Request for proposals for corporate travel services

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Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.

Compulsory briefing session: 09 February 2026 at 14h00 (physical at MBDA offices or via Microsoft Teams: https://teams.microsoft.com/meet/37612974949222?p=nkWEmWG3RqTmYzfdeZ, Meeting ID: 376 129 749 492 22, Passcode: RT9vB7Kk). Late joiners (after 14:15) will not be allowed to tender. Last date for queries: 18 February 2026. Closing date and time: 05 March 2026 at 12h00. Public bid opening via Microsoft Teams immediately after closing.

SCM Contact: Mrs. Pamela Govender, Supply Chain Management Department. Tel: 041 811 8200. Email: [email protected]. Submission address: MBDA Tender Box, 1st Floor, Tramways Building, Corner Lower Valley Road & South Union Street, Central, Gqeberha. Vendor Portal: https://remote.mbda.co.za/. Project Manager: Ms. Pam Fraser.

Submit 1 original hard copy in a sealed envelope marked 'CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)' to the MBDA tender box on the 1st Floor, Tramways Building, Corner Lower Valley Road & South Union Street, Central, Gqeberha. Submit 1 electronic copy via the MBDA Vendor Portal (https://remote.mbda.co.za/) or on USB by 05 March 2026 at 12h00. Use only official MBDA bid documentation. Failure to submit both hard and electronic copies will result in non-responsiveness. Late, incomplete, emailed, or faxed bids will not be considered. All pages must be initialed by the bidder. Bids must be signed and commissioned where required.

Evaluation is based on functionality (80 points) and price (20 points). Functionality minimum threshold: 60/80. Functionality criteria: 1) Relevant Experience & Track Record (30 points): 10+ years = 30, 5-9 years = 20, 1-4 years = 10. Requires reference letters on client letterhead with traceable contact details. 2) Capacity & Staffing (20 points): Points for Account Manager (4 max), Senior Travel Consultant (3 max), Junior Travel Consultant (1 max) experience and qualifications (NQF Level 6 or higher preferred). CVs and proof of qualifications required. 3) Services to be Supplied (30 points): Points for capacity to supply services like domestic/international flights, accommodation, car rentals, travel insurance, etc. Evidence required: booking confirmations, invoices, or statements. Preference points: B-BBEE status level (mandatory submission of certificate or sworn affidavit). Non-responsive bids if compulsory documents are missing or bid is incomplete.

Scope: Provide corporate travel services for MBDA and its managed sites for 12 months (renewable for 2x12 months at MBDA's discretion). Services include: domestic/international air travel, car rentals, shuttle services, accommodation, bus/coach bookings, passenger rail, conference logistics, after-hours/emergency services, travel insurance, and third-party fees. Detailed requirements: Flights - obtain 3 comparable quotes, indicate service fees, confirm bookings in writing, handle cancellations, provide emergency contact. Car Rentals - 3 quotes, service fees, confirm bookings, handle cancellations, preferred client registration. Accommodation - comply with MBDA Travel Policy and National Treasury Guidelines, prioritize safety, provide proof of payment/vouchers, include parking fees. Additional services: foreign exchange, VISA facilitation, point-to-point transfers, traveler profile management, monthly reports (aligned with National Treasury Cost Containment), after-hours/emergency support, global travel risk management. Value-added: 3-hour turnaround, SMS notifications, government rates, cost-saving fees, transition plans for staff rotation. Bidder must demonstrate ability to pay upfront and bill MBDA (30-day payment terms).

Pricing must be submitted on the official MBDA Pricing Schedule (Annexure C). All prices evaluated inclusive of VAT. Service fees for all required services must be clearly indicated. Costs for travel-related cancellations and amendments (e.g., flight changes, post-booking charges) must be specified. Bids over R10 million (VAT included) must submit financial statements for the past 3 years or since establishment. Ability to pay upfront for travel-related charges and bill MBDA (30-day payment terms) is required.

