Travel management services for 36 months — petroleum agency SA (PASA-T-2027-02)

Returnable document

• SBD 4 (Bidder's Disclosure): declares whether any director, shareholder or controlling-interest holder is employed by the state, has a relationship with an employee of the procuring institution, or holds an interest in a related enterprise; the declaration must be signed and dated and a false declaration disqualifies the bid.

Eligibility screening

• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• A completed and signed SBD 4 is required; an untrue or incomplete disclosure disqualifies the bid.

Eligibility

• The bidder, its directors, shareholders or controlling-interest holders must not appear on the Register for Tender Defaulters or the List of Restricted Suppliers.
• SBD 4 (Bidder's Disclosure) must be completed, signed and dated, disclosing state employment, relationships with employees of the procuring institution, and interests in related enterprises.

Travel management services are required for a 36-month period.

Closing date: 8 December 2026

Closing time: 12:00 PM

No briefing or site visit is stated.

Bidding procedure enquiries

• Contact person: Ziyanda Zotwana
• Email: [email protected]

Technical enquiries

• Email: [email protected]

Submission

• Email: [email protected]

Submission method: email

Submission email: [email protected]

Bid box: bids may also be deposited in the bid box at the street address stated in the bid document

Closing time: 12:00 PM

Late bids: not accepted

Format: official forms must be used as issued, not retyped

Returnable documents:

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 7 (Contract Form): completed and signed by the successful bidder.
• SARS TCS PIN or CSD number: proof of tax compliance.
• Proof of authority to sign (e.g. company resolution).
• For consortia, joint ventures or subcontractors: each party submits its own TCS certificate, PIN or CSD number.

Evaluation is subject to the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations.

Compliance screening:

• Valid SARS TCS PIN or CSD number.
• No bidder, director or member may be a person in the service of the State.

No scoring split, preference point system or minimum qualifying score is stated in the available text.

Service: travel management services.

Contract period: 36 months.

No further scope, volumes, locations or service levels are stated in the available text.

Tax compliance

• Submit a SARS Tax Compliance Status PIN, or a printed TCS certificate, or a CSD number where no PIN is available.
• Consortia, joint ventures and subcontractors: each party submits a separate TCS certificate, PIN or CSD number.

Central Supplier Database

• CSD registration number required where no TCS PIN is available.

Conflict of interest

• Bids will not be considered from persons in the service of the State, companies with such directors, or close corporations with such members.

Authority

• Proof of authority to sign, such as a company resolution, must accompany the bid.

Standard forms

• SBD 1: signed bid offer and bidder particulars.
• SBD 7: contract form signed by the successful bidder.

Returnable form

• SBD 6.1 (Preference Points Claim Form): claims points for specific goals under the 80/20 system; must be completed and signed, and supporting proof submitted with the bid.

Disqualification risk

• Preference points for specific goals are not awarded if the required proof or documentation is not submitted with the bid.

Preference point system: 80/20 (applicable to requirements up to R50 000 000, all applicable taxes included).

Points allocation

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals and points

• Black ownership: 12 points
• 30% ownership: 5 points
• Any percentage ownership by a designated group: 3 points

Price scoring

• Price points are calculated against the lowest acceptable bid using the 80/20 formula.

Substantiation

• The organ of state may require a bidder to prove any preference claim before adjudication or at any later stage.
• Fraudulent claims may lead to disqualification, recovery of costs, cancellation of contract, restriction from state business for up to 10 years, and criminal prosecution.

B-BBEE and specific goals

• Preference points are claimed on SBD 6.1 under the 80/20 system.
• Points are awarded for black ownership (12), 30% ownership (5) and any percentage ownership by a designated group (3).
• Proof of each claimed specific goal must be submitted with the bid; without it, those points are not awarded.

Returnable form

• SBD 6.1 (Preference Points Claim Form): claims specific-goal points and commits the bidder to the truth of the claim and to providing documentary proof on request.

