Travel management services for jtc officials attending the icca congress, panama city (7–11 november 2026)

Closing date: 28 October 2026 at 10:00

Compulsory briefing meeting: None (marked N/A)

Procurement enquiries

• Email: [email protected]

Technical enquiries

• Email: [email protected]

General telephone: +27 11 779 0200

Submission address

Sandton Library Offices

Nelson Mandela Square

West Street, Sandton

Johannesburg, 2000

South Africa

Submission method: sealed envelope deposited in the bid box at Sandton Library Offices, Nelson Mandela Square, West Street, Sandton, Johannesburg, addressed to THE ACCOUNTING OFFICER, JOHANNESBURG TOURISM COMPANY. Envelope must bear the quotation description, reference number, closing time and due date. No late submissions accepted.

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

• Completed and signed pricing schedule (quote on ALL items).
• Completed and signed MBD forms: MBD 1 (Invitation to Bid), MBD 3.3 (Pricing Schedule – Professional Services), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination).
• Declaration on State of Municipal Accounts.
• Current CSD report (not older than 3 months).
• Municipal accounts for the bidder and all directors (not older than 3 months, not in arrears more than 90 days), or valid lease agreements or sworn affidavits.
• Valid copies of all mandatory documents.

Disqualification risks:

• Failure to quote for all items in the pricing schedule.
• False declarations on any MBD form.
• Quotations received after closing time.
• Use of correction fluid on any price; corrections must be crossed out in ink and initialled.

Evaluation split: Price 80 points; Specific goals (empowerment) 20 points. 80/20 preference point system applies.

Price points: calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price under consideration and Pmin is the lowest acceptable tender price.

Specific goals (20 points total, each worth 5 points):

• Business owned by 51% or more Black people – 5 points.
• Business owned by 51% or more women – 5 points.
• Enterprise located within the jurisdiction of the City of Johannesburg – 5 points.
• EME/QSE – 5 points.

Evidence required for specific goals: CSD registration, valid B-BBEE certificate or sworn affidavit, ID copies of owners, shareholder's certificate, proof of municipal address (municipal account or letter from Ward Councillor).

Note: The entity reserves the right to award to a supplier that has not scored the highest number of points.

Scope: Travel management services for Johannesburg Tourism Company (JTC) officials to attend the ICCA Congress, 7–11 November 2026, Panama City, Panama.

Services required:

• Accommodation (Bed & Breakfast) for 3 officials, check-in 6 November 2026, check-out 12 November 2026. Accommodation to be sourced around the Congress venue (Panama Convention Center, Amador Causeway) based on the ICCA secured accommodation list (https://www.iccacongress.org/accommodation).
• Flights: 1 business class return ticket (5 & 12 November 2026); 2 economy class return tickets (5 & 12 November 2026).
• Congress registration fees for 3 officials: EUR 1475.00 each (total EUR 4425.00), to be paid directly in full to ICCA by the appointed service provider.
• Travel insurance for 3 officials.
• Return airport shuttle services for 3 officials: Johannesburg North to/from OR Tambo Airport (5 & 13 November 2026); Panama airport to/from hotel (6 & 12 November 2026).
• Management fee (N/A).

Compliance: Must comply with Circular 97 requirements; use the principle of better pricing when securing services. Cost containment regulations must be taken into account.

Bidders must be suitably qualified and registered travel management service providers. No specific years of experience or key personnel qualifications are stated in the document.

Pricing schedule (Project A: ICCA Congress):

• Accommodation (Bed & Breakfast) for 3 officials, check-in 6 Nov, check-out 12 Nov 2026.
• Business class return flight for 1 official (5 & 12 Nov 2026).
• Economy class return flights for 2 officials (5 & 12 Nov 2026).
• Congress registration fees for 3 officials at EUR 1475.00 each (total EUR 4425.00), paid directly to ICCA.
• Travel insurance for 3 officials.
• Return airport shuttle services for 3 officials (Johannesburg North to/from OR Tambo on 5 & 13 Nov; Panama airport to/from hotel on 6 & 12 Nov).
• Management fee (N/A).

Prices to be quoted in South African Rand, inclusive of VAT (15% VAT line). Bidders must quote on all items; failure to do so renders the offer non-responsive.

Pricing format: Complete the pricing schedule, quoting for ALL items. Prices in South African Rand, inclusive of VAT (15% VAT line). Prices must be firm – no price increases/adjustments will be considered.

Payment terms: No upfront payments; purchases only via an official purchase order. No goods/services to be delivered before a purchase order is accepted.

Exchange rate: If prices are based on exchange rates, the successful bidder must obtain forward exchange rate cover within 14 days after an order is placed, and provide proof with the invoice. Failure to do so may result in contract cancellation.

Validity: Quotations must remain valid for 30 days from the closing date.

Other: Prices inclusive of delivery charges; successful company must provide labour for off-loading/delivering. Quantities may be increased or reduced in line with SCM policy.

Mandatory registrations and status:

• Central Supplier Database (CSD) registration – compulsory.
• Valid Tax Clearance Certificate from SARS (or suitable arrangements made).
• Compliant tax status in terms of CSD.

Conditions of award:

• Municipal accounts not older than 90 days for the company and all directors, not more than 90 days in arrears; if in arrears, proof of acknowledgement of debt required.
• 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.

B-BBEE / empowerment evidence:

• For claiming specific goals, submit valid B-BBEE certificate or sworn affidavit, ID copies, shareholder's certificate, and proof of municipal address.

Other:

• Quoting reference number must be typed on the subject line when submitting documents.
• Quotation documents must be completed in black ink.

Contract terms:

• Quotations remain open for acceptance for 30 days from lodging.
• No price increases/adjustments will be considered.
• Purchases only via official purchase order; no goods/services before order accepted.
• No upfront payments; bidder must have sufficient cash flow.
• If prices based on exchange rate, forward exchange rate cover required within 14 days of order; proof with invoice, else contract may be cancelled.
• Orders executed strictly per specification and within quoted delivery period.
• JTC reserves right to cancel and re-issue the quotation.
• Copyright in any documents produced vests in JTC.
• False declarations lead to automatic disqualification.

Conditions of quotation: Quotation documents must be completed in black ink; The lowest price or any quotation will not necessarily be accepted; Quotations remain open for acceptance for 30 days; Corrections to prices must be initialed, no correction fluid; No price increases/adjustments; Purchases only via purchase order; No upfront payments; Vendors must be registered on Central Supplier Database; Prices in South African Rand, inclusive of VAT; Firm prices; Prices inclusive of delivery; Successful company must provide labour for off-loading; Quantities may be adjusted; Exchange rate cover required if applicable; Orders executed per specification; Vendor number to be recorded; JTC reserves right to cancel and re-issue; Valid Tax Clearance Certificate required; Copyright vested in JTC; False declarations lead to automatic disqualification.

Compulsory requirements: Quote on ALL items on the pricing schedule. Disqualification criteria: Failure to quote for all items in the pricing schedule. Conditions of award: Compliant tax status in terms of CSD; Municipal accounts not older than 90 days for the Company and all its directors not more than 90 days in arrears, or valid lease agreement or sworn affidavit; Directors and Principal members not in the Service of the State; Name of bidder or directors not on National Treasury's database of Restricted Suppliers.

Price and empowerment points: Price 80 points, Empowerment in terms of Preferential Procurement Regulations 2022: Business owned by 51% or more Black people – 5 points; Business owned by 51% or more women – 5 points; Enterprises located within the jurisdiction of the City of Johannesburg – 5 points; EME/QSE – 5 points. The entity reserves the right to award the business to a supplier that has not scored the highest number of points.