What are the submission requirements for this tender (Ref: RFP2026/24)?

Submit proposals electronically via the Sasria Online Tender Portal before the closing date and time. Ensure all required documents are completed, signed, and uploaded. Proposals must remain valid for at least 150 days after closing. Late submissions will not be accepted. The portal accepts files up to 4MB per file and each Schedule up to 30MB. Bidders must register on the portal before submitting. If you believe the functional requirements are not open or fair, notify Sasria Procurement within five days after publication of the RFP. Sasria may amend bid conditions, validity period, specifications, or extend the closing date before closing. Sasria is not obligated to award the tender in full and may award in part to one or more tenderers.

How will bids be evaluated?

Phase 1: Mandatory compliance check — bidders failing any mandatory requirement are disqualified. Phase 2: Functional evaluation — criteria include track record (10 points for corporate clients, 10 for public sector), technical proposal and service delivery model (20 points), online booking tool demonstration (30 points), reporting and analytics (10 points), traveller safety and duty of care (10 points), and transformation (10 points). Phase 3: Solution demonstration — shortlisted bidders are given 5 days' notice to prepare a live demonstration of their online booking tool, evaluated on functionality, user experience, and ease of use. Price is evaluated separately, with all costs included in the Total Bid Price, VAT exclusive, in ZAR. Sasria may apply National Treasury Instruction on cost containment measures. Preference points may be claimed via SBD 6.1.

What are the technical specifications?

Appointment of a Travel Management Company for the provision of Travel Management Services

What are the important dates and deadlines for this tender?

{"closingDate":"25 September 2026","closingTime":"12:00PM","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"bidder’s offices and / or at client sites if so required.\",\"is_compulsory\":false}"}

SASRIA Travel Management Services Tender RFP2026/24

SASRIA Travel Management Services Tender RFP2026/24 | Gauteng

Pricing Schedule

Source: RP2026.24-Provision of Travel Management Services.pdf

5.1 Travel Management Fees

Pricing Component Description / Deliverable Unit of Price Excl.

Measure / VAT

Rate

Implementation and Once-off implementation, onboarding, Once-off fee R

transition costs traveller profile loading, data migration,

system configuration, user training and

go-live support.

Online Booking Tool Access to cloud-based online booking Monthly / R

access tool, policy configuration, approval annual fee or

workflow enablement, traveller self- per user

service and audit trail functionality.

Domestic air travel Booking, amendment, rebooking and Per transaction R

booking fee cancellation support for domestic

flights, including fare comparison and

policy compliance checks.

International air Booking, amendment, rebooking and Per transaction R

travel booking fee cancellation support for international

Page | 15

flights, including routing advice, fare

comparison and travel requirement

guidance.

Accommodation Sourcing, price comparison, Per booking R

booking fee reservation, amendment and

cancellation of local and international

accommodation.

Car rental booking Reservation, amendment and Per booking R

fee cancellation of vehicle rentals in line

with Sasria’s travel policy and

applicable supplier rates.

Shuttle and transfer Booking and coordination of shuttle Per booking R

booking fee services, airport transfers, executive

transfers and transport logistics where

required.

Visa and travel Visa guidance, appointment facilitation, Per request R

document assistance document checklist support and related

travel document advisory services.

Conference and Venue sourcing, delegate registration, Per event / per R

event support conference accommodation, shuttle delegate /

logistics, catering coordination and on- hourly rate

site support where required.

After-hours and Dedicated assistance outside business Per call / per R

emergency support hours, including emergency travel transaction

changes, disruptions, traveller support

and escalation management.

Traveller risk Traveller tracking, travel alerts, Monthly fee / R

management disruption monitoring, emergency per traveller /

evacuation coordination and traveller per incident

safety reporting.

Reporting and Monthly management reports, Monthly fee / R

analytics transactional reports, spend analysis, included / ad

supplier utilisation, savings reporting, hoc rate

policy exceptions and unused ticket

reports.

Account Dedicated account manager, Monthly fee / R

management and operational meetings, quarterly included

governance business reviews, annual performance

reviews and escalation management.

Bill-back, lodge card Supplier account management, bill- Per transaction R

and payment back administration, lodge card / monthly fee

administration support, pre-payment processing and

invoice reconciliation.

Other disbursements Airline, accommodation, car rental, Actual cost / R

and pass-through shuttle, visa, government, consular, pass-through

costs toll, parking and other third-party costs,

supported by supplier invoices.

