Appointment of a service provider for the provision of travel management services for mict seta for a period of five (05) years.

Closing date: 01 September 2026 at 11:00 am South African Time.

Supplier briefing: none (N/A).

Clarification deadline: written enquiries to [email protected] five (5) days before the closing date.

SCM contact: MICT SETA Supply Chain Management, Head Office, 19 Richards Drive, Gallagher Convention Centre, Gallagher House, Level 3 West Wing, Midrand.

Email for all bid enquiries: [email protected] (written enquiries only, five days before closing).

Telephone: +27 11 207 600.

Submission address: MICT SETA Head Office Reception, 19 Richards Drive, Gallagher Convention Centre, Gallagher House, Level 3 West Wing, Midrand.

Submission channel: sealed envelope containing 1 hard copy and 1 USB, marked with the RFB reference number, deposited in the tender box at MICT SETA Head Office Reception, 19 Richards Drive, Gallagher Convention Centre, Gallagher House, Level 3 West Wing, Midrand.

Returnable documents — all must be completed, signed and submitted:

• CSD registration report.
• SBD 1 (Invitation to Bid) fully completed.
• CIPC registration documents.
• Form A (Bidder's Eligibility).
• Valid Tax Clearance Certificate or SARS verification PIN.
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preferential Procurement Claim Form).
• Certified copy of director(s) ID(s) not older than 6 months.
• Shareholding certificate (where applicable).
• Financial statements for the 2025/2026 financial year.
• Joint venture/consortium/sub-contracting agreement signed by all parties (where applicable).
• Pricing/financial proposal envelope and USB in a separate sealed envelope.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Bids arriving after 11:00 am on the closing date, even by a second.
• Technical proposal containing any price or financial information.
• Bids sent to any platform other than the specified tender box.
• Attempting to canvass MICT SETA officers or employees between closing and award.

Bid validity: 120 days from the closing date.

All documentation must be in English.

Checklist of returnable documents: CSD Registration Report, SBD 1 fully completed, CIPC registration documents, Bidder's eligibility Form A, valid Tax Clearance Certificate or SARS verification PIN, SBD 4 Declaration of Interest, SBD 6.1 Preferential Procurement Claim Form, Joint Venture/Consortium/Sub-contracting agreement (if applicable), Certified copy of director(s) ID(s) not older than 6 months, Shareholding Certificate (if applicable), Pricing/Financial Proposal envelope and USB (separate sealed envelope), Financial Statements for 2025/2026 FY.

Evaluation stages: Mandatory criteria, then Functional criteria, then Price and Specific Goals.

Mandatory criteria (non-compliance disqualifies):

• ASATA or recognised travel association membership — certified copy of valid membership certificate, not older than 6 months.
• Access to a recognised Global Distribution System (GDS) — valid certification such as Galileo, Amadeus or Sabre.

Functional evaluation (maximum 85 points, threshold 75 points including presentation):

• Bidder's experience: 10 points (10+ years public sector travel management = 10, 9 years = 8, 8 years = 6, 7 years = 4, 6 years = 2, 5 years or less = 0). Evidence: SLAs or POs.
• Capacity to deliver (operational, technical, financial): 10 points (comprehensive = 10, partial = 5, insufficient = 0).
• Travel insurance solution: 5 points (comprehensive = 5, insufficient = 0).
• Reference letters: 10 points (5 letters = 10, 4 = 8, 3 = 6, 2 = 4, 1 = 2). Must be from public sector clients, on letterhead, contactable, signed, dated.
• Methodology and approach: 20 points.
• Quality assurance and risk plan: 10 points.
• Team qualifications: 20 points (Project/Account Manager 10, Travel Manager 10).

Presentation evaluation: 15 points, minimum threshold 10 points.

Price and Specific Goals (80/20 preference point system under Preferential Procurement Regulations 2022):

• Price: 80 points.
• Specific goals: 20 points — 51% owned by historically disadvantaged persons (10), 51% owned by historically disadvantaged women (5), 51% owned by historically disadvantaged youth (5). Proof: CIPC document, valid share certificates, certified ID copies of directors not older than 6 months.

Scope: comprehensive travel management services for MICT SETA staff, Board members and related stakeholders, for domestic and international official travel, for a five-year period.

Services covered: flights, accommodation, venue and catering for meetings, shuttle services, car hire, equipment and parking.

