Appointment of a travel management company – national government tender (RFP)

{"closingDate":"14 AUGUST 2026","closingTime":"11:00","briefingSession":"{"date":"11 AUGUST 2026","time":"11:00","venue":"E: 11 AUGUST 2026","is_compulsory":false}"}

{"name":null,"email":null,"phone":"0196270170","department":null,"address":null}

Returnable Documents: https://secure.csd.gov.za/ to obtain your, Pricing Schedule Submit full details of the pricing proposal as, Only Bidders that have met the Pre-Qualification Criteria in (Gate 0) will be evaluated in Gate 1

5. Evaluation and selection criteria

Technical Evaluation Price and Specific Pre-qualification Criteria

Criteria Goals Evaluation (Gate (Gate 0)

to be held 11:00 on 11 August points out of 100 points to points and Gate 2 will

Please see link below: Specific goals). who have met and

meet/354201962701702?p= of 75 points.

5.2. Gate 1: Technical Evaluation Criteria = 100 points

All bidders are required to respond to the technical evaluation criteria scorecard and compliance

for functionality. Functionality will be evaluated as follows

i. Desktop Technical Evaluation – Bidders will be evaluated out of 80 points and are

required to achieve minimum threshold of 60 points of 80 points.

ii. Presentation and system demonstration – Bidders will be evaluated out of 20 points and

are required to achieve minimum threshold of 15 points out of 20 points.

iii. The overall combined score must be equal or above 75 points to proceed to Gate 2 for

Price and Specific Goals evaluations.

Functionality Maximum Points Minimum Threshold

Desktop Technical Evaluation

Details found in Annexure A2 – Technical Scorecard

Overall combined points

5.3. Gate 2: Price and Specific Goals Evaluation (80+20) = 100 points

and Specific Goals. Price and Specific Goals will be evaluated as follows

adjudicated on the 80/20-preference point system in terms of which points are awarded to

5.3.1. The bid price (maximum 80 points)

5.3.2. Specific Goals of contributor (maximum 20 points)

The following formula will be used to calculate the points for price

aNNEXURE A2: DESKTOP EVALUATION TECHNICAL SCORECARD AND Compliance Checklist

Cell E19: THE PROVISION OF TRAVEL MANAGEMENT SERVICES FOR A PERIOD OF 36 MONTHS

(a) any national or provincial department, national or provincial public entity or constitutional institution (b) any municipality or municipal entity;

provisions

in the SCC shall prevail.

Table of clauses

1. Definitions
2. Application
3. General
4. Standards
5. Use of contract documents and information; inspection
6. Patent rights
7. Performance security
8. Inspections, tests and analysis
9. Packing
10. Delivery and documents
11. Insurance
12. Transportation
13. Incidental services

income-generating contracts)

You are hereby invited to bid for requirements of the (name of department/ public entity)

Appointment of a travel management company

Briefing session: microsoft teams

Date: 11 august 2026

Time: 11:00

https://teams.microsoft.com/meet/354201962701702?p=2OsxzHfTYpXxMotoeW

RFP number: RFP/2021/001447

Closing date: 14 august 2026

Closing time: 11:00

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The Public Service Sector Education and Training Authority (PSETA) is a Sector Education and

Training Authority (SETA) established in terms of section 9(1) of the Skills Development Act as amended and is classified as a National Public Entity under schedule 3A of the Public

Finance Management Act, .

This document outlines the terms of reference for the appointment of a service provider with

proven experience and specialization in the development of occupational qualifications.

2. Objectives of the assignment

The purpose of this Request for Proposal (RFP) is to solicit proposals from potential bidder(s)

for the provision of travel management services to PSETA.

This RFP document details and incorporates, as far as possible, the tasks and responsibilities of

the potential bidder required by PSETA for the provision of travel management services to

Pseta.

This RFP does not constitute an offer to do business with PSETA, but merely serves as an

invitation to bidder(s) to facilitate a requirements-based decision process

3. Scope of work/specification

The travel requisition process is currently an automated process. The PSETA end-user will

capture a travel request on the SCM system. The SCM dept. will first check the request for

completeness and dates of travel/accommodation. The SCM dept. will then forward the request

to the TMC via the SCM system. The TMC will then respond with 3 quotations from different

companies. The SCM official will then choose 1 quotation and inform the TMC via the SCM system.

