Travel management services for SASSA head office and nine regions — 36 months

Compulsory virtual briefing session

• Date: 11 November 2026 at 10:00.
• Attendance is compulsory; bidders who do not attend are disqualified.
• Representatives must be registered in advance by email to [email protected].

Enquiries and clarification

• Questions may be raised from the advertisement date until 3 working days after the briefing session; nothing raised later is considered.
• SASSA publishes responses within 5 working days after the briefing session.

Closing

• 24 November 2026 at 11:00.

Bid validity

• Offers must remain valid for 90 days from the closing date.

Bidding procedure enquiries

• Contact: Mr Mandla Sibeko
• Telephone: 012 400 2634
• Email: [email protected]

Technical enquiries

• Contact: Mr Mashudu Mudau
• Telephone: 012 400 2397
• Email: [email protected]

Submission address

Bid Box, Ground Floor

SASSA Head Office

501 Prodinsa Building

Cnr Steve Biko (Beatrix) and Pretorius Streets

Arcadia

Pretoria

Service delivery area

SASSA Head Office and all nine regional offices, including district offices, local offices and service points.

Submission method

• Physical deposit in the bid box only: Bid Box, Ground Floor, SASSA Head Office, 501 Prodinsa Building, Cnr Steve Biko (Beatrix) and Pretorius Streets, Arcadia, Pretoria.
• Bids received after the closing date and time are not considered.

Packaging and copies

• File 1 (compliance and technical): two copies — one original plus one duplicate.
• File 2 (price): one original only.
• The on-site and off-site transaction fee models must be sealed in a separate envelope marked with the bid number and closing date.
• Each file must be clearly marked and divided with labelled dividers.
• Bidders must initial every page of the bid document in the bottom right-hand corner.

File 1 contents (compliance and technical)

• All SBD forms, completed and signed.
• B-BBEE certificate or sworn affidavit.
• Joint venture agreement, where applicable.
• Company profile.
• Valid IATA registration proof.
• Client reference letters (Annexure A).
• Sections for reservations, communication, financial management, technology/MIS and reporting, account management, value-added services, cost management, and office management.
• Letter confirming experience of the Operations Manager, Finance Manager, Key Accounts Manager and Team Leader (Annexure B).
• Transitional plan.
• Letters of good financial standing from 4 accommodation suppliers based in at least 4 different provinces, confirming bill-back or credit facilities, with hotel footprint list, contact person, rank, contact numbers, signature of an authorised official and date (Annexure C).
• Letters of good financial standing from 2 car hire suppliers based in at least 4 different provinces, confirming bill-back or credit facilities, with car rental footprint list, contact person, rank, contact numbers, signature and date (Annexure C).

File 2 contents (price)

• Pricing schedule (SBD 3.1) with on-site and off-site transaction fee models.

Returnable forms

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 3.1 (Pricing Schedule — Firm Prices): firm prices only; non-firm or exchange-rate-variable prices are rejected.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 90/10 system.
• SBD 7 (Contract Form): signed by the successful bidder.
• Proof of authority to sign, such as a company resolution.

Disqualification risks

• Failure to attend the compulsory briefing session.
• Late submission.
• Counter conditions or amendments to bid conditions.
• Unsigned or missing returnable documents.
• Non-firm pricing.

Two-stage evaluation; a bidder must pass both stages to be appointed.

Stage One — Phase One: special conditions

• Screening against the special conditions set out in the bid.

Stage One — Phase Two: administrative compliance

• Completeness and correctness of mandatory returnable documents.

Stage One — Phase Three: functionality

• Functionality is scored out of 100 points.
• Assessed on the technical file: reservations, communication, financial management, technology/MIS and reporting, account management, value-added services, cost management, office management, key personnel experience and the transitional plan.

Stage Two — price and specific goals (90/10 preference point system)

• Price: 90 points.
• Specific goals: 10 points.
• Total: 100 points.

Specific goals scoring (90/10 column)

• B-BBEE Level 1–2 with at least 51% black women ownership: 20 points.
• B-BBEE Level 3–4 with at least 51% women ownership: 18 points.
• B-BBEE Level 1–2 with at least 51% black youth or disabled ownership: 16 points.
• B-BBEE Level 1–2: 14 points.
• B-BBEE Level 3–4 with at least 51% youth or disabled ownership: 12 points.
• B-BBEE Level 3–4: 8 points.
• B-BBEE Level 5–8: 4 points.
• Non-compliant: 0 points.
• Where a bidder qualifies under more than one category, SASSA awards the highest applicable score.
• Points are claimed by submitting a B-BBEE certificate, a sworn affidavit (EME or QSE) or the CSD registration number; without proof, no specific-goal points are awarded.

SASSA reserves the right to appoint more than one travel agency, with one operating on-site and another off-site.

Scope

• Full travel management service for SASSA Head Office and all regions for 36 months, covering employees, contractors, consultants and clients travelling on SASSA business.
• Services include domestic, regional (SADC) and international travel.