Mandatory: Registered on Central Supplier Database (CSD) prior to submission (www.csd.gov.za). Valid Municipal Billing Clearance. Proof of registration with ASATA and SATSA (minimum requirement; failure to submit = non-responsive). IATA registration is an added benefit. B-BBEE: Submit certified valid B-BBEE status level verification certificate or sworn affidavit (EME/QSE). Failure to submit = 0 points. Professional/Industry Compliance: Bidder must not earn commission on negotiated airfare, accommodation, or car rental rates established by National Treasury. Understanding of National Treasury travel management framework required. Additional: CIDB registration (if applicable). Tax compliance (VAT registration number required). Declaration of Interest (MBD 4), Past SCM Practices (MBD 8), and Certificate of Independent Bid Determination (MBD 9) must be submitted. Exclusions: Persons in the service of the state or involved in project preparation/implementation (or closely connected entities) are disqualified.

Contract Awarded

Award Information

Winning Supplier

Request for proposals for corporate travel services

Award Details

Mandela Bay Development Agency

Organization Directors

Awards Won: ATLANTIS CORPORATE TRAVEL

View Supplier Intelligence

What the tender required and what the award supports

MBDA requires the following service to be rendered as follows:

Service Category

Air travel – Domestic/local

Air travel – Regional and International

Car rental – Domestic

Shuttle Services – Domestic and International

Accommodation – Domestic, Regional and International

Bus/Coach bookings

Passenger rail – Regional and International

Logistical arrangements for Conferences

After Hours Services

Other – travel insurance, 3rd party fees, service fees etc.

**Note that cost projections will be based on the current trends, and needs of the organization may

change during the tenure of the agreement.

CORPORATE TRAVEL SERVICES (MBDA TS 11/25-26)

4.1 Flights (Domestic and International)

a) The travel agency must be able to obtain at least three comparable quotations from

different airlines for domestic and international flights. Confirmation of receipt of

request to be send by the service provider.

b) The travel agency must separately indicate its service/ booking fees on each

quotation.

c) The travel agency must forward their quotation to the MBDA’s representative who

will make the final selection and inform the travel agency within a reasonable time

whether to proceed. Emergency logistical arrangements must also be considered.

d) After confirmation by the MBDA, the travel agency will make the necessary flight

arrangements with the preferred airline.

e) The travel agency is required to confirm flight bookings in writing (email) to the

MBDA’s representative and will communicate any post booking changes to flights,

telephonically and in writing (email) to the MBDA’s representative.

f) Proof of payment to be submitted to the MBDA after request has been actioned,

before officials depart.

g) The travel agency is required to facilitate all bookings and cancellations of airline

tickets.

h) An emergency telephone number must be provided for in cases of emergencies and

after hour service requests.

i) The travel agency must always endeavour to make the most cost-effective

arrangements and reservations on behalf of the municipality.

j) The travel agency is required to investigate any complaints from travellers and do

follow-ups on the recovery of lost baggage as well as facilitating any insurance claims

that might arise.

4.2 Car Rental Reservations

different car rental companies. The type of vehicle requested will depend on the

MBDA’s regulated requirements. Confirmation of receipt of request to be send by

the service provider.

b) The travel agency must separately indicate its service/ booking fees on the

d) Emergency logistical arrangements must also be considered.

e) After confirmation by way of an official purchase order from the MBDA, the travel

agency will make the necessary arrangements with the car rental company.

f) The travel agency will confirm the car rental booking in writing (email) to the MBDA’s

representative and will communicate any post booking changes to car rentals,

g) Proof of payment to be submitted to the MBDA after request has been actioned,

h) The travel agency is required to be able to facilitate all bookings and cancellation of

car rentals.

i) An emergency telephone number must be provided for in cases of emergencies and

after hour services.

j) The travel agent/MBDA must be registered as a preferred client of the car rental

company for the officials to travel efficiently and effectively.

4.3 Accommodation Bookings

a) Accommodation bookings must be made at hotels and guest houses in line with the

MBDA’s Travel and Subsistence policy and National Treasury Cost Containment

Guidelines. Safety regarding the location of the establishments being recommended

or booked must be a priority.

b) The travel agency must forward their quotation to the MBDA’s representative who

c) Recommended accommodation must be arranged nearest to the venue at which

the event takes place. It is also recommended that the travel agency must make

alternative arrangements where the establishment does not offer meals.

d) MBDA may also require the travel agent to make bookings at hotels specifically

chosen by the MBDA in instances where travel time and cost is to be minimized.

e) The travel agency must separately indicate its service/ booking fees on each

f) Proof of payment and vouchers to be submitted to the MBDA after request has been