The TMC will then send their quotation to the SETA with dates and amounts for

travel/accommodation and service fees. The requisition will then go through an automated

approval workflow process. After the requisition has been approved the SCM System will then

generate a Purchase Order that has to be approved by the CFO. The SCM official will then forward

Purchase Order Number to the TMC. On receipt of the order number, the TMC will then issue an

itinerary/travel voucher through email.

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PSETA’s primary objective in issuing this RFP is to enter into agreement with a successful

bidder(s) who will achieve the following:

3.1. Provide PSETA with the travel management services that are consistent and reliable and will maintain a

high level of traveller satisfaction in line with the service levels;

3.2. Achieve significant cost savings for PSETA without any degradation in the services;

3.3. Appropriately contain PSETA’s risk and traveler risk.

3.4. Travel Volumes (Annexure A3)

The current PSETA total volumes per annum includes air travel, accommodation, car hire, forex,

conference, etc. The table below details the number of transactions for the FY 2025/2026 as

follows:

Estimated Number of Estimated Expenditure per

Transactions for annum

months

Service Category

1 Air Travel – International 10

3 Air Travel – Domestic 600

Air Travel – International (Re-

4 5

issue)

6 Air Travel – Domestic (Re-issue) 100

7 Refunds – Air Domestic 50

9 Refunds – Air International 5

10 Car Rental – Domestic 600

13 Transfers/Shuttle – Domestic 300

16 Accommodation – Domestic 500

18 Accommodation – International 10

19 Bus/Coach Bookings 25

24 Parking bookings 50

25 Cancellations 100

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26 Changes to bookings 100

27 After Hours Services 50

Total 2505

Note: These figures are projections based on the current trends and they may change during the

tenure of the contract. The figures are meant for illustration purposes to assist the bidders to

prepare their proposal.

3.5. Service Requirements (Annexure A2)

3.5.1. General (Section 15.3.2)

The successful bidder will be required to provide travel management services. Deliverables

under this section include without limitation, the following:

3.5.1.1. The travel services will be provided to all Travelers travelling on behalf of

PSETA, locally and internationally. This will include employees and

contractors, consultants and clients where the agreement is that PSETA is

responsible for the arrangement and cost of travel.

3.5.1.2. Provide travel management services during normal office hours (Monday to

Friday 08h00 – 17h00) and provide after hours and emergency services as

stipulated in paragraph 3.5.6.

3.5.1.3. Familiarisation with current PSETA travel business processes.

3.5.1.4. Familiarisation with current travel suppliers and negotiated agreements that

are in place between PSETA and third parties. Assist with further negotiations

for better deals with travel service providers.

3.5.1.5. Familiarisation with current PSETA Travel Policy and implementations of

controls to ensure compliance.

3.5.1.6. Penalties incurred as a result of the inefficiency or fault of a travel consultant

will be for the TMC’s account, subject to the outcome of a formal dispute

process.

3.5.1.7. Provide a facility for PSETA to update their travelers’ profiles.

3.5.1.8. Manage the third-party service providers by addressing service failures and

complaints against these service providers.

3.5.1.9. Consolidate all invoices from travel suppliers.

3.5.1.10. Provide a detailed transition plan for implementing the service without

service interruptions and engage with the incumbent service provider to

ensure a smooth transition.

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3.5.1.11. Provide the reference letters from at least three (3) contactable

existing/recent clients (within past 3 years) which are of a similar size to

Pseta.

3.5.1.12. Provide a copy of IATA (International Air Transport Association)

Licence/Certificate.

3.5.1.13. It will be an added advantage if the bidder is a member of ASATA (Association

of South African Travel Agents). Proof of such membership must be submitted

with the bid at closing date and time.

3.5.2. Reservations (Section 15.3.2 to 15.3.6)

The Travel Management Company will:

3.5.2.1. Receive travel requests from travelers and/or travel bookers, respond with

quotations (confirmations) and availability. Upon the receipt of the relevant

approval, the travel agent will issue the required e-tickets and vouchers

immediately and send it to the travel booker and traveler via the agreed

communication medium.

