For the provision of travel management services to the south african civil aviation authority (SACAA) for a period of three (3) years.

Closing date: 11 September 2026 at 11:00.

Bid validity period: 180 days from closing date.

Clarification queries deadline: 28 August 2026.

No briefing session.

All enquiries must be in writing and emailed to [email protected].

Bidders may not contact any other SACAA employee regarding the bid from advertisement to award.

Technical enquiries: Ntombizodwa Duma, 011 545 1262, [email protected].

Access code arrangements: Betty Monyeki (082 885 4270) or Cynthia Motaung (083 461 6534) via WhatsApp.

Submission address: The BEC Chairperson, SACAA Bid Committee, South African Civil Aviation Authority, Byls Bridge Office Park, Olievenhoutbosch Road & Jean Ave, Centurion, 0062.

Three-envelope system: Envelope 1 (SCM administrative mandatory documents), Envelope 2 (technical proposal, 1 original and 1 copy), Envelope 3 (pricing schedule and valid B-BBEE certificate/affidavit, 1 original and 1 copy).

Submit in a sealed envelope marked with the bid reference number and company name, deposited in the tender box MARKED 3 at SACAA head office, Byls Bridge Office Park, Centurion, by 11:00 on 11 September 2026.

No USB or memory sticks accepted.

Bidders must obtain an access code for the office park by WhatsApp to Betty Monyeki (082 885 4270) or Cynthia Motaung (083 461 6534) before submission.

Late bids will not be considered.

Bids received by telegram, telex, email, facsimile or similar medium will not be considered.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3 (Pricing Schedule): completed pricing.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at SACAA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA.
• Proof of CSD registration.
• Valid IATA license/certificate (certified copy) or proof of agreement with third-party IATA holder.
• Valid ASATA membership certificate (certified copy).
• SARS Tax Compliance Status PIN or CSD number.
• Authority to sign / board resolution.

Three-phase evaluation:

Phase 1 (Part 1) – SCM Administrative Mandatory Compliance: verification of completeness and correctness of all required documentation. Non-submission may result in disqualification.

Phase 1 (Part 2) – Technical Mandatory Compliance: submission of IATA license/certificate and ASATA membership certificate is compulsory; non-submission results in disqualification.

Phase 2 – Technical/Functionality Evaluation (maximum 100 points):

• Company experience (reference letters on client letterhead, signed and dated, not older than 3 years from closing date): 5 or more letters = 20 points, 4 letters = 15 points, 3 letters = 10 points, less than 3 = 0 points. Completion certificates, purchase orders or award letters not considered.
• Dedicated Account Manager (NQF level 7 qualification in travel management, CV and copy of qualifications): >10 years experience with NQF 8 = 30 points, 8-10 years with NQF 8 = 20 points, 5-8 years with NQF 8 = 10 points, <5 years with NQF 8 = 0 points.
• Dedicated On-site Travel Consultant (NQF level 6 qualification, CV and certified copies): >5 years experience with NQF 6 = 10 points, 5 years with NQF 6 = 7.5 points, 3-4 years with NQF 6 = 5 points, <3 years with NQF 6 = 0 points.
• Methodology/Account Management Approach (address all: manage all reservations/bookings/group bookings, rates negotiation, manage airline reservations, after-hours and emergency services, organogram, details on online booking tools): good understanding = 40 points, satisfactory understanding (address 4 points including manage all reservations/bookings/group bookings, manage airline reservations, after-hours and emergency services) = 30 points, limited understanding (address 3 points including the same three) = 20 points.

Minimum qualifying score on functionality: 70 out of 100 points. Bidders scoring below 70 will not proceed.

Phase 3 – Price and Specific Goal Evaluation (80/20 preference point system):

• Price: 80 points, using PPPFA formula.
• Specific Goal (B-BBEE Status Level of Contributor): Level 1 = 20 points, Level 2 = 18 points, Level 3 = 14 points, Level 4 = 12 points, Level 5 = 5 points, Level 6 = 6 points, Level 7 = 4 points, Level 8 = 2 points, Non-compliant = 0 points.

Scope: Provision of travel management services to SACAA for a period of three (3) years.

Services include: domestic and international air travel, accommodation, car hire, venue hire and conferences, transfers, insurance.

Estimated annual volumes (FY 2025/2026): Domestic Air Travel 2,500 transactions (R10m), Accommodation 2,500 (R12m), International Air Travel 400 (R9m), International Accommodation 400 (R7m), Car Hire 2,500 (R3m), Conferences venue hire 30 (R8m), Transfers 300 (R2m), Insurance 400 (R1m). Grand total 9,030 transactions, R52m.

Service requirements:

• Provide travel services to all SACAA travelers (employees, Board Members, contractors, consultants, bursars, clients) locally and internationally.
• Operating hours: Monday to Friday 08:00-17:00, with after-hours and emergency services (17:00-08:00 weekdays, 24 hours weekends and public holidays).
• Must have a system that integrates with a SharePoint online based/developed system.
• Obtain minimum three price comparisons for each travel request.
• Book negotiated discounted fares and rates.
• Manage group bookings, charters, visa information, foreign currency, travel insurance.
• Provide online booking tool.
• Consolidate invoices from travel suppliers.
• Provide monthly, quarterly and annual reports as specified.
• Dedicated on-site travel consultant for five working days at SACAA offices in Centurion (SACAA provides office space, furniture, IT infrastructure, printing, tea/coffee, bathroom and kitchen facilities).
• Account management structure with dedicated Account/Business Manager.
• Value-added services: destination information, electronic voucher retrieval, SMS notifications, travel audits, global travel risk management, VIP services.
• Penalties incurred due to TMC inefficiency/fault are for TMC's account.
• Commissions earned on SACAA bookings must be returned to SACAA quarterly.
• Compliance with POPIA.
• Venue hire and conference bookings: transaction fee up to 3% of total event turnover.

