Travel management services for joburg tourism officials at world travel market london, november 2026

Closing date: 23 October 2026

Closing time: 10:30

Compulsory briefing: None (N/A)

Event dates: World Travel Market, Excel Centre, London, 01–06 November 2026 (trade show hours 10:00–17:00 daily)

Procurement enquiries:

• Contact: Phuti M
• Email: [email protected]
• Telephone: (011) 779 0200

Technical enquiries:

• Contact: Lumka Dlomo
• Email: [email protected]
• Telephone: (011) 779 0200

Submission address:

4th Floor Joburg Tourism Company Offices

Sandton Library Offices

Nelson Mandela Square

West Street, Sandton

Johannesburg

Submission method: hard copy, 1 copy, deposited in the tender box at the 4th Floor Joburg Tourism Company Offices, Sandton Library Offices, Nelson Mandela Square, West Street, Sandton, Johannesburg. Envelope must be sealed, bear the quotation description, reference number, closing time and due date, and be addressed to THE ACCOUNTING OFFICER, JOHANNESBURG TOURISM COMPANY. Quotation reference number must be typed on the subject line. Quotations must be completed in black ink. No late submissions will be received.

Returnable documents (all must be completed, signed and submitted):

• Quotation on company letterhead.
• Fully completed and signed MBD forms (MBD 3.3 pricing schedule for professional services, MBD 4 declaration of interest, MBD 6.1 preference points claim, MBD 8 past supply chain management practices, MBD 9 certificate of independent bid determination).
• Completed RFQ.
• Valid certified B-BBEE certificate or sworn affidavit.
• Valid Tax Clearance certificate.
• Recent full CSD report.
• Municipal account not in arrears for more than 90 days for the company and for all directors, or a lease agreement, or a sworn affidavit if neither leasing nor owning property in SA.

Disqualification risks:

• Failure to quote for ALL items in the pricing schedule.
• False declaration on any municipal bidding document (MBD).
• Omission of any part of the pricing schedule.
• Use of correction fluid on any price; corrections must be crossed out in ink and initialled.
• Quotations received after the closing time.

Evaluation under the Preferential Procurement Policy Framework Act using the 80/20 points system. Only responsive bidders are evaluated. Maximum 80 points for price, maximum 20 points for preferential goals.

Preferential goals (points and means of verification):

• Business owned 51% or more by Black people: 3 points (CSD, valid B-BBEE certificate/affidavit, ID copy of owner/s, shareholder certificate).
• Business owned 51% or more by women: 3 points (CSD, ID copy of owner/s, shareholder certificate).
• Business owned 51% or more by Black youth: 2 points (CSD, valid B-BBEE certificate/affidavit, ID copy of owner/s, shareholder certificate).
• Business owned 51% or more by Black people with disabilities: 2 points (CSD, ID copy of owner/s, shareholder certificate).
• Enterprise located within the jurisdiction of the City of Johannesburg Metropolitan Municipality: 5 points (CSD, proof of municipal accounts or letter from Ward Council confirming business address).
• SMME (EME or QSE): 5 points (CSD, valid B-BBEE certificate/affidavit).

Failure to submit proof for claimed goals means those points are not awarded.

Scope: Travel management services for 3 JTC officials attending the World Travel Market (WTM) trade exhibition at Excel Centre, London, UK, 01–06 November 2026.

Required services (all must be quoted):

• Economy return flights (Johannesburg OR Tambo – London Heathrow).
• Transfers to/from OR Tambo International (from/to Bramley, Birchleigh, Parkmore).
• Accommodation (bed & breakfast) in London, 3 rooms, check-in 01 Nov 2026, check-out 06 Nov 2026.
• Heathrow Airport – Hotel – Heathrow Airport transfers.
• Hotel – Excel Centre – Hotel transfers.
• Hotel – SA House (Trafalgar Square) – Hotel transfers.
• Travel insurance for 3 pax.
• Express UK travel visa for 3 pax.

Accommodation requirements:

• 4-star hotel, no Air BnB or guest house.
• As close as possible to Excel Centre (1–2 km).
• Early check-in arrangement if arriving before 14:00.

Transport requirements:

• Daily transport between hotel and Excel Centre for 03–05 Nov 2026.
• Airport vehicle must accommodate 3 individuals, 3 large suitcases, 2 small suitcases, 2 small boxes.

Flight requirements:

• Prefer direct flights (JNB–London); if connecting, allow at least 3 hours.
• Include 2 small boxes for brochures and corporate gifts in extra luggage for the first leg.

Pricing must comply with Circular 97/Treasury booking guidelines or City of Johannesburg pricing; better pricing principle applies.

Itinerary to be arranged:

• 01 Nov 2026: Transfers from Bramley, Birchleigh, Parkmore to OR Tambo; flight JNB–London.
• 02 Nov 2026: Arrival, transfer Heathrow to hotel, early check-in; afternoon transfer to Excel Centre for final check and drop of marketing material; evening transfer to SA House, Trafalgar Square for meet-and-greet.
• 03–05 Nov 2026: Daily transfers between hotel and Excel Centre for face-to-face meetings.
• 06 Nov 2026: Transfer hotel to Heathrow for evening flight.
• 07 Nov 2026: Arrival OR Tambo, transfers back to Bramley, Birchleigh, Parkmore.

