Objectives

The primary objective of this tender is to solicit proposals from qualified service providers to deliver comprehensive travel management services to the Council for the Built Environment (CBE) for a period of three years. The successful bidder will be responsible for providing reliable, efficient, and high-quality travel booking and management services to ensure traveler satisfaction, cost-effectiveness, and compliance with relevant policies and regulations.

Scope

The scope of work includes:

• Provision of travel services for all travelers on behalf of the CBE, including employees, council members, consultants, and other authorized individuals.
• Management of domestic, regional, and international travel bookings, including air travel, accommodation, car rentals, transfers, and related services.
• Handling of after-hours and emergency travel requests.
• Familiarization with current travel processes, suppliers, and policies, and assisting with negotiations for better rates.
• Management of third-party service providers, invoice consolidation, and ensuring compliance with travel policies.
• Implementation of a seamless transition plan from the current service provider.
• Provision of value-added services such as destination information, visa assistance, travel alerts, and health advisories.
• Ensuring data security and compliance with POPIA regulations.

Technical Requirements

The technical requirements include:

• Availability of a fully functional online and mobile booking system (Online Booking Tool - OBT).
• Ability to respond to travel requests promptly, with specified turnaround times (e.g., within 4 hours for urgent requests).
• Provision of detailed travel itineraries, tickets, vouchers, and necessary travel documents in a timely manner.
• Capability to book full-service and low-cost carriers, and to provide cost comparisons for travel options.
• Management of accommodation, ground transportation, and transfers in accordance with CBE policies.
• Provision of after-hours and emergency support with dedicated consultants and standard operating procedures.
• Ability to handle visa, inoculation, and foreign currency arrangements where applicable.
• Provision of detailed reports including no-shows, cancellations, refunds, and invoice analysis.
• Compliance with POPIA and other relevant data protection regulations.

Skills and Experience Requirements

The bidder must demonstrate:

• Proven experience in providing travel management services, preferably with South African Travel Agents (ASATA) and IATA accreditation.
• Capability to deliver reliable, user-friendly online booking solutions and support systems.
• Qualified human resources including senior consultants, operational travel managers, and account/business managers with relevant industry experience.
• Financial stability evidenced by appropriate liquidity ratios and financial statements.
• Capacity to provide highly skilled personnel capable of managing domestic, regional, and international travel arrangements.
• Ability to handle after-hours and emergency travel support effectively.
• Demonstrated capacity to negotiate and secure cost-effective rates with travel service providers.
• Compliance with B-BBEE requirements, including valid B-BBEE certificates or affidavits, and evidence of ownership and employment of persons with disabilities where applicable.
• Ability to provide references and evidence of past performance in similar projects.