Appointment of a Travel Agent - Siyancuma Local

Returnable Documents: Please ensure that the following forms have been completed and signed and all documents, as requested, are attached to the tender document Description of document Document number Yes No Bid Conditions & Information □ □ Part A: Invitation to bid □ □ and MBD 1 Part B: Terms and Conditions for Bidding Terms of Reference □ □ Current Municipal Certificate / Lease Agreement □ □ Form of Offer & Acceptance □ □ Declaration of Interest MBD 4 □ □ Declaration For Procurement Above R10 Million (All Applicable Taxes MBD 5 □ □ Included) Preference points claim form for specific goals. □ □ MBD 6.1 Formal contracts for services MBD 7.1 □ □ Declaration of bidder’s past supply chain management practices MBD 8 □ □ Certificate of independent bid determination MBD 9 □ □ Authority of Signatory □ □ General Conditions of contract & Bid Requirements □ □ Annexure A : Past Experience □ □ Please sign on Completion. ................................................ .................................... ........................ NAME OF THE BIDDER SIGNATURE DATE Tender Document Siyancuma Local Municipality 2 BID CONDITIONS AND INFORMATION 1 Agreement The successful bidder will be expected to sign the Contract Form (Part 1) of this bid document within 30 days of the date of notification by the Siyancuma Municipality that his/her bid has been accepted. 2 Completion of Bid Documents (a) The original bid document must be completed fully in black ink and signed by the authorised signatory to validate the proposal. All the pages must be initialled by the authorised signatory. Failure to do so may result in the invalidation of the bid. (b) Bid documents may not be retyped or altered in any way. 3 Alteration or Qualification of Bid No unauthorised alteration of this set of bid documents will be allowed. Any unauthorised alteration will disqualify the proposal automatically. Any ambiguity has to be cleared with contact person for the bid before the closure date. 4 Authorised Signatory (a) A copy of the recorded Resolution taken by the Board of Directors, members, partners or trustees authorising the representative to submit this bid on the bidder’s behalf must be attached to the Bid Document on submission of same. (b) A bid shall be eligible for consideration only if it bears the signature of the bidder or of some person duly and lawfully authorized to sign it for and on behalf of the bidder. 5 Submission of Bid (a) The bid must be put in a sealed envelope, or envelopes when the two-envelope system is specified, clearly marked with the bid number, title as well as closing date and time and placed in the Tender Box at the Siyancuma Local Municipality by not later than 11h30 on 16 January 2026 (b) Faxed, e-mailed and late bids will not be accepted. Bids may be delivered by hand, by courier, or posted at the bidder’s risk and must be received by the deadline specified above, irrespective of how they are sent or delivered. 6 Opening, Recording and Publications of Bids Received.  Bids will be opened in public immediately after the bid closure date, or at such  time as specified in the bid documents. If requested by any bidder present,  names of the bidders, and if practical the total amount of each bid and of any alternative bids will be read out aloud.  Bids received in time recorded and entered in a register which is open for public inspection. 7 SARS TCS Pin, It is a compulsory requirement to submit active and valid Tax Compliance Status (TCS) Pin for independent verification of Tax status as at Bid evaluation stage. ., Bids submission not supported by a valid original Tax Clearance Certificate and a SARS TCS Pin will be non-compliant., Consortia / joint ventures /sub-contractors are involved; each party must submit a separate valid original Tax Clearance Certificate and SARS TCS Pin. 8 Evaluation of Bids Bids will be evaluated in terms of their responsiveness to the bid specifications and requirements as well as such additional criteria as set out in the bid documents. 9 Acceptance or Rejection of a Bids The Siyancuma Local Municipality reserves the right to withdraw any invitation to submit a bid and/or to re-advertise or to reject any bid or to accept a part of it. The Siyancuma Local Municipality does not bind itself to accepting the lowest bid. 10 Registration on Accredited Supplier Database It is expected of all prospective service providers who are not yet registered on the Central Supplier Database to register online (www.csd.gov.za). The Siyancuma Local Municipality reserves the right not to award proposals to prospective suppliers who are not registered on the CSD (Central Supplier Database). Tender Document Siyancuma Local Municipality 3 11 Site / Information Meetings No site meeting 12 Stamp and Other Duties The successful bidder will be liable for all duties and costs on legal documents resulting in the establishment of a contract and for the surety and retentions. 