Travel management services for western cape liquor authority (36-Month contract)

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{"name":null,"email":"[email protected]","phone":"021 204 9724","department":null,"address":"WCLA WEBSITE AND E-TENDER PORTAL"}

Returnable Documents: MANDATORY CRITERION, FUNCTIONALITY CRITERION

Bidders must: (1) be a registered legal entity; (2) hold valid membership with IATA or ASATA; (3) nominate a dedicated account manager with relevant experience; (4) attend the compulsory briefing session; (5) submit all mandatory returnable documents; (6) achieve a minimum of 70 points in the functionality evaluation; and (7) comply with the Preferential Procurement Regulations, 2022, including submission of a B-BBEE certificate or sworn affidavit for preference points (non-submission does not disqualify but results in zero preference points).

1.1. The Western Cape Liquor Authority ("WCLA" or "the Authority") is a Schedule 3C public entity established in terms of the Western Cape Liquor Act, (as

amended), which came into operation on 1 April 2012. The Authority is mandated to regulate the retail sale and micro-manufacturing of liquor within the Western

Cape Province. WCLA operates under the executive authority of the Western Cape Department of Police Oversight and Community Safety (POCS) of the Western

Cape Government (WCG).

1.2. The mission of the Western Cape Liquor Authority is as follows:

 To regulate the retail sale and micro-manufacturing of liquor in the Western Cape in a transparent, fair and consistent manner

 To facilitate and promote the determination of public interest in all liquor regulatory processes.

 To foster an appreciation for the need to effectively regulate liquor as a psychoactive and toxic substance with dependence producing properties.

 Present as an employer of choice that attracts, develops, grows and retains talent to enhance regulatory impact.

1.3. The travel management services procured through this tender will be utilised by WCLA employees, Board members where applicable, executive management,

officials, contractors, consultants and other persons authorised by the Authority to travel on official business. The primary objective of this procurement is to appoint

a suitably qualified Travel Management Company (TMC) capable of providing efficient, cost-effective, reliable and compliant travel management services, including

but not limited to air travel, accommodation, vehicle hire, shuttle services, conferencing and catering arrangements where travel-related, and other associated

travel services required by the Authority. The appointed bidder will be expected to support the Authority's operational requirements while ensuring compliance with

applicable legislation, Treasury prescripts and the National Travel Framework.

2.1. The Western Cape Liquor Authority (WCLA), currently situated on the 3rd and 5th Floors of the Sunbel Building, 3 Old Paarl Road, Bellville, Cape Town,

7530, hereby invites suitably qualified and experienced bidders to submit proposals for the provision of comprehensive travel management services. The

appointed Travel Management Company shall provide professional, efficient, reliable and cost-effective travel management services for WCLA employees,

executive management, Board members, contractors, consultants, and other authorised travellers undertaking official business on behalf of the Authority.

The required services include, but are not limited to, those listed in Section 4.1.1 of this Terms of Reference and shall be provided in accordance with

applicable legislation.

2.2. The objective of this procurement is to appoint a single service provider for a period of thirty-six (36) months, subject to contract performance, budget

availability and the terms and conditions contained in this Tender document.

3. Definitions

3.1. Accommodation means the rental of lodging facilities while away from one’s place of abode, but on official business.

3.2. After-hours service refers to an enquiry or travel request that is actioned after normal WCLA working hours, namely from 17h01 to 07h59 the following day,

Monday to Friday, and 24 hours a day on weekends and public holidays.

3.3. Agreement shall mean the written agreement entered between the WCLA and service provider, as recorded in the contract form signed by the parties,

including all attachments and appendices thereto and all documents incorporated by reference therein.

3.4. Air travel means travel by airline on authorized official business.

3.5. Approver means the employee who has been delegated to authorize travel in respect of travel requests and expenses, e.g., line manager of the traveller.

3.6. Service provider / Bidder means an individual or entity that provides services to another party and is interchangeably used with TMC and/or respondent

and/or tenderer.

3.7. Car Rental means the rental of a vehicle for a short period of time by a Traveler for official business.

3.8. Domestic travel means travel within the borders of the Republic of South Africa.

3.9. International travel refers to travel outside the borders of the Republic of South Africa.

3.10. Emergency service means the booking of travel when unforeseen circumstances necessitate an unplanned trip or a diversion from original planned trip.

3.11. Management Fee is the fixed negotiated fee payable to the service provider in monthly instalments for the delivery of travel management services, excluding

any indirect costs not included in the management fee structure (visa, refund, frequent flyer tickets).

3.12. Official business means travel, and related costs associated with performing the WCLA’s functions in terms of their mandate and strategic, operational and

performance plans.

3.13. Purchase Order is the official document utilized by WCLA to obtain & confirm authorization of an official trip. This form confirms the particulars of the trip,

including start & end dates, accommodation dates, method of travel, etc.

3.14. Service Level Agreement (SLA) is the agreement reached between the TMC and WCLA which quantifies the minimum quality of service to meet WCLA’s

needs. Such service quality expectations are defined in measurable terms and accompanied by Key Performance Indicators and Reporting requirements to

ensure that performance can be continuously assessed.

3.15. Transfers/Shuttle Service means the service offered to transfer a Traveler from one point to another, for example from place of work/home to the airport.

3.16. Third party fees are fees payable to third party service providers that provides travel-related services on an ad hoc basis that is not directly provided by the

bidder. These fees include visa fees and forex fees.

3.17. Traveler refers to an employee, consultant or contractor that has been duly authorized to travel on official business on behalf of WCLA.

3.18. Travel Booker is the person coordinating travel reservations with the bidder on behalf of the Traveler.

3.19. Travel Management Company or TMC refers to the Company contracted to provide travel management services (Travel Agents). For purposes of this

tender, TMC and Bidder is used interchangeable.

4. Scope of work requirements and service specification:

4.1 General.

4.1.1 The appointed service provider will be required to coordinate both domestic and international travel and accommodation arrangements, car hire,

catering services and venue hire as and when required by the Authority.

4.1.2 The required services will be provided to all employees, executive management, and all other persons conducting official business on behalf of the

Western Cape Liquor Authority. This will include employees and contractors, consultants and clients where the agreement is that WCLA is

responsible for the arrangement and cost of travel.

4.1.3 The Travel Management Company (TMC) will make all reservations in line with the Authority’s Travel Policy/SOP/Guideline, which will be shared

with the appointed Travel Management Company (TMC).

4.1.4 The TMC must ensure that the final selection of flights, accommodation and other related services are authorized and Purchase Orders (PO) issued

prior to the issuing of air tickets, vouchers and other travel documentation.