3.5.2.2. Always endeavor to make the most cost-effective travel arrangements based

on the request from the traveler and/or travel booker.

3.5.2.3. Apprise themselves of all travel requirements for destinations to which

travelers will be travelling and advise the Traveler of alternative plans that

are more cost effective and more convenient where necessary.

3.5.2.4. Online booking system must provide a minimum of three (3) price

comparisons for all travel requests where the routing or destination permits.

3.5.2.5. Book the negotiated discounted fares and rates where possible.

3.5.2.6. Must keep abreast of carrier schedule changes as well as all other alterations

and new conditions affecting travel and make appropriate adjustments for

any changes in flight schedules prior to or during the travelers’ official trip.

When necessary, e-tickets and billing shall be modified and reissued to

reflect these changes.

3.5.2.7. Book parking facilities at the airports where required for the duration of the

travel.

3.5.2.8. Respond timely and process all queries, requests, changes and cancellations

timeously and accurately.

3.5.2.9. Must be able to facilitate group bookings (e.g. for meetings, conferences,

events, etc.)

3.5.2.10. Must issue all necessary travel documents, itineraries and vouchers

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timeously to traveler(s) prior to departure dates and times.

3.5.2.11. Advise the Traveler of all visa and inoculation requirements well in advance.

3.5.2.12. Assist with the arrangement of foreign currency and the issuing of travel

insurance for international trips where required.

3.5.2.13. Facilitate any reservations that are not bookable on the Global Distribution

System (GDS).

3.5.2.14. Facilitate the bookings that are generated through their own or third party

Online Booking Tool (OBT) where it can be implemented.

3.5.2.15. Note that, unless otherwise stated, all cases include domestic, regional and

international travel bookings.

3.5.2.16. Visa applications will not be the responsibility of the TMC; however, the

relevant information must be supplied to the traveller(s) where visas will be

required.

3.5.2.17. Negotiated airline fares, accommodation establishment rates, car rental

rates, etc, that are negotiated directly or established by National Treasury or

by PSETA are non-commissionable, where commissions are earned for

PSETA bookings all these commissions should be returned to PSETA on a

quarterly basis.

3.5.2.18. Ensure confidentiality in respect of all travel arrangements and concerning

all persons requested by PSETA.

3.5.2.19. Timeous submission of proof that services have been satisfactorily delivered

(invoices) as per PSETA’s instructions

3.5.3. Air Travel (Section 15.3.3)

3.5.3.1. The TMC must be able to book full-service carriers as well as low-cost

carriers.

3.5.3.2. The TMC will book the most cost-effective airfares possible for domestic

travel.

3.5.3.3. For international flights, the airline which provides the most cost effective

and practical routings may be used.

3.5.3.4. The TMC should obtain three or more price comparisons where applicable

to present the most cost effective and practical routing to the Traveler.

3.5.3.5. The airline ticket should include the applicable airline agreement number as

well as the individual loyalty program number of the Traveler (if applicable).

3.5.3.6. Airline tickets must be delivered electronically (SMS and/or email format)

to the traveller(s) and travel bookers promptly after booking before the

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departure times.

3.5.3.7. The TMC will also assist with the booking of charters for VIPs utilising the

existing transversal term contract where applicable as well as the sourcing

of alternative service providers for other charter requirements.

3.5.3.8. The TMC will be responsible for the tracking and management of unused e-

tickets as per agreement with the institution and provide a report on refund

management once a quarter.

3.5.3.9. The TMC must during their report period provide proof that bookings were

made against the discounted rates on the published fairs where applicable.

3.5.3.10. Ensure that travelers’ are always informed of any travel news regarding

airlines (like baggage policies, checking in arrangements, etc.)

3.5.3.11. Assist with lounge access if and when required.

3.5.4. Accommodation (Section 15.3.2 – 15.3.5)

3.5.4.1. The TMC will obtain price comparisons within the maximum allowable rate

matrix as per the cost containment instruction of the National Treasury.