13 Language of Contract The contract documents will be compiled in English and the English versions of all referred documents will be taken as applicable. 14 Procurement Policy Bids will be awarded in accordance with the Preferential Procurement Regulations, 2022, pertaining to the Preferential Procurement Policy Framework Act, No . 15 Expenses Incurred in Preparation of Bid The Siyancuma Local Municipality shall not be liable for any expenses incurred in the preparation and submission of the bid. 16 Wrong Information Furnished Where a contract has been awarded on the strength of the information furnished by the bidder which, after the conclusion of the relevant agreement, is proved to have been incorrect, the Siyancuma Local Municipality may, in addition to any other legal remedy it may have, recover from the contractor all costs, losses or damages incurred or sustained by the 17 Validity Period Bids shall remain valid for 90 days after the bid closure date. 18 General and Special Conditions of Contract The General Conditions of Contract as well as any Special Conditions of Contract that may form part of this set of bid documents will be applicable to this bid in addition to the conditions of bid. 19 Municipal Rates, Taxes and Charges (i) The bidder to provide their municipal account of rates and taxes of both the Bidding entity and its directors’ in its Bid Document submission. Any bidder which is or whose directors are in arrear with their municipal rates and taxes due to any Municipality within South Africa for more than three months and have not made an arrangement for settlement of or same before the bid closure date will be disqualified. (ii) Bids submission not supported by a municipal account will be non-compliant. In the event of leasing, a lease agreement must be attached to the bid document. 20 Contact with Municipality after Bid Closure Date (i) Bidders shall not contact the Siyancuma Local Municipality on any matter relating to their bid from the time of the opening of the bid to the time the contract is awarded. If a bidder wishes to bring additional information to the notice of the Siyancuma Municipality, it should do so in writing to the Siyancuma Local Municipality. Any effort by the firm to influence the Siyancuma Local Municipality in the bid evaluation, bid comparison or contract award decisions may result in the rejection of the bid. Tender Document Siyancuma Local Municipality 4 MBD 1 PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE SIYANCUMA LOCAL MUNICIPALITY BID NUMBER: SIYA-FIN03/2025/26 CLOSING DATE: 23 JANUARY 2026 CLOSING TIME: 11:30 APPOINTMENT OF A TRAVEL AGENT FOR SIYANCUMA LOCAL MUNICIPALITY FOR A PERIOD OF DESCRIPTION THREE YEARS THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (MBD 7.1). BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT SIYANCUMA LOCAL MUNICIPALITY SUPPLY CHAIN MANAGEMENT UNIT 13 CHARL CILLIERS STREET DOUGLAS 8730 SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER COMPULSORY TO BE COMPLETED BY THE BIDDER TAX COMPLIANCE STATUS TCS PIN: AND CSD No: FUNCTIONALITY,80/20 PREFERENCE POINTS, PRICE & SPECIFIC GOALS ARE APPLICABLE TO THIS BID ARE YOU A ARE YOU THE FOREIGN BASED ACCREDITED SUPPLIER FOR REPRESENTATIVE IN Yes No THE GOODS Yes No SOUTH AFRICA FOR THE /SERVICES GOODS /SERVICES [IF YES ENCLOSE PROOF] /WORKS [IF YES, ANSWER PART B:3 ] /WORKS OFFERED? OFFERED? TOTAL NUMBER OF ITEMS OFFERED TOTAL BID PRICE SIGNATURE OF BIDDER DATE CAPACITY UNDER WHICH THIS BID IS SIGNED BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO: DEPARTMENT SUPPLY CHAIN MANAGEMENT SUPPLY CHAIN MANAGEMENT CONTACT PERSON Lilian Selego CHANTAL STENEKAMP TELEPHONE NUMBER (053) 298 1810 Tel: (053) 298 1810 E-MAIL ADDRESS LILIAN@SIYANCUMA.CO.ZA CHANTAL.STENEKAMP@SIYANCUMA.CO.ZA Tender Document Siyancuma Local Municipality 5 PART B TERMS AND CONDITIONS FOR BIDDING, BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2022, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT., TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR THE TAX COMPLIANCE STATUS (TCS) CERTIFICATE OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE WWW.SARS.GOV.ZA. 2.4 FOREIGN SUPPLIERS MUST COMPLETE THE PRE-AWARD QUESTIONNAIRE IN PART B:3. 