Bidders must submit a comprehensive methodology addressing: management of all reservations/bookings/group bookings, rates negotiation, management of airline reservations, after-hours and emergency services, organogram, and details on online booking tools to be used.

Scoring: good understanding (all points addressed) = 40 points, satisfactory understanding (addresses four points including management of all reservations/bookings/group bookings, manage airline reservations, and after-hours and emergency services) = 30 points, limited understanding (addresses three points including the same three) = 20 points.

Dedicated Account Manager: minimum NQF level 7 qualification in travel management industry. CV and copy of qualifications required. Scoring based on experience and NQF level: >10 years with NQF 8 = 30 points, 8-10 years with NQF 8 = 20 points, 5-8 years with NQF 8 = 10 points, <5 years with NQF 8 = 0 points.

Dedicated On-site Travel Consultant: minimum NQF level 6 qualification in travel management industry. CV and certified copies required. Scoring: >5 years with NQF 6 = 10 points, 5 years with NQF 6 = 7.5 points, 3-4 years with NQF 6 = 5 points, <3 years with NQF 6 = 0 points.

Company experience: minimum three reference letters on client letterhead for travel management services, signed and dated, not older than three years from closing date. Completion certificates, purchase orders or award letters not considered. Scoring: 5+ letters = 20 points, 4 letters = 15 points, 3 letters = 10 points, <3 = 0 points.

Pricing based on transaction fee model (fixed amount per service, not a percentage of third-party service value).

Annexure A requires unit prices inclusive of VAT for each year for: accommodation domestic (2,500 reservations/year), accommodation international, flight reservations domestic (2,500/year), flight reservations international (400/year), car hire (2,500/year), after hours (per incident), cancellation (25/year), changes to bookings (25/year), obtaining visas (per visa). Total inclusive of VAT per year and total for three years.

Volume-driven incentives: National Treasury negotiated non-commissionable fares; no override commissions; open book policy; any commission earned reimbursed to SACAA.

Pricing model: transaction fee model (fixed amount per service, not a percentage of the value of third-party services).

Pricing schedule (Annexure A) requires unit prices per service for each of three years, inclusive of VAT, for:

• Accommodation (domestic) – 2,500 reservations per year
• Accommodation (international) – estimated volumes not stated
• Flight reservations (domestic) – 2,500 per year
• Flight reservations (international) – 400 per year
• Car hire – 2,500 per year
• After hours – per incident
• Cancellation – 25 per year
• Changes to bookings – 25 per year
• Obtaining visas – per visa

Total inclusive of VAT for each year and total for three years.

Volume-driven incentives: National Treasury negotiated non-commissionable fares and rates; no override commissions paid to TMC; open book policy applies; any commission earned through SACAA volumes reimbursed to SACAA.

Bid validity: 180 days.

No bond or guarantee mentioned.

CSD registration: compulsory. Proof of registration on Central Supplier Database must be submitted.

Tax compliance: SARS Tax Compliance Status PIN or CSD number required. Consortia/joint ventures/sub-contractors each submit separate tax compliance documents.

Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered.

IATA license/certificate: compulsory. Certified copy required at closing date. If using third-party IATA, proof of agreement and copy of certificate required.

ASATA membership: compulsory. Valid license or certificate (certified copy) required.

B-BBEE: valid B-BBEE verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid)
• SBD 3 (Pricing Schedule)
• SBD 4 (Declaration of Interest)
• SBD 6.1 (Preference Points Claim)
• Authority to sign / board resolution.

All documentation must be in English.

Contract duration: three (3) years.

Dispute resolution: negotiation within 10 days, failing which mediation under AFSA rules within 15 days, failing which expedited arbitration under AFSA rules. Arbitration in Centurion, English, South African law applies. Parties may be legally represented. Award final and binding.

SACAA may amend bid conditions, validity period, specifications, or extend closing date before closing; bidders advised in writing.

SACAA reserves the right not to accept the lowest bid, to award to an empowerment company or require a joint venture with an empowerment company, to award in whole or part without reasons, to withdraw the bid without reasons, and to conduct site visits to verify information.

Incomplete price list renders bid non-responsive.

Bidder accepts SACAA's interpretation of requirements; bid conditions take precedence over other documentation.

Successful bidder must sign SBD 7 (Contract Form).

Bidders must obtain an access code to enter the office park by sending a WhatsApp to Betty Monyeki (082 885 4270) or Cynthia Motaung (083 461 6534) prior to submission.

Compulsory documents: proof of CSD registration, completed and signed SBD 1, SBD 3, SBD 4, SBD 6.1, valid IATA license/certificate (or proof of third-party agreement), valid ASATA membership certificate, SARS Tax Compliance Status PIN or CSD number, authority to sign/board resolution.

Three-phase evaluation: Phase 1 (Part 1) SCM administrative mandatory compliance, Phase 1 (Part 2) technical mandatory compliance (IATA and ASATA), Phase 2 technical/functionality evaluation (minimum 70/100 points to proceed), Phase 3 price and specific goal evaluation (80/20 preference point system).