Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver comprehensive travel management services to Stellenbosch Municipality. The successful bidder will coordinate travel arrangements including flights, accommodation, and vehicle rentals, ensuring cost-effective, efficient, and reliable travel solutions until 30 June 2027.

Scope

The scope of work encompasses:

• Provision of domestic and international flight bookings, including handling of cancellations and changes.
• Arrangement of vehicle rentals with members of SAVRALA, including confirmation and communication of bookings.
• Coordination of accommodation bookings aligned with the municipality’s cost containment policies, including special circumstances requiring specific hotels or guest houses.
• Provision of travel insurance coverage for all bookings, including comprehensive policies and claims facilitation.
• Management of travel-related services such as shuttle arrangements, special offers, and emergency support outside normal working hours.
• Preparation of invoices and monthly statements for payment processing.

Technical Requirements

The technical specifications include:

• Availability of services for bookings and cancellations at all times, including after-hours support.
• Use of reputable airlines, car rental agencies, and accommodation providers, with adherence to the municipality’s policies.
• Provision of detailed, written confirmations for all bookings and changes.
• Implementation of cost-effective travel arrangements and regular updates on special offers.
• Provision of comprehensive travel insurance with proof of coverage prior to travel.
• Compliance with the municipality’s procurement policies, including the use of official purchase orders and adherence to the pricing schedule.

Skills Requirements

The successful service provider must demonstrate:

• Proven experience in travel management services, with references for similar projects within the last three years.
• Capability to coordinate domestic and international travel arrangements efficiently.
• Ability to negotiate and secure competitive rates with airlines, car rental companies, and accommodation providers.
• Availability of dedicated account management personnel for effective communication and service delivery.
• Knowledge of relevant policies, including the municipality’s cost containment and procurement policies.
• Compliance with all legal and regulatory requirements, including tax and BBBEE regulations.
• Capacity to provide timely reports, invoices, and statements, and to handle emergencies and special requests professionally.