Travel management agent services for the western cape provincial parliament

Technical enquiries (must be in writing via email):

• Contact: Ms S Fouche
• Email: [email protected]

Compulsory information session contacts:

• Contact: Messrs N Diedericks or R Williams
• Telephone: (021) 487-1736 and 487-1619

Submission addresses:

• Postal: Manager: SC&AM, Western Cape Provincial Parliament, PO Box 648, CAPE TOWN, 8000
• Physical (bid box): Outside the Visitors' Centre, Ground Floor, Provincial Legislature Building, 7 Wale Street, CAPE TOWN
• Physical (oversized bids): SC&AM Section, 5th Floor, Provincial Legislature Building, 7 Wale Street, Cape Town

Submission method: bids to be posted (must reach SC&AM before closing) or deposited in the bid box at the Visitors' Centre, Ground Floor, Provincial Legislature Building, 7 Wale Street, Cape Town. Oversized bids may be hand-delivered to SC&AM Section, 5th Floor, same building.

Address the envelope with bidder name, address, bid number WCPPT 02/2026 and closing date 24 November 2026 11:00.

Use only the official WCPP forms; do not retype them. Photocopies are acceptable.

Returnable documents (all must be completed and signed):-

• WCPP 1 (The Bid): signed offer cover page.
• WCPP 2 (Tax Clearance): valid, original SARS Tax Clearance Certificate or SARS PIN in bidder's name; for consortia/joint ventures each party must submit one.
• WCPP 3.3 (Pricing Schedule and Costing template): completed in full.
• WCPP 4 (Consolidated Declaration of Interest and Declaration of Bidder's Past SCM Practices): completed in full, certified by a Commissioner of Oaths; for joint ventures/consortia each party completes and signs.
• WCPP 6.1 (Preference Points Claim Form): compete if claiming preference points.

Also required: detailed price schedule including VAT @ 15%, at least 3 contactable references, and an electronic copy on flash drive.

Late bids will not be considered for any reason. Bids must be delivered to the correct address before the closing time.

Mandatory attendance at the compulsory information session is required (confirm attendance on WCPP 3.3).

Evaluation is in three phases:

Phase 1 – Initial screening: check tax compliance and that all compulsory documents are present. Non-compliant bids are eliminated.

Phase 2 – Functionality pre-qualification: bids scored out of 100 on the criteria matrix. Minimum qualifying score: 80 out of 100. Bidders scoring below 80 are eliminated.

Phase 3 – Preference points (80/20 system): price scores 80 points, HDI and RDP goals score 20 points. Only bidders that passed Phase 2 qualify. Award is based on highest combined score under the 80/20 preference point formula.

Functionality criteria and weights:

• Proposal (understanding of WCPP requirements, work plan, approach): 35 points (10 for understanding, 5 for experience with 3 written referrals, 10 for project management, 10 for customer support and value-added services).
• Reports (ability to compile monthly management reports, example submitted): 10 points.
• Management resources and staff establishment (company profile, CVs, staff qualifications): 15 points (7 for management, 8 for assigned staff).
• Infrastructure (systems, online booking, contingency plan): 15 points.
• Financial viability (verified financial statements for last 2 years): 25 points.

Responses to each criterion must not exceed 5 pages per criterion; annexures allowed but the response must be summarised within 5 pages. If an element is not addressed, 0 is awarded.

All prices quoted in ZAR, VAT inclusive.

The Western Cape Provincial Parliament (WCPP) requires a travel management agent to provide comprehensive domestic and international travel services for Members and officials.

Scope includes:

• Domestic and international air travel (planning, booking, amending, issuing documents, arranging special meals, confirming bookings electronically and via WhatsApp)
• Comprehensive travel insurance (international only)
• Vehicle rental (domestic/international, with/without driver)
• Shuttle/transfer services
• Booking of public, private, toll road, water and rail transport
• Airport lounge access (with alternative arrangements if unavailable)
• Interpreting services (international only, for official meetings and conferences)
• Domestic and international accommodation (hotels, guesthouses, etc.)
• Conferencing venues and related facilities
• Support and value-added services (24/7/365 availability, parking arrangement, travel documents, special assistance, excess baggage arrangements)

Contract period: 3 years (36 months), subject to a 3-month probation period with regular performance reviews.

The agent must enter into a Service Level Agreement (SLA) setting KPIs, reviewed annually.

Mandatory registrations: IATA and ASATA. Proof of registration and registration numbers must be submitted; non-submission leads to automatic disqualification.

The service provider must have a fully functional office and competent staff, and premises may be verified.

A dedicated account manager must be assigned to the WCPP; CVs must be provided if the manager changes.

Bookings only made after receiving a written approved quotation from an authorised WCPP official (except in emergencies with telephonic instruction confirmed later by email).

Confidentiality of traveller and expenditure information required in line with POPIA.