Page | 16

Total Bid Price Total price for the full contract period, excluding R

VAT.

Note: Bidders must clearly indicate whether the proposed rates are once-off, monthly, annual, per

booking, per transaction, per traveller, per event or pass-through costs. All third-party travel costs

must be supported by original supplier invoices and must be clearly separated from TMC service

fees. Any discounts, rebates, commissions or incentives earned on Sasria bookings must be

disclosed and remitted to Sasria where applicable.

Price Declaration Form

Dear Sir,

Having read through and examined the requirements of this RFP No. 2026/24and its related conditions, we

offer to provide Travel Management Services as outlined in the scope of work, for the following total amount:

R......................................................................................................................... (Excluding VAT)

In words

R........................................................................................................................ (Excluding VAT)

We confirm that this price covers all activities associated with the scope of work, as called for in the RFP

document. We confirm that Sasria will incur no additional costs whatsoever, over and above this amount in

connection with the delivery of the required services.

We undertake to hold this offer open for acceptance for a period of 150 days from the date of submission of

offers. We further undertake that upon final acceptance of our offer, we will commence the scope of work

when required to do so by the Sasria.

We understand that you are not bound to accept the lowest or any offer, and that we must bear all costs which

we have incurred in connection with preparing and submitting this bid.

We hereby undertake for the period during which this bid remains open for acceptance, not to divulge to any

persons, other than the persons to whom the bid is submitted, any information relating to the submission of

this bid or the details therein except where such is necessary for the submission of this bid.

Signed date

(Print name of signatory)

Designation

For and on behalf of: company name

Tel No

Fax No

Cell No

Page | 17

Part 5: Qualification and Evaluation Criteria

5.1 Evaluation of proposals

The purpose of the RFP is to obtain a complete set of salient information pertaining to the

bidding parties. The proposals will accordingly be used to evaluate whether, at Sasria’s

discretion, an interested party qualifies to proceed to the next stage of this procurement

process. All bidding parties will be advised in writing of Sasria’s decision, which will be final.

No correspondence will be entered into pertaining to the evaluation process, the decisions

taken and reasons thereof.

5.2 Evaluation Criteria

5.2.1 Level 1- Governance Verification

The evaluation during this stage is to review bid responses for purposes of assessing

compliance with RFP requirements, which requirements include the following:

Proof of registration with CSD confirming tax compliance status as

referenced in Part 2 above.

Valid B-BBEE certificate or Valid Sworn Affidavit or Valid Specialised

Entity Sworn Affidavit as referenced in Part 2 above.

Duly completed Standard Bidding Document(s) and other requirements,

in line with Part 6 of this RFP.

Technical Proposal in line with the Technical Evaluation Criteria in Part 5

of this RFP document

Financial/ Price Proposal in line with Part 4 of this RFP document

Note: Failure to comply with the requirements assessed in Level 1 (governance), may lead to

disqualification of bids.

5.2.2 Level 2- Technical Evaluation

The evaluation during this level is based on technical criteria (functionality). The technical

evaluation will be conducted in 2 phases, as follows:

Phase 1 – Mandatory requirements

Bidders are required to meet the following mandatory requirements and provide sufficient

proof as stated below to validate their compliance. If a bidder does not meet one or more of

the requirements stated, such bidder will be disqualified from the tender process.

Mandatory Requirement Comply Not Comply

The bidder must be an accredited Travel Agent by the

International Air Transport Association (IATA).

The bidder must be accredited by the International Air Transport

Association (IATA) and provide a valid, current IATA accreditation

Page | 18

certificate. Sasria reserves the right to verify the accreditation directly

with IATA.

The bidder must be able to provide a reliable and consistent afterhours and emergency support to travellers 24/7.

The bidder must provide a description of its after-hours and emergency

support model, including:

Operating hours;
Escalation procedures;
Emergency contact details;
Staffing model; and
Sample SOP for after-hours support.

The bidder must have an online booking tool that is customisable

(i.e., caters for travel approvals and has a document management

repository).

The bidder must have an operational online booking tool capable of:

Workflow-based approvals;
Policy compliance controls;
Document repository functionality;
Management reporting;
Mobile access; and
Audit trail functionality.

Bidders must provide:

The name of the platform;
Product brochure or system specification;
Website address; and
Confirmation that a demonstration will be provided during

functional evaluation.