4.1.5 Penalties incurred because of the inefficiency or fault of a travel consultant will be borne Travel Management Company and not the Authority.

4.1.6 The TMC will manage the third-party service providers including service failure and complaints against these service providers.

4.1.7 The appointed TMC will be expected to provide the required services from 08h00 to 17h00 during working days; in addition, the TMC shall provide

a 24-hour day emergency service, as well as for services during weekends and official holidays where emergency services are required.

4.1.8 The Travel Management Company (TMC) shall acknowledge all travel requests within one (1) hour during normal business hours and shall provide

the requested quotations within four (4) hours for all domestic travel management services and within 24 hours for all international travel management

services, unless otherwise agreed.

4.1.9 Consolidate all invoices from travel suppliers.

4.1.10 Provide a dedicated Accounts Manager supported by a dedicated team that will work on the WCLA account.

4.1.11 The Travel Management Company shall provide the Client with the original quotations obtained directly from the relevant service providers

(including, but not limited to, airlines, hotels, car rental companies, catering and conference venues) for every procurement request. These original

quotations shall form part of the supporting documentation submitted to the Client to ensure transparency, verification of pricing, and value for

money. The TMC shall not alter, amend, or obscure the original supplier quotations. The Client reserves the right to request the original quotations

at any stage of the procurement or payment process. The Client further reserves the right to contact the original service providers directly to verify

the authenticity, accuracy, availability, pricing, discounts, and terms of any quotation submitted by the TMC

4.2 Reservations

4.2.1 The TMC will always endeavour to make the most cost-effective travel arrangements and related services as noted in 4.1.1. based on the request

received from the Authority.

4.2.2 The TMC must have a full understanding of all the destinations and routings to be able to advise the WCLA of alternative plans that are most cost

effective and more convenient where necessary.

4.2.3 The TMC shall obtain a minimum of three (3) comparable quotations from different service providers wherever the market permits. Where three

quotations cannot reasonably be obtained, the TMC shall provide written reasons together with documentary evidence explaining why fewer quotations

were available

4.2.4 The TMC will always book the negotiated discounted fares and rates (where applicable) unless better rates are sources in which case a more

competitive rate may be used. In addition, the discount received and cash-back incentives received by the TMC must all be returned to the WCLA.

4.2.5 Book parking facilities at the airports or where there is a need for the duration of the travel.

4.2.6 The TMC will respond to and process all requests, changes and cancellations timeously and accurately.

4.2.7 Must be able to facilitate group bookings (for meetings, conferences, events etc.)

4.2.8 Negotiated airlines fares, accommodation establishment rates, car rental rates and all other applicable rates, that are negotiated directly or established

by WCLA are non-commissionable, where commissions are earned for WCLA bookings all these commissions should be returned to WCLA monthly.

4.2.9 Assist with the arrangement of foreign currency and the issuing of travel insurance for international trips where required.

4.2.10 The TMC will advise the Traveler of all visa and inoculation requirements well in advance.

4.2.11 The TMC shall only act on duly approved requests for official travel submitted by the staff responsible of the Authority.

4.2.12 Visa applications will not be the responsibility of the TMC; however, the relevant information must be supplied to the traveller(s) where visas will be

required.

4.3 Domestic and international air travel

4.3.1 In case of changes occurring to the original travel arrangements, the Authority is to liaise with the Travel consultant and make necessary arrangements,

with the provision that such changes are duly approved.

4.3.2 The TMC must be able to book full-service carriers as well as low-cost carriers.

4.3.3 The TMC will book the most cost-effective airfares possible for both domestic and international travel.

4.3.4 For airline bookings - the best price of the day “lowest fare offered” at the time of booking, provided that this fare is offered in conjunction with suitable

travel times. Travel Bookers to take cognisance of airline discount agreements negotiated by National Treasury.

4.3.1 The TMC should obtain three or more price comparisons where applicable to present the most cost effective and practical routing to the traveller.

4.3.2 The airline ticket should include the applicable airline agreement number as well as the individual loyalty program number of the traveller (if applicable).

4.3.3 Airline tickets must be delivered electronically (SMS and/or email format) to the traveller(s) and travel bookers promptly after booking before the departure

times.

4.3.4 The TMC will also assist with the booking of charters for VIPs utilising the existing contract term where applicable as well as the sourcing of alternative

service providers for other charter requirements.

4.3.5 The TMC will be responsible for the tracking and management of unused e- tickets as per agreement with the institution and provide a report on refund

management once a month.

4.3.6 The TMC must during their report period provide proof that bookings were made against the discounted rates on the published fairs where applicable.

4.3.7 Ensure that travellers are always informed of any travel news regarding airlines (like baggage policies, checking in arrangements, etc.

4.3.8 Assist with lounge access when required.

4.4 Domestic and international accommodation

4.4.1 The TMC will obtain three price comparisons from accommodation establishments that provide the best available rate within the maximum allowable

rate in line with the relevant Travel management policy/SOP and that is located as close as possible to the venue or office or location or destination of

the traveller.

4.4.2 The TMC must ensure that the selected accommodation meets both minimum functional standards and corporate quality requirement

4.4.3 This includes planning, booking, confirming and amending accommodation with any establishment (hotel group, private hotel, guest house or Bed &

Breakfast) in accordance with WCLA travel policy/SOP.

4.4.4 Accommodation vouchers must be issued to all WCLA travellers for accommodation bookings and must be invoiced to the WCLA as per arrangement.

Such invoices must be supported by a copy of the original hotel accommodation charges.

4.4.5 The TMC must during their report period provide proof, where applicable, that accommodation rates were booked within the maximum allowable rates

in-line with the WCLA Travel policy/SOP.

4.4.6 The cancellation of accommodation bookings must be made promptly to guard against no show and late cancellation fees.

4.5 Car rental and shuttle services

4.5.1 The TMC will book the approved category vehicle in accordance with the Travel Policy / SOP with a car rental service provider.

4.5.2 The TMC will book transfers (shuttle services) in line with the Travel Policy/ SOP. Transfers can also include bus and coach services.

4.5.3 For international travel, the TMC may offer alternative ground transportation to the Traveler that may include rail, buses and transfers.

4.5.4 The TMC must ensure that relevant information is shared with travellers regarding rental vehicles, like e-tolls, refuelling, keys, rental agreements, damages

and accidents, etc.

4.5.5 The travel consultant should advise the Traveler on the best time and location for collection and return considering the Traveler’s specific requirements.

4.6 Catering services

4.6.1 The TMC must provide professional catering services for official WCLA meetings, workshops, training sessions, conferences, stakeholder engagements,

and other approved events.

4.6.2 The TMC must ensure that all catering services are delivered in accordance with the approved request and within the agreed budget.