Monthly management reports must be submitted by the 7th of the following month, plus quarterly statistics and incident reports.

Monthly meetings with WCPP; quarterly presentations of service statistics.

Negotiate discounts with airlines, car rental companies, accommodation and conference venues.

All prices must be quoted in ZAR and be VAT inclusive.

The compulsory information session on 19 November 2026 at 10:00 via MS Teams will discuss the WCPP's approach and benefits sought.

The bidder's proposal must include a work plan and overall approach demonstrating understanding of the WCPP's requirements.

Include a narrative on how service requirements will be met and how the service will be managed to ensure quality.

Proposed project management approach must cover management of accounts, management reports, and after-hours service.

Approach for customer support and value-added services as per paragraph 3.1.10.

The proposal must respond to each evaluation criterion in the matrix, with each criterion summarised in no more than 5 pages (annexures allowed).

The bidder must demonstrate experience in undertaking similar contracts and provide a minimum of 3 written referrals (signed and dated) from 3 different clients attesting to service quality.

Provide a comprehensive company profile including experience and qualifications of management staff (7 points weight).

Provide CVs of staff assigned to the WCPP account, demonstrating appropriate qualifications and experience (8 points weight).

The evaluation rewards experience with similar contracts, project management capability, and staff competence.

The travel agent must ensure high quality of service and customer satisfaction.

The proposal must demonstrate understanding of the WCPP's requirements and a work plan to meet service standards.

Must provide a narrative on how service standards will be managed.

Must have appropriate infrastructure (systems for online bookings, airline reservations, ticketing, ground transport, office equipment, telecommunications, online booking tools) and a contingency plan for system failure.

Monthly management reports must be accurate and complete.

Performance monitored against the SLA's KPIs.

Pricing must be completed on WCPP 3.3 Pricing Schedule and Costing template (Annexure A).

Prices must be quoted in ZAR and be VAT inclusive.

Service fees are required for: domestic and international travel, accommodation (local and international), car hire (local and international), shuttle/transfer services (local and international), parking, bundle fees for combined arrangements, conferencing venue hire, conferencing facilities (including meals, accommodation, equipment, stationery, venue), bill back fee, re-issue fee, re-validation fee, cancellation fee, and refunds on tickets.

Indicate whether rates are firm for the full contract period (question 13). If not fixed, state when increases occur and the percentage.

Fees must not be quoted as a percentage of transaction value.

Include a detailed price schedule with VAT at 15%.

The form also asks: whether the representative attended the compulsory information session, VAT registration status, and if a similar service can be inspected (preferably in Cape Town).

Payment terms: WCPP pays valid tax invoices in full within 30 days from statement date. Supporting documents must accompany invoices.

Pricing must be quoted on WCPP 3.3 Pricing Schedule (professional services). Fees for the first year must be fixed (firm) and must not be quoted as a percentage of transaction value.

Year 2 and 3 price escalations must be based on Consumer Price Index (CPI).

If fees are not fixed for the full contract period, indicate when increases occur and the percentage.

WCPP may withhold payment of disputed amounts until resolution.

Financial viability: Verified financial statements for the last 2 years must be submitted, demonstrating the company is a going concern with sufficient cash flow/reserves for upfront payments.

Mandatory:

• Valid, original SARS Tax Clearance Certificate or SARS PIN in bidder's name (for consortia/joint ventures, each party must submit one). Tax affairs must be in order.
• Completed and signed WCPP 1 (Bid form).
• Completed WCPP 3.3 Pricing Schedule and Costing template.
• Completed WCPP 4 Declaration of Interest, certified by a Commissioner of Oaths.
• Proof of IATA and ASATA registration (non-submission leads to automatic disqualification).
• For joint ventures/consortia: signed Memorandum of Understanding detailing roles and responsibilities.
• Bidders must be registered on the Central Supplier Database (CSD) or IPS (ARIBA).
• At least 3 contactable references from similar contracts.
• If applicable, WCPP 6.1 Preference Points Claim Form.
• Tax clearance certificate must be valid and original; failure to submit at closing time invalidates the bid.

B-BBEE preference points claimed under the 80/20 system via WCPP 6.1.

No specific occupational health and safety requirements are stated in the document. The service is travel management; general duty of care to travellers is implied.

The successful bidder must enter into a service level agreement with the WCPP and comply with the General Conditions of Contract (GCC).

Contract period: 3 years with a 3-month probation period, subject to performance reviews.

The SLA may be reviewed annually.

The travel agent must maintain a fully functional office and competent staff; premises may be verified.

The agent must adapt service offerings to changing WCPP needs.

Payment terms: within 30 days of statement date.

Confidentiality obligations under POPIA.

The agent must not issue any travel documentation without an approved quotation, except in emergencies.

WCPP may request an extension of bid validity in writing; bidders cannot modify their proposal.

Bidders must be registered on CSD or IPS (ARIBA).