Note: Your bid may be disqualified without notice if you do not fill the above table in

full or supply the required proof.

Phase 2 –Technical Evaluation Criteria

The bidder’s proposal should respond comprehensively to the technical evaluation criteria.

Only bidders achieving a minimum score of 70.00 points in this phase will be evaluated

further in the phase. The technical evaluation criteria are set out below:

No. Evaluation Criteria Weight

Track record – Proven record in providing travel management 10

services to business and corporate clients.

Page | 19

Please provide a minimum of three references received in the past

two years. Reference letters should be on the references’ letterhead,

be signed and contain the following:

Name of company.
Industry company is in.
Nature of work conducted.

Demonstratable experience with 3 or more relevant contactable

references. 10 points (100%)

Demonstratable experience with 2 relevant contactable references. 7

points (70%)

Demonstratable experience with 1 relevant contactable reference. 3

points (30%)

No demonstratable experience through relevant contactable

references in providing similar services. 0 points (0%)

Track record – Proven record in providing travel management 10

services to public sector clients.

Please provide a minimum of three references received in the past

two years. Reference letters should be on the references’ letterhead,

be signed and contain the following:

Name of company.
Industry company is in.
Nature of work conducted.

Demonstratable experience with 3 or more relevant contactable

references. 10 points (100%)

Demonstratable experience with 2 relevant contactable references.

7points (70%)

Demonstratable experience with 1 relevant contactable reference. 3

points (30%)

No demonstratable experience through relevant contactable

references in providing similar services. 0 points (0%)

Technical Proposal and Service Delivery Model – Ability to 20

provide fit-for-context travel management services.

Please provide a detailed technical proposal demonstrating:

Booking and reservation methodology;
Online and offline support model;
Cost containment and savings methodology;
Traveller support approach;
Account management framework;
Exception management process;

Page | 20

Escalation procedures;
Value-added services.

Comprehensive proposal addressing all requirements and

demonstrating innovation and value-add. 20 points (100%)

Proposal adequately addresses all minimum requirements. 14points

(70%)

Proposal partially addresses requirements. 6 points (30%)

Proposal does not adequately address requirements. 0 points (0%)

Online booking tool – Bidders must have an online booking 30

tool.

Bidders must demonstrate their proposed Online Booking Tool and

its functionality, including:

Workflow approvals;
Policy compliance controls;
Mobile access;
Reporting capabilities;
Audit trail functionality;
Document management repository;
User experience and ease of use.

The demonstration will be conducted as part of the functional

evaluation process and attendance by the proposed implementation

and account management team is mandatory.

Tool demonstrates all required functionality and exceeds

requirements. 30 points (100%)

Tool demonstrates all required functionality. 21 points (70%)

Tool demonstrates some required functionality. 9 points (30%)

Tool demonstration inadequate or unavailable. 0 points (0%)

Reporting, Analytics and Management Information Capability. 10

Please provide examples of standard management reports and

dashboards available through the proposed solution. Reports should

demonstrate capability to report on:

Travel spend analysis;
Cost savings achieved;
Policy exceptions;
Unused tickets;
Supplier utilisation;
Travel by business unit;

Page | 21

Transaction-level reporting.

Comprehensive reporting suite with advanced analytics and custom

reporting capabilities. 10 points (100%)

Reporting functionality adequately covers all requirements. 7 points

(70%)

Reporting functionality partially covers requirements. 3 points (30%)

Reporting functionality inadequate. 0 points (0%)

Traveller Risk Management and Emergency Support Capability 10

Please provide details of:

Traveller tracking capabilities;
Travel alerts and risk monitoring;
Emergency response procedures;
Security incident management;
Emergency evacuation support;
POPIA and information security controls.

Comprehensive traveller risk management framework exceeding

requirements. 10 points (100%)

Adequate traveller risk management framework. 7 points (70%)

Limited traveller risk management capability. 3 points (30%)

No demonstrable traveller risk management capability. 0 points

(0%)

Implementation and Transition Approach 10

Please provide a detailed implementation plan covering:

Project governance;
Data migration approach;
User training plan;
Communication plan;
Go-live support;
Transition timelines.