4.6.3 The TMC must provide at least three (3) menu options and quotations, where requested by the WCLA to enable the selection of the most suitable and

cost-effective option, where possible.

4.6.4 The TMC shall ensure that all food supplied is fresh, of high quality, hygienically prepared, and fit for human consumption and should take into

consideration the dietary requirements.

4.6.5 The TMC shall comply with all applicable food safety, health, hygiene, and environmental legislation and regulations.

4.6.6 The TMC must accommodate special dietary requirements, including vegetarian, vegan, halaal, kosher, gluten-free, diabetic, and allergy-related meals,

upon request.

4.6.7 The TMC must provide enough food and beverages based on the number of attendees confirmed by the WCLA.

4.6.8 The TMC will ensure that all meals are delivered at the agreed venue and within the agreed delivery times.

4.6.9 The TMC will ensure that all catering staff are appropriately dressed, professional, and courteous when providing on-site services.

4.6.10 The TMC must provide all necessary serving equipment, utensils, crockery, cutlery, glassware, table linen, and related catering equipment where

required.

4.6.11 The TMC must be responsible for the setup of catering stations before the event and the removal of all equipment and waste after the event.

4.6.12 The TMC shall replace any food or beverages that are found to be damaged, spoiled, or not meeting the required quality standards at no additional cost

to the WCLA.

4.6.13 The TMC shall respond promptly to amendments, cancellations, and urgent catering requests where reasonably possible.

4.6.14 The TMC shall ensure that adequate contingency arrangements are in place to avoid disruptions in service delivery.

4.7 After hours and emergency services

4.7.1 The TMC should be available to assist with after-hours and emergency reservations and changes to travel plans.

4.7.2 After hours’ services must be provided from Monday to Friday outside the official hours and twenty-four (24) hours on weekends and Public Holidays.

4.8 Venues for meetings/ training/ workshops, etc.

4.8.1 The TMC must be able to facilitate group bookings (e.g. venues for meetings, training, workshops, conferences, awareness progress, etc.) based on

the Authority’s requirements.

4.8.2 The TMC shall obtain a minimum of three (3) quotations for venue hire, where possible, to enable the WCLA to select the most cost-effective and suitable

option

4.9 Communication

4.9.1 The TMC must establish communication with all the stakeholders that include the Travelers, Travel Bookers, service providers and the Authority’s finance.

4.9.2 The TMC shall ensure that all official communication is conducted primarily via email to ensure proper audit trails, record keeping, and accountability.

4.10 Financial management

4.10.1 The TMC will be responsible to manage the service provider accounts. This will include the timely receipt of invoices to the WCLA for payment within the

agreed time period.

4.10.2 The pre-payments required by certain establishments will be processed by the TMC.

4.10.3 The TMC will settle the Travel service providers’ accounts within the agreed payment terms between the two parties.

4.11 Account management

4.11.1 The TMC must appoint an Account or Business Manager that is ultimately responsible for the management of the WCLA account.

4.11.2 The necessary processes should be implemented to ensure good quality management and always ensuring Traveler satisfaction.

4.12 Value added services

4.12.1 The TMC must also provide the following value-added services: Destination information such as Health warnings (vaccinations, etc.); Travel alerts, etc.

4.12.2 Supplier updates

4.12.3 SMS, Email, and/or WhatsApp notifications for travel confirmations, where applicable.

4.12.4 Destination information for regional and international destinations:

4.12.4.1. Health warnings;

4.12.4.2. Weather forecasts;

4.12.4.3. Places of interest;

4.12.4.4. Visa information;

4.12.4.5. Travel alerts;

4.12.4.6. Location of hotels and restaurants;

4.12.4.7. Information including the cost of public transport;

4.12.4.8. Rules and procedures of the airports;

4.12.4.9. Business etiquette specific to the country;

4.13 Support services

4.13.1 All air travel tickets, accommodation vouchers, catering, venue hire, vehicle and shuttle booking confirmations will be timeously delivered/e-mailed to

the WCLA through the relevant staff. Only in exceptional cases and where prior agreement is in place with the WCLA, may travel arrangements be

requested/collected or received by any other person not directly employed by the WCLA.

4.13.2 The TMC must allocate sufficient number of staff to manage this account which includes consultants, administrative and payment personnel as well as

overall management.

4.13.3 The WCLA requires a 24-hour service where emergencies occur and where the direct involvement of the TMC is necessary to resolve any issues

concerning air travel, vehicle rental/shuttle service and accommodation arrangements. A contactable mobile number (or numbers) should be provided

for this purpose.

4.13.4 Once the RFP has been awarded, the WCLA will provide the relevant policies, information and budget that must be adhered to, and which will stipulate

the minimum requirements and standards pertaining to the expected delivery service.

4.13.5 The TMC must provide a comprehensive travel service and shall avoid a situation where parts of the requirements of the WCLA should be fulfilled by a

sub-contractor of the TMC where the WCLA will be liable for additional/extra service/management fees.

4.13.6 The TMC must take overall responsibility to confirm all bookings, air travel, shuttle services, vehicle rentals, accommodation bookings, etc. and ensure

that payment has been made and that confirmation thereof is communicated to the WCLA timeously prior to the date of any such booking.

4.13.7 The TMC must communicate emergency/short notice changes with regards to flights, accommodation, land transportation, etc. effectively and as soon

as possible to avoid the WCLA travellers being stranded without being informed of the relevant changes in advance.

4.13.8 The TMC must provide a dedicated contact person(s) for the WCLA arrangements.

4.13.9 The TMC must ensure correct reference of transactions to reconcile it with the WCLA’s travel authorization’s reference numbers.

5. Refund:

5.1 TMC shall actively monitor all refundable bookings and process refunds within a period of seven (7) calendar days upon cancellation. Monthly reports detailing

outstanding refunds, refunds received and refunds still pending shall be submitted to the Authority.

6. Turnaround times

6.1 The bidders must be able to comply with the below turnaround requirements:

Activity turnaround maximum times

Acknowledge travel request 1-Hour

Domestic quotation: Response to the Travel management request 4-Hours

(accommodation, travel, catering, etc.

International quotation: Response to the Travel management request 24-hours

(accommodation, travel, catering, etc.

Amendment 1-Hour

Cancellation Immediately

Emergency booking 30-minutes

Feedback on refund application 24-hours

Visa Advisory 24-hours

After-hour assistance Immediate telephonic response

7. Duty of care

7.1 The TMC shall have mechanisms in place, capable of:

7.1.1 locating travellers;

7.1.2 notifying travellers of travel disruptions;

7.1.3 monitoring political unrest;

7.1.4 monitoring weather disruptions;

7.1.5 monitoring health alerts;

7.1.6 providing emergency assistance

8. Cybersecurity

The TMC shall maintain appropriate cybersecurity controls to protect all personal information processed on behalf of the Authority and shall comply with POPIA.

