Travel management services for ccma – 36-Month RFP in gauteng

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2. Evaluation Criteria 18
3. Price and Specific Goals 27

evaluation of the current services being provided. The CCMA will use the bidder's existing

8.2.1 Bids will be evaluated in three (3) stages

• Functionality Evaluation (Gate 2A and 2B)
• Price and Specific Goals

Functionality Evaluation Price and Specific Goal

Criteria Evaluation

as outlined. achieve a minimum of 75 for 80 points for price and

points out of 100 points to 20 points for specific goal. Only bidders that comply with ALL

specific goals).

8.2.2 Gate 1 EVALUATION: MANDATORY REQUIREMENTS

proceed to the next evaluation stage.

for functionality. Functionality will be evaluated as follows

Desktop Functionality Evaluation – Bidders will be evaluated out of 100 points and are required to

achieve minimum threshold of 75 points of the 100 points.

Gate 2A - Bidders will be required to meet the minimum threshold of 45 points out of 55 points

Gate 2B- Bidders will be required to meet the minimum threshold of 30 points out of 45 points.

8.2.3 Gate 2A and 2B: Functionality Evaluation Criteria = 100 points

Functionality Evaluation Criteria (Gate 2A)

WeightEvaluation Criteria

and ensure effective delivery of service, quality and value-add to CCMA’s business.

8.4 The CCMA reserves the right to verify the validity of any submitted documents during the evaluation

that cannot be verified by the CCMA will not be considered for evaluation purposes, and no points will

2.1 The CCMA invites reputable service providers to submit a request for proposals for the rendering of Travel

Management Service for a period of thirty-six (36) months. The CCMA’s key required services are flights,

accommodation, car hire, e-hailing, shuttle services, venues and conferencing.

2.2 The Commission for Conciliation, Mediation and Arbitration (CCMA) is an independent and autonomous

organization that was established in terms of the Labour Relations Act of 1995 (LRA) to deliver dispute

prevention and resolution services to the people of South Africa. The core mandate of the CCMA, as one of the

organizations charged with implementing the LRA, is derived from the purpose of the LRA, which, amongst

others, is to advance economic development, social justice, labour peace and the democratization of the

workplace.

3. Overview

3.1 The CCMA currently uses a centralised online system to source quotations on SAGE 300 to manage the travel

requisitions and expense process within the travel management cycle. The process workflow / authorisation

approval processes are outlined below.

1. Requesters generate requisition with specification on SAGE 300 and attach three (3) quotations

acquired from the online booking system.

2. Finance administrator confirms availability of funds.

3. CCMA Travel Office verifies compliance.

4. Line Manager approves the requisition.

5. Automated Purchase Order (PO) generated and emailed to Requester to load onto the online booking

system.

6. Online booking system communicate the confirmed bookings via e-mail and SMS.

7. TMC sends invoices to CCMA.

3.2 Travel Volumes

The CCMA’s current total volumes per annum includes air travel, accommodation, car hire, forex,

venues, conferences, etc. The table below details the number of transactions for the period July 2024 to

March 2026 are as follows:

Bidders are advised to note that these figures are projections based on the current transactions for the

period stated above and with no obligation on part of the CCMA. The figures are meant for illustration

purposes to assist the bidders to prepare their proposal.

Average transactions from July 2024 – March 2026.

Travel Spend to No. of

Service Category Date (July 2024 – Transactions to

March 2026) Date

Air travel - Domestic R4 526 299,46 2029

Air Travel - Regional & International R458 977,40 12

Car Rental R898 575,29 270

Shuttle Services Domestic and International R787 652,35 538

Accommodation: Domestic and International R8 711 456,84 2458

Bus / Coach bookings - -

Train - Regional & International - -

Conferences & Venue hire R7 404 188,85 1944

After Hours R2 587,50 15

Parking - -

Insurance R3 830,00 6

Forex - -

Visas & Passports R8 791, 76 6

Vaccination - -

E-hailing services R 19 784, 94 47

Grand Total R22 802 259,45 7 325

4. Purpose for the request for proposal is as follows

4.1 To request for proposal from potential bidder(s) for the provision of the online travel management

services to the CCMA for a period of 36 months.

4.2 The document details as far as possible the tasks for the provision of the online travel management

services to the CCMA for a period of 36 months.