Historical transaction volumes (previous financial year): Accommodation 843, Car Hire 586, Conference/Groups 36, Domestic Air Travel 505.

Reservations:

• Provide a hybrid travel management system with online booking for approximately 165 MICT SETA personnel, with workflow management and approval levels.
• Obtain a minimum of three (3) price comparisons for all travel requests where routing permits.
• Issue e-tickets and vouchers immediately upon approval.
• Handle group bookings, parking, visa and inoculation advice, foreign currency, travel insurance, and end-to-end visa facilitation for international travel.
• Maintain confidentiality of all travel arrangements.

Air travel:

• Book full-service and low-cost carriers; most cost-effective fares for domestic; practical routings for international.
• Deliver tickets electronically (SMS/email) promptly.
• Track and manage unused e-tickets; provide quarterly refund management report.

Accommodation:

• Book within National Treasury maximum allowable rate matrix.
• Obtain three price comparisons from establishments as close as possible to the traveller's destination.
• Issue accommodation vouchers; invoices supported by original hotel charges.
• Cancel promptly to avoid no-show and late cancellation fees.

Car rental and shuttle services:

• Book approved category vehicles from closest rental location.
• Advise travellers on collection/return logistics and vehicle information.
• Manage shuttle companies, ensure minimum standards, negotiate better rates.

After-hours and emergency services:

• Consultant or team available Monday to Friday 17h00–8h00 and 24 hours on weekends and public holidays.
• Dedicated consultant for VIP/Executive travellers.
• Standard operating procedure for after-hours and emergency services, including purchase order generation within 24 hours.

Communication:

• Conduct workshops and training for travel bookers when requested.
• Prompt feedback on all enquiries per the SLA.

Financial management:

• Implement negotiated rates and National Treasury maximum allowable rates.
• Manage service provider accounts; consolidate invoices and supporting documentation (weekly).
• Offer a 30-day bill-back account facility.
• Settle travel supplier accounts timeously.

Technology, management information and reporting:

• Consolidate all travel expense management information into a single source with automated reporting.
• Provide accurate transactional-level reports (traveller name, date, spend category).
• Allow MICT SETA delegated personnel to pull monthly reports; reports in electronic format (e.g. Excel).
• Provide SLA reports including after-hours, compliments/complaints, consultant productivity, long-term accommodation/car rental, leisure extension, class upgrades, out-of-policy bookings, open invoice analysis, training.

Account management:

• Dedicated Account or Business Manager responsible for the MICT SETA account.
• Complaint handling procedure; SLA management; customer satisfaction surveys.
• Present comprehensive travel spend and SLA performance reports during reviews.

Value-added services: electronic voucher retrieval via web/smartphones, SMS notifications, hosting and licensing, travel audits, global travel risk management, VIP services, staff training.

Cost management: advise on most cost-effective options within National Treasury cost containment instructions.

Reviews: quarterly reviews of all travel activity; annual reviews presented to Senior Executives.

Office management: provide highly skilled staff including Finance Manager/Branch Accountant, Admin Back Office, Strategic Account Manager.

Transition: provide a detailed transition plan, engage with incumbent service provider to ensure uninterrupted service.

Penalties: penalties incurred due to travel consultant inefficiency or fault are for the TMC's account, subject to formal dispute process.

Mandatory membership: ASATA or other recognised travel agency association; proof submitted with bid.

Methodology and approach: The bidder must submit a detailed methodology demonstrating understanding of the scope and ability to deliver travel management services. The methodology must address the proposed approach, key deliverables, systems, processes and controls for efficient, compliant and cost-effective service, including aspects such as technology, risk management, escalation processes, and integration capabilities.

Team qualifications: The bidder must provide evidence of team qualifications, including a Global Distribution System certificate and NQF level 6 qualification in tourism/Accounting/Business Administrator/Project management. Points: 5 if both are submitted, 0 otherwise.

Quality assurance and risk plan (10 points in functional evaluation):

• Submit a detailed Quality Assurance and Risk plan covering service monitoring, performance management and risk mitigation measures.
• Comprehensive plan = 10 points; inadequate or no plan = 0 points.