9. Contract period

The contract will be valid for a period for a period of thirty-six (36) months. The Western Cape Liquor Authority (WCLA) reserves the right, at its sole discretion, to extend

the contract for a further period of up to twelve (12) months, subject to satisfactory performance and the continued availability of funds

10. Confidentiality

All information relating to the Authority, its officials and travellers shall remain confidential and shall not be disclosed without the prior written consent of the Authority

unless required by law.

11. Mandatory requirement

Bidders must comply with the below mandatory requirements to proceed to be evaluated further. Each bidder must submit the required documents as part of their

proposal. Failure to submit the required documents may result in the RFP submission being disqualified.

Service provider must

Mandatory requirements either tick / confirm

No

compliance with each

No FUNCTIONALITY CRITERION (YES / NO)

 Functionality will be evaluated only after bidders have been found compliant with all mandatory requirements.

 Points will be awarded strictly in accordance with the functionality evaluation criteria and scoring methodology contained in this bid document.

 Only documentary evidence submitted with the bid before the closing date will be considered.

11. Submission of valid reference letter(s) or client performance evaluation or signed

And commissioned anexure – a: affidavit – list of previous clients aligning to the

Implementation plan maximum points = 45 points

The bidder shall submit a comprehensive, practical and tailored Methodology and Project Execution Plan demonstrating its Proposal is excellent = 36 - 45P

understanding of the Authority's operational requirements and its ability to successfully implement and manage the Travel

Proposal is Satisfactory= 26 - 35PManagement Services throughout the contract period. The Implementation Plan must clearly describe how the bidder intends to

deliver the required services in accordance with Section 4 of this Terms of Reference and shall include, at a minimum, the

Plan is average = 16 – 25P

following:

Proposal is poor= 1 – 15P

 Travel Bookings Methodology (1-12 pts):

No Submission = 0P

3. Pricing schedule (wcbd 3.3), Completed and signed

4. Declaration of interest (wcbd 4.1), Completed and signed

5. Preference points claim form (wcbd 6.1), Completed and signed

(Bidders will not be disqualified in the event of NO – submission, however, will not be

Awarded spefic goals preference points)

6. Valid b-bbee status level verification certificate or valid sworn affidavit (where

Applicable) (bidders will not be disqualified in the event of NO – submission, however,

Will not be awarded spefic goals preference points)

7. Contract form (wcbd7.1), Completed and signed

8. General conditions of a contract (gcc), accepted and initialled

 I have read, understood and carefully considered all the requirements, conditions, specifications, instructions and provisions contained

in this Request for Proposal (RFP);

 I have completed and verified the above checklist;

 All documents indicated as "Yes" have been included in this bid submission;

 The information and documentation submitted as part of this bid are true, accurate and complete to the best of my knowledge and

belief;

 I understand that failure to submit all mandatory returnable documents and to comply with the mandatory requirements of this RFP may

result in this bid being declared non-responsive and excluded from further evaluation;

 I acknowledge that the Western Cape Liquor Authority reserves the right to verify any information or documentation submitted in

support of this bid and that any false declaration, misrepresentation or fraudulent information may result in the disqualification of this

bid, the cancellation of any resulting contract, and any other remedies available to the Authority in law;

 I confirm that I accept the Terms of Reference, the Pricing Schedule, the General Conditions of Contract (GCC), the Contract Form

(WCBD 7.1), and all other terms and conditions contained in this Request for Proposal;

 I certify that I am duly authorised to submit this bid and sign this declaration on behalf of the bidder.

Full Name of Authorised Representative: ________________________

Designation: ________________________________

Signature: ____________________________________

Date: ____________________________________

Business Name: ___________________________________

Contact Number: _____________________________

Email Address: ____________________________________

The bidder shall submit a comprehensive pricing schedule in South African Rand (ZAR).

 be quoted inclusive of Value Added Tax (VAT);

 include all administration fees, professional service charges, handling charges and any other costs associated with the provision of the services, unless otherwise

specifically stated;

 remain firm and fixed for the period stated by the bidder and, where annual price adjustments are proposed, such adjustments shall be clearly reflected in the

Pricing Schedule; and

accommodation, vehicle rental, conference venues, catering, visa fees and any other authorised travel-related expenditure incurred on behalf of the Authority, subject to

the Authority's Travel Policy, approved quotations and the submission of valid supporting documentation. The administration fees quoted in the Pricing Schedule shall

constitute the bidder's professional service fees for arranging, coordinating and managing the respective travel-related services.

 Prices quoted shall represent the bidder's administration or professional service fees only and shall not include the actual costs charged by third-party suppliers

unless specifically indicated.

 Third-party supplier costs will be reimbursed separately at the actual approved supplier cost, subject to the Authority's Travel Policy, approved budget and the

submission of valid supporting documentation.

 No additional administration fees, handling charges, commissions or mark-ups, other than those quoted in the Pricing Schedule, shall be payable unless expressly

approved in writing by the Authority.

 The Authority reserves the right to verify all pricing submitted and to request clarification where necessary.

 In the event of any discrepancy between the unit price, subtotals and totals, the unit price shall prevail and the Authority reserves the right to correct any arithmetical

errors for evaluation purposes

For purposes of the price evaluation in terms of the Preferential Procurement Regulations, 2022, bidders will be evaluated based on the total fixed administration fees

quoted for the full thirty-six (36) month contract period, as reflected in the Pricing Schedule. The evaluation will not take into account the estimated costs of travel-related

services, including but not limited to airline tickets, accommodation, vehicle rental, conference venues, catering, visa fees or any other third-party supplier charges, as

these costs are variable, market-driven and largely outside the control of the Travel Management Company. Such third-party costs will be reimbursed separately at the

actual approved supplier cost, subject to the Authority's Travel Policy, approved quotations and the submission of valid supporting documentation.

or any other written instrument, to facilitate the commencement and administration of the contract. No recommendation, verbal communication, correspondence or

notification issued prior to the execution of the Contract Form (WCBD 7.1) shall constitute an award or create any contractual rights or obligations.

d) Award this RFP in whole or in part, to one or more successful bidders, or not make any award, depending on operational requirements, budget availability and the

outcome of the evaluation process.

e) Cancel, withdraw, suspend, amend or re-advertise this RFP at any stage of the procurement process where circumstances justify such action, including where

prices exceed the available budget, funding is withdrawn, specifications require amendment, or the goods or services are no longer required.