5.1 Service Requirements

5.1.1 General information and undertaking

5.1.2 The structure of the awarded contract will be as follows:

a) The contract shall be for a period of 36 months with an online booking system.

b) The TMC must submit a detailed organogram of all staff appointed to manage the CCMA

account. This organogram must clearly outline the reporting structure, roles, and responsibilities

of each team member.

c) In addition, the bidder must provide comprehensive work experience profiles for each listed

staff member, including:

• Full name and designation
• Relevant qualifications
• Years of experience in travel management or related fields
• Specific responsibilities on the CCMA account
• Previous client engagements (where applicable)

d) The TMC will provide an online booking system for the CCMA users to source and process

quotations on their own. The TMC will be expected to make available two (02) dedicated

consultants (One intermediate and one senior onsite consultants) for the duration of the

contract at the cost of the service provider.

e) The awarded TMC will be expected to provide training on the utilization of the online booking

system to all the CCMA users as and when required at the cost of the service provider.

f) The travel booking process workflows will be agreed upon signing of the SLA. The TMC online

booking system must be compatible with any financial accounting system.

5.1.3 The bidder will be required to provide travel management services to the CCMA.

Deliverables under this section includes, but not limited to the following:

a) The travel services will be provided to all travellers travelling on behalf of the CCMA, locally and

internationally. This will include employees, contractors, consultants and clients where the

agreement is that the CCMA is responsible for the arrangement and cost of travel.

b) Provide travel management services during normal office hours (Monday to Friday 08h00 –

17h00) and provide after hours and emergency services.

c) The bidder is expected to gain a comprehensive understanding of the CCMA’s existing travel-

related operational procedures and systems.

d) The bidder must familiarise themselves with the current CCMA travel requirements (i.e. hotel

groups, Bed and Breakfast, lodges etc. and negotiate favorable rates for the benefit of the

Ccma.

e) The bidder must thoroughly review the CCMA’s Travel Policy and implement effective control

measures to ensure full compliance with its provisions.

f) Penalties incurred as a result of the inefficiency or fault of a travel consultant will be for the

TMC’s account, subject to the outcome of a formal dispute process. In the case of cancellation

at short notice, the TMC must endeavour to minimise any penalties applicable to the CCMA.

g) Provide a facility for the CCMA to update their travellers’ profiles in line with the POPI Act.

h) Manage the third-party service providers by addressing service failures and complaints against

these service providers.

i) Provide a detailed transition plan for implementing the service without service interruptions and

engage with the incumbent service provider to ensure a smooth transition.

5.1.4 Reservations

The Travel Management Company will:

a) Make available an efficient online travel booking system for CCMA users to source quotations.

Upon receipt of the relevant approval Purchase Order (PO), the TMC will issue the required e-

tickets and vouchers immediately and sends it to the travel booker and traveller via e-mail and

Sms.

b) Always endeavor to make the most cost-effective travel and travel related arrangements based

on the request from the traveller and/or travel booker.

c) Apprise themselves of all travel requirements for destinations to which travellers will be

travelling and advice the traveller of alternative plans that are more cost effective and more

convenient where applicable.

d) Obtain a minimum of three (3) comparable price quotations for all travel requests where the

routing or destination permits.

e) Book the negotiated discounted fares and rates where possible.

f) Must keep abreast of carrier schedule changes as well as all other alterations and new

conditions affecting travel and make appropriate adjustments for any changes in flight

schedules prior to or during the traveler’s official trip. When necessary, e-tickets and billing shall

be modified and reissued to reflect these changes.

g) Book parking facilities at the airports where required for the duration of the travel trip.

h) All queries, requests, amendments, and cancellations shall be addressed and processed

timeously, efficiently, and with a high degree of accuracy

i) Must be able to facilitate group bookings (e.g., for meetings and conferences etc.)

j) The TMC shall issue all requisite travel documents, itineraries, and vouchers to the traveller(s)

timeously, ensuring delivery prior to the scheduled departure date and time.

k) Advise the traveller of all visa and inoculation requirements well in advance.

l) Assist with the arrangement of foreign currency and the issuing of travel insurance for

international trips were required.

m) Facilitate any reservations that are not bookable on the Global Distribution System (GDS).

n) Facilitate the bookings that are generated through their own- or third-party Online Booking Tool

(OBT) where it can be implemented.

o) Visa applications will be the responsibility of the TMC; unless the traveler makes an online visa

application; however, in the event it is processed through the TMC the relevant information

must be supplied to the traveller(s) where visas will be required.

p) Negotiated airline fares, accommodation establishment rates, car rental rates, etc., that are

negotiated directly or established by the National Treasury or by the CCMA, which are non-

commissionable, where commissions are earned for CCMA bookings, all these commissions

should be returned to the CCMA on a quarterly basis.

q) Ensure confidentiality in respect of all travel arrangements for all travels of the CCMA.

r) Timeous submission of proof that services have been satisfactorily delivered (undisputed

invoices) as per the CCMA’s instructions.

