Travel management services for petrosa (36-Month contract)

Contact person details are displayed at the top of each step in the submission portal, alongside the tender number and description.

Submission is done via an online portal. Steps: 1) Log in with username, user code, and password. 2) Navigate to 'Tenders and Quotations' (CTT prefix for tenders, AHT for quotations). 3) Select the tender/RFQ, view line item specifications if needed, and print the report (exportable to Word, Excel, or PDF). 4) Accept terms and conditions. 5) Open all attached documents in Step 3 (mandatory to proceed). 6) Complete the tender questionnaire (second questionnaire in Step 4) and submit responses. 7) Enter pricing and lead time in Step 5, then save (use the top 'Save' button). Note: Price changes require resubmission; failure to resubmit cancels the original tender. 8) Upload attachments in Step 6 (describe, sequence, and browse to upload files). 9) Submit the tender in Step 7. 10) Verify submission via the 'Supplier Submission Report' (exportable to Word, Excel, or PDF).

Required documents: Completed tender questionnaire, pricing and lead time details, and all mandatory attachments uploaded via the portal. Note: All attached documents in Step 3 must be opened to proceed.

Two questionnaires are required in Step 4: 1) An evaluation criteria questionnaire (used by the system). 2) A tender questionnaire (must be completed by the bidder). The evaluation criteria questionnaire is used by the system for scoring. Incomplete submissions (missing attachments, unanswered questionnaires) are invalid. Price modifications without resubmission disqualify the tender.

Pricing must be entered in the 'Response Price' field, with lead time specified in the 'Lead Time' field. Price changes after submission require resubmission of the entire tender; otherwise, the original tender is cancelled and no submission is recorded.

PetroSA requires a full and comprehensive Travel Management Service for all official travel of its employees, contractors, and consultants, locally, regionally, and internationally. The objective is to appoint a service provider that ensures consistent, reliable service with high traveller satisfaction, achieves significant cost savings, and appropriately contains risk for PetroSA and its travellers. The scope is detailed in the service specifications and requirements.

For tender enquiries, contact the Tender Office: Saseka Sihlwai at 021 929-3441 or email [email protected]. Alternatively, contact Caroline Widmer via email at [email protected]. For technical issues with the eProcurement system (Intenda), contact the call center at 012 663 8815 or email [email protected]. Supplier self-registration guide: http://www.procurement.petrosa.com/Downloads/Documents/SupplierSelfRegistration.pdf

All tenders must be submitted via PetroSA's eProcurement system (Intenda). You must be registered on the Central Supplier Database (CSD) to access the full tender documentation. If you have a MAAA CSD registration number and receive PetroSA Procurement email notifications, you are already registered. If not, click 'Not Registered Yet' on the portal and follow the supplier self-registration guide. The Commercial Bid Analysis (CBA) form must be completed and submitted with the tender on ISS; failure to do so may result in elimination. For login problems, contact the Intenda call center at 012 663 8815 or email [email protected].

Mandatory requirements: Registered on PetroSA's eProcurement system (CSD) with a valid MAAA CSD number. Proof of ASATA membership and IATA licence. Minimum 3 years of experience servicing government/corporate clients with ~500+ employees. Ability to provide reference letters from at least 3 recent government/corporate clients. Compliance with National Treasury legislation and PetroSA's policies. Preferred: Experience with SAP travel management systems. Existing relationships with negotiated suppliers (e.g., SAA, Protea Hotels, City Lodge). Proven track record of cost savings in travel management. Capability to deploy on-site or off-site operations. PetroSA reserves the right to request presentations and/or demonstrations from short-listed bidders as part of the bid evaluation process.

The successful bidder (Travel Management Company - TMC) must provide a full and comprehensive travel management service for PetroSA employees, contractors, and consultants travelling locally, regionally, and internationally. Key requirements include: Provide service during normal office hours (Mon-Fri 08h00-16h30) and after-hours/emergency support (16h30-08h00 daily, weekends, and public holidays). Be a member of ASATA and hold a valid IATA licence certificate (proof required). Submit reference letters from at least three recent government/corporate clients (past 3 years) for services to approximately 500 employees. Provide a detailed transition plan to ensure no service interruption. Implement and comply with National Treasury legislation, including the Travel Framework Instruction and Cost Containment Measures. Book air travel, accommodation, and car rentals using negotiated National Treasury rates, ensuring best fare of the day and maximum allowable rates. Obtain at least three price comparisons for air, accommodation, and car rental bookings where possible. Deliver e-tickets, itineraries, and vouchers electronically (email/SMS) promptly after booking. Provide a comprehensive online/self-booking tool with specific functionality for compliance, document upload, security, traveller profiles, and invoice data download. Manage invoicing and financial reporting, including offering a 30-day bill-back account facility if no lodge card is offered. Submit detailed monthly and quarterly reports as specified, including reporting to National Treasury. Appoint a dedicated Key Account Manager with at least 3 years' experience servicing similar government/corporate accounts. The contract duration is 36 months.

