Travel management company – government tender in gauteng

Closing: 31 August 2026 at 11:00.

Compulsory briefing: 26 August 2026 at 11:00, held virtually via Microsoft Teams. Attendance by a duly authorised representative is compulsory; bidders who do not attend will be disqualified.

Phone: 0196270170.

Briefing link: https://teams.microsoft.com/meet/354201962701702?p=2OsxzHfTYpXxMotoeW

Returnable documents for Gate 0 pre-qualification:

• SBD 1 (Invitation to Bid): fully completed and signed.
• SBD 4 (Declaration of Interest): fully completed and signed.
• Valid Tax Pin (TCS) and CSD registration report.
• Pricing Schedule (Annexure A3): signed, with all green cells completed, no formatting changes.
• Certified copy of IATA Licence/Certificate.
• Proof of ASATA membership (if applicable, added advantage).
• Reference letters from at least three recent clients of similar size to PSETA.
• Detailed transition plan.

Submission method: one hard copy of the Pricing Schedule; the rest of the bid structure is not specified.

Disqualification risks: non-submission of any mandatory document; failure to attend compulsory briefing; bid received after closing time.

Three-gate evaluation process.

Gate 0 (Pre-qualification): mandatory documents check (see complianceRequirements). Only compliant bidders proceed.

Gate 1 (Technical Evaluation): 100 points total.

• Desktop Technical Scorecard: 80 points. Minimum threshold of 60 points.
• Presentation and system demonstration: 20 points. Minimum threshold of 15 points.
• Overall combined score for Gate 1: must be at least 75 points to proceed to Gate 2.

Gate 2 (Price and Specific Goals): 80/20 preference point system (max 100 points).

• Price: max 80 points.
• Specific Goals (B-BBEE): max 20 points.

Provision of travel management services to PSETA for 36 months.

Services include: air travel (domestic, international, re-issues, refunds); car rental; transfers/shuttle; accommodation (domestic, international); bus/coach bookings; parking bookings; cancellations and changes; after-hours services; group bookings; conference transaction bookings.

Estimated annual transaction volumes (illustrative): domestic air 600, international air 10, domestic car rental 600, domestic accommodation 500, after-hours 50, etc. Total 2 505 transactions.

Key service requirements: handle reservations/bookings via automated SCM system; provide online booking tool with minimum 3 price comparisons; book most cost-effective routing; manage negotiated rates (non-commissionable, commissions returned to PSETA quarterly); manage group bookings; provide after-hours emergency support 24/7/365; issue e-tickets/itineraries promptly; consolidate invoices from all travel suppliers; provide monthly reporting as per National Treasury Instruction No 3 of 2016/17; provide quarterly and annual travel reviews; implement cost savings plan; manage traveller profiles; enforce PSETA travel policy; provide quality control, complaint handling, and service level management.

Mandatory certification: valid IATA Licence/Certificate (certified copy required).

Added advantage: ASATA membership (proof to be submitted).

Pricing format: Transaction Fee Model (off-site services). Bidders must complete the pricing schedule in Annexure A3 (Excel workbook). All prices in South African Rands, excluding VAT. Input cells for bidders are highlighted in green; no other cells may be changed. A separate Conference Transaction Fee as a percentage of total event turnover is also required. Hard copy of the signed Pricing Schedule must be submitted. Offer validity period: 90 days from submission.

Pre-qualification (Gate 0) mandatory documents:

• SBD 1 (Invitation to Bid): signed commitment to the offer.
• SBD 4 (Declaration of Interest): discloses any state employment or relationships with evaluation/adjudication personnel.
• Valid Tax Pin (TCS) and CSD registration report (must be registered as a service provider on the Central Supplier Database).
• Pricing Schedule (Annexure A3): complete and signed.
• Certified copy of IATA Licence/Certificate.

Non-submission of any of these documents may result in disqualification.

Three-gate evaluation (see standard evaluationCriteria section). Gate 1: Desktop Technical Evaluation (80 points, min 60) and Presentation & System Demonstration (20 points, min 15). Combined Gate 1 minimum threshold: 75 points to proceed to Gate 2. Gate 2: Price (80 points) and Specific Goals (20 points) under the 80/20 preference point system.