Appointment of a travel management company for pseta: end-to-end travel services for 36 months

Closing date: 20 July 2026. Closing time: 11:00. No other dates (e.g., briefings, site visits) are specified in the document.

Bid submission and enquiries: Email to [email protected] (primary) and CC [email protected]. Technical enquiries: Contact Lungile Mokoena at telephone 012 423 5700/5800. No physical address for submission is provided; bids must be emailed.

Submit bids by the closing date and time (20 July 2026, 11:00) via email to [email protected], with a copy to [email protected]. Bids must be submitted on the official forms provided and must not be re-typed. Late bids will not be accepted. Bidders must submit a paper copy of the Pricing Schedule, signed and completed as per the templates provided. No changes to the formatting or structure of the Pricing Schedule are allowed. Input cells for bidders are highlighted in green and must be completed; input cells for the tendering institution are highlighted in orange and must not be altered. All pricing must be quoted in South African Rands (ZAR), excluding VAT (15% VAT will be calculated automatically). Bidders must ensure all required documents, including the Invitation to Bid (SBD 1), Tax Compliance Status (TCS) PIN, Central Supplier Database (CSD) registration, and vendor number, are submitted. Failure to comply with submission requirements may result in disqualification.

The scope is the appointment of a Travel Management Company (TMC) to provide end-to-end travel services for PSETA for 36 months. Services include: managing reservations (air, accommodation, car rental, transfers, etc.), group bookings, after-hours/emergency support, financial management (bill-back, invoicing, pre-payments), technology (GDS/Online Booking Tools, reporting), account management, value-added services (destination info, SMS notifications, travel audits), and cost management (savings plans, compliance with National Treasury cost containment). Key deliverables: seamless transition plan, 3 price comparisons per booking, negotiated rate compliance, quarterly refund management reports, 30-day bill-back facility, consolidated invoices, and adherence to PSETA’s Travel Policy. Estimated annual transaction volumes: 2,505 (e.g., 600 domestic air travel, 500 domestic accommodation). The TMC must provide 24/7 after-hours support, VIP services, and workshops/training for PSETA staff. Proof of ASATA membership is advantageous.

Pricing must be submitted in ZAR, excluding VAT (15% will be auto-calculated). Bidders must complete the Pricing Schedule template (transaction fee model for off-site services) without altering formatting. Input cells for bidders are green; do not modify other cells. The template includes transaction fees for traditional and online bookings (e.g., air travel, accommodation, car rental, refunds, cancellations). Bidders must specify unit prices (excl. VAT) for each service category. The total price (incl. VAT) will be auto-calculated. A 30-day bill-back account facility is required. Pre-payments for smaller B&B/guest houses must be processed by the TMC. Commissions earned on PSETA bookings must be returned quarterly. Payment terms: invoices must be submitted with supporting documentation (e.g., purchase orders) and paid within 30 days.

Mandatory compliance documents: Fully completed and signed Invitation to Bid (SBD 1), Tax Compliance Status (TCS) PIN or hard copy TCS certificate from SARS, Central Supplier Database (CSD) registration, and vendor number. Bidders must provide written confirmation that SARS may disclose their tax compliance status. B-BBEE: Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points. Specific goals for preference points: Black-owned (51%-100%: 8 points), Women-owned (51%-100%: 4 points), Youth-owned (51%-100%: 5 points), Disability-owned (51%-100%: 3 points). No bids will be considered from state employees, companies with state-employed directors, or close corporations with state-employed members. Foreign suppliers must confirm residency, branch, or tax liability in South Africa; if not, they must register for a TCS PIN. Consortia/joint ventures must submit separate TCS/CSD documents for each party.

Evaluation is structured in three gates: Gate 0 (Pre-qualification), Gate 1 (Technical), and Gate 2 (Price + Specific Goals). Gate 0: Bidders must submit all mandatory documents (SBD 1, TCS PIN/CSD, vendor number). Non-compliance may result in disqualification. Gate 1: Technical evaluation (100 points total). Desktop Technical Evaluation (80 points, minimum 60 required) and Presentation/System Demonstration (20 points, minimum 15 required). Combined score must be ≥75 to proceed to Gate 2. Gate 2: 80/20 preference point system. Price (80 points) is scored using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = bidder’s price, Pmin = lowest acceptable price. Specific Goals (20 points) are awarded for B-BBEE ownership categories: Black-owned (8), Women-owned (4), Youth-owned (5), Disability-owned (3). Bidders must provide proof for each goal claimed. The highest total score (price + goals) wins.