f) Invite bidders to presentations, interviews, demonstrations, clarification sessions, reference checks, due diligence assessments, site inspections or any other

process reasonably required to evaluate bids at any stage of the procurement process.

g) Negotiate pricing, contractual terms, delivery arrangements, or other conditions with the preferred bidder, provided that such negotiations do not materially alter

the original scope of work or compromise the principles of fairness, transparency, competitiveness, and cost-effectiveness.

h) Verify any information, documentation, declarations, qualifications, certifications, references or representations submitted by a bidder and contact any person,

institution, client or organisation for verification purposes.

i) Reject any bid where false, misleading or fraudulent information has been submitted, where the bidder fails a due diligence assessment, is prohibited or restricted

from contracting with an organ of state, has an actual or potential conflict of interest that cannot be appropriately managed, or where objective evidence indicates

that awarding the contract would expose the Authority to material legal, financial, operational or reputational risk.

j) Correct any clerical, administrative, computational, typographical, or procedural errors identified in the RFP documentation or during any stage of the procurement

process, provided that such corrections do not materially prejudice any bidder.

k) Request additional information, clarification, documentary proof, or supporting evidence in respect of any aspect of a bidder's submission.

l) Conduct inspections of a bidder's business premises, facilities, systems, resources, personnel, operational capacity or any other aspect relevant to the bidder's

ability to successfully perform the contract where deemed necessary.

m) Request audited annual financial statements, management accounts, bank confirmations or any other information reasonably required to assess a bidder's financial

standing and capacity to perform the contract.

n) Request samples, demonstrations, prototypes, proof of concept, trial access or any other verification reasonably required to assess goods, services, software,

equipment or solutions offered by a bidder.

o) Decline to award a contract where the proposed goods, services, software, equipment or solutions are incompatible with the Authority's existing systems,

infrastructure, operational requirements, security standards or would result in disproportionate migration, integration, maintenance, licensing or replacement costs.

p) Increase or decrease the estimated quantities, volumes or service requirements specified in this RFP, where such adjustments remain within the original scope of

the contract, are supported by operational requirements and available budget, and comply with all applicable procurement legislation and prescripts.

q) Utilise the rates, prices or unit costs submitted by the successful bidder for additional quantities or requirements falling within the original scope of this RFP, subject

to delegated authority, budget availability, approved price adjustments where applicable, and compliance with all applicable procurement legislation and prescripts.

This Terms of Reference (ToR) / Request for Proposal (RFP);

 WCBD 7.1 Contract Form

 The General Conditions of Contract (GCC) issued in terms of Treasury Regulation 16A under the Public Finance Management Act, 1999 (Act No. )

(PFMA);

 The Purchase Order and/or Letter of Appointment;

 The successful bidder's proposal and pricing schedule;

 Service Level Agreement (SLA) / Special Condition of Contract (SCC)

 WCBD 7.1 Contract Form

 This Terms of Reference (ToR) / Request for Proposal (RFP);

 The Purchase Order and/or Letter of Appointment;

 The General Conditions of Contract (GCC) issued in terms of Treasury Regulation 16A under the Public Finance Management Act, 1999 (Act No. )

(PFMA);

 The successful bidder's proposal and pricing schedule;

This RFP, together with the successful bidder's proposal, pricing schedule, WCBD 7.1 Contract Form, the General Conditions of Contract (GCC), and any applicable Service

Level Agreement (SLA) or Special Conditions of Contract (SCC), shall constitute the contractual documents governing the contract. Unless otherwise provided for in the

SUBMISSION OF VALID PROOF OF MEMBERSHIP TO A PROFESSIONAL TRAVEL ASSOCIATION Bidder must submit: a valid proof of current membership with either the International Air Transport Association (IATA) OR the Association of South African Travel Agents (ASATA). Acceptable proof includes a valid membership certificate, membership licence, or valid membership number confirmation / official confirmation issued by the relevant organisation confirming membership NOMINATION AND CONFIRMATION OF AN ACCOUNT/ LIASON MANAGER/ OFFICIAL Bidder must nominate and provide written confirmation of the dedicated account manager/liaison manager who will service the WCLA contract. the submission must include the individual's full name, designation, contact details and a brief summary of relevant experience. The dedicated liaison manager will serve as the primary point of contact between the bidder, third-party service providers, and the western cape liquor authority (WCLA) for the coordination and management of all travel management and related services throughout the contract period. In the event of their absence, interim liaison personnel must be available.

FUNCTIONALITY CRITERIA Only bidders that have complied with all mandatory requirements will be evaluated for functionality. Functionality will be evaluated out of a maximum of 100 points. Bidders must obtain a minimum score of 70 points for functionality to qualify for further evaluation on Price and Specific Goals in accordance with the Preferential Procurement Regulations, 2022. REFERENCE LETTERS: RELEVANT EXPERIENCE (REFERENCE LETTERS / ANNEXURE A / CLIENT PERFORMANCE MAXIMUM POINTS: 45 POINTS EVALUATION) SERVICE PROVIDERS MUST DEMONSTRATE PROVEN EXPERIENCE TO THOSE REQUIRED UNDER THIS TENDER 5 or more reference letters/ performance SPECIFICATION, INCLUDING: evaluation = 45P  Travel Management service; 4 reference letters/ performance evaluation = 35P  Venue/Facility services;  Catering services; 3 references letters/ performance evaluation = IMPORTANT INSTRUCTION 25P BIDDERS MAY SUBMIT EVIDENCE UNDER OPTION 1, OPTION 2 OR OPTION 3. ONLY ONE OPTION IS REQUIRED FOR EVALUATION UNDER THIS CRITERION. 2 reference letters/ performance evaluation = 15P 1 letter letter/ performance evaluation = 10P OPTION 1: REFERENCE LETTERS No valid references / performance evaluation / Bidders must submit reference letters from clients for whom similar services have been rendered. Annexure B submitted= 0P Reference letters must be on the client's official letterhead and include:  Description of services rendered;  Contract period;  Contactable client details;  Confirmation of satisfactory performance  Contract value (where available)  Contact details of the delegated client representative (name and surname, designation/position, telephone number and, or email address) OR OPTION 2: ANNEXURE A – LIST OF PREVIOUS CLIENTS (AFFIDAVIT) NB: If reference letters or Client performance evaluation are not submitted, bidders must instead complete and submit Annexure A – “Affidavit: List of Previous Clients”, attached separately to this tender specification. Bidders selecting this option must comply with the following:  The list must be completed based on the prescribed Annexure A in its format.  PLEASE NOTE: LIST SUBMITTED IN ANY OTHER FORMAT (INCLUDING WITHIN THE PROPOSAL DOCUMENT), ASIDE FROM VALID REFERENCE LETTERS AS PER OPTION, WILL NOT BE CONSIDERED, AND NO FUNCTIONALITY POINTS WILL BE AWARDED TO THE BIDDER FOR THIS CRITERION.  Annexure A must include, for each client listed:  Name of the organisation/client;  Nature of the procurement or service rendered as required or similar;  Contract period (or start and end dates); and  Contactable client details (working email address and, or telephone number). THE ANNEXURE A MUST BE SIGNED BY A DULY AUTHORISED OFFICIAL OF THE SERVICE PROVIDER AND COMMISSIONED AS AN AFFIDAVIT BY A COMMISSIONER OF OATHS. OTHERWISE, THE AFFIDAVIT WILL NOT BE ACCEPTED. OR OPTION 3: CLIENT PERFORMANCE EVALUATION Performance evaluation must be submitted and signed by the client for whom the services were rendered and must contain, at a minimum, the following information

