Travel management services for jtc officials at ibtm world 2026, barcelona

Closing date: 28 October 2026 at 10:00

No compulsory briefing meeting is applicable.

Procurement enquiries:

• Email: [email protected]

Technical enquiries:

• Email: [email protected]

Submission address:

Sandton Library Offices

Nelson Mandela Square

West Street, Sandton

Johannesburg

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. Quotations are opened at the same address at the stated time; late submissions are not 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 of the bidder and all directors (not older than 3 months, not in arrears more than 90 days), or valid lease agreement or sworn affidavits.
• Valid copies of all mandatory documents.

Disqualification risks:

• Failure to quote for all items in the pricing schedule.
• Corrections made with correction fluid (Tipp-Ex or similar) – the item or entire quotation will be rejected.
• Quotation not completed in black ink.
• False declaration on any MBD form leads to automatic disqualification.

Evaluation uses the 80/20 preference point system:

• Price: 80 points.
• Specific goals: 20 points, allocated as follows:
• Business owned 51% or more by Black people: 5 points.
• Business owned 51% or more by women: 5 points.
• Enterprise located within the jurisdiction of the City of Johannesburg: 5 points.
• EME/QSE: 5 points.

Proof required for specific goals: CSD registration, valid B-BBEE certificate or sworn affidavit, ID copies of owners, shareholder certificate, proof of municipal account or letter from Ward Councillor confirming business address.

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

Johannesburg Tourism Company (JTC) requires a qualified and registered travel management service provider to manage travel logistics for JTC officials attending IBTM World on 17–19 November 2026 in Barcelona, Spain.

Scope of services:

• Accommodation (bed & breakfast) for 3 officials, check-in 16 November 2026, check-out 20 November 2026, in or around the tradeshow venue (Fira Barcelona Gran Via, Av. Joan Carles I, 64, 08908 L'Hospitalet de Llobregat, Barcelona, Spain).
• Economy class return flights for 3 officials (15 and 20 November 2026).
• Return airport shuttle services: 15 & 21 November 2026 Johannesburg (OR Tambo Airport) and 16 & 20 November 2026 Barcelona (airport to hotel) for 3 officials.
• VISA application fees for 3 officials.
• Travel insurance for 3 officials.
• Facilitation of payment to the Southern African Association for the Conference Industry (SAACI) for the exhibition stand: R100,000.00.

Compliance:

• Must comply with Circular 97 (attached).
• Use the principle of better pricing when securing services.
• Cost containment regulations must be taken into account.

The bidder must be a suitably and fittingly qualified and registered travel management service provider. No specific years of experience or key personnel qualifications are stated beyond the requirement to be qualified and registered.

Pricing schedule for IBTM World:

• Return airport shuttle services: 15 & 21 November 2026 Johannesburg (OR Tambo Airport) and 16 & 20 November 2026 Barcelona (airport to hotel) for 3 officials.
• Accommodation (bed & breakfast) for 3 officials, check-in 16 November 2026, check-out 20 November 2026, near the tradeshow venue.
• Economy class return flights for 3 officials (15 & 20 November 2026).
• VISA application fees for 3 officials.
• Travel insurance for 3 officials.
• Facilitation of payment to SAACI for the exhibition stand: R100,000.00.
• Management fee: N/A.

Prices must be quoted in SA Rand, inclusive of VAT, and firm for 30 days. Quote as per line items and provide an additional quotation on company letterhead.

Pricing format:

• Quote on all items in the pricing schedule; failure to do so renders the offer non-responsive.
• Prices must be quoted in South African Rand, inclusive of VAT (15%).
• Prices must be firm and valid for 30 days from the closing date.
• No price increases or adjustments will be considered.
• Prices must be all-inclusive of delivery charges.

Payment terms:

• No upfront payments will be made; the successful bidder must have sufficient cash flow to cover the provision of services.
• Purchases are made only through an official purchase order; no services may be rendered before a purchase order is issued.