Pricing schedule: Bidders must provide unit prices inclusive of VAT for each year (1–5) for services including Air Tickets (domestic/international transactional fee), Accommodation (domestic/international transactional fee), Car Rental (domestic/international transactional fee), Shuttle Services (domestic/international transactional fee), and Additional Services (visa assistance, travel insurance, online booking, other). Provide sub-total (5 years), VAT at 15% (5 years), and total (5 years). Bids must remain valid for 120 days. Submit pricing schedule in a separate envelope.

Pricing format: unit prices inclusive of VAT for each of the five years, for:

• Air tickets — domestic and international transactional fees.
• Accommodation — domestic and international transactional fees.
• Car rental — domestic and international transactional fees.
• Shuttle services — domestic and international transactional fees.
• Additional services — visa assistance, travel insurance, online booking, other (specify).

Provide sub-total (5 years), VAT at 15% (5 years), and total (5 years).

Bid validity: 120 days from closing date.

Pricing schedule and related annexures must be submitted in a separate sealed envelope.

Financial statements for the 2025/2026 financial year must be submitted with the bid.

Bidders bear all costs of preparing and submitting the bid; MICT SETA is not liable for any such costs.

CSD registration: mandatory — register on the Central Supplier Database before submitting the bid; submit CSD registration report.

Tax compliance: submit a valid Tax Clearance Certificate or SARS-issued verification PIN; where no TCS is available but registered on CSD, provide CSD number. Each party in a consortium/JV/sub-contracting arrangement must submit separate proof.

B-BBEE: claim preference points via SBD 6.1 under the 80/20 system.

Mandatory professional requirements:

• ASATA or recognised travel association membership — certified copy not older than 6 months.
• GDS certification (Galileo, Amadeus or Sabre).

Returnable forms:

• SBD 1 (Invitation to Bid) — bidder details and offer cover.
• SBD 4 (Declaration of Interest) — discloses any director/shareholder employed by the state or connected to the institution.
• SBD 6.1 (Preferential Procurement Claim Form) — claims B-BBEE preference points.
• Form A (Bidder's Eligibility) — declares no procurement prohibition, bankruptcy, or corrupt practices.

Other compliance:

• CIPC registration documents.
• Certified copy of director(s) ID(s) not older than 6 months.
• Shareholding certificate (where applicable).
• Joint venture/consortium/sub-contracting agreement signed by all parties (where applicable).
• Financial statements for 2025/2026 FY.

No specific health and safety requirements are stated in the tender document beyond general duty of care for travellers (e.g. traveller tracking, global travel risk management, emergency assistance).

Contract duration: five (05) years.

Bidder bears all costs of preparing and submitting the bid; MICT SETA is not liable for any such costs regardless of the outcome.

MICT SETA may request bidders to extend the validity period of their bids in writing in exceptional circumstances.

MICT SETA does not bind itself to accept the lowest or any bid; no bid is accepted until a formal contract or letter of intent is executed.

Technical proposals must not include price or financial information.

MICT SETA reserves the right to not evaluate non-compliant bids, negotiate with preferred bidders, contact bidders for clarification, award to one or more bidders, withdraw or amend the RFB, and cancel the RFB as prescribed in PPPFA regulations.

Bid conditions:

• MICT SETA considers all bid information proprietary; bidders must not disclose, publish or advertise the RFB without prior written consent.
• Bids invited under Government Procurement General Conditions of Contract.
• MICT SETA does not bind itself to accept the lowest or any bid.
• No bid deemed accepted until a formal contract/letter of intent is executed.
• Technical proposals must not include price or financial information.
• MICT SETA reserves rights to not evaluate non-compliant bids, make selections solely on received information, negotiate with preferred bidders, contact bidders for clarification, award to one or more bidders, withdraw/amend the RFB, and cancel the RFB as prescribed in PPPFA regulations.

Mandatory criteria:

• Bidder must be affiliated with ASATA or another recognised travel association — submit certified copy of valid membership certificate, not older than 6 months.
• Bidder must demonstrate access to and utilisation of a recognised Global Distribution System (GDS) — submit valid certification such as Galileo, Amadeus or Sabre.
• Bidders failing mandatory requirements will be declared non-responsive.

After functionality and presentation, bids are evaluated on Price and Specific Goals using the 80/20 preference point system. Specific goals: 51% owned by historically disadvantaged persons (10 points), 51% owned by historically disadvantaged women (5 points), 51% owned by historically disadvantaged youth (5 points). Proof: CIPC document, valid share certificates, certified ID copies of directors not older than 6 months.