5.1.5 Air Travel

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

b) The TMC will book the most cost-effective airfares possible for domestic travel.

c) For international flights, the airline which provides the most cost-effective and practical routings

must be used.

d) The TMC should obtain three or more price comparisons where applicable to present the most

cost effective and practical routing to the traveller.

e) The airline ticket should include the applicable airline agreement number as well as the

individual loyalty program number of the traveller (if applicable).

f) Airline tickets must be delivered electronically (SMS, WhatsApp where possible and email

format) to the travellers and travel bookers promptly after booking before the departure times.

g) The TMC will be responsible for tracking and management of unused e-tickets as per

agreement with the CCMA and provide a report on refund management once a quarter.

h) The TMC must during their report period provide proof that bookings were made against the

discounted rates on the published fares where applicable.

i) Ensure that travellers are always informed of any travel news regarding airlines (like baggage

policies, checking in arrangements, etc.)

j) Assist with lounge access as and when required.

5.1.6 Accommodation

a) The TMC will obtain price comparisons within the maximum allowable rate matrix as per the

cost established by the CCMA or by National Treasury where applicable.

b) The TMC will obtain three price quotations from accommodation establishments that provide

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

possible to the venue or office or location or destination of the travellers.

c) This includes planning, booking, confirming and amending accommodation with any

establishment (hotel group, private hotel, guest house or Bed & Breakfast) in accordance with

the CCMA’s travel policy.

d) The TMC will source suitable accommodation bearing in mind the requirement of convenience

for the traveller and at acceptable costs, or as stipulated in written directives issued from time to

time by the National treasury or the CCMA.

e) Accommodation vouchers must be issued to all CCMA travellers for accommodation bookings

and must be invoiced to the CCMA as per arrangement. Such invoices must be supported by a

copy of the original hotel accommodation charges.

f) The TMC must during their report period provide proof, where applicable, that accommodation

rates were booked within the maximum allowable rates as per the cost containment instruction

of the National Treasury or the CCMA.

g) Cancellation of accommodation bookings must be done promptly to guard against no show and

late cancellation fees. In the event there is no show the TMC must inform the CCMA

immediately.

5.1.7 Car Rental, Shuttle Services and E-Hailing

a) The TMC will book the approved category vehicle in accordance with the CCMA’s Travel Policy

with the appointed car rental service provider while considering the proximity of the car rental

service provider to the airport, hotel, venue etc.

b) The travel consultant of the TMC should advise the traveller on the best time and location for

collection and return considering the traveler’s specific requirements.

c) The TMC must ensure that relevant information is shared with travellers regarding rental

vehicles including, but not limited to, e-tolls, refueling, keys, rental agreements, damages,

accidents.

d) The TMC must inform the CCMA of any incident, accident or damage that may have a financial

implication for the CCMA.

e) For international travel the TMC may offer alternative ground transportation to the traveller that

may include rail, buses, transfers and hailing.

f) The TMC will book transfers in line with the CCMA’s Travel Policy with appointed and / or

alternative service providers. Transfers can also include bus and coach services.

g) The TMC should manage shuttle companies on behalf of the CCMA and ensure compliance

with minimum standards Shuttle operators must possess a valid operating licence, roadworthy

insured vehicles, qualified drivers and the capacity to provide safe, clean, reliable, and punctual

passenger transport services.

h) The TMC should also assist in negotiating better rates with relevant shuttle companies.

i) The TMC must during their report period provide proof that negotiated rates were booked,

where applicable.

5.1.8 After Hours and Emergency Services

a) The TMC must provide a consultant or team of consultants to assist travellers with after-hours

and emergency reservations and changes to travel plans.

b) A dedicated consultant/s must be available to assist Executive travellers with after-hours or

emergency assistance.

c) After hours’ services must be provided from Monday to Friday outside the official hours (17h00

to 8h00) and twenty-four (24) hours on weekends and Public Holidays.

d) A call center facility or after-hour contact number should be available to all travellers so that

when required, unexpected changes to travel plans can be made and emergency bookings

attended to.

e) The Travel Management Company must have a standard operating procedure for managing

after-hours and emergency services. This must include a process of providing emergency and /

or urgent assistance, including the procedure followed after the TMC receives the purchase

order, which must be done on the next business day.

5.1.9 Communication

a) The TMC may be requested to conduct workshops and training sessions for Travel Bookers of

the CCMA.

b) All enquiries must be investigated, and prompt feedback be provided in accordance with the

Service Level Agreement.

c) The TMC must ensure sound communication with all stakeholders. Link the business traveller,

travel coordinator and travel Management Company in one smooth continuous workflow.