Name of the client organisation/entity.

Name and designation of the client contact person.

Contact telephone number or Email of the client contact person.

Description of the services provided by the bidder.

Contract commencement, completion date, or an indication that the contract is ongoing.

Name of the service provider (bidder) that rendered the services.

Signature of the authorised representative of the client.

Date on which the reference or performance evaluation was signed. Important Note for Evaluation Purposes For the purposes of functionality evaluation, submissions made under Option 2 (Annexure A – Affidavit: List of Previous Clients) and Option 3 (Client Performance Evaluation) shall be assessed on the same basis as reference letters submitted under Option

For Option 2, each client listed on the duly completed, signed and commissioned Annexure A – Affidavit: List of Previous Clients shall be regarded as equivalent to one (1) reference letter for scoring purposes. For Option 3, each valid Client Performance Evaluation submitted in respect of a client shall be regarded as equivalent to one (1) reference letter for scoring purposes. The Affidavit (Option 2) and the Client Performance Evaluation (Option 3) serve as formal declarations that the information provided is accurate, valid and truthful. The Western Cape Liquor Authority reserves the right to verify any information submitted with the relevant client(s). Where the information cannot be verified, or is found to be false, misleading or materially incorrect, the Authority reserves the right not to award functionality points for the affected submission and may take any further action permitted in terms of the applicable procurement prescripts and the law. BUSINESS PROFILE MAXIMUM POINTS = 10 POINTS The bidder must submit a comprehensive business profile demonstrating its suitability, capacity, and experience to provide the required service(s)/item(s): Proposal is Good= 6 - 10P The business profile should include, at a minimum: Proposal is average = 1 - 5P  Business background, organisational structure, and core business activities relevant to the services required. (1 – 4 Points), No Submission = 0P  Relevant experience and previous projects (current and previous) aligned to the requested services/items (1- 3 Points),  Number of years in operation providing services similar to those required under this Terms of Reference, with a minimum of two (2) years' relevant operational experience (1– 3 points). The alignment of the business profile to the requested services will be considered. IMPLEMENTATION PLAN MAXIMUM POINTS = 45 POINTS The bidder shall submit a comprehensive, practical and tailored Methodology and Project Execution Plan demonstrating its Proposal is excellent = 36 - 45P understanding of the Authority's operational requirements and its ability to successfully implement and manage the Travel Proposal is Satisfactory= 26 - 35PManagement Services throughout the contract period. The Implementation Plan must clearly describe how the bidder intends to deliver the required services in accordance with Section 4 of this Terms of Reference and shall include, at a minimum, the Plan is average = 16 – 25P following: Proposal is poor= 1 – 15P  Travel Bookings Methodology (1-12 pts): No Submission = 0P Describe the end-to-end travel booking process, including:  The travel reservation platform/medium to be used by the WCLA requestors or the online booking tool or reservation system to be utilised. (system, or through an email) (0 -2 points)  The process for receiving and acknowledging travel requests. (0 - 2 points)  Internal approval and booking workflow. (0 - 1 points)  Standard booking turnaround times during normal business hours and after-hours. (0 – 2 points)  Management of amendments, cancellations and itinerary changes. (0 - 1 points)  Refund and credit recovery process. (0 - 1 points)  Management of unused tickets and travel credits. (0 - 1 points)  Quality assurance measures to minimise booking errors. (0 - 1 points)  Controls to ensure compliance with WCLA Travel Policy and Treasury prescripts. (0 - 1 points)  Venue and Catering Management methodology (1-8 pts): Describe the methodology for sourcing suitable venues and coordinating: Conference venues, Meeting facilities, Workshop venues, Catering services:  Supplier sourcing process and Quality assurance measures. (0 -2 point)  Obtaining competitive quotations and cost comparison methodology. (0-2 point)  Venue evaluation criteria. (0-1 point)  Booking confirmation procedures. (0-2 point)  Management of amendments and cancellations. (0-1 point)  Account Management and Customer Service (1-10 pts): Provide a detailed Account Management Plan covering:  Dedicated Account/Liaison Manager. (0-1 point)  Organisational structure supporting the WCLA account. (0-1 point)  Escalation procedures. (0-3 point)  Communication protocols, including response times and reporting channels. (0-2 point)  Complaint escalation and resolution process. (0-3 point)  Financial Management (1-5 pts): Describe the bidder's financial management processes, including:  Consolidated monthly invoicing. (0-1 point)  Account reconciliation. (0-1 point)  Management of discrepancies. (0-1 point)  Refund processing. (0-1 point)  Audit trail and record management. (0-1 point)  After-Hours and Emergency Support (1-6 pts): Describe the bidder's 24-hour support arrangements, including:  Emergency booking procedures. (0-2 point)  Crisis management procedures and flight disruption management. (0-2 point)  Emergency response times. (0-2 point)  Mobilisation and Implementation Plan (1-4pts): The bidder shall provide a detailed implementation plan demonstrating how the services will be mobilised immediately following contract award:  System configuration and staff training and distribution of system manual if a booking / tool system is going to be used / Process to be followed when booking through other mediums such as email. (0-1 point)  Staff training (where required). (0-1 point)  User onboarding and assurance and controls to keep user information private. (0-1 point)  Expected turnaround times for processing requests, (0-1 point)

