provincial Treasury will carry the cost for changes because of changed

business requirements or any circumstances outside the traveller’s control, and if such

expense is not justifiable, it is fruitless and wasteful expenditure.

6.4 Cancellations and Refunds

6.4.1 The traveller must inform either the travel management service provider/s or the travel

booker immediately if he or she realises that they will not be able to take a specific flight

which has already been booked.

6.4.2 If the traveller will not fly to the same destination within the next six months, the air

ticket must be cancelled immediately, and a refund must be obtained. The refund of

tickets is subject to the class of travel and airline rules.

6.4.3 If the traveller will be travelling to the same destination within the next six months, the

air ticket must be immediately amended to the new date if the exact date is known at

the time. The re-use of the ticket is subject to the class of travel and airline rules.

6.4.4 The traveller, travel booker and travel management service provider/s must keep record

of unused air tickets and refer to such record prior to booking a new ticket. If the air

ticket is not used within six months, the Free State Provincial Treasury must request

the travel management service provider/s to cancel the air ticket prior to the expiry date.

6.4.5 If the traveller fails to inform the travel booker or travel management service provider/s

before the air ticket expires and a cancellation fee is incurred, the Free State Provincial

from the traveller.

6.4.6 Where non-refundable air tickets are cancelled, the travel management service

provider/s must disclose the amount of taxes recoverable, and the travel management

service provider/s must recover the taxes and credit the Free State Provincial Treasury

accordingly. Airline rules apply.

6.5 Baggage Allowance

6.5.1 The travellers must acquaint themselves with the baggage policy of the airline that he

or she will be travelling on. The airline’s baggage policy will provide information on the

prescribed baggage allowance and the cost for baggage in instances where the airline

charges separately for baggage.

6.5.2 Based on the class of travel, the airline prescribes the specific number of pieces of

luggage that it allows, as well as the weight and size per piece.

6.5.3 The traveller will incur a fee if his or her baggage exceeds the weight, specified

dimensions or the number of items allowed. Such cost is for the traveller’s personal

account.

6.5.4 The Free State Provincial Treasury reimburses excess baggage for exceeding the

baggage allowance if it is due to a valid business reason.

6.6 Airport Lounge Facilities

6.6.1 Business class travellers and travellers with selected loyalty card status have access to

the lounge facilities of the respective airlines. Lounge facilities are available at a cost to

economy class travellers at certain airports. These costs are for the traveller’s own

personal account.

7.1 General Principals

7.1.1 Free State Provincial Treasury shall provide accommodation for officials who are

required to perform authorised official business duties away from their normal place of

work.

7.1.2 Domestic overnight accommodation for travellers is limited to instances where:

(a) the distance travelled exceeds 300 kilometres on a return journey (150km each

way) from the place of work to the destination;

(b) the meeting/ conference/workshop is held over a number of days; or

(c) the event finishes after hours.

7.1.3 When choosing domestic or international accommodation, the travel booker, and, or

travel management service provider/s must choose the lowest rate available at suitable

accommodation establishments within reasonable distance from place of duty. The

travel booker will select the most appropriate star rating, based on what is allowed in

this Policy, business requirements and total cost of travel (typically, accommodation

rates plus transportation costs).

7.1.4 Domestic accommodation selected must not exceed the maximum allowable rates as

per Provincial Treasury Instruction Note Number 31 (Amendment 4) Cost Containment

3.1. The Travel Management service is applicable to Free State Provincial Treasury

3.2. The objective of the Request for Bid (RFB) is to appoint Travel Management Service provider/s

in line with the department’s objectives to:

a) Provide travel management services that are consistent and reliable;

b) Ensure that quality service is rendered in line with the service level agreement;

c) Improve spend visibility through detailed management reporting;

d) Operate within the travel policy to assist with the improvement of end-user behaviour in

order to minimise fruitless and wasteful expenditure;

e) Ensure the efficient and effective facilitation of domestic and international travelling and

accommodation bookings requirements for the Free State Provincial Treasury;

f) Provide separate reports for the Free State Provincial Treasury’s travelling and

accommodation expenditure for all their components;

g) Ensure that the most economical travelling and accommodation means are utilized by the

free state provincial treasury ; and

h) Ensure that the National Travel Framework (NTF), PFMA Instruction Note no. 01A of 2024/25:

revised Cost Containment Measures and Provincial Treasury Instruction Note Number 31

(Amendment 4) Cost Containment Measures are attained with respect to the travelling and

accommodation service sectors.

within 72 hours after the request was executed by the travel management service

provider/s or where not practical, within 24 hours upon return to the place of work, to

avoid irregular or fruitless and wasteful expenditure.