Preference claim consequences

• A bidder may be required to provide documentary proof that its specific-goal claims are correct.
• If a claim is found to be fraudulent or contract conditions are not met, the organ of state may:
• disqualify the bidder from the process;
• recover costs, losses or damages;
• cancel the contract and claim damages;
• restrict the bidder, its shareholders and directors from state business for up to 10 years after a fair hearing;
• refer the matter for criminal prosecution.

Petroleum Agency SA seeks a travel management company with IATA accreditation to provide off-site and traditional travel management services for 36 months. The Agency has about 90 staff based at Heron Place, Heron Crescent, Century City, Cape Town. Travel expenditure is estimated at R6,678,930 per annum, covering air travel, accommodation, car hire and conference/venue bookings. Services are for travellers on official business locally and internationally.

Closing date: 8 December 2026 at 12:00

Bid validity: 120 days from the closing date

Briefing session: none

Issued date: 6 November 2026

Enquiries

• Email: [email protected]
• Communication must be in writing; contact with officials between closing and award is discouraged.

Submission address

Petroleum Agency SA

2nd Floor Herons Place

Heron Close

Century City

Cape Town

South Africa

Service delivery address

Petroleum Agency SA

Heron Place

Heron Crescent

Century City

Cape Town

7441

Submission method

• Electronic: [email protected]
• Physical: Petroleum Agency SA, 2nd Floor Herons Place, Heron Close, Century City, Cape Town, South Africa
• Via SCNET: copy [email protected]

Closing time: 12:00 on 8 December 2026

Returnable documents

• Tender Form (Section II): signed offer stating the total tendered contract sum inclusive or exclusive of VAT, valid for 120 days.
• SARS tax compliance status PIN or a printed TCS certificate; where no PIN is available, a CSD number.
• For consortia, joint ventures or subcontractors: each party submits its own TCS certificate, PIN or CSD number.
• IATA accreditation for the travel management company.

Disqualification risks

• Bids received after the closing date and time.
• Bids valid for less than 120 days.
• Counter conditions or amendments to the bid conditions.
• Bidders involved in fraudulent or corrupt practices or barred by National Treasury.
• Failure to prove absence of fronting within 14 days of notification.

Evaluation basis

• Detailed methodology premised on Treasury Regulation 16A3, the Preferential Procurement Policy Framework Act 2000 and the Broad-Based Black Economic Empowerment Act 2003.
• Foreign currency quotations are converted to Rand for cost evaluation.
• Award to the most economically advantageous tender, subject to proven relevant experience and ability to deliver effective and reliable services.
• The Agency is not bound to accept the lowest price.
• No public opening of bids; feedback is provided by email to each bidder.
• Supplier due diligence, including site visits, may be conducted before final award.

Scope

• Off-site and traditional travel management services for Petroleum Agency SA, locally and internationally, for 36 months.
• The travel management company must hold IATA accreditation.
• Services cover air travel, accommodation, car rental and shuttle, after-hours and emergency services, training, financial management, technology and reporting, account management, and conference and venue bookings.

Travel volumes per annum (FY 2025/2026)

• Air travel domestic: 576 transactions, R1,482,565
• Air travel regional and international: 111 transactions, R1,782,441
• Car rental domestic: 142 transactions, R849,188
• Accommodation domestic: 326 transactions, R1,065,690
• Accommodation regional and international: 26 transactions, R758,880
• Transfers domestic: 495 transactions, R233,185
• Transfers regional and international: 9 transactions, R36,100
• Estimated total travel expenditure: R6,678,930 per annum

Service requirements

• Normal office hours: Monday to Friday, 08:00–17:00.
• After-hours service: Monday to Friday 17:00–08:00, and 24 hours on weekends and public holidays.
• Turnaround time: 48 to 72 hours for local bookings; 72 to 120 hours for international bookings, except emergency bookings.
• Dedicated consultant for VIP/executive travellers.
• Call centre or after-hours contact number for all travellers.
• Standard operating procedure for after-hours and emergency service.
• Monthly after-hours report to the two travel bookers, stating time and date of call, caller and receiver, and nature of the call.
• Accommodation bookings within National Treasury maximum allowable rate matrix; rates must include a 1% tourism levy.
• Monthly and annual reports on additional costs, travel behaviour and cost savings.
• Quarterly review meetings.
• Workshops and training for PASA travel bookers.
• Manage shuttle service companies on behalf of the Agency and ensure compliance with minimum standards.
• Administration costs for speed fines included in the monthly management fee.