Comprehensive and well-structured implementation approach with

clear timelines and risk mitigation. 10 points (100%)

Adequate implementation approach. 7 points (70%)

Limited implementation planning. 3 points (30%)

No implementation approach provided. 0 points (0%)

Total 100

Page | 22

Note: The bidders must achieve a minimum score of 70 out of 100 points in phase 2 of

the technical criteria, to be considered for the next level (Phase 3- Solution

Demonstration) of the evaluation process.

Phase 3 – Solution demonstration Evaluation Criteria

Bidders that are eligible for evaluation in this stage will be given notification of 5 days in

advance to prepare for demonstration.

Item Criteria Points

Adherence to requirements

The service provider must clearly demonstrate the proposed travel solution

and the compliance to the deliverables and scope of the RFP as described

in 3.3 and detailed requirements. The Service provider must present a

Demo on the actual solution so to illustrate the solution’s

functionality.

A 100

Scoring will be allocated as follows:

90-100% of the Requirements (100 points) 100%
80-89% of Requirement met (80 points) 80%
70-79% of Requirement met (70 points) 70%
Below 70% of Requirement met (0 points)

Total 100.00

Note: Bidders that achieved 70 points and above for solution demonstration will be considered

for the next level of the evaluation process i.e., Price and Specific goals.

5.2.3 Level 3- Preference Point System

The following preference points system will be used for this tender:

Criteria points

Price 80

Specific goals 20

TOTAL 100 points

Criteria for Specific Goals

Specific Goal to be Points Points Proof required to allocate

measured allocated out allocated of a points

of a maximum maximum

20.00 points 10.00 points

The tenderer is: 15.00 7.5 Valid Sworn Affidavit or Valid

a) An Specialized Entity Sworn

Affidavit

Exempted

Micro

Enterprise

(EME) or

b) A 15.00 7.5 Valid B-BBEE certificate or

Sworn Affidavit for QSE that are

Qualifying

at least 51% black owned

Small

Page | 23

Enterprise

(QSE) or

c) A Generic 10.00 5.00 Valid B-BBEE certificate

enterprise

d) A Generic 15.00 7.5 1. Valid B-BBEE certificate and

A signed subcontracting

enterprise

agreement (between the Prime

(Prime Contractor and Subcontracting

parties)

Contractor)

Sworn Affidavit for EME or

subcontrac QSE that are at least 51% black

owned

ting at least

20% of the

contract to

either a

EME or

Qse.

Additional points if 5.00 2.5 Valid B-BBEE certificate or Valid

the tenderer is at least Sworn Affidavit

51% black Owned

(a Prime contractors B-

BBEE certificate or

Affidavit will be used in

the case of

subcontracting

arrangements)

Below is the specific goal(s) allocated for this RFP. Bidders are required to provide valid and

sufficient proof as indicated in the table below to claim the preference points indicated.

Please note the following:

kk. Failure on the part of a tenderer to submit proof or documentation required in

terms of this RFP to claim points for specific goals, may result to preference

points for specific goals are not claimed or allocated.

Sasria reserves the right to require of a tenderer, either before the RFP is adjudicated or at

any time subsequently, to substantiate any claim regarding preferences points, in any

manner required by Sasria.

Page | 24

Part 6 – Required Documents

Standard bidding documents

In addition to the Annexures listed below, the following documents must be completed, signed

and submitted together with the bid response:

Invitation to Bid (SBD 1)

ll. Disclosure and Declarations Form (SBD 4)

Preferential Points Claim Form (SBD 6.1);

Note: Failure to submit these documents may lead to disqualification of the bid or preference

points not being awarded to the tenderer.

Page | 25

Annexure a: confidentiality and non-disclosure

Agreement

Memorandum of agreement

Entered into between:

Sasria SOC Ltd

A company duly incorporated under the laws of Republic of South Africa, having its main

place of business at 36 Fricker Road, Illovo, Sandton Johannesburg, with registration

number: 1979/000287/30

(Hereinafter referred to as “the Discloser”)

And

..........................................................

A company duly incorporated under the laws of Republic of South Africa, having its main

place of business

at................................................................................................, with

registration number:.......................................................................

(Hereinafter referred to as “the Recipient”)

Page | 26

Preamble

Whereas the Discloser will disclose certain confidential information to the Recipient, for

purposes

of________________________________________________________________________

____;

And whereas the Recipient wishes to receive confidential information on the condition that

the Recipient will not disclose the same to any third party or make use thereof in any manner

except as set out below.