Estimated annual volumes (2025/26 baseline)

• Domestic air travel: 2 950 transactions.
• Regional and international air travel: 28.
• Domestic car rental: 1 652.
• Domestic shuttle services: 1 480.
• Domestic accommodation: 9 501.
• Regional and international accommodation: 14.
• Regional and international shuttle: 10.
• Conferences and events: 263.
• After-hours transactions: 110.
• Parking: 214.
• Insurance: 7.
• Total: 16 229 transactions per year.
• Volumes are projections and may change over the contract term.

Service components

• Air travel: booking and amendments, e-ticketing, full-service and low-cost carriers, lowest available domestic fares, cost-effective routings for international flights, loyalty programme numbers on tickets, tracking of unused tickets, VIP charter bookings.
• Airport parking: booking, amendments and negotiated discounts.
• Vehicle rental: booking, amendments and negotiated discounts.
• Shuttle, rail and bus: booking, amendments and negotiated discounts, including alternative ground transport internationally.
• Accommodation: booking and amendments with hotels, guest houses, lodges and B&Bs; travellers may only use establishments with SASSA-negotiated corporate rates unless none is available at the destination.
• Conferences, workshops, team building and similar events: booking, amendments and negotiated discounts.
• Chauffeured service: booking, amendments and negotiated discounts.
• Delivery of vouchers and travel documents by email or agreed means.

Booking standards

• At least three price comparisons for flight and conference requests where routing permits.
• At least four price comparisons for accommodation, within the maximum allowable rate matrix and as close as possible to the destination.
• Book negotiated discounted fares and rates wherever available.
• Monitor carrier schedule changes and reissue tickets and billing where needed.
• Advise travellers on visa and inoculation requirements in advance; visa applications handled when SASSA requests it.
• Arrange foreign exchange, travel insurance, traveller's cheques, excess baggage and special meals where required.
• Facilitate bookings not available on the Global Distribution System.
• Handle group bookings internally; SASSA has no central group-booking budget or system.

After-hours service

• Available Monday to Friday from 17:00 to 08:00, and 24 hours on weekends and public holidays.
• A call centre or after-hours contact number must always be reachable.
• Only one quotation per new after-hours transaction.

Systems and process alignment

• Align with SASSA's Oracle-based travel order and invoicing process, including during Oracle downtime in December/January and at financial year end, when bookings proceed on authorisation emails.
• Align with SASSA's Travel Management Policy and booking, conference, emergency, after-hours and invoicing processes (Annexures D to H).
• Provide an online system for travellers to update their profiles.
• Consolidate supplier invoices and submit invoices weekly with correct supporting documentation.

Performance and contract management

• Comment on the draft performance standards (Annexure I), with each change explained and visibly marked; SASSA may accept or reject proposed amendments.
• Performance standards to be signed by both parties within 30 days of contract signature.
• Client satisfaction surveys every six months with reports to SASSA.
• Attend operations, finance, supplier management meetings and annual travel roadshows in each region and at Head Office at the bidder's own cost.
• Penalties and Diners Club card administration fees caused by consultant error are for the agency's account, subject to a formal dispute process.
• Commissions earned on SASSA bookings must be declared and returned monthly; negotiated fares and rates must be non-commissionable.
• Provide a detailed transition plan and engage the incumbent agencies to avoid service interruption.

Pricing

• Firm prices only; non-firm prices or prices subject to exchange rate variation are not accepted.
• Prices must include all applicable taxes.
• Pricing is structured as on-site and off-site transaction fee models, submitted in File 2.
• All delivery costs must be included in the bid price.
• Offer validity: 90 days from the closing date.

Commercial terms

• Commissions earned on SASSA bookings must be declared and returned to SASSA monthly.
• Negotiated fares, accommodation rates and car rental rates must be non-commissionable.
• Penalties and card administration fees arising from consultant error are carried by the travel agency.
• Invoices submitted weekly with supporting documentation to Head Office and regional offices.
• SASSA does not cover the successful bidder's travel costs to contract management meetings and roadshows.
• No bid security amount is stated in the available document.

Mandatory eligibility

• Valid IATA accreditation and access to a worldwide computerised reservation network.
• Registration on the Central Supplier Database (CSD) with a CSD number.
• Valid SARS Tax Compliance Status PIN; a printed TCS certificate is also acceptable.
• In consortia, joint ventures or subcontracting arrangements, each party submits its own TCS certificate, PIN and CSD number.
• No bidder may be a person in the service of the state, nor have directors or members who are.
• Bidders must not appear on the Register for Tender Defaulters or the List of Restricted Suppliers.

B-bbee

• A B-BBEE certificate, sworn affidavit (EME or QSE) or CSD registration number is required to claim specific-goal points.
• Points are awarded on the 90/10 system as set out in the evaluation criteria.

Returnable forms

• SBD 1, SBD 3.1, SBD 4, SBD 6.1 and SBD 7, plus proof of authority to sign.

Other conditions

• Counter conditions or amendments to bid conditions may invalidate the bid.
• Fronting is prohibited; a bidder must rebut fronting indicators within 14 days of notification or face invalidation and possible restriction from public sector business for up to 10 years.