Travel management services for the national department of tourism (3-Year contract)

The Department of Tourism seeks to appoint service providers for travel management services over 3 years. The mandate includes promoting responsible tourism, marketing South Africa as a destination, and enhancing tourism sector growth. The bid aims to secure consistent, reliable travel services with high traveller satisfaction, cost savings, and risk containment for the Department and travellers.

Closing date: 01 July 2026 at 11h00. Non-compulsory briefing session: 22 June 2026 at 10h00 (virtual via Microsoft Teams: Meeting ID 338 159 658 625 0, Passcode eV62jn94).

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

Submit bids by 01 July 2026 at 11h00 to the tender box at 17 Trevenna Street, Sunnyside, Pretoria, 0002. Physical or hand-delivered submissions must be registered in the provided register; failure to do so may invalidate the bid. 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. Ensure all returnable documents (Annexures A to T, A3) are completed, signed, and submitted in the prescribed sequence. Non-compliance with pre-qualification criteria (e.g., missing CIPC registration, office proof, or IATA licence) will disqualify the bid.

Provide comprehensive travel management services for 3 years, including: Domestic, regional, and international travel for Department of Tourism employees, contractors, consultants, and clients. Services include reservations (e-tickets, vouchers, group bookings), air travel (full service/low-cost carriers, charters, GDS/Amadeus/Galileo access), accommodation (negotiated rates, vouchers, SMMEs), car rental (approved categories, SMMEs), shuttle services, after-hours/emergency support (24/7 weekends/holidays, call centre), financial management (30-day bill-back, lodge card payments, commission reimbursements), technology (automated reporting, Excel format), account management (dedicated manager, SLA compliance), and value-added services (destination info, SMS notifications, travel audits). Must comply with National Treasury cost containment and Department of Tourism Travel Policy. Penalties for TMC inefficiencies are the TMC’s responsibility. Transition plan required for uninterrupted service implementation.

Bidder must demonstrate methodology and approach via: 1) Organogram and CVs of staff executing services. 2) Company profile and list of previous clients with contactable details. 3) Detailed project implementation plan aligned to the scope of work. Rating scale: 5 (exceeds requirements), 4 (good), 3 (acceptable), 2 (minor reservations), 1 (serious reservations). Weight: 30 points.

Experience and track record are evaluated across four criteria (total 100 points): 1) Domestic air travel, car hire, conferencing, and accommodation (20 points): >8 years=5, 6-8 years=4, 4-6 years=3, 2-4 years=2, <2 years=1. 2) International shuttle/transfer, air travel, car hire, and accommodation (30 points): >4 years=5, 3-4 years=4, 2-3 years=3, 1-2 years=2, <1 year=1. 3) Number of past/current projects (20 points): >4 projects=5, 3-4 projects=4, 2-3 projects=3, 1-2 projects=2, <1 project=1. Reference letters must include: client name, contract value, duration, services rendered, contact person, and contact details (email/phone).

Submit Annexure A3 (Pricing Schedule) with: Fixed transaction fees per service (domestic/international), not percentage-based. Split fees between traditional and online bookings. Breakdown for conferencing transactions (R1 to R3,000,000). Pricing subject to annual CPI adjustments. Open book policy: all commissions earned from Department volumes must be reimbursed quarterly. No override commissions paid to TMCs. Book negotiated rates or best available fares, whichever is most cost-effective.

Submit a transactional fee schedule (Annexure A3) with fixed fees per service (not percentage-based) for domestic/international travel. Include fee split between traditional and online bookings. Provide a breakdown for conferencing fees (R1 to R3,000,000). Pricing is subject to annual CPI adjustments. Open book policy applies: all commissions earned from Department of Tourism volumes must be reimbursed quarterly. No override commissions will be paid to TMCs. Pre-payments for small B&Bs/guest houses may be required at short notice. Consolidate invoices and supporting documentation weekly.

Mandatory: South African company registration (CIPC documents). Established office in SA with proof (lease agreement, utility bill <3 months old, or tribal authority letter). Certified IATA licence (or 3rd-party agreement + licence copy). Tax Compliance: Submit SARS TCS PIN (via e-filing) or CSD number. CSD full report (directors/shareholders) must match ID/company registration documents. B-BBEE: Submit valid certificate (or sworn affidavit for EME/QSE + CIPC registration). For joint ventures: consolidated B-BBEE certificate required; separate TCS/CSD for each party. Pre-qualification: No SCM abuse, fraud, or prior contract failures. Excluded: State employees, companies with state-employee directors, or close corporations with state-employee members. POPIA compliance required for all personal information shared.

Contract duration: 3 years. Bid terms are incorporated into the contract by reference. Misrepresentations in bids may result in contract termination and claims against the bidder. The Department reserves the right to: negotiate with bidders pre/post award, not award the bid, appoint multiple TMCs, and terminate contracts for adverse vetting/SAPS clearance findings. Joint ventures: joint and several liability applies; 30-day notice required for termination (liability remains). No ceding of rights/obligations without written consent. POPIA compliance mandatory for all personal information. Zero tolerance for fronting, collusion, fraud, bribery, or corruption (report via hotline: 0800 701 701).

Evaluation uses the 80/20 Preference Point System: 80 points for price (lowest acceptable bid scores 80; others use formula Ps=80(1−(Pt−Pmin)/Pmin)), 20 points for Specific Goals (6 for women ownership, 12 for Black ownership, 2 for SMME status). Functionality threshold: 70/100 points. Stages: 1) Mandatory requirements check (disqualification for non-compliance). 2) Functionality assessment. 3) Price + Specific Goals scoring. Proof of ownership (CIPC, IDs, CSD reports) is required for Specific Goals points. Zero points may be allocated if proof is missing. Deadlocks: highest Specific Goals score wins; if tied, drawing of lots.