TRAVEL ESTIMATE VOLUMES The table below provides a summary of the Authority's historical travel-related expenditure and transaction volumes for the period 10 October 2025 to 16 July 2026. The information is provided solely to assist bidders in understanding the approximate nature and extent of the services required and to facilitate the preparation of responsive proposal: Expenditure (VAT incl) Number of Service Category 10 October 2025- 16 July Transactions 2026 Air Travel - Domestic 8 R 87 742.41 Air Travel – International 0 R 0.00 Car rental – Domestic 5 R 5 771.29 Car rental – International 0 R 0.00 Accommodation - Domestic 34 R 484 955.17 Accommodation – International 0 R 0.00 Bus/ Coach - Bookings 0 R 0.00 Conference / Events 10 R 406 043.43 After-Hours 0 R 0.00 Parking 0 R 0.00 GRAND TOTAL (VAT INCL) 57 R 984 512.30 Note: The information contained above is based on the Authority's historical travel requirements for the period 10 October 2025 to 16 July 2026 and is provided for information and planning purposes only. The figures do not constitute a guarantee, commitment or representation regarding the volume, frequency or value of services that may be required during the contract period. Actual travel requirements will depend on the Authority's operational needs, approved budgets and business requirements, which may increase, decrease or vary during the term of the contract. The historical information above relates primarily to domestic travel and associated services. No international travel transactions were undertaken during the period reflected above. However, the successful bidder must be capable of providing both domestic and international travel management services in accordance with the requirements of this Request for Proposal, should such services be required during the contract period.

B-BBEE Minimum Level: 0

B-BBEE Details: er should indicate whether each of the required documents has been completed, signed/initialled (where applicable), and included in

the tender submission by marking "Yes" or "No".

 All returnable documents must be fully completed, signed/initialled (where applicable), and submitted with the bid.

 Failure to submit any returnable document, or failure to complete and sign the required documentation where applicable, may result in the

bidder being disqualified and the bid being deemed non-responsive. The exceptions to the above are the Preference Points Claim Form

(WCBD 6.1) and the Valid B-BBEE Certificate / Relevant SCM Sworn Affidavit, where non-submission will not result in disqualification;

however, bidders will not be awarded specific goals points (Preference points).

 It is the bidder's responsibility to ensure that all required returnable documents are included in the tender submission before the closing date

and time.

1. Invitation to bid (wcbd 1), completed and signed
2. Specification document / terms of reference, initialled and signed where required
3. Pricing schedule (wcbd 3.3), Completed and signed
4. Declaration of interest (wcbd 4.1), Completed and signed
5. Preference points claim form (wcbd 6.1), Completed and signed

(Bidders will not be disqualified in the event of NO – submission, however, will not be

Awarded spefic goals preference points)

6. Valid b-bbee status level verification certificate or valid sworn affidavit (where

Applicable) (bidders will not be disqualified in the event of NO – submission, however,

Will not be awarded spefic goals preference points)

7. Contract form (wcbd7.1), Completed and signed
8. General conditions of a contract (gcc), accepted and initialled

Submitted

No MANDATORY CRITERION (YES / NO)

B

Service Category 10 October 2025- 16 July Transactions

2026

Air Travel - Domestic 8 R 87 742.41

Air Travel – International 0 R 0.00

Car rental – Domestic 5 R 5 771.29

Car rental – International 0 R 0.00

Accommodation - Domestic 34 R 484 955.17

Accommodation – International 0 R 0.00

Bus/ Coach - Bookings 0 R 0.00

Conference / Events 10 R 406 043.43

After-Hours 0 R 0.00

Parking 0 R 0.00

Grand total (VAT incl) 57 r 984 512.30

Note: The information contained above is based on the Authority's historical travel requirements for the period 10 October 2025 to 16 July 2026 and is provided for

information and planning purposes only. The figures do not constitute a guarantee, commitment or representation regarding the volume, frequency or value of services

that may be required during the contract period. Actual travel requirements will depend on the Authority's operational needs, approved budgets and business

requirements, which may increase, decrease or vary during the term of the contract.

Grand Total (36 Months)

15. Section b: rights reserved by the western cape liquor authority:

Notwithstanding any other provision contained in this Request for Proposal (RFP), the Western Cape Liquor Authority ("WCLA" or "the Authority") reserves the right, subject

to the applicable legislation, procurement prescripts to:

a) Accept or reject any bid, including that of the highest-scoring bidder on price and Specific Goals, where objective criteria or any other lawful and justifiable grounds

support such decision.

b) Incur no liability for any costs, expenses, losses, damages or claims incurred by bidders arising from their participation in this RFP process, including where the

In accordance with Treasury Regulation 8.2.3 issued under the Public Finance Management Act, 1999 (Act No. ), and unless otherwise provided for in the contract

or where a dispute exists regarding the amount claimed, the Authority shall make payment within thirty (30) days of receipt of a valid tax invoice and all supporting

documentation, subject to the satisfactory delivery and acceptance of the goods or services, in accordance with the General Conditions of Contract (GCC).

remain responsible for rectifying any defects attributable to its workmanship in accordance with the contract or GCC, otherwise, all the rendered services/work is subject to

a workmanship guarantee of at least 12-months.

and consistent evaluation process, bidders are further encouraged to create separate sub-folders for each section of the submission

3. Functionality criterion

Only bidders that achieve the prescribed minimum functionality score will qualify to proceed to the Price and Specific Goals evaluation.

Phase 4: price and specific goals evaluation

Only bidders that have successfully complied with all applicable preceding evaluation phases will proceed to the Price and Specific Goals evaluation.

80/20 preference point system, as prescribed by the Preferential Procurement Policy Framework Act, 2000 (Act No. ) and the Preferential Procurement Regulations,

18. Allocation of points

The maximum points for this bid are allocated as follows;

Evaluation criterion maximum points

Specific goals based on b-bbee status level of contribution 20

Total points for price and specific goals must not exceed 100

18.1 Allocation of specific goals

In accordance with the Authority's Preferential Procurement Policy, the 20 preference points allocated for Specific Goals shall be awarded based on the bidder's B-BBEE

BBBEE Status Level Contributor Number of Points for 80/20 system

CALCULATION OF PRICE AND SPECIFIC GOALS : The following formula will be used to calculate the points for price

Ps = Points scored for price of bid/quotation under consideration

Proof required to claim preference points

Bidders wishing to claim points for Specific Goals must have a valid and duly completed WCBD 6.1 (Preference Points Claim Form) at the bid closing date and time. The

supporting documentation available on the WCSEB for the purposes of evaluating preference points.

errors for evaluation purposes

Pricing Evaluation

For purposes of the price evaluation in terms of the Preferential Procurement Regulations, 2022, bidders will be evaluated based on the total fixed administration fees

quoted for the full thirty-six (36) month contract period, as reflected in the Pricing Schedule. The evaluation will not take into account the estimated costs of travel-related

Pricing Schedule will be used solely for evaluation purposes and shall not be construed as a guaranteed contract value or the total amount payable under the resulting

3.14. Service Level Agreement (SLA) is the agreement reached between the TMC and WCLA which quantifies the minimum quality of service to meet WCLA’s

Appointment of a Travel Management Company (TMC) to provide comprehensive travel management services to the Western Cape Liquor Authority (WCLA) for 36 months. Services include domestic/international air travel, accommodation, car hire, shuttle/transfer services, catering, venue hire, and related travel services for WCLA employees, executive management, Board members, contractors, consultants, and authorised travellers. Objective: Efficient, cost-effective, reliable, and compliant travel services aligned with WCLA’s operational needs, Treasury prescripts, and National Travel Framework.

