Travel agent services for siyancuma local municipality (3‑year contract)

Technical contact: Ms Lilian Selego, Supply Chain Management, Tel (053) 298 1810, Email lilian@si yancuma.co.za

Clarifications (technical): Ms Chantal Stenekamp, Tel (053) 298 1810, Email chantal.stenekamp@si yancuma.co.za

• Complete all returnable forms listed (Bid Conditions, Invitation to Bid, Terms of Reference, etc.) and sign them in black ink; initial every page.
• Attach required documents: current municipal certificate/lease agreement, authority of signatory, tax compliance status (TCS Pin) and CSD number, VAT registration, and any preference points claim form.
• Submit the original bid in a sealed envelope (or two‑envelope system if specified) clearly marked with the bid number, title and closing date/time.
• Deliver the envelope to the Siyancuma Local Municipality Supply Chain Management Unit, 13 Charl Cilliers Street, Douglas, no later than 11:30 am on 23 January 2026. Bids may be hand‑delivered, couriered or posted at the bidder’s risk; faxed or emailed bids will be rejected.
• The bid must be signed by an authorised signatory and include a copy of the board resolution authorising the submission.
• Late submissions, altered/re‑typed documents or any unauthorised changes will result in automatic disqualification.
• Bids are opened publicly immediately after the closing time; all bids received on time will be recorded in a public register.

• Bids will be evaluated on functionality (price) and specific goals.
• Minimum overall score required: 70 out of 100 points.
• Price accounts for 80 points; specific goals account for 20 points.
• Preference points may be claimed using the provided form (MBD 6.1) and will be added to the total score.
• Evaluation will consider compliance with bid specifications, tax compliance, and any additional criteria set out in the bid documents.

Scope of services to be provided by the appointed travel agent for a three‑year period:

• Domestic return flight bookings
• International flight bookings
• Car rental reservations
• Accommodation bookings
• Arrangement of conferences and events
• Any other travel‑related services as required by the Municipality.

Deliverables must meet the standards and service levels set out in the bid documents.

• Prices must be quoted inclusive of VAT (vendor must be VAT‑registered).
• Bids must remain valid for 90 days after the closing date.
• No mention of performance bonds or guarantees in the extracted sections.
• Payment terms will be as per the Municipality’s standard contract conditions (refer to General Conditions of Contract).

• Valid Tax Compliance Status (TCS) Pin and/or Tax Clearance Certificate must be submitted; each consortium/joint‑venture member must provide its own TCS/CSD details.
• All bidders must be registered on the Central Supplier Database (CSD); non‑registered suppliers will not be considered.
• Provide municipal rates and taxes account for the bidding entity and its directors; arrears of more than three months will lead to disqualification.
• No bids from persons in the service of the State.
• No specific B‑BBEE or CIDB requirements mentioned in the extracted sections.