The Discloser and the Recipient hereby agree to the following:

Definitions

Unless the contrary is clearly indicated, the following words and/or phrases, when used

in this Agreement, shall have the following meaning:

1.1 “Agreement” shall mean this written document together with all written

appendices, annexures, exhibits or amendments attached to it from time to

time;

1.2 “Commencement Date” shall mean the date of last signature of this

agreement;

1.3 “Confidential Information” shall mean all information which:

1.3.1 pertains to the Disclosing Purpose, disclosed, revealed or exchanged

by the Discloser to the Recipient, and which pertains to, but is not

limited to all intellectual property rights, all trade secrets, all agreements

(whether in writing or not) which exist at the time of revealing the content

thereof to the Recipient, the content of all possible future agreements

which the Discloser intends to enter into with any other party, all

knowledge obtained by way of research and development, irrespective

of whether the aforementioned information that is revealed is applicable

to technical, business or financial aspects of the Discloser; and/or

1.3.2 any information of whatever nature, which has been or may be

submitted by the Discloser to the Recipient, whether in writing or in

electronic form or pursuant to discussions between the Parties, or which

can be obtained by

Page | 27

examination, testing, visual inspection or analysis, including, without

limitation, business or financial data, know-how, formulae, processes,

specifications, sample reports, models, customer lists, computer

software, inventions or ideas; and/or

1.3.3 Any dispute between the Parties resulting from this Agreement; and/or

1.3.4 Any fault or defect in any aspect of the business of the Discloser,

irrespective of whether the Discloser knows about such a fault or defect;

1.4 “Notice” shall mean a written document;

1.5 “Parties” shall mean both the Discloser (Sasria SOC Ltd) and the Recipient.

1.6 “Board” shall mean Board of Directors of the Discloser.

1.7 “Tender for Income-Generating Contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination

of income-generating contracts through any method envisaged in legislation

that will result in a legal agreement between the organ of state and a third

party that produces revenue for the organ of state, and includes, but is not

limited to, leasing and disposal of assets and concession contracts, excluding

direct sales and disposal of assets through public auctions;

1.8 “Specific Goals” means specific goals as contemplated in section 2(1)(d) of

the Act which may include contracting with persons, or categories of persons,

historically disadvantaged by unfair discrimination on the basis of race, gender

and disability including the implementation of programmes of the Reconstruction

and Development Programme as published in Government Gazette No. 16085

dated 23 November 1994;

Obligations of the Recipient

The Recipient shall:

2.1 use the confidential information disclosed to it solely for the purposes of

......................................................................................................

................................................................................and for no other

purpose whatsoever (“Disclosing Purpose”);

2.2 treat and safeguard the Confidential Information as private and confidential;

2.3 ensure proper and secure storage of all Confidential Information;

2.4 not at any time without the prior written consent of the Discloser or another

Page | 28

employee of the disclosure from which he received the information,

2.4.1 disclose or reveal to any person or party either the fact that discussions

or negotiations are taking, or have taken place between the Board,

employee and another employee or the content of any such discussions

or other facts relating to the Disclosing Purpose, except where required

by law or any governmental, or regulatory body;

2.5 not create the impression with or lead any third party to interpret or construe

any

e) condition contained in this Agreement, that this Agreement is an Agency

Agreement and/or Partnership Agreement and/or a Joint Venture and/or any

other similar arrangement;

2.6 not allege that this Agreement grants it, either directly, or by implication, or by

estoppel or otherwise a license under any patent or patent application, or that

it is entitled to utilize the Confidential Information in any way contrary to the

stipulations contained in this Agreement;

2.7 on termination of this Agreement act with the Confidential Information in

accordance with a Notice delivered to it by the Discloser and if no such Notice

was delivered, the Recipient shall destroy the Confidential Information in a

similar manner to which it would destroy information that it would consider to

be its own Confidential Information.

Obligations of the Discloser

Subject to clause 2, the Discloser shall:

3.1 disclose to the Recipient, in writing any relevant information in their possession

or under their care; and

3.2 furnish the Recipient at least 7 (seven) calendar days prior to this Agreement

being terminated, for whatever reason, with a Notice instructing the Recipient

about what it should do with the Confidential Information once the Agreement

has been terminated.

