Three-year national tourism shuttle and transfer services contract

Closing date: 01 July 2026 at 11:00. Non-compulsory briefing session: 23 June 2026 at 10:00 (Virtual: Microsoft Teams, Meeting ID: 370 087 961 793 777, Passcode: Sf3W9xz3). Bid opening: Publicly on 01 July 2026 at 11:00 at 17 Trevenna Street, Sunnyside, Pretoria.

Bid inquiries: Merriam Nthani, Tel: (012) 444 6230, Email: [email protected]. Technical inquiries: Omphemetse Sekgweleo, Tel: (012) 444 6773, Email: [email protected]. Submission address: 17 Trevenna Street, Tourism House, Sunnyside, Pretoria, 0002.

Submit bids by the closing date and time (01 July 2026, 11:00) to the tender box at: 17 Trevenna Street, Sunnyside, Pretoria, 0002. Physical submissions must be hand-delivered and registered in the bid register. Late submissions will not be considered. Bids must be submitted on official forms provided, including completed and signed Standard Bidding Documents (SBD) forms. Do not alter the content or sequence of the SBD4 form. Failure to submit required returnables (see Annexures A-P) or comply with pre-qualification criteria will disqualify the bid. Joint ventures must submit a signed joint venture agreement and separate compliance documents for each party.

Scope: Provide transfer and shuttle services nationwide for 3 years, with majority of services in Gauteng. Services include: a) Airport/venue/office transfers, b) Nationwide shuttle services, c) Coach hire (including minibus taxis). Requirements: Vehicles must be in good mechanical/physical condition, maintained safely, and kept clean. Drivers must hold valid licenses, have no suspended licenses, ensure passenger safety, adhere to traffic regulations, be punctual, carry hands-free phones, and know routes. Service provider must: appoint a key accounts manager, provide 24/7 call center, allocate administrative staff for bookings, train drivers/staff, submit weekly/monthly reports (with invoices, log sheets, statements), and bear costs for preventative/remedial maintenance. Operational details (e.g., booking processes, automation, turnaround times, GPS use) must be specified in the bid.

Bid must include: 1) Methodology and approach (40 points): Comprehensive proposal covering all services (5 points), above-average address of requirements (4 points), partial overview (3 points), minor address (2 points), or failure to demonstrate understanding (1 point). Required documents: certified vehicle registration, organogram/CVs of staff, company profile, detailed project implementation plan. 2) Experience/track record (30 points): >4 years (5), >3-4 years (4), >2-3 years (3), >1-2 years (2), ≤1 year (1). Submit reference letters with: client names, contract values, durations, service types, contact details.

Bidder’s experience is scored as follows: >4 years in industry = 5 points, >3-4 years = 4 points, >2-3 years = 3 points, >1-2 years = 2 points, ≤1 year = 1 point. Reference letters must include: previous clients, contract values, project durations (start/end dates), services rendered, client contact person, and contact details. Capacity to render services (30 points) is based on fleet size: >8 vehicles = 5 points, 6-8 vehicles = 4 points, 4-6 vehicles = 3 points, 2-4 vehicles = 2 points, ≤2 vehicles = 1 point. Submit certified vehicle registration documents.

Service providers must: exercise highest skill/care/diligence, cover all travel costs to Department offices, clearly state price increases (if any), and allow Department site visits to verify: booking procedures, SMS/email notification systems, driver tracking, fleet inspection, and management reporting. Quality Management System details must be included in the bid.

Complete Annexure P (Pricing Schedule) with: vehicle types (e.g., Economy Sedan, Luxury Sedan, Kombi, 16 Seater, Bus/Coach), passenger capacity, rate/km, rate/hour, disposal hours (up to 1 hour, 1-3 hours, etc.), and distance tiers (1-20 km, 21-50 km, etc.). Include service charges for after-hours, waiting time (20-minute airport allowance), and other costs. Annual price escalations must be linked to relevant cost indices. Specify if rates differ for office hours vs. after-hours/weekends/public holidays. Toll/parking fees must be included.

Pricing must account for: vehicle size/passenger count, kilometers driven, driver time, empty distance, service timing (office/after hours, weekends, holidays), toll/parking fees, and waiting time. Submit a completed and signed pricing schedule (Annexure P) with rates per vehicle type, distance tiers, and disposal hours. Annual price escalations must be linked to relevant cost indices. Bids must specify if price increases will occur during the contract. Payment terms and financial capacity are not explicitly detailed; ensure pricing is inclusive of VAT.

Mandatory: South African company registration (CIPC documents required). Bidder must have a physical office in Gauteng (proof: lease agreement, utility bill <3 months old, or tribal authority letter). Submit certified copies of: vehicle registration (company/director’s name), passenger liability insurance, vehicle insurance, third-party liability insurance. Tax compliance: Submit SARS TCS PIN or CSD number (if no TCS). B-BBEE: For EMEs/QSEs, submit a valid sworn affidavit (12-month validity) + CIPC registration/share certificate. For joint ventures, submit a consolidated B-BBEE certificate. Women/Black ownership proofs (Annexures B/C) require CIPC documents, ID copies, and CSD full reports. SBD forms (SBD4, SBD6.1) must be completed. Disqualification risks: Non-compliance with pre-qualification criteria, fraud, SCM abuse, or past contract failures. State employees or entities with state-employed directors are ineligible.

Drivers must: maintain professional conduct, hold valid passenger transport licenses, have no suspended licenses, ensure passenger safety, adhere to traffic regulations, be punctual, carry hands-free phones, and know routes. Vehicles must be: in safe operating condition, clean (internally/externally), and maintained preventatively/remedially. Service providers must: allocate a key accounts manager, provide 24/7 call center, appoint administrative staff, and train all personnel. Weekly/monthly reports (with invoices, log sheets, statements) are mandatory.

Contract duration: 3 years. Bid validity: 120 days from closing date. The Department reserves the right to: negotiate terms/price pre- or post-award, not award the bid, conduct site visits to verify office/fleet suitability, and terminate for misrepresentation. Bidders bear all preparation/submission costs. Misrepresentation in bids may lead to termination and claims. Contract terms incorporate bid submissions by reference. Joint ventures must accept joint and several liability and cannot cede rights without Department consent.

Evaluation uses a 3-stage process: 1) Mandatory requirements: Non-compliance disqualifies the bid. 2) Functionality: Minimum 70/100 points required to advance. Criteria: Methodology (40 points), experience/track record (30 points), capacity (30 points). 3) 80/20 Preference Point System: 80 points for price (lowest bid = 80; others pro-rata), 20 points for specific goals (Women Ownership: 6 max, Black Ownership: 12 max, SMME: 2 max). Proof of ownership (CIPC, CSD, IDs) is mandatory for specific goals. Ties are broken by highest specific goals score, then by lot.