Travel and accommodation arrangement services – greater kokstad municipality (36-Month contract)

Compulsory briefing session: 02 October 2026 at 11:00, at Greater Kokstad Municipality, 75 Hope Street, Kokstad. Attendance is compulsory; bidders who fail to attend will be disqualified.

Closing date: 23 October 2026 at 12:00 (12H00).

Bid validity period: 90 days from the closing date.

Compulsory briefing and clarification session: 02 October 2026 at 11:00, at Greater Kokstad Municipality, 75 Hope Street, Kokstad. Attendance is compulsory; bidders who fail to attend will be disqualified.

Enquiries (SCM and Technical):

• Contact: Ms. A. Mahlaka
• Email: [email protected]
• Telephone: 039 797 6743
• Fax: 039 727 3676

Municipal Manager: S.R. Zwane

Submission address:

Greater Kokstad Municipality

75 Hope Street

Kokstad, 4700

Tender box located at the Reception Area.

Submission method: sealed envelope marked with Bid No. GKM 15-26/27 and the title "TRAVEL AND ACCOMMODATION ARRANGEMENT SERVICES", deposited in the tender box at the Reception Area, 75 Hope Street, Kokstad, 4700, or couriered to the same address, before closing time. The bidder remains responsible for ensuring couriered bids reach the tender box. Late, emailed, faxed, or telegraphic bids will not be considered. Bids must be completed in black ink, corrections initialled, no correction fluid. Prices must be carried forward to MBD 1; bidders who do not put prices on MBD 1 will be eliminated. Returnable forms (all must be completed and signed):

• MBD 1 (Invitation to Bid): cover page with bidder details and total bid price.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the municipality.
• MBD 6.1 (Preference Points Claim): claims preference points under the PPPFA 80/20 system; if unsigned, the bidder loses preference points but is not disqualified.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain management practices.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• CSD report (not older than 3 months) or CSD number on MBD 1.
• SARS Tax Pin or CSD printout for tax verification.
• Proof of IATA registration.
• Proof that the company and each director do not owe municipal rates or service charges for more than 90 days (see Section J for acceptable evidence).
• Joint venture agreement signed by all parties, if applicable.
• Authority to sign letter or completed certificate for the bidder's legal form (company, partnership, JV, sole proprietor, close corporation).
• Tender consent form for processing of personal information.
• Declaration that CSD information is correct and up to date.

Disqualification risks:

• Missing or unsigned MBD 1, 4, 8, or 9.
• Failure to attend the compulsory briefing.
• Owing rates, services, or taxes to any municipality for more than 90 days.
• Submitting a bid with counter-conditions or amendments to bid conditions.
• Late submission for any reason.

Two-stage evaluation per National Treasury Circular No. 53:

Stage 1 – Functionality (minimum qualifying score: 60/100):

• Company Experience: 40 points
• Key Personnel CVs: 20 points
• Methodology (presentation): 20 points
• Registration with ASATA: 20 points

Only bidders scoring at least 60 proceed to Stage 2.

Stage 2 – 80/20 preferential point system:

• Price: 80 points
• Specific goals: 20 points

Specific goals breakdown:

Goal 1 – Ownership (max 10 points):

• Business owned more than 50% by a black person: 5 points (evidence: ID copy of director/owner, detailed CSD)
• Business owned more than 50% by a black woman: 5 points (evidence: ID copy of director/owner, detailed CSD)

Goal 2 – RDP (max 10 points):

• Business located within Greater Kokstad Municipality jurisdiction: 10 points (evidence: proof of address)
• Business located within KwaZulu-Natal Province: 5 points (evidence: proof of address)

Bidders must submit the required documentation to claim preference points.

The Greater Kokstad Municipality requires a travel management company (TMC) to manage travel and accommodation arrangements for Councillors, staff, and associates. Services include:

• Air travel (domestic, regional, international) – booking full-service and low-cost carriers, obtaining at least three price comparisons, delivering e-tickets electronically, assisting with charters, tracking unused e-tickets, and providing quarterly refund management reports.
• Accommodation – booking within National Treasury cost containment rate matrix, obtaining three price comparisons, and using establishments with negotiated corporate rates where available.
• Car rental, shuttle services, and transfers.
• Conference and event bookings, including group bookings (10+ pax).
• After-hours and emergency services: 17h00–08h00 weekdays, 24 hours on weekends and public holidays.
• Reservations: receive travel requests, provide quotations, issue e-tickets and vouchers, manage group bookings, advise on visa and inoculation requirements, arrange foreign currency and travel insurance, and handle bookings not on GDS.
• Consolidate invoices from travel suppliers.
• Provide a detailed transition plan and engage with the incumbent service provider.
• Provide reference letters from contactable clients of similar size within the past 3 years.
• Return all commissions earned on Municipality bookings quarterly.
• Maintain confidentiality of all travel arrangements.
• Penalties incurred due to consultant fault are for the TMC's account.