The RFQ seeks a suitable, qualified and registered travel management service provider. No specific years of experience or key personnel qualifications are stated beyond being qualified and registered.

Pricing schedule items (all must be quoted):

• Return economy flights JNB–London (3 pax).
• Transfers: Bramley, Birchleigh, Parkmore to/from OR Tambo (each 1 pax).
• Heathrow Airport – Hotel – Airport transfers (3 pax).
• Hotel – Excel Centre – Hotel transfers (02 Nov, 1 pax; 03–05 Nov, 3 pax).
• Hotel – SA House – Hotel transfers (02 Nov, 3 pax).
• Accommodation (bed & breakfast) London, 3 rooms, check-in 01 Nov, check-out 06 Nov.
• Travel insurance (3 pax).
• Express UK visa costs (3 pax).
• Extra luggage for 2 small boxes.
• TMC fees.
• Total excl VAT, VAT, total incl VAT.

Pricing must be in SA rand, inclusive of VAT, firm, and comply with Circular 97/Treasury booking guidelines or City of Johannesburg pricing.

Pricing format: Complete the pricing schedule (MBD 3.3) with a ceiling price covering all phases and expenses, inclusive of all applicable taxes. Provide hourly/daily rates for personnel, cost per phase and man-days, and details of travel and other expenses (actual costs recoverable with certified invoices).

Key financial conditions:

• No upfront payments; the successful bidder must have sufficient cash flow to fund the entire service. Payment only upon submission of invoices for completed work.
• All prices in South African rand, inclusive of VAT. Non-VAT vendors treated as non-VAT vendors.
• Prices must be firm; no price increases/adjustments will be considered.
• Prices inclusive of delivery charges.
• If prices based on exchange rate, forward exchange rate cover must be obtained within 14 days of order placement; proof must accompany the invoice, otherwise the contract may be cancelled.
• Quotations valid for 30 days from closing date (RFQ validity stated as 7 days in conditions).
• Purchases only via official purchase order; no goods/services before order accepted.

Mandatory registrations and documents:

• Registration on the National Treasury Central Supplier Database (CSD) is compulsory.
• Valid Tax Clearance Certificate from SARS; compliant tax status in terms of the CSD.
• Valid certified B-BBEE certificate or sworn affidavit (EME/QSE may use affidavit).
• Recent full CSD report.
• Municipal accounts for the company and all directors not in arrears for more than 90 days, or a valid lease agreement, or a sworn affidavit if neither leasing nor owning property in SA. If in arrears, proof of acknowledgement of debt.
• Directors and principal members must not be in the service of the state.
• Bidder and directors must not appear on the National Treasury's database of Restricted Suppliers or the Register for Tender Defaulters.

Conditions of award:

• Compliant tax status.
• Municipal accounts as above.
• Directors not in service of the state.
• Not on restricted suppliers database.

Contract conditions:

• No upfront payment; payment only after submission of invoices for completed work.
• Successful bidder must have sufficient cash flow to manage and execute the service end-to-end.
• Purchases only through official purchase order; no delivery before order accepted.
• No price increases.
• Exchange rate cover required within 14 days of order if prices based on exchange rate.
• Copyright in any documents produced vests in JTC.
• JTC reserves the right to cancel and re-issue the quotation.
• Quotations valid for 30 days from closing date (RFQ validity stated as 7 days in conditions).

Special conditions:

• Quotations must be completed in black ink.
• Lowest price not necessarily accepted; JTC may accept whole or part of quotation.
• Quotations open for acceptance for 30 days.
• Price corrections must be initialled; no correction fluid.
• No price increases.
• Purchases only via official purchase order.
• No upfront payments.
• Vendors must be registered on CSD.
• Prices in SA rand, inclusive of VAT.
• Firm prices.
• Prices inclusive of delivery.
• Successful company must provide labour for off-loading.
• Quantities may be increased or reduced.
• Exchange rate cover required within 14 days.
• Orders executed per specification.
• Vendor number to be recorded.
• JTC may cancel and re-issue.
• Valid Tax Clearance Certificate required.
• Copyright vests in JTC.
• Reference number on subject line.
• False declaration on MBD leads to disqualification.
• RFQ validity: 7 days.

Accommodation: 4-star hotel, no Air BnB or guest house, bed & breakfast basis, as close as possible to Excel Centre (1–2 km), early check-in arrangement if arriving before 14:00.

Transport: daily transport between hotel and venue; airport vehicle to accommodate 3 individuals, 3 large suitcases, 2 small suitcases, 2 small boxes.

Flights: prefer direct JNB–London; if connecting, allow at least 3 hours; include 2 small boxes for brochures and corporate gifts in extra luggage for first leg.

Pricing must comply with Circular 97/Treasury booking guidelines or City of Johannesburg pricing; better pricing principle applies.

Evaluation uses the 80/20 preference point system. Price: max 80 points. Preferential goals: max 20 points. Goals and points: Black-owned 51%+ (3), women-owned 51%+ (3), Black youth-owned 51%+ (2), Black people with disabilities-owned 51%+ (2), enterprise located in City of Johannesburg (5), SMME (EME/QSE) (5). Means of verification: CSD, B-BBEE certificate/affidavit, ID copies, shareholder certificates, proof of municipal accounts or Ward Council letter.