3.5.4.2. The TMC will obtain three price comparisons from accommodation

establishments that provide the best available rate within the maximum

allowable rate and that is located as close as possible to the venue or office or

location or destination of the traveller

3.5.4.3. This includes planning, booking, confirming and amending of accommodation

with any establishment (hotel group, private hotel, guest house or Bed &

Breakfast) in accordance with PSETA’s travel policy.

3.5.4.4. PSETA travellers may only stay at accommodation establishments with which

PSETA has negotiated corporate rates. Should there be no rate agreement in

place in the destination, or should the contracted establishment be unable to

accommodate the traveller, the TMC will source suitable accommodation

bearing in mind the requirement of convenience for the traveller and

conformation with acceptable costs, or as stipulated in written directives

issued from time to time by the National treasury or PSETA.

3.5.4.5. Accommodation vouchers must be issued to all PSETA travellers for

accommodation bookings and must be invoiced to PSETA as per arrangement.

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Such invoices must be supported by a copy of the original hotel

accommodation charges.

3.5.4.6. The TMC must during their report period provide proof, where applicable, that

accommodation rates were booked within the maximum allowable rates as per

the cost containment instruction of the National Treasury.

3.5.4.7. Cancellation of accommodation bookings must be done promptly to guard

against no show and late cancellation fees.

3.5.5. Car Rental and Shuttle Services (Section 15.3.2 – 15.3.5)

3.5.5.1. The TMC will book the approved category vehicle in accordance with the PSETA

Travel Policy with the appointed car rental service provider from the closest rental

location (airport, hotel and venue).

3.5.5.2. The travel consultant should advise the Traveller on the best time and location

for collection and return considering the Traveller’s specific requirements.

3.5.5.3. The TMC must ensure that relevant information is shared with travellers

regarding rental vehicles, like e-tolls, refuelling, keys, rental agreements, damages,

and accidents, etc.

3.5.5.4. For international travel the TMC may offer alternative ground transportation to

the Traveller that may include rail, buses and transfers.

3.5.5.5. The TMC will book transfers in line with the PSETA Travel Policy with the

appointed and/or alternative service providers. Transfers can also include bus and

coach services.

3.5.5.6. The TMC should manage shuttle companies on behalf of the PSETA and ensure

compliance with minimum standards. The TMC should also assist in negotiating

better rates with relevant shuttle companies.

3.5.5.7. The TMC must during their report period provide proof that negotiated rates

were booked, where applicable.

3.5.6. After Hours and Emergency Services (Section 15.3.6)

3.5.6.1. The TMC must provide a consultant or team of consultants to assist traveler’s

with after hours and emergency reservations and changes to travel plans

3.5.6.2. A dedicated consultant/s must be available to assist VIP/Executive Travellers

with after hour or emergency assistance.

3.5.6.3. After hours’ services must be provided from Monday to Friday outside the

official hours (17h00 to 8h00) and twenty-four (24) hours on weekends and Public

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Holidays.

3.5.6.4. A call centre facility or after hours contact number should be available to all

travellers so that when required, unexpected changes to travel plans can be made

and emergency bookings attended to.

3.5.6.5. The Travel Management Company must have a standard operating procedure

for managing after hours and emergency services. This must include purchase order

generation of the request within 24 hours.

3.5.7. Communication (Section 15.4)

3.5.7.1. The TMC may be requested to conduct workshops and training sessions for

Travel Bookers of PSETA.

3.5.7.2. All enquiries must be investigated, and prompt feedback be provided in

accordance with the Service Level Agreement.

3.5.7.3. The TMC must ensure sound communication with all stakeholders. Link the

business traveller, travel coordinator, Travel Management Company in one smooth

continuous workflow.

3.5.8. Financial Management (Section 15.5)

3.5.8.1. The TMC must implement the rates negotiated by PSETA with travel service

providers or the discounted air fares, or the maximum allowable rates established

by the National Treasury where applicable.

3.5.8.2. The TMC will be responsible to manage the service provider accounts. This will

include the timely receipt of invoices to be presented to PSETA for payment within

the agreed period.