Exclusions

The provisions of Clause 3 above will not apply to any Confidential Information which:

4.1 is at the time of disclosure to the Recipient, within the public domain and could

be obtained by any person with no more than reasonable diligence;

Page | 29

4.2 come into the public domain and could be obtained after such disclosure,

otherwise than by reason of a breach of any of the undertakings contained in

this Agreement;

4.3 is subsequently provided to the Recipient by a person who has not obtained

such

information from the Discloser, provided that, in any such case, such

information was not obtained illegally or disclosed by any person in breach of

any undertaking or duty as to confidentiality whether expressed or implied;

4.4 is disclosed with the written approval of the Discloser;

4.5 is or becomes available to a third party from the Discloser on an unrestricted

basis;

4.6 is obliged to be reproduced under an order of court or government agency of

competent jurisdiction.

Commencement

This Agreement shall commence on the Commencement Date.

Cancellation

6.1 The Agreement shall not terminate automatically. Either party must be able to

terminate on written notice to the other party once the Disclosing Purpose is

completed. The obligations of confidentiality under this Agreement shall

continue to apply after assignment or termination of this Agreement.

6.2 The Parties further agree that either Party shall have the right at any time to

give notice in writing to terminate this Agreement forthwith in the event of a

material breach of any of the terms and conditions of the Agreement. If the

breach in question is one which can effectively be remedied, the Parties shall

endeavour to jointly try to remedy such breach, failing which, the Agreement

shall be terminated.

Interpretation

7.1 The clause headings in this Agreement have been inserted for convenience

only and will not be taken into consideration in the interpretation of this

Agreement;

7.2 Any reference in this Agreement to the singular includes the plural and vice

versa;

Page | 30

services, hence the need to appoint a capable Travel Management Company (TMC) to provide

travel management services to Sasria.

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

for the provision of travel management services to Sasria. This RFP document details and

incorporates, as far as possible, the tasks and responsibilities of the appointed TMC for the

provision of travel management services to Sasria.

5 pricing model

5.1 Travel Management Fees

fee cancellation of vehicle rentals in line

with Sasria’s travel policy and

applicable supplier rates.

VAT.

Note: Bidders must clearly indicate whether the proposed rates are once-off, monthly, annual, per

booking, per transaction, per traveller, per event or pass-through costs. All third-party travel costs

must be supported by original supplier invoices and must be clearly separated from TMC service

fees. Any discounts, rebates, commissions or incentives earned on Sasria bookings must be

disclosed and remitted to Sasria where applicable.

requirements. 30 points (100%)

Tool demonstrates all required functionality. 21 points (70%)

Tool demonstrates some required functionality. 9 points (30%)

Tool demonstration inadequate or unavailable. 0 points (0%)

Reporting, Analytics and Management Information Capability. 10

Compliance Requirements

Source: RP2026.24-Provision of Travel Management Services.pdf (RFP)

Minimum functionality/qualifying score: 70

minimum score of 70

tax compliance

tax compliance status as

CSD report to verify tax compliance

Joint Venture agreement

B-BBEE Minimum Level: 1

Points Allocation: 00 points

B-BBEE Details: required to submit a comprehensively detailed bid responses in accordance with

the submission format specified below:

Page | 4

2.4.1 Schedule 1:

a. Executive Summary (explaining how you understand the requirements of this

RFP, summary of your proposed solution and the summary of your experience

relevant to the requirements of this RFP)

b. Annexure B of this RFP document (See Part 6) (duly completed and signed)

2.4.2 Schedule 2

All documents (except Annexure B) listed on Part 6 of this RFP Document (duly

completed and signed);

a) CSD report to verify tax compliance;

c. Valid B-BBEE verification certificate or Valid Sworn Affidavit or Valid Specialised

Entity Sworn Affidavit. An Exempted Micro Enterprises (EME) with an annual

turnover less than R10 million, is only required to obtain a sworn affidavit

confirming the annual total revenue and level of black ownership. A Qualifying

Small Enterprise (QSE) that has 51% or more black beneficiaries may obtain a

sworn affidavit confirming the annual total revenue and level of black ownership.

Submission Requirements to Claim Points Related to Specific Goals:

Consortium or Joint Venture – to submit a valid consolidated B-BBEE

certificate or Affidavit and a signed Consortium or Joint Venture agreement.

Prime Contractor with Subcontractor(s)- Prime Contractor and

Subcontractor(s) B-BBEE certificates or Valid Sworn Affidavits are required

and a signed subcontracting agreement

Individual bidder – must submit a valid B-BBEE certificate or Sworn

Affidavit

2.4.3 Schedule 3:

a) Technical Proposal in line with the Technical Evaluation Criteria in Part 5 of this

RFP document.