2.5 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.6 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.7 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED., QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS 3.1. IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO 3.2. DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO 3.3. DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO 3.4. DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO 3.5. IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE. NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... DATE: ................................................. Tender Document Siyancuma Local Municipality 6 FORMAL TENDERS TENDER NUMBER SIYA-FIN03/2025/26 TENDERS ARE HEREBY INVITED FOR: APPOINTMENT OF A TRAVEL AGENT FOR SIYANCUMA LOCAL MUNICIPALITY FOR A PERIOD OF THREE YEARS PERIOD THREE YEARS ADVERTISEMENTS: MUNICIPAL NOTICE BOARDS; MUNICIPAL WEBSITE & E-PUBLICATION PUBLISHED DATE 15 DECEMBER 2025 CLOSING DATE 23 JANUARY 2026 No later than 11:30 am, tenders will be opened immediately thereafter, in public at the Siyancuma Local CLOSING TIME Municipality Head Office, 13 Charl Cilliers Street, Douglas. AVAILABILITY OF TENDER DOCUMENTS: Tender documents are obtainable from Supply Chain Offices during Printed copies of the tender can be obtained at a non-refundable fee, payable office hours (Mondays to Friday 08:00 - 16:30 Tel: (053) 298 1810. to a cashier at Siyancuma Local Municipality's Supply Chain Management E-mail: sarah.olyn@siyancuma.co.za Unit, Old FNB building, 13 Charl Cilliers Street, Douglas or by downloading documents from the Siyancuma Local Municipality website at www.siyancuma.gov.za , and on e-Tender Publication Portal at www.etenders.gov.za at a non-refundable amount of R845.00 (EFT or cash). Bank recognizable proof of payments (in case of EFT payment) or Siyancuma Municipality receipt (for cash payment). DATE AVAILABLE: 15 DECEMBER 2025 NON - REFUNDABLE FEE: R 845.00 TENDER SUBMISSION RULES: Important notes  Tenders are to be completed in accordance with the conditions and tender rules stipulated in the tender document.  Tender and supporting documents must be delivered in an envelope, clearly marked " APPOINTMENT OF A TRAVEL AGENT FOR SIYANCUMA LOCAL MUNICIPALITY FOR A PERIOD OF THREE YEARS " at the Siyancuma Local Municipality's Head Office, 13 Charl Cilliers Street, Douglas  Tenders may only be submitted on the tender document issued by the Municipality  Requirements for sealing, addressing, delivery, opening and assessment of tenders, are stated in the tender document.  A valid Tax Clearance Status Pin (TCS) and MAAA Number must be submitted with the tender document, failure to submit the required documents your bid will be disqualified.  VAT must be included in all prices (VAT vendor must be registered).  Late tenders, tenders per fax or e-mail will not be accepted.  Tenders couriered to be delivered to the Municipality will only be accepted if received within the stipulated closing time.  Council reserves the right to accept any bid proposal in full or part thereof.  Council will only award tenders to service providers who are registered on the Central Supplier Database (CSD). Visit https://secure.csd.gov.za if you have not registered on CSD.  Tenders will only be considered in accordance with the bid requirements. Tenders will be evaluated and adjudicated in terms of the Preferential Procurement Policy of Council based on functionality whereby tenderers must achieve a minimum score of 70 out of 100 points, the Preferential Procurement Regulations of 2022 and the Siyancuma Local Municipality Supply Chain Management Policy, where 80 points will be allocated in respect of price and 20 points in respect of specific goals. BRIEFING SESSION: NONE CLARITY ON BIDDING PROCEDURES MS LILIAN SELEGO ; TEL: (053) 298 1810 E- MAY BE DIRECTED TO: MAIL: LILIAN@SIYANCUMA.CO.ZA CLARITY ON TECHNICAL INFORMATION MS CHANTAL STENEKAMP; TEL: (053) 298 1810 MAY BE DIRECTED TO: E-MAIL: CHANTAL.STENEKAMP@SIYANCUMA.CO.ZA NOTICE NO. SIYA-FIN03/2025/26 AUTHORISED BY: MUNICIPAL MANAGER: MR M.VILAKAZI SIYANCUMA LOCAL MUNICIPALITY Tender Document Siyancuma Local Municipality 7

Domestic flights (return) International flights Car rental reservations Accommodation bookings Conferences/Events Tender Document Siyancuma Local Municipality 11 CERTIFICATE OF MUNICIPAL SERVICES Tender Number: Name of Bidder: DETAILS OF THE BIDDER/S: Proprietor /Director(s) / Partners, etc: Physical Business address of the Bidder Municipal Account Number(s) If there is not enough space for all names, please attach the additional details to the tender document. Name of Director / Identity Number Physical residential address of Director / Municipal Account number(s) Member / Partner Member / Partner I, , the undersigned, (full name in block letters) certify that the information furnished on this declaration form is correct and that I/we have no undisputed commitments for municipal services towards a municipality or other service provider in respect of which payment if overdue for more than 30 days.

Threshold for Price Ite Delivery Period Local Production (all Applicable Brand M and Content Taxes Included)no. (if Applicable) I Confirm That I Am Duly Authorized to Sign This Contract. Signed At........................... on This ................... Day of .............................2026. Signature ........................................... Name (print) Madoda Vilakazi Municipal Manager Official Stamp Witnesses 1........................ 2........................ Date......................... Tender Document Siyancuma Local Municipality 27