For car rental: Obtain at least three price comparisons, book approved vehicle categories in line with cost containment, advise on collection/return, offer alternative ground transport for international travel, and deliver vouchers electronically. Reporting: Provide accurate monthly transactional reports by the 7th of each month, and submit a suite of monthly and quarterly reports including after-hours, accommodation, car rental, reconciled card statements, no-shows, cancellations, creditor ageing, missed savings, refund logs, open vouchers, and open invoice analysis. Submit quarterly travel data to National Treasury via their portal. Account management: Establish a structure, conduct customer satisfaction surveys, provide traveller training, and present comprehensive travel spend and SLA performance reviews. Value-added services include visa info, travel alerts, health warnings, airport/hotel location, airline baggage policies, public transport info, supplier updates, e-voucher retrieval, SMS confirmations, VIP services, and frequent flyer mile management. Cost management: Always advise on the most cost-effective options within National Treasury and PetroSA policy frameworks. Quarterly/annual reviews must be comprehensive and based on service levels. The TMC must have in-depth supplier knowledge to provide safe, comfortable, timely, and cost-effective travel options. Onsite/offsite model: The TMC bears all setup costs; if onsite, PetroSA may provide office space, utilities, furniture, and telephones at Cape Town and Mossel Bay premises.

Bidders must propose two pricing models: a Management Fee (Model A) and Transactional Fees (Model B). The Commercial Bid Analysis (CBA) form must be completed and submitted. Pricing must note that National Treasury negotiated fares/rates are non-commissionable, no override commissions are paid, and an open book policy applies for commission reimbursement.

Bidders must propose two pricing models: a Management Fee (Model A) and a Transactional Fee (Model B). Model A is a fixed all-inclusive annual fee payable in twelve monthly arrears. Model B is a fully inclusive per-service fee linked to the actual cost of delivery, not a percentage of third-party service costs. The Commercial Bid Analysis (CBA) form must be completed and submitted; failure may result in elimination. Note: National Treasury negotiated fares and rates are non-commissionable. No override commissions from PetroSA reservations are allowed. An open book policy applies; any commissions earned through PetroSA volumes must be reimbursed. The TMC must offer a 30-day bill-back account facility if a lodge card is not offered. Contract price adjustments may be negotiated annually, not exceeding CPI headline inflation, and must be requested in writing at least 30 days prior to the contract anniversary.

Bidders must be registered on the Central Supplier Database (CSD) to access and submit the tender. Mandatory certifications: Membership of ASATA (Association of South African Travel Agents) and a valid IATA licence certificate (certified copies required). Bidders must comply with all applicable National Treasury legislation and cost containment measures, specifically the National Treasury Travel Framework Instruction and Cost Containment Measures related to Travel and Subsistence. Bidders must provide reference letters from at least three contactable government/corporate clients from the past 3 years, demonstrating service to approximately 500 employees. Bidders are required to declare adherence to ethical business practices, including acting honestly, fairly, and with due skill, care, and diligence in PetroSA's interests.

The TMC must ensure compliance with National Treasury cost containment measures and safety standards for car rental and ground transportation. The TMC must implement all necessary processes to ensure data security and prevent unauthorized access.

The contract duration is 36 months. Contract price adjustments may be negotiated annually, not exceeding CPI headline inflation, and must be requested in writing at least 30 days prior to the anniversary. Either party may terminate the agreement if funds are no longer available, with payment due for services delivered up to the termination date. PetroSA and the successful bidder will conclude a detailed Service Level Agreement upon award. The TMC is responsible for penalties incurred due to consultant inefficiency or fault, subject to dispute resolution. Car rental insurance: PetroSA may provide specific cover; otherwise, standard rental supplier waivers apply. The TMC must notify PetroSA immediately of any potential car rental claims.

Car rentals are for business use only; private use requires a separate agreement with the supplier. Traffic fine administration fees must be included in quotes, not handled separately. If an onsite service model is agreed, PetroSA may provide free utilities, office space, furniture, and telephone handsets at Cape Town and Mossel Bay premises. Volume-driven incentives: Note National Treasury's non-commissionable fares/rates, no override commissions, and open book policy for commission reimbursement.

Bidders must comply with National Treasury legislation and cost containment measures applicable to travel services. Bidders must declare adherence to ethical business practices, including acting honestly, fairly, with due skill and care, employing effective resources, avoiding conflicts of interest, complying with laws, making adequate disclosures, prioritising PetroSA's interests, and maintaining confidentiality of PetroSA information.

For tender enquiries: Saseka Sihlwai (021 929-3441, [email protected]) or Caroline Widmer ([email protected]). For eProcurement system (Intenda) login issues: Call 012 663 8815 or email [email protected]. Supplier self-registration guide: http://www.procurement.petrosa.com/Downloads/Documents/SupplierSelfRegistration.pdf