2.4.4 Schedule 4:

a) Financial/ Price Proposal in line with Part 4 of this RFP document.

2.5 Submission of

Health & Safety

Source: RP2026.24-Provision of Travel Management Services.pdf

following reasons, and such disqualification may occur without prior notice to the offending

bidder:

d. failed to provide proof that they are tax compliant with SARS;

submitted incomplete information and documentation according to the requirements of this

RFP document; submitted information which contains fraudulent, factually untrue, or

inaccurate information; received information not available to other potential bidders

through fraudulent means.

ailed to comply with mandatory requirements if stipulated in the RFP document;

misrepresented or altered material information in whatever way or manner.

e. promised, offered, or made gifts, benefits to any Sasria employee;

f. canvassed, colluded, or lobbied in order to gain unfair advantage;

committed fraudulent acts;

g. will cause perceived or actual reputational, financial, or operational risk to

Sasria;

appears in National Treasury’s list of restricted / defaulters register.
prohibited to do business with state organs;

Page | 6

the bidder is prohibited to do business with the State; and
acted dishonestly and/or in bad faith etc.

2.8 Ethical Dealings

submit supporting screenshots, system architecture and user reference sites where the

solution is currently deployed.

j. After hours, offline support and emergency services

The TMC must have an offline support service during business hours (08:00 to 17:00) and

provide for an after-hours and emergency support service outside business hours manned by

dedicated consultant/s who must be available to assist travellers with after hours or emergency

assistance. The TMC must have standard operating procedures for managing after hours and

emergency services. This must include effective approval protocol. Services requested offline

and afterhours must be reported to Sasria as exceptions.

k. Traveller risk management

The TMC must comply with the Protection of Personal Information Act (POPIA) and maintain

information security controls with restrictions to traveller data (including protections over

passports and visa information) and report security incidents to Sasria.

security risks, issue travel alerts, provide emergency evacuation support and notify Sasria of

major disruptions.

l. Service levels

The following service levels must be adhered to;

Quotation turnaround Within 2 hours

Domestic booking request Within 2 hours

International booking request Within 4 hours

Emergency response Within 30 minutes

Visa assistance response Within 1 business day

Telephone response Within 20 seconds

Email response Within 1 hour

system redundancies, load shedding resilience, cybersecurity controls and backup

consultants.

cc. Others

dd. In all instances of travel, three or more price comparisons, where applicable,

must be presented and the most cost effective and practical routing to the

Page | 12

traveller chosen.

ee. The TMC must maintain strategic relationships with airlines, hotels, car rental

companies and other travel suppliers to maximise value and savings for Sasria.

ff. Negotiated discounted fares and rates, where possible, must always be utilised.

gg. Price comparisons must be within the maximum allowable rate matrix as per the

cost containment instruction of the National Treasury, if applicable, now or in

the future.

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

etc., that are negotiated directly or established by National Treasury or by Sasria

are non-commissionable, and where commissions are earned for Sasria

bookings, all these commissions should be remitted to Sasria.

ii. Transition and implementation plan

emergency support hours, including emergency travel transaction

changes, disruptions, traveller support

and escalation management.

management disruption monitoring, emergency per traveller /

evacuation coordination and traveller per incident

safety reporting.

Association (IATA) and provide a valid, current IATA accreditation

Page | 18

certificate. Sasria reserves the right to verify the accreditation directly

with IATA.

The bidder must be able to provide a reliable and consistent afterhours and emergency support to travellers 24/7.

support model, including:

Operating hours;
Escalation procedures;
Emergency contact details;
Staffing model; and
Sample SOP for after-hours support.

reporting capabilities. 10 points (100%)

Reporting functionality adequately covers all requirements. 7 points

(70%)

Reporting functionality partially covers requirements. 3 points (30%)

Reporting functionality inadequate. 0 points (0%)

Traveller Risk Management and Emergency Support Capability 10

Traveller tracking capabilities;
Travel alerts and risk monitoring;
Emergency response procedures;
Security incident management;
Emergency evacuation support;
POPIA and information security controls.

