What are the submission requirements for this tender (Ref: SCMU5-26/27-0024)?

• Submit bids in sealed envelopes clearly marked with bid number SCMU5-26/27-0024 and description. • Deposit completed bid documents in the bid box at: Department of Public Works & Infrastructure, Qhasana Building, Ground floor, Bhisho. • Closing date and time: 14 July 2026 at 11h00. Late bids will not be accepted. • Bids must be submitted on the original documents provided; do not re-type. • Ensure all required forms are completed and signed: SBD1 (Part A and Part B), SBD4 (including declaration of interest), SBD3.2 Pricing Schedule, and Annexure A (Resolution to Sign if applicable). • If using courier services, ensure the courier deposits the bid directly into the bid box before closing; do not deliver to departmental officials. • Bids must remain valid for 120 days after the closing date. • Failure to comply with submission requirements will result in disqualification.

How will bids be evaluated?

{ "mandatory": [ "Registration on the **Central Supplier Database (CSD)**.", "Valid **Tax Compliance Status (TCS) PIN** from SARS (or CSD number if TCS PIN unavailable).", "No directors/members in the service of the state (or disclosure of conflicts of interest via SBD4).", "Fully functional **branch/office in the Eastern Cape Province**.", "Proof of **IATA membership** (for air travel services).", "Submission of **SBD1 (Bid Invitation), SBD4 (Declaration of Interest), and SBD7 (Contract Form)** where applicable." ], "preferential": [ "B-BBEE compliance (20 points allocated for specific goals under PPPFA).", "Experience in **government travel management** (advantageous).", "Demonstrated **cost-saving strategies** and **service level agreements (SLAs)**." ], "exclusions": [ "Bids from **state employees, their companies, or close corporations** are disqualified.", "Non-compliance with **tax obligations** or **CSD registration** will result in elimination.", "Failure to submit **required documents** (e.g., TCS certificate, SBD forms) invalidates the bid." ] }

What are the technical specifications?

• Provide comprehensive offsite travel management services for air travel, car hire, accommodation, venues, and conference facilities for the Department of Public Works & Infrastructure Head Office. • Contract period: Three (3) years with an option to renew for up to 12 months at the department's discretion. • Service requirements include: - Reservations for domestic and regional travel, ensuring cost-effectiveness and compliance with National Treasury Travel Policy. - Air travel bookings on full-service and low-cost carriers, obtaining three price comparisons where possible. - Accommodation bookings within maximum allowable rates, with three price comparisons. - Car rental and shuttle services booked in accordance with policy. - After-hours and emergency services available 24/7, including weekends and public holidays. - Financial management, including invoice consolidation and 30-day bill-back facility if no lodge card is offered. - Technology and reporting: Provide monthly management reports, consider an Online Booking Tool, and ensure data security. - Account management with a dedicated manager and complaint handling procedure. - Value-added services such as destination information and electronic voucher retrieval. • The bidder must have a fully functional branch/office in the Eastern Cape Province. • Historic transaction volumes are provided for reference but are not guaranteed.

What financial requirements apply to bidders?

• Pricing model: Transactional fee model only. • For items 1–4: Transaction fee must be a fixed amount per service, not a percentage of third-party costs. • For item 5 (Venues and Conference Facilities): Transaction fee must be a fixed percentage of the total event cost. • Volume-driven incentives: Note that National Treasury negotiated fares are non-commissionable; any commissions earned must be reimbursed to the department. • Additional services (when needed) include rescheduling, cancellations, parking, bus/coach bookings, and after-hours services. • Payment terms: The department commits to settling undisputed invoices within 30 days. Disputed invoices handled per General Conditions of Contract. • Billing: Provide a single monthly statement per sub-cost centre with supporting reports and documents. • Price escalation allowed after the first 12 months using CPI indices for the Eastern Cape.

What compliance and legal requirements must bidders meet?

• Tax compliance: Bidders must be tax compliant. Submit SARS Tax Compliance Status (TCS) PIN or CSD number. Non-compliant bidders will not be awarded. • Central Supplier Database (CSD): Registration on CSD is required prior to award. • B-BBEE: Specific goals under PPPFA account for 20 points. Submit SBD6.1 to claim points; provide CIPC certificate and certified ID copies for ownership claims. • Declaration of interest: Complete SBD4, disclosing any interests in related enterprises. • Legal entity: Bidders must be a legal entity; joint ventures/consortia require a signed agreement. • ASATA membership: Submit a valid certificate/letter. • Bank rating: Minimum bank rating of C, with proof from a financial institution. • Foreign suppliers: If applicable, complete the foreign supplier questionnaire; tax compliance may not be required if no RSA presence.