5.1.10 Financial Management

a) The TMC must implement the rates negotiated with travel service providers or the discounted

air fares, or the maximum allowable rates established by the CCMA or by the National Treasury

where applicable.

b) The TMC will be responsible to manage the third-party service provider accounts. This will

include the timely receipt of invoices to be presented to the CCMA for payment within the

agreed time period.

c) The TMC must enable savings on total annual travel expenditure, and this must be reported,

and proof provided during monthly and quarterly reviews.

d) The TMC will be required to offer a 30-day bill-back account facility to the CCMA should a lodge

card not be offered. ‘Bill back’, refers to the third-party supplier sending the bill back to the

TMC, who, in turn, invoices the CCMA for the services rendered.

e) Where pre-payments are required for smaller Bed & Breakfast / Guest House facilities, these

will be processed by the TMC, on behalf of the CCMA as and when required. These are

occasionally required at short notice and even for same day bookings.

f) All invoices that are presented by the TMC to the CCMA for payment must be itemized and

accompanied by all supporting documents including Travel Supplier bill-back invoices per

regional or Head Office Unit cost center.

g) The TMC is responsible for the consolidation of invoices and supporting documentation to be

provided to the CCMA’s Financial Department on the agreed time periods. This includes

attaching the Travel Authorisation or Purchase Order and other supporting documentation to

the invoices reflected on the Service provider bill-back report or the credit card statement.

h) The TMC must ensure that Third Party Travel Supplier accounts are settled timeously.

5.1.11 Technology, Management Information and Reporting

a) The TMC must have the capability to consolidate all management information related to travel

expenses into a single source document with automated reporting tools.

b) The implementation of an Online Booking Tool to facilitate travel bookings should be efficient.

c) All management information and data input must be accurate and secured.

d) Reports must be accurate and be provided as per the CCMA’s specific requirements at the

agreed time. Information must be available on a transactional level that reflect all the details

including the name of the traveller, date of travel, spend category (example air travel, shuttle,

accommodation, venues, conferences etc.).

e) The CCMA may request the TMC to provide additional management reports.

f) Reports must be available in an electronic format, for example Microsoft Excel.

g) Service Level Agreements reports must be provided on the agreed date. It will include, but will

not be limited to, the following:

5.1.12 Travel

a) After hours’ report.

b) Compliments and complaints.

c) Consultant productivity report.

d) Long term accommodation and car rental.

e) Upgrade of class of travel (air, accommodation and ground transportation).

f) Bookings outside Travel Policy.

g) Expenditure

5.1.13 Finance

Reconciliation of finance account is decentralised and will be per region cost center.

a) Reconciliation of commissions / rebates or any volume driven incentives.

b) Creditor’s ageing report.

c) Creditor’s summary payments.

d) Daily invoices.

e) Reconciled reports for travel lodge card statement.

f) No show report.

g) Cancellation report.

h) Receipt delivery report.

i) Monthly Bank Settlement Plan (BSP) Report.

j) Refund Log.

k) Open voucher report.

l) Open age invoice analysis.

m) Monthly regional statement.

5.1.14 The TMC will implement all the necessary processes and programs to ensure that all the

data is secured at all times and not accessible by any unauthorised parties.

5.2 Account Management

5.2.1 An Account Management structure should be put in place to respond to the needs and

requirements of the CCMA and act as a liaison for handling all matters with regard to delivery of

services in terms of the SLA.

5.2.2 The TMC must appoint a dedicated Account or Business Manager that is ultimately responsible for

the management of the CCMA’s account.

5.2.3 The necessary processes should be implemented to ensure good quality management and

ensuring traveller satisfaction at all times.

5.2.4 A complaint handling procedure must be implemented to manage and record the compliments and

complaints of the TMC and other travel service providers.

5.2.5 The TMC must ensure that the CCMA’s Travel Policy is enforced.

5.2.6 The Service Level Agreement (SLA) must be managed, and CCMA traveller satisfaction surveys

conducted to measure the performance of the TMC.

5.2.7 During reviews, comprehensive reports on the travel spend and the performance in terms of the

SLA must be presented by the TMC.

5.3 Value Added Services

The TMC must provide the following value-added services:

5.3.1 Destination information for regional and international destinations:

i. Health warnings.

ii. Weather forecasts.

iii. Places of interest.

iv. Visa information.

v. Travel alerts.

vi. Location of hotels and restaurants.

vii. Information including the cost of public transport.

viii. Rules and procedures of the airports.

ix. Business etiquette specific to the country.

x. Airline baggage policy.

xi. Supplier updates.

5.3.2 Electronic voucher retrieval via web and smart phones.

5.3.3 SMS notifications for travel confirmations.

5.3.4 Travel audits.

5.3.5 Global Travel Risk Management.

5.3.6 VIP services for Executives that include, but is not limited, to check-in support.

5.4 Cost Management

5.4.1 The National Treasury cost containment initiative and the CCMA’s Travel Policy is establishing a

basis for a cost savings culture.

5.4.2 It is the obligation of the TMC Consultant to advise on the most cost-effective option at all times,

and costs should be within the framework of the National Treasury’s cost containment instructions.

5.4.3 The TMC plays a pivotal role to provide high quality travel related services that are designed to

strike a balance between effective cost management, flexibility and traveller satisfaction.