Contractual Terms

Source: RP2026.24-Provision of Travel Management Services.pdf

Part 1 - Letter of Invitation .............................................................................................. 3
Part 2 - Instructions ........................................................................................................ 4

2.1 Sasria ..................................................................................................................... 4

2.2 Contractual commitment ......................................................................................... 4

2.3 Confidentiality ......................................................................................................... 4

2.4 Submission Format (Returnable Schedules) ........................................................... 4

2.4.1 Schedule 1: ............................................................................................................. 5

2.4.2 Schedule 2 .............................................................................................................. 5

2.4.3 Schedule 3: ............................................................................................................. 5

2.4.4 Schedule 4: ............................................................................................................. 5

2.5 Submission of Bids ................................................................................................. 5

2.6 Queries and clarifications ........................................................................................ 6

2.7 Reasons for Disqualification or Non- Award ............................................................ 6

2.8 Sasria’s Rights ........................................................................................................ 7

2.8 Ethical Dealings.......................................................................................8

2.9 Proposal costs ........................................................................................................ 7

2.10 Validity period ......................................................................................................... 7

2.11 Important dates ....................................................................................................... 8

2.12 Transformation ........................................................................................................ 8

Part 3 - RFP Requirements ............................................................................................ 9

3.1 Special Instructions ................................................................................................. 9

3.2 Background Information .......................................................................................... 9

3.3 Scope of Work ......................................................... Error! Bookmark not defined.

3.4 Contract Duration .................................................................................................. 14

Part 4 - Financial Proposal ........................................................................................... 14
Part 5: Qualification and Evaluation Criteria ................................................................. 18

5.1 Evaluation of proposals ......................................................................................... 18

5.2 Evaluation Criteria................................................................................................. 18

5.2.1 Level 1- Governance Verification ................................................................... 18

5.2.2 Level 2- Technical Evaluation ........................................................................ 18

5.2.3 Level 3 – Preference Point System ................................................................ 20

6 Part 6 – Required Documents ...................................................................................... 25

Annexure a: confidentiality and non disclosure agreement ................... 26

Annexure b: acceptance of bid conditions and bidder’s details ............. 38

Annexure c: shareholder information .............................................................. 41

Annexure d: bidder’s experience and proposed project team ................... 0

Page | 2

Part 1 - Letter of Invitation

Part 1 – Letter of Invitation
Part 2 – Instructions
Part 3 – RFP Requirements
Part 4 – Financial Proposal
Part 5 – Pre-Qualification and Evaluation Criteria
Part 6 - Required Documents

o Annexure A: Confidentiality and Non-disclosure Agreement;

o Annexure B: Acceptance of Bid Conditions;

o Annexure C: Shareholder Information

o Annexure D: Bidder’s Experience and proposed project team

o Invitation to Bid (SBD 1): SBD1 is the entire RFP document filled and signed.

o Disclosure and Declaration (SBD 4);

o Specific Goal Declaration Form (SBD 6.1)

Note: Failure to provide any one of the documents required may lead to an immediate

disqualification of the service provider from the tender process.

contained therein, as contemplated in the Protection of Personal Information Act, No. and Regulations promulgated thereunder (“POPI Act”). Further, you declare that you

have obtained all consents required by the POPI Act or any other law applicable. Thus,

you hereby indemnify Sasria against any civil or criminal action, administrative fine or

other penalty or loss that may arise as a result of the processing of any personal

information that you submit.

Page | 3

Part 2 - Instructions

2.1 Sasria

Sasria SOC Ltd (Sasria) is the only short-term insurer that provides special risk cover to all

individuals and businesses that own assets in South Africa, as well as government entities.

terrorism, making South Africa one of the few countries in the world that provide this insurance,

particularly at affordable premiums.

operations and a broader strategic mandate to make a positive contribution to transformation

within the Insurance industry in South Africa. Sasria’s core business is the provision of short-

term insurance for riots, strikes, terrorism, civil commotion and public disorder to businesses,

government entities, and individuals.

postpone, discontinue or terminate the transaction/procurement process without incurring any

liability whatsoever to any other party.

bidder, as it needs to align its procurement practices to governance practices that are in line

with its own growth path. These may include but are not limited to driving socio-economic

development objectives that are enshrined in various government policies. Sasria is under no

obligation to award the tender in full and may decide to award it in part to one or various

tenderers.

2.3 Confidentiality

and submitted together with the bid response:

Invitation to Bid (SBD 1)

ll. Disclosure and Declarations Form (SBD 4)

Preferential Points Claim Form (SBD 6.1);