5.1.13 The travel management service provider/s must follow up with the Department and

upon failure by the Department to submit the Travel Authorisation Form or purchase

order, the travel management service provider/s may proceed to invoice the

transaction.

5.1.14 The travel management service provider/s must follow up with the Free State Provincial

of fruitless and wasteful expenditure.

6.3.2. The cost associated with changes will be subject to the rules of the particular airline

and may include penalty fees.

6.3.3. The cost incurred because of changes requested by a traveller for his or her

convenience or lack of discipline will be for the Traveller’s personal account. If the

1. Domestic: air travel fee per person

1.1 Domestic Air ticket - Booking Fee

1.2 Air Ticket – Reissue Domestic - Booking Fee

1.3 Refund Admin Fee ( Excluding airline charges) straight refund

1.4 Lost Ticket indemnity Fee(excluding airline charges)

1.5 Change Booking Fee

1.6 Cancellation Fee

1.7 Parking

1.8 Travel Insurance

1.9 SMS / Email Notification

2. International: air travel booking fee

2.1 International Air Ticket – Booking Fee

2.2 Air ticket – reissue International - Booking Fee

2.3 Refund Admin Fee ( excluding airline charges) Straight refund

2.4 Lost Ticket indemnity fee (excluding airline charges) straight

refund

2.5 Change Booking Fee

2.6 Cancellation Fee

2.7 Parking

2.8 Travel Insurance

2.9 SMS / Email Notification

2.10 24 Hour emergency call centre charges ( sub charge) including

weekends and public holidays

2.11 Transfer Services

categories of person historically 15 DTIC format or SANAS

accredited B-BBEE disadvantages on the basis of Gender

ii. Ownership certificate

• 51% - 100% Women Owned = 15

issued by the

points Companies and

• 1% - 50% Women Owned = 5 points intellectual Property
• 0% Women Owned = 0 points Commission (CIPC)

2. Reconstruction and Development 5 i. Municipal Account in

Programme (RDP) Goals the name of the

bidder/lease

4.3. Name of company/firm......................................................................................................

4.4. Company registration number: ...............................................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for

the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs

1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of

the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions

of contract have not been fulfilled, the organ of state may, in addition to any other remedy it may

have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to make

less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 2

5.2.4 Although the travel management service provider/s may record the loyalty programme

number of the traveller when making a reservation at the relevant travel service

provider, the traveller is responsible for the management, tracking and redemption of

his or her loyalty rewards. If there is a specific business need to upgrade the class of

travel for any member of a group to travel with a more senior official, it is subject to prior

approval by the Accounting Officer or delegated official.

5.2.5 A traveller may not demand an upgrade from any travel management service provider.

Upgrades due to personal preference will be for the traveller’s own account. The

traveller is allowed to accept an upgrade, in the event that a travel management service

provider offers an upgrade, at no additional cost.

5.3. Reservations

5.3.1 The travel management service provider/s will always endeavour to make the most

cost- effective travel arrangements while taking the convenience and requirements of

the End-user into consideration.

5.3.2 The travel management service provider/s must have a full understanding of all the

destinations and routings to be able to advise the End-user of alternative plans that are

more cost effective and more convenient where necessary.

5.3.3 A minimum of three (3) price comparisons/quotations must be obtained for all travel

requests, unless it is not possible in which case written reasons for not adhering to this

requirement must be submitted by the travel management service provider/s.

5.3.4 The travel management service provider/s will respond timeously and process all

requests, changes and cancellations timeously and accurately.

5.3.5 The travel management service provider/s will advise the End-user of all visa and

inoculation requirements well in advance where applicable.

5.3.6 The travel management service provider/s will assist with the arrangement of foreign

currency and the issuing of travel insurance for international trips where required.