5.4.4 The TMC should have in-depth knowledge of the relevant supplier(s)’ products, to be able to

provide the best option and alternatives that are in accordance with CCMA’s Travel Policy to

ensure that the traveller reaches his / her destination safely, in reasonable comfort, with minimum

disruption, cost effectively and in time to carry out his / her business.

5.5 Monthly Meetings and Quarterly & Annual Travel Reviews

5.5.1 Monthly meetings are required to discuss operations which will require accounts and operations

managers.

5.5.2 Quarterly reviews are required to be presented by the TMC on all CCMA travel activities in the

previous three-month period. These reviews are comprehensive and presented to the CCMA’s

Procurement and Finance teams as part of the performance management reviews based on the

service levels.

5.5.3 Annual Reviews are also required to be presented to the CCMA’s Facilities Management Unit

(Travel Management Team).

5.5.4 These Travel Reviews will include without limitation the following information:

5.5.4.1 Quarterly MIS Reports accompanied with presentations.

5.5.4.2 Implementation of cost containment measures.

5.5.4.3 Compliance with the Service Level Agreement.

5.5.4.4 Any other information required by the CCMA.

5.6 Office Management

5.6.1 The TMC to ensure high quality service to be delivered at all times to the CCMA’s travellers. The

TMC is required to provide CCMA with highly skilled and qualified human resources of the

following roles but not limited to:

a) Senior Consultant

b) Intermediate Consultant

c) Travel Manager (Operational)

d) Finance Manager / Branch Accountant

e) Admin Back Office (Creditors / Debtors/Finance Processors)

f) Strategic Account Manager

g) System Administrator (General Admin)

5.7 Conferencing

5.7.1. Inclusive of conference or event package, food and beverages excluding costs of other services

and items that conference or event organizers will require.

5.7.2. The following services may be required for a full conferencing package.

a) hiring of the venue, including the hiring of rooms for official business.

b) usage of audio visual and other equipment.

c) computer, fax, internet and telephone access.

d) printing.

e) outlays for conference or event preparation and planning.

f) transportation of equipment or material to be showcased at the conference or event.

g) speaker fees.

h) administrative expenses.

i) translation and interpretation expenses or

j) security costs to ensure the safety of attendees or dignitaries.

k) At least one (1) consultant must be physically present onsite for the full duration of the

conference. This requirement is to be fulfilled at the sole cost of the Travel

Management Company (TMC), with no additional charges to the client.

5.8 Site Inspections

The TMC must ensure that site inspections for all service providers on the approved database are

conducted for accommodation and venue hire.

contract and whose bid is functionally acceptable and/or financially advantageous to the CCMA in line

with the bid specification.

8.3 The CCMA reserves the right to award this bid as a whole or in part.

8.4 The CCMA reserves the right to verify the validity of any submitted documents during the evaluation

process and to request clarification i.e., reference letter, certificates, or qualifications. Any document

that cannot be verified by the CCMA will not be considered for evaluation purposes, and no points will

be allocated in respect of such document.

8.5 The CCMA reserves the right to consider the guidelines for consultants as provided in the National

Treasury Instruction /2025: Cost Containment Measures, where relevant.

8.6 The CCMA reserves the right to request all relevant information, agreements and other documents to

verify information supplied in the bid response. The bidder hereby gives consent to the CCMA to

conduct background checks on the bidding entity and any of its directors / trustees / shareholders /

members.

8.7 Any bidder found to have submitted fraudulent, false, or misleading information may be disqualified

from the bid process. The CCMA reserves the right to report such matters to National Treasury in terms

of SCM Instruction No. /22 and may take further action, including referral for criminal

investigation where applicable.

4.1 To request for proposal from potential bidder(s) for the provision of the online travel management

services to the CCMA for a period of 36 months.

4.2 The document details as far as possible the tasks for the provision of the online travel management

services to the CCMA for a period of 36 months.

5 scope of work

5.1 Service Requirements

5.1.1 General information and undertaking

5.1.2 The structure of the awarded contract will be as follows:

a) The contract shall be for a period of 36 months with an online booking system.

b) The TMC must submit a detailed organogram of all staff appointed to manage the CCMA

account. This organogram must clearly outline the reporting structure, roles, and responsibilities

of each team member.

c) In addition, the bidder must provide comprehensive work experience profiles for each listed

staff member, including:

• Full name and designation
• Relevant qualifications
• Years of experience in travel management or related fields
• Specific responsibilities on the CCMA account
• Previous client engagements (where applicable)

d) The TMC will provide an online booking system for the CCMA users to source and process

quotations on their own. The TMC will be expected to make available two (02) dedicated

consultants (One intermediate and one senior onsite consultants) for the duration of the

contract at the cost of the service provider.

e) The awarded TMC will be expected to provide training on the utilization of the online booking

system to all the CCMA users as and when required at the cost of the service provider.

f) The travel booking process workflows will be agreed upon signing of the SLA. The TMC online

booking system must be compatible with any financial accounting system.