The travel management company must hold IATA accreditation. The Agency will award to a bidder with proven relevant experience in providing the required services and the ability to deliver effective and reliable services. The successful tenderer must not be insolvent, in dissolution, bankrupt, in the process of being wound up, or subject to related legal proceedings.

The supplier must provide services consistent with the service levels and maintain high traveller satisfaction. Monthly and annual reports must detail additional costs from flight changes, re-bookings, cancellations, missed flights and unused tickets, as well as travel behaviour and cost savings. A standard operating procedure for after-hours and emergency service is required. Quarterly reviews are to be presented by the travel management company. Accommodation bookings must comply with National Treasury cost containment instructions and include a 1% tourism levy.

Bidders must complete the price schedule showing unit prices and the total tender price. All prices must be in South African Rand and inclusive of all taxes. Prices remain fixed for the 36-month contract term unless both parties agree otherwise. Foreign currency quotations will be converted to Rand for evaluation. The pricing model includes management fees, transaction fees, third-party fees and merchant fees as defined in the specifications.

Pricing

• Prices in South African Rand, inclusive of all taxes.
• Prices fixed for the contract term unless otherwise agreed by both parties.
• Bidders must indicate unit prices and total tender price on the price schedule.
• Foreign currency quotations converted to Rand for evaluation.

Performance security

• Successful bidder must furnish a performance security within 30 days of contract award notification.
• Form: bank guarantee, irrevocable letter of credit, or cashier’s or certified cheque.
• Security discharged within 30 days after completion of performance obligations.

Payment

• Payment within 30 days after submission of invoice or claim.
• Payment in Rand unless otherwise stipulated.

Contract value

• Estimated travel expenditure: R6,678,930 per annum.

Tax compliance

• SARS tax compliance status PIN required; or a printed TCS certificate; or a CSD number where no PIN is available.
• Consortia, joint ventures and subcontractors: each party submits a separate TCS certificate, PIN or CSD number.

Eligibility

• Bidders involved in fraudulent or corrupt practices or barred by National Treasury are not eligible.
• Successful tenderer must not be insolvent, in dissolution, bankrupt, in the process of being wound up, or subject to related legal proceedings.

Accreditation

• IATA accreditation required for the travel management company.

Fronting

• Bidders must prove absence of fronting within 14 days of notification; failure may invalidate the bid and lead to restriction from public sector business for up to 10 years.

Counter conditions

• Amendments to bid conditions or counter conditions will invalidate the bid.

Contract duration: 36 months.

Performance security: to be furnished within 30 days of award notification; discharged within 30 days after completion of obligations.

Payment: within 30 days after invoice or claim.

Prices: fixed for the contract term unless otherwise agreed.

Penalties: for late delivery or non-performance, calculated daily at the current prime interest rate on the delayed value.

Termination: for default, insolvency, or fraudulent/corrupt practices.

Disputes: amicable resolution, then mediation, then South African courts.

Liability: limited to the total contract price, excluding criminal negligence or wilful misconduct.

Governing law: South African law; language: English.

Subcontracting: supplier must notify the purchaser in writing; does not relieve liability.

Assignment: only with purchaser’s prior written consent.

Amendments: only by written agreement signed by both parties.

Evaluation follows Treasury Regulation 16A3, the PPPFA 2000 and the B-BBEE Act 2003. Foreign currency quotations are converted to Rand for cost evaluation. The contract is awarded to the most economically advantageous tender, subject to proven relevant experience and ability to deliver effective and reliable services. The Agency may conduct supplier due diligence, including site visits, before final award. The Agency is not bound to accept the lowest price. No public bid opening; feedback by email.