3.5.8.3. Enable savings on total annual travel expenditure and this must be reported and

proof provided during monthly and quarterly reviews.

3.5.8.4. The TMC will be required to offer a 30-day bill-back account facility to

institutions should a lodge card not be offered. ‘Bill back’, refers to the supplier

sending the bill back to the TMC, who, in turn, invoices PSETA for the services

rendered.

3.5.8.5. Where pre-payments are required for smaller Bed & Breakfast /Guest House

facilities, these will be processed by the TMC. These are occasionally required at

short notice and even for same day bookings.

3.5.8.6. Consolidate Travel Supplier bill-back invoices.

3.5.8.7. In certain instances where institutions have a travel lodge card in place, the

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payment of air, accommodation and ground transportation is consolidated through

a corporate card vendor.

3.5.8.8. The TMC is responsible for the consolidation of invoices and supporting

documentation to be provided to PSETA’s Financial Department on the agreed

period (e.g., weekly). This includes attaching the Travel Authorisation or Purchase

Order and other supporting documentation to the invoices reflected on the Service

provider bill-back report or the credit card statement.

3.5.8.9. Ensure Travel Supplier accounts are settled timeously.

3.5.9. Technology, Management Information and Reporting (Section 15.6)

3.5.9.1. The TMC must have the capability to consolidate all management information

related to travel expenses into a single source document with automated reporting

tools.

3.5.9.2. The implementation of an Online Booking Tool to facilitate domestic bookings

should be considered to optimise the services and related fees.

3.5.9.3. All management information and data input must be accurate.

3.5.9.4. The TMC will be required to provide the PSETA with a minimum of three (3)

standard monthly reports that are in line with the National Treasury’s Cost

Containment Instructions reporting template requirements at no cost.

3.5.9.5. Reports must be accurate and be provided as per PSETA’s specific requirements

at the agreed time. Information must be available on a transactional level that reflect

detail including the name of the traveller, date of travel, spend category (example air

travel, shuttle, accommodation).

3.5.9.6. PSETA may request the TMC to provide additional management reports.

3.5.9.7. Reports must be available in an electronic format for example Microsoft Excel.

3.5.9.8. Service Level Agreements reports must be provided on the agreed date. It will

include but will not be limited to the following:

i. Travel

a) After hours’ Report;

b) Compliments and complaints;

c) Consultant Productivity Report;

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d) Long term accommodation and car rental;

e) Extension of business travel to include leisure;

f) Upgrade of class of travel (air, accommodation and ground transportation);

g) Bookings outside Travel Policy.

ii. Finance

a) Reconciliation of commissions/rebates or any volume driven incentives;

b) Creditor’s ageing report;

c) Creditor’s summary payments;

d) Daily invoices;

e) Reconciled reports for Travel Lodge card statement;

f) No show report;

g) Cancellation report;

h) Receipt delivery report;

i) Monthly Bank Settlement Plan (BSP) Report;

j) Refund Log;

k) Open voucher report, and

l) Open Age Invoice Analysis.

3.5.9.9. The TMC will implement all the necessary processes and programs to ensure

that all the data is always secure and not accessible by any unauthorised parties.

3.5.10. Account Management (Section 15.7)

3.5.10.1. An Account Management structure should be put in place to respond to the

needs and requirements of the Government Department and act as a liaison for

handling all matters with regard to delivery of services in terms of the contract.

3.5.10.2. The TMC must appoint a dedicated Account or Business Manager that is

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ultimately responsible for the management of the PSETA’s account.

3.5.10.3. The necessary processes should be implemented to ensure good quality

management and ensuring Traveller satisfaction at all times.

3.5.10.4. A complaint handling procedure must be implemented to manage and record the

compliments and complaints of the TMC and other travel service providers.

3.5.10.5. Ensure that the PSETA’s Travel Policy is enforced.

3.5.10.6. The Service Level Agreement (SLA) must be managed, and customer satisfaction

surveys conducted to measure the performance of the TMC.

3.5.10.7. Ensure that workshops/training is provided to Travellers and/or Travel

Bookers

3.5.10.8. During reviews, comprehensive reports on the travel spend and the

performance in terms of the SLA must be presented.