5.1.3 The bidder will be required to provide travel management services to the CCMA.

automatically scoring zero (0).

2. Onsite travel consultants: bidders must submit CVs, for two (2)

onsite travel consultants. (One intermediate and one senior)

a) clearly indicating their years of experience in domestic and

international corporate travel,

b) experience in using a Global Distribution System (GDS), and

c) experience in managing corporate, government and business travel

requirements.

• 6 or more years’ experience= 20 points (10 points each per CV)

• 4-5 years’ experience= 10 points (05 points each per CV)

• 3 years and less experience= 0 point

Management Fee

6.1.1 The management fee is the total fee per annum that will be charged to the CCMA in twelve payments.

The CCMA will pay the fee monthly in arrears.

6.1.1.1 Online booking system – Onsite consultants’ option.

6.1.1.2 The CCMA will not provide upfront payments nor deposits; these will be processed by the TMC

on behalf of the CCMA as and when required.

7 presentation / demonstration

7.1 The CCMA reserves the right to request presentations / demonstrations from the short-listed Bidders as

part of the bid evaluation process.

7.1.1 On-site option (Template 3)

7.2 Volume driven incentives

7.2.1 It is important for bidders to note the following when determining the pricing:

i. National Treasury has negotiated non-commissionable fares and rates with various airlines

carriers and other service providers.

ii. No override commissions earned through CCMA reservations will be paid to TMC.

iii. An open book policy will apply, and any commission earned through the CCMA’s volumes will

be reimbursed.

iv. TMCs are to book these negotiated rates or the best fare available, whichever is the most cost

effective for the institution.

8 evaluation and selection criteria

8.1 Special instructions to bidders

8.1.1 Should the bidder be an existing service provider to the CCMA, reference checks will include an

evaluation of the current services being provided. The CCMA will use the bidder's existing

performance as a reference to assess compliance with service standards.

8.2 The CCMA has set minimum standards (Gates) that a bidder needs to meet in order to be evaluated

and selected as a successful bidder. The minimum standards consist of the following:

8.2.1 Bids will be evaluated in three (3) stages:

• Mandatory Requirements
• Functionality Evaluation (Gate 2A and 2B)
• Price and Specific Goals

Functionality Evaluation Price and Specific Goal

Mandatory Requirements

Criteria Evaluation

(Gate 1)

(Gate 2A &2B) (Gate 3)

Bidders must submit all documents Bidder(s) are required to Bidder(s) will be evaluated

as outlined. achieve a minimum of 75 for 80 points for price and

points out of 100 points to 20 points for specific goal. Only bidders that comply with ALL

proceed to Gate 3 (Price and these criteria will proceed to Gate 2.

specific goals).

8.2.2 Gate 1 EVALUATION: MANDATORY REQUIREMENTS

To be completed by the Bidder

Bidders must indicate their compliance to the requirements by YES/NO in the box provided

below and attach proof.

Failure to comply with Mandatory Requirements will lead to the bidder being disqualified and will not

proceed to the next evaluation stage.

Confirm indicate page

Compliance reference

Yes/no number

1 The service provider must be

accredited by International Air

Transport Association (IATA

License)- attach valid certificate.

2 The service provider must be

registered with Association of

Southern African Travel Agency

(ASATA Membership) - attach valid

certificate.

Only Bidders that have met the mandatory requirements in (Gate 1) will be evaluated in Gate 2

for functionality. Functionality will be evaluated as follows:

Desktop Functionality Evaluation – Bidders will be evaluated out of 100 points and are required to

achieve minimum threshold of 75 points of the 100 points.

As part of due diligence, the CCMA will conduct a site visit at a client of the Bidder (reference) for

validation of the services rendered. The choice of site will be at the CCMA’s sole discretion.

The bidders will be evaluated through a 2 gates process, namely:

Gate 2A - Bidders will be required to meet the minimum threshold of 45 points out of 55 points

to be evaluated further.

Gate 2B- Bidders will be required to meet the minimum threshold of 30 points out of 45 points.

8.2.3 Gate 2A and 2B: Functionality Evaluation Criteria = 100 points

Functionality Evaluation Criteria (Gate 2A)

WeightEvaluation Criteria

1. Provide reference letters on the company letterhead 15

Bidders are required to furnish a maximum of three (3) contactable

references where they have conducted and concluded projects in the past

five (5) years with a similar nature and size as the CCMA.

The reference letters must be completed and signed on Annexure 1 by the

client of the bidder and attach:

• Three reference letters = 15 points

• Two reference letters= 10 points

• One reference letter =5 points.

• Also note that where current CCMA service providers have

negative/poor supplier performance evaluations or bad reference(s),

a penalty of 10 points will be applied (See 9.1.1 under Special

conditions to Bidders).