Exchange rate:

• If prices are based on an exchange rate, the successful bidder must obtain forward exchange rate cover within 14 days after an order is placed, and provide proof with the invoice; otherwise the contract price adjustment will not be accepted and the contract may be cancelled.

MBD 3.3 (Pricing Schedule – Professional Services) requires:

• A ceiling price based on total estimated time and all expenses.
• Rates for persons involved in the project (hourly/daily).
• Phases, cost per phase and man-days.
• Travel and other expenses – only actual costs recoverable, with proof accompanying certified invoices.

Mandatory eligibility:

• Registration on the Central Supplier Database (CSD) – CSD number is compulsory.
• Valid SARS tax clearance certificate (compliant tax status in terms of the CSD).
• Municipal accounts of the bidder and all directors not in arrears more than 90 days and not older than 3 months, or a valid lease agreement or sworn affidavit; if in arrears, proof of acknowledgement of debt must be provided.
• 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.
• Bidder and directors must not be listed on the Register for Tender Defaulters.
• No conviction for fraud or corruption in the past five years.
• No contract terminated for non-performance in the past five years.
• No municipal rates and taxes or service charges in arrears for more than three months.

B-bbee:

• Preference points claimed under the 80/20 system require proof: valid B-BBEE certificate or sworn affidavit, ID copies, shareholder certificate, CSD report.

Standard forms (compressed):

• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any past abuse, fraud, or contract non-performance.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was prepared independently, without collusion.

Conditions of quotation:

• Quotations must be completed in black ink.
• The lowest price or any quotation will not necessarily be accepted; JTC reserves the right to accept the whole or any portion of a quotation.
• Quotations remain open for acceptance for 30 days from the date of lodging.
• Corrections to prices must be crossed out in ink and initialled; correction fluid is not permitted.
• No price increases or adjustments will be considered.
• Purchases are made only through an official purchase order; no services may be rendered before a purchase order is issued.
• No upfront payments will be made.
• Prices must be quoted in SA Rand, inclusive of VAT.
• Prices must be firm, subject only to statutory changes (VAT and customs/excise levies).
• Prices must be all-inclusive of delivery charges; the successful company must provide labour for off-loading/delivering.
• Quantities are given in good faith and may be increased or reduced in line with the SCM Policy.
• If prices are based on an exchange rate, forward exchange rate cover must be obtained within 14 days after an order is placed, with proof submitted with the invoice.
• Orders must be executed in strict accordance with the accepted specification and within the quoted delivery period.
• The vendor number must be recorded on the cover page where applicable.
• JTC reserves the right to cancel and re-issue the quotation.
• A valid tax clearance certificate is required for contract award.
• Copyright in any document produced, and patent rights or ownership in any plant, machinery, thing, system or process designed by a consultant/trainer in the course of the consultancy service, is vested in JTC.
• False declarations on municipal bidding documents lead to automatic disqualification.

Conditions of quotation: quotations must be completed in black ink; lowest price not necessarily accepted; quotations valid for 30 days; corrections must be initialled and no correction fluid; no price increases; purchases only via purchase order; no upfront payments; CSD registration advised; prices in SA Rand inclusive of VAT; firm prices; delivery charges included; quantities may be adjusted; exchange rate cover required if applicable; orders executed per specification; vendor number to be recorded; right to cancel and re-issue; valid tax clearance required; copyright vested in JTC; false declarations lead to disqualification.

Compulsory requirements:

• Quote on all items in the pricing schedule; failure to do so renders the offer non-responsive.
• Cost containment regulations must be taken into account.
• The quoting reference number must be typed on the subject line when submitting documents.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals (5 points each for business owned 51%+ by Black people, 51%+ by women, enterprise located within City of Johannesburg jurisdiction, and EME/QSE). The entity reserves the right to award to a supplier that has not scored the highest number of points.