3.5.11. Value Added Services (Section 15.8)

The TMC must provide the following value-added services:

3.5.11.1. Destination information for regional and international destinations:

i. Health warnings;

ii. Weather forecasts;

iii. Places of interest;

iv. Visa information;

v. Travel alerts;

vi. Location of hotels and restaurants;

vii. Information including the cost of public transport;

viii. Rules and procedures of the airports;

ix. Business etiquette specific to the country;

x. Airline baggage policy; and

xi. Supplier updates

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3.5.11.2. Electronic voucher retrieval via web and smart phones;

3.5.11.3. SMS notifications for travel confirmations;

3.5.11.4. Travel audits;

3.5.11.5. Global Travel Risk Management;

3.5.11.6. VIP services for Executives that include, but is not limited to check-in support

3.5.12. Cost Management (Section 15.9)

3.5.12.1. The National Treasury cost containment initiative and the PSETA’s Travel Policy

is establishing a basis for a cost savings culture.

3.5.12.2. It is the obligation of the TMC Consultant to advise on the most cost-effective

option at all times, and costs should be within the framework of the National

Treasury’s cost containment instructions.

3.5.12.3. The TMC plays a pivotal role to provide high quality travel related services that

are designed to strike a balance between effective cost management, flexibility and

traveller satisfaction.

3.5.12.4. The TMC should have in-depth knowledge of the relevant supplier(s)’ products,

to be able to provide the best option and alternatives that are in accordance with

PSETA’s Travel Policy to ensure that the Traveller reaches his/her destination safely,

in reasonable comfort, with minimum disruption, cost effectively and in time to

carry out his/her business

3.5.13. Quarterly and Annual Travel Reviews (Section 15.10)

3.5.13.1. Quarterly reviews are required to be presented by the Travel Management

Company on all PSETA travel activity in the previous three-month period. These

reviews are comprehensive and presented to PSETA’s Procurement and Finance

teams as part of the performance management reviews based on the service levels

3.5.13.2. Annual Reviews are also required to be presented to PSETA’s Senior Executives.

3.5.14. Office Management (Section 15.11)

3.5.14.1. The TMC to ensure high quality service to be always delivered to the PSETA’s

travellers. The TMC is required to provide PSETA with highly skilled and qualified

human resources of the following roles but not limited to:

i. Senior Consultants

ii. Intermediate Consultants

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iii. Junior Consultants

iv. Travel Manager (Operational)

v. Finance Manager / Branch Accountant

vi. Admin Back Office (Creditors / Debtors/Finance Processors)

vii. Strategic Account Manager (per hour)

viii. System Administrator (General Admin)

5. Evaluation and selection criteria

Technical Evaluation Price and Specific Pre-qualification Criteria

Criteria Goals Evaluation (Gate (Gate 0)

to be held 11:00 on 11 August points out of 100 points to points and Gate 2 will

Please see link below: Specific goals). who have met and

meet/354201962701702?p= of 75 points.

5.2. Gate 1: Technical Evaluation Criteria = 100 points

All bidders are required to respond to the technical evaluation criteria scorecard and compliance

for functionality. Functionality will be evaluated as follows

i. Desktop Technical Evaluation – Bidders will be evaluated out of 80 points and are

required to achieve minimum threshold of 60 points of 80 points.

ii. Presentation and system demonstration – Bidders will be evaluated out of 20 points and

are required to achieve minimum threshold of 15 points out of 20 points.

iii. The overall combined score must be equal or above 75 points to proceed to Gate 2 for

Price and Specific Goals evaluations.

Functionality Maximum Points Minimum Threshold

Desktop Technical Evaluation

Details found in Annexure A2 – Technical Scorecard

Overall combined points

5.3. Gate 2: Price and Specific Goals Evaluation (80+20) = 100 points

and Specific Goals. Price and Specific Goals will be evaluated as follows

adjudicated on the 80/20-preference point system in terms of which points are awarded to

5.3.1. The bid price (maximum 80 points)

5.3.2. Specific Goals of contributor (maximum 20 points)

The following formula will be used to calculate the points for price