Failure to comply with the above requirements will result in the bidder

automatically scoring zero (0).

2. Onsite travel consultants: bidders must submit CVs, for two (2)

onsite travel consultants. (One intermediate and one senior)

a) clearly indicating their years of experience in domestic and

international corporate travel,

b) experience in using a Global Distribution System (GDS), and

c) experience in managing corporate, government and business travel

requirements.

• 6 or more years’ experience= 20 points (10 points each per CV)

• 4-5 years’ experience= 10 points (05 points each per CV)

• 3 years and less experience= 0 point

Failure to comply with the above requirements will result in the bidder

automatically scoring zero (0).

3. Company financial stability - 20 points

The bidder must submit the latest audited financial statements.

NB: The audited financial statement must be within 12 months of the bid

advert.

NB: Failure to submit audited financial statements will result in a score

of zero.

a) Favorable solvency and liquidity ratio, as calculated from the audited

financial statements provided. A favorable solvency ratio would be 1:1,

and the current ratio would be 2:1 and a positive bank balance as of your

financial year-end. (05 points)

b) A positive cash flow generated from operations as per the statement of

cash flows included in the audited financial statements. (05 points)

c) A confirmation letter from the registered auditor, included in the signed

audit report attached to the audited financial statements, confirming that

the company is a going concern. The auditor must be registered and in

good standing, and proof of such registration must be submitted. (05

points)

d) An unqualified audit opinion as per the signed audit report attached to the

financial statements audited. (05 points)

NB: Failure to comply with the above requirements will result in the

bidder automatically scoring zero (0).

Total points

11. Response Format (Returnable Schedules)

11.1 Bidders shall submit their bid responses in accordance with the response format specified

below (each schedule must be clearly marked):

11.2 Cover Page: (the cover page must clearly indicate the RFP reference number, bid description and the

bidder’s name)

11.3 Schedule 1:

11.3.1 Executive Summary

11.3.2 RFP document (duly completed and signed)

11.3.3 Copy of Company Registration Documents

11.3.4 Copy of Identity Documents of the owner(s)

11.3.5 Proof of Medical Certificate confirming disability of the owner(s) (if applicable)

11.3.6 Latest Central Supplier Database Report

11.4 Schedule 2

11.4.1 Valid tax clearance certificate(s), A tax compliance status PIN must be included in the bid

response to verify bidders’ tax compliance status;

11.4.2 Annexure 2: SBD 1 (duly completed and signed)

11.4.3 Annexure 3: SBD 3.3 and Pricing schedule TMC (duly completed and signed)

11.4.4 Annexure 4: SBD 4 (duly completed and signed);

11.4.5 Annexure 5: SBD 6.1 (duly completed and signed)

11.4.6 Annexure 6: SBD 7.2 (duly completed and signed);

11.4.7 Annexure 7: CCMA’s Standard Condition of bid and General Condition of Contract (signed)

11.4.8 Annexure 8: POPIA consent form (duly completed and signed)

11.4.9 Financial Statements for the latest financial year signed by an independent registered

conducted for accommodation and venue hire.

6 pricing model

Pricing Schedule

6.1.1 The management fee is the total fee per annum that will be charged to the CCMA in twelve payments.

7.1 The CCMA reserves the right to request presentations / demonstrations from the short-listed Bidders as

part of the bid evaluation process.

7.1.1 On-site option (Template 3)

7.2 Volume driven incentives

7.2.1 It is important for bidders to note the following when determining the pricing:

i. National Treasury has negotiated non-commissionable fares and rates with various airlines

carriers and other service providers.

ii. No override commissions earned through CCMA reservations will be paid to TMC.

iii. An open book policy will apply, and any commission earned through the CCMA’s volumes will

be reimbursed.

iv. TMCs are to book these negotiated rates or the best fare available, whichever is the most cost

effective for the institution.

Minimum functionality/qualifying score: 75

valid Tax Clearance Certificate with the tax compliance status PIN must be included in the bid

Valid tax clearance certificate(s), A tax compliance status PIN must be included in the bid

valid Tax Clearance Certificate with a tax compliance status PIN

tax compliance status PIN must be included in the bid

tax compliance status

Tax Compliance Matters

tax compliance status PIN

Central Supplier Database (CSD) prior to submitting bids and

Central Supplier Database Report

• Relevant qualifications

5.5 A valid Tax Clearance Certificate with the tax compliance status PIN must be included in the bid

response to verify bidders’ tax compliance status.

5.6 All bidders must be registered on the Central Supplier Database (CSD) prior to submitting bids and

verify the bidder’s tax status on CSD and other Governing compliances.