Travel volumes (FY 2025/2026 projections, for illustration only):

• Air travel domestic: 47 transactions, R146,984
• Car rental domestic: 21 transactions, R37,661
• Shuttle services domestic: 6 transactions, R12,030
• Accommodation domestic: 280 transactions, R1,279,717
• Conferences/Events: 4 transactions, R155,063
• Conference Group -10 Pax & More: 8 transactions, R629,235
• Group Accommodation: 1 transaction, R304,200
• Transaction Fee - After Hours: 2 transactions, R460
• Grand total: 369 transactions, R2,565,351

The bidder must provide a methodology (presentation) as part of functionality evaluation (20 points). The methodology should cover the approach to delivering travel management services, including reservations, air travel, accommodation, after-hours service, and transition planning. The Municipality may request presentations/demonstrations from short-listed bidders (limited to the three highest scoring bidders after price and specific goals).

Functionality criteria include Company Experience (40 points) and Key Personnel CVs (20 points). Bidders must provide reference letters from contactable existing/recent clients (within the past 3 years) of similar size to Greater Kokstad Municipality. Registration with ASATA is worth 20 points in functionality.

The TMC must maintain a Quality Management System focused on consistently meeting customer requirements and enhancing satisfaction. No specific quality certifications are stated.

Pricing must be firm and inclusive of VAT, valid for at least 90 days. The pricing model and Annexure A3 – Pricing Submission must be completed. Travel volumes for FY 2025/2026 (projections): Air travel domestic 47 transactions R146,984; Car rental domestic 21 R37,661; Shuttle services domestic 6 R12,030; Accommodation domestic 280 R1,279,717; Conferences/Events 4 R155,063; Conference Group -10 Pax & More 8 R629,235; Group Accommodation 1 R304,200; Transaction Fee After Hours 2 R460; Grand total 369 R2,565,351. These figures are for illustration only.

Pricing:

• Prices or rates must be firm and inclusive of VAT.
• Prices must be valid for at least 90 days from the date of offer.
• Pricing model and Annexure A3 – Pricing Submission must be completed.
• The Municipality reserves the right to accept the bid in whole or part at the rates quoted.

No bid security, bonds, or guarantees are specified.

Payment terms: not specified beyond the requirement to submit invoices timeously.

Mandatory eligibility:

• Registration on the Central Supplier Database (CSD) – detailed CSD report not older than 3 months.
• Tax compliance with SARS – provide SARS Tax Pin or CSD printout for verification; bidders will not be eliminated for not attaching a tax compliance certificate if CSD is used.
• Proof of IATA registration (mandatory, submit with bid).
• Proof that the company and each director do not owe municipal rates or service charges for more than 90 days – evidence per Section J (municipal statement, lease agreement, rates clearance certificate, affidavit, or landlord letter).
• Bidders must not be persons in the service of the state.
• Bidders must not owe rates, services, or taxes to any municipality for more than 90 days.
• Bidders must be tax compliant for the entire contract term.
• Foreign bidders must complete the pre-award questionnaire in Part B:3.
• Joint ventures/consortia: each party must be CSD-registered and provide separate tax compliance status.
• B-BBEE: preference points claimed via MBD 6.1; no specific B-BBEE level threshold stated, but bidders must submit documentation to claim points.

Contract duration: 36 months, commencing on the date in the appointment letter, subject to annual renewal performance reviews. The Municipality may terminate the contract in whole or in part before expiry for objective evidence of underperformance, material breach, failure to meet service levels or KPIs, or any other valid contractual ground. Penalties incurred due to consultant fault are for the TMC's account, subject to a formal dispute process. Commissions earned on Municipality bookings must be returned quarterly. The Municipality is not liable for refundable portions of airfares; only the non-refundable portion is payable, with supporting documentation required.

Mandatory requirements: firm prices inclusive of VAT; CSD report not older than 3 months; proof that company and directors do not owe municipal rates for more than 90 days; SARS Tax Pin or CSD printout; completed and signed MBD 1, 4, 8, 9; completed MBD 6.1; proof of IATA registration. Failure to meet these leads to disqualification. Prices valid for 90 days. No bids from persons in state service or owing rates/taxes to any municipality for more than 90 days.

Two-stage evaluation: Stage 1 functionality (minimum 60 points) – Company Experience (40), Key Personnel CVs (20), Methodology presentation (20), ASATA registration (20). Stage 2 – 80/20 preferential points: 80 for price, 20 for specific goals (ownership max 10, RDP max 10).