Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver comprehensive travel management services to the Fibre Processing and Manufacturing Sector Education and Training Authority (FP&M SETA) for a period of three (3) years. The goal is to ensure efficient, reliable, and cost-effective travel arrangements that meet the needs of FP&M SETA staff, executives, and board members, while maintaining high service standards and managing associated risks.

Scope

The scope of work includes providing end-to-end travel management services for FP&M SETA staff and officials, covering domestic, regional, and international travel. Specific activities include:

• Booking flights, accommodation, car rentals, and other transportation services.
• Facilitating group bookings for meetings, conferences, and events.
• Issuing travel documents, itineraries, and vouchers in a timely manner.
• Advising on visa, inoculation, and foreign currency requirements.
• Arranging travel insurance and assisting with emergency and after-hours travel services.
• Providing cost comparisons, negotiating discounted fares, and ensuring cost-effective travel arrangements.
• Maintaining high service levels and responsiveness to travel requests and changes.

Technical Requirements

The technical requirements for the service provider include:

• Provision of reliable and consistent travel management services with high customer satisfaction.
• Ability to offer cost-effective travel solutions with timely bookings (within 24 hours where possible).
• Capability to handle domestic, regional, and international travel bookings, including group arrangements.
• Provision of after-hours and emergency support, including dedicated consultants available outside normal working hours.
• Implementation of a standard operating procedure for managing after-hours and emergency requests, including purchase order generation within 24 hours.
• Compliance with all relevant legislative and tax requirements, including SARS tax compliance verification.
• Adherence to health, safety, and security standards related to travel arrangements.

Skills Requirements

The successful bidder must demonstrate:

• Proven experience in travel management services, especially within the public sector or similar organizations.
• Strong customer service orientation with the ability to respond promptly and effectively to travel requests and emergencies.
• Technical proficiency in booking systems, travel software, and communication tools.
• Knowledge of international and domestic travel regulations, visa requirements, and foreign exchange procedures.
• Ability to negotiate and secure discounted rates with airlines, hotels, car rental agencies, and conference venues.
• Capacity to provide after-hours support and manage urgent travel changes efficiently.
• Understanding of compliance and legislative frameworks, including tax laws and procurement policies.
• Effective communication and reporting skills to ensure transparency and accountability.