B-BBEE Details: C (duly completed and signed)

11.4.4 Annexure 4: SBD 4 (duly completed and signed);

11.4.5 Annexure 5: SBD 6.1 (duly completed and signed)

11.4.6 Annexure 6: SBD 7.2 (duly completed and signed);

11.4.7 Annexure 7: CCMA’s Standard Condition of bid and General Condition of Contract (signed)

11.4.8 Annexure 8: POPIA consent form (duly completed and signed)

11.4.9 Financial Statements for the latest financial year signed by an independent registered

Accountant.

11.4.10 Copy of Joint Venture/ Consortium/ Subcontracting Agreement duly signed by all parties (if

applicable).

11.4.11 BBBEE Certificate

Note: If a bidder is a Consortium, Joint Venture or Prime Contractor with Subcontractor(s),

the documents listed above (11.4.1 - 11.4.11) must be submitted for each Consortium/ JV

member or Prime Contractor and Subcontractor(s).

11.5 Schedule 3:

Response to Section 2 and 3 of this document, in line with the format indicated in this RFP document.

12. Bid Proposals screening

12.1 Bids shall be screened in terms of the following process and conditions:

12.2 Initial Screening: During this phase, bid responses will be reviewed for the purposes of assessing

compliance with RFP requirements including the general bid conditions, which requirements include the

following:

• Submission of a valid Tax Clearance Certificate with a tax compliance status PIN.
• Submission of Company Registration Documents.
• Submission of copy of Identity Document(s).
• Proof Medical Certificate confirming disability of the owner(s) (if applicable).
• Submission of the latest Central Supplier Database report.
• Completion of all Standard Bidding Documents and other requirements, as reflected in

this RFP.

Section 2: definitions, introduction and background

Introductio

9.1 By submitting a bid in response to the RFP, the bidder will be taken to offer to render all or any of the

services described in the bid response submitted by it to the CCMA on the terms and conditions and in

accordance with the specifications stipulated in this RFP document.

9.2 The bidder may be required to attend an interview should CCMA require such and the bidder shall be

notified thereof in good time before the actual presentation date. Such interview may include a practical

demonstration of understanding products or services as called for in this RFP.

9.3 The bidder agrees that the offer contained in its bid shall remain binding upon him/her and receptive for

acceptance by the CCMA during the bid validity period indicated in the RFP and calculated from the bid

closing hour and date such offer and its acceptance shall be subject to the terms and conditions

contained in this RFP document read with the bid.

9.4 The bidder furthermore confirms that he/she has satisfied himself/herself as to the correctness and

validity of his/her bid response; that the price(s) and rate(s) quoted cover all the work/item(s) specified in

the bid response documents; and that the price(s) and rate(s) cover all his/her obligations under a

resulting contract for the services contemplated in this RFP; and that he/she accepts that any mistakes

regarding price(s) and calculations will be at his/her risk.

9.5 It is the responsibility of the bidder to ensure that all supporting documentation submitted as part of the

bid is valid and compliant with the requirements of this bid at the closing date.

9.6 The successful bidder accepts full responsibility for the proper execution and fulfilment of all obligations

and conditions devolving on him/her under the supply agreement and SLA to be concluded with CCMA,

as the principal(s) liable for the due fulfilment of such contract.

9.7 The bidder accepts that all costs incurred in the preparation, presentation and demonstration of the

solution offered by it shall be for the account of the bidder. All supporting documentation and manuals

submitted with its bid will become CCMA property unless otherwise stated by the bidder/s at the time of

submission.

a) The travel services will be provided to all travellers travelling on behalf of the CCMA, locally and

internationally. This will include employees, contractors, consultants and clients where the

agreement is that the CCMA is responsible for the arrangement and cost of travel.

b) Provide travel management services during normal office hours (Monday to Friday 08h00 –

17h00) and provide after hours and emergency services.

c) The bidder is expected to gain a comprehensive understanding of the CCMA’s existing travel-

related operational procedures and systems.

d) The bidder must familiarise themselves with the current CCMA travel requirements (i.e. hotel

groups, Bed and Breakfast, lodges etc. and negotiate favorable rates for the benefit of the

c) The TMC must ensure sound communication with all stakeholders. Link the business traveller,

travel coordinator and travel Management Company in one smooth continuous workflow.

5.1.10 Financial Management

a) The TMC must implement the rates negotiated with travel service providers or the discounted

air fares, or the maximum allowable rates established by the CCMA or by the National Treasury

where applicable.

b) The TMC will be responsible to manage the third-party service provider accounts. This will

include the timely receipt of invoices to be presented to the CCMA for payment within the

agreed time period.

c) The TMC must enable savings on total annual travel expenditure, and this must be reported,

and proof provided during monthly and quarterly reviews.

d) The TMC will be required to offer a 30-day bill-back account facility to the CCMA should a lodge

card not be offered. ‘Bill back’, refers to the third-party supplier sending the bill back to the