CapeNature seeks a suitable service provider for the provision of travel and accommodation management services, for a period of three years (36 months).

The appointed TMA will be responsible for end-to-end travel management, including but

not limited to:

3.1 Air Travel Services

• Booking and issuing domestic and international air tickets

• Route optimization for cost savings

• Compliance with travel class policy (economy, business, etc.)

• 24/7 support for emergency bookings or changes

3.2 Accommodation

• Booking of suitable accommodation in line with approved rates

• Preference for hotels on National Treasury’s transversal contract or other

negotiated rates

• Managing changes and cancellations

2.3. Ground Transportation

• Car hire (short and long term), shuttle services, and airport transfers

• Fuel-e-icient options and local provider support (refer to national treasury

regulations)

• See Annexure A (National Treasury Regulations) regarding additional car rental

procedures/bookings

2.4. Travel Insurance

• Arrange appropriate cover for both domestic and international travel in line with

National Treasury’s regulations.

2.5. Visa & Travel Documents

• Assist with visa applications, travel advisories, health regulations, and passport

renewals – only requested if needed

2.6. Expense Management and Reporting

• Monthly consolidated invoices

• Detailed reports on expenditure, trends, and compliance

• Tracking of carbon footprint and travel behavior analysis

• Quarterly meetings for performance reviews and service feedback

• Continuous service improvements and policy advice

2.7 Accommodation, Venues and Facilities

• The TMA will obtain price comparisons within the maximum allowable rate

matrix as per the cost containment instruction of the National Treasury.

depending on the set up) from accommodation establishments that provide the

best available rate within the maximum allowable rate and that is located as

close as possible to the venue or o-ice or location or destination of the traveler.

• This includes planning, booking, confirming, and amending accommodation

with any establishment (hotel group, private hotel, guest house or Bed &

Breakfast).

negotiate for discounts on behalf of CapeNature, as a value-added service.

establishments with which National Treasury had negotiated corporate rates.