What are the important dates and deadlines for this tender?

• Closing date: 14 July 2026. • Closing time: 11h00. • Bid validity period: 120 days from closing date. • Tender documents available for download from 12 June 2026. • No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

Who should be contacted for queries about this tender?

• Supply Chain Management enquiries: - Contact: SCM - Tel: 040 602 4000 - Email: supply.chain@ecdpw.gov.za • Technical enquiries: - Contact: Ms. B.N Jacobs - Tel: 040 602 4000 - Email: Pondi.jacobs@ecdpw.gov.za • Fraud, Complaints & Tender Abuse Hotline: 0800 701 701 (toll free). • Physical address for bid submission: Department of Public Works & Infrastructure, Qhasana Building, Ground floor, Bhisho.

Offsite Travel Management Services DPWI Head Office National

Appointment of service providers to render offsite travel management services in respect of air travel, car hire, accommodation, venues and conference facilities for the department of public works & infrastructure: head office for a period of three (3) years

- Submit bids in sealed envelopes by 14 july 2026 at 11h00 to the DPWI bid box in bhisho, using original documents (NO re-typing). - Mandatory compliance: tax compliance (SARS tcs pin or csd number), csd registration, valid asata membership, and minimum bank rating of c. - Bid for one or more of five items (executive management, administration, public works infrastructure, epwp, venues & conference facilities), with transaction fees as fixed amounts (items 1–4) or percentage of event cost (item 5). - Provide proof of a fully functional branch/office in the eastern cape province and complete sbd4 (including declaration of interest). - Evaluation follows a two-phase process: compliance check (phase one) and PPPFA 80/20 scoring (phase two), with 20 points for b-bbee goals. - Historic transaction volumes are provided for reference but not guaranteed; pricing must align with national treasury travel policy. - After-hours and emergency services (24/7) are required, along with monthly management reports and financial transparency.

The Department of Public Works & Infrastructure requires comprehensive travel and hospitality management services for officials on business travel for three years.
The bid solicits proposals for offsite travel management covering air travel, car hire, accommodation, venues, and conference facilities.
Key definitions provided for terms like Travel Management Company (TMC), transaction fees, and service levels.
The bid is divided into five items: Executive Management, Administration, Public Works Infrastructure, Expanded Public Works Programme (EPWP), and Venues and Conference Facilities.
Bidders may bid for one or more items, but the department intends to award only one item per bidder for items 1–4 (item 5 can be awarded additionally).
Bidders must have a fully functional branch/office in the Eastern Cape Province.

Closing date: 14 July 2026.
Closing time: 11h00.
Bid validity period: 120 days from closing date.
Tender documents available for download from 12 June 2026.
No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

Supply Chain Management enquiries:
Contact: SCM
Tel: 040 602 4000
Email: [email protected]
Technical enquiries:
Contact: Ms. B.N Jacobs
Tel: 040 602 4000
Email: [email protected]
Fraud, Complaints & Tender Abuse Hotline: 0800 701 701 (toll free).
Physical address for bid submission: Department of Public Works & Infrastructure, Qhasana Building, Ground floor, Bhisho.

Submit bids in sealed envelopes clearly marked with bid number SCMU5-26/27-0024 and description.
Deposit completed bid documents in the bid box at: Department of Public Works & Infrastructure, Qhasana Building, Ground floor, Bhisho.
Closing date and time: 14 July 2026 at 11h00. Late bids will not be accepted.
Bids must be submitted on the original documents provided; do not re-type.
Ensure all required forms are completed and signed: SBD1 (Part A and Part B), SBD4 (including declaration of interest), SBD3.2 Pricing Schedule, and Annexure A (Resolution to Sign if applicable).
If using courier services, ensure the courier deposits the bid directly into the bid box before closing; do not deliver to departmental officials.
Bids must remain valid for 120 days after the closing date.
Failure to comply with submission requirements will result in disqualification.