Closing date: 27 August 2026 at 11:00 AM. Compulsory briefing session: 11 August 2026 at 11:00 AM. Attendance options: In-person at Western Cape Liquor Authority (WCLA), 3rd Floor, Sunbel Building, 3 Old Paarl Road, Bellville, 7530; or virtually via Microsoft Teams (Meeting ID: 320 693 627 343 411, Passcode: 5uT9c4LS). Bids must remain valid for 120 calendar days from closing date.

Bid enquiries: Telephone: 021 204 9724 / 9728 / 9729; Email: [email protected]. Bid documents available on WCLA website and e-tender portal. Submission address: Tender Box, 3rd Floor, Sunbel Building, 3 Old Paarl Rd, Bellville, Cape Town, Western Cape, South Africa, 7530. All official communication must be directed to [email protected].

Evaluation occurs in four phases: (1) Administrative Compliance and Responsiveness: Verify submission of all mandatory returnable documents, completed/signed forms, and compliance with bid conditions. Non-compliance may result in disqualification. (2) Mandatory Requirements: Bidders must comply with all prescribed mandatory requirements (e.g., CSD registration, valid IATA/ASATA membership, dedicated Account Manager, compulsory briefing attendance, submission of WCBD 1, 3.3, 4.1, 6.1, 7.1, GCC, tax compliance, no tender defaulter/restricted supplier status, no conflict of interest). Failure to meet any mandatory requirement may disqualify the bid. (3) Functionality Evaluation: Maximum 100 points; minimum 70 points required to proceed to Price and Specific Goals evaluation. (4) Price and Specific Goals Evaluation: 80/20 preference point system (contract value ≤ R50M). Price evaluated on total fixed administration fees for 36 months. Preference points for B-BBEE Status Level of Contribution: Level 1 (20 pts), Level 2 (18 pts), Level 3 (16 pts), Level 4 (14 pts), Level 5 (12 pts), Level 6 (10 pts), Level 7 (8 pts), Level 8 (6 pts), Non-compliant (0 pts). Total points = Price points (80) + B-BBEE points (20). Highest total points wins, unless objective criteria justify otherwise. Equal scores: Higher B-BBEE points break the tie; if still equal, drawing of lots applies.

Scope: Provide comprehensive travel management services for WCLA employees, executive management, Board members, contractors, consultants, and authorised travellers for 36 months. Services include: domestic/international air travel, accommodation, car hire, shuttle/transfer services, catering, venue hire, and related travel services. Key requirements: (1) Operate 08:00-17:00 (Mon-Fri) + 24/7 emergency service (after-hours, weekends, public holidays). (2) Acknowledge travel requests within 1 hour (business hours); provide quotations within 4 hours (domestic) or 24 hours (international). (3) Obtain ≥3 comparable quotations from service providers where possible; return all commissions/discounts to WCLA. (4) Book cost-effective fares/rates (negotiated or better); use National Treasury discount agreements. (5) Provide original supplier quotations for transparency. (6) Manage third-party providers, including complaints/service failures. (7) Track unused e-tickets; report refund management monthly. (8) Provide dedicated Account Manager + team. (9) Deliver e-tickets/vouchers promptly via SMS/email. (10) Advise on visa/inoculation requirements, travel alerts, and destination info. (11) Accommodate special dietary needs (vegetarian, vegan, halaal, kosher, gluten-free, diabetic, allergies). (12) Ensure food safety, hygiene, and quality compliance. (13) Provide catering setup/cleanup, equipment, and staff. (14) Offer after-hours/emergency reservations and changes. (15) Comply with POPIA for cybersecurity. (16) Duty of care: Locate travellers, notify disruptions, monitor political/weather/health alerts, provide emergency assistance. (17) Communicate primarily via email for audit trails. (18) Financial management: Consolidate invoices, pre-payments, settle supplier accounts within agreed terms. (19) Value-added services: Destination info (health, weather, transport, etiquette), SMS/email/WhatsApp notifications. (20) Support services: 24-hour emergency contact for travel issues; confirm all bookings/payments timeously.

Submit pricing in ZAR, inclusive of VAT (15%). Prices must: (1) Include all administration fees, service charges, handling costs (unless stated otherwise). (2) Remain firm and fixed for the stated period; annual adjustments (if proposed) must be clearly reflected. (3) Remain valid for minimum 120 calendar days from bid closing date. Pricing evaluation: Based on total fixed administration fees for 36 months (excludes variable third-party costs like airline tickets, accommodation, etc.). Third-party costs reimbursed separately at actual approved supplier cost, subject to WCLA Travel Policy and valid documentation. No additional fees/mark-ups beyond quoted pricing unless approved in writing. Unit price prevails in case of discrepancies. Payment terms: Within 30 days of receipt of valid tax invoice + supporting docs (per Treasury Regulation 8.2.3). Refunds: Process within 7 calendar days of cancellation; submit monthly refund reports.

Mandatory: (1) Registered on Central Supplier Database (CSD) with valid CSD Master Registration Number. (2) Valid IATA or ASATA membership. (3) Tax compliance: CSD registration suffices (no need for separate Tax Compliance Certificate unless requested). (4) B-BBEE: Submit valid WCBD 6.1 (Preference Points Claim Form) + supporting docs (B-BBEE certificate or sworn affidavit). Non-submission = 0 points for B-BBEE. (5) Not listed on National Treasury’s Register for Tender Defaulters or Database of Restricted Suppliers. (6) No conflict of interest with WCLA/state employees (declare if applicable via WCBD 4). (7) Submit mandatory returnable documents: WCBD 1, 3.3, 4.1, 6.1, 7.1, GCC, signed declaration of understanding. (8) Joint ventures/consortia: Submit agreement + each party’s CSD registration; lead partner must have power of attorney. (9) Subcontracting: Disclose subcontractor names, % of work, B-BBEE status, EME/QSE status; main contractor remains liable. (10) Comply with POPIA for data protection. (11) Adhere to WCLA Travel Policy/SOP (provided post-award).