Provide comprehensive offsite travel management services for air travel, car hire, accommodation, venues, and conference facilities for the Department of Public Works & Infrastructure Head Office.
Contract period: Three (3) years with an option to renew for up to 12 months at the department's discretion.
Service requirements include:
Reservations for domestic and regional travel, ensuring cost-effectiveness and compliance with National Treasury Travel Policy.
Air travel bookings on full-service and low-cost carriers, obtaining three price comparisons where possible.
Accommodation bookings within maximum allowable rates, with three price comparisons.
Car rental and shuttle services booked in accordance with policy.
After-hours and emergency services available 24/7, including weekends and public holidays.
Financial management, including invoice consolidation and 30-day bill-back facility if no lodge card is offered.
Technology and reporting: Provide monthly management reports, consider an Online Booking Tool, and ensure data security.
Account management with a dedicated manager and complaint handling procedure.
Value-added services such as destination information and electronic voucher retrieval.
The bidder must have a fully functional branch/office in the Eastern Cape Province.
Historic transaction volumes are provided for reference but are not guaranteed.

VIP or Executive Service involves specialised, personalised travel management by a dedicated consultant to ensure a seamless experience.

The department may request clarification on quality aspects before bid submission.
Communication must be in writing; discrepancies in the bid should be reported promptly for correction.
Confidentiality of bid information is required.
Supplier due diligence, including site visits, may be conducted before award or during contract.

Transactional fee model required.
For items 1–4: Fixed amount per service, not percentage-based.
For item 5: Fixed percentage of total event cost.
Note non-commissionable National Treasury negotiated fares; commissions must be reimbursed.
Additional services include rescheduling, cancellations, parking, bus/coach bookings, and after-hours services.
Payment terms: 30 days for undisputed invoices; single monthly statement per sub-cost centre with supporting documents.

Pricing model: Transactional fee model only.
For items 1–4: Transaction fee must be a fixed amount per service, not a percentage of third-party costs.
For item 5 (Venues and Conference Facilities): Transaction fee must be a fixed percentage of the total event cost.
Volume-driven incentives: Note that National Treasury negotiated fares are non-commissionable; any commissions earned must be reimbursed to the department.
Additional services (when needed) include rescheduling, cancellations, parking, bus/coach bookings, and after-hours services.
Payment terms: The department commits to settling undisputed invoices within 30 days. Disputed invoices handled per General Conditions of Contract.
Billing: Provide a single monthly statement per sub-cost centre with supporting reports and documents.
Price escalation allowed after the first 12 months using CPI indices for the Eastern Cape.

Tax compliance: Bidders must be tax compliant. Submit SARS Tax Compliance Status (TCS) PIN or CSD number. Non-compliant bidders will not be awarded.
Central Supplier Database (CSD): Registration on CSD is required prior to award.
B-BBEE: Specific goals under PPPFA account for 20 points. Submit SBD6.1 to claim points; provide CIPC certificate and certified ID copies for ownership claims.
Declaration of interest: Complete SBD4, disclosing any interests in related enterprises.
Legal entity: Bidders must be a legal entity; joint ventures/consortia require a signed agreement.
ASATA membership: Submit a valid certificate/letter.
Bank rating: Minimum bank rating of C, with proof from a financial institution.
Foreign suppliers: If applicable, complete the foreign supplier questionnaire; tax compliance may not be required if no RSA presence.

Contract duration: Three years with option to renew for up to 12 months.
Indemnity: Bidder indemnifies the department against costs or damages from bid breaches.
Governing law: South African law; disputes settled in South African courts.
Tax compliance mandatory for award.
The department reserves rights to cancel the process, reject bids, or award to bidders not scoring highest points based on capacity assessment.
Bidders must register on CSD prior to award and correct tax matters within 7 working days if required.
Additional terms include penalty provisions for bid withdrawal, price escalation clauses, and confidentiality requirements.

Phase One evaluation checks compliance with minimum requirements, including document completion, ASATA membership, bank rating, and testimonials.
Phase Two applies PPPFA 80/20 scoring (80 points price, 20 points specific goals).
Specific goals points require SBD6.1 submission; joint ventures must provide an agreement for proportional allocation.
The department intends to award to the highest point scorer per item, subject to risk assessment.

Offsite travel management services for DPWI head office: air travel, car hire, accommodation, venues & conference facilities (3-Year contract)

Offsite travel management services for DPWI head office: air travel, car hire, accommodation, venues & conference facilities (3-Year contract)

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Typical Documents

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