Objectives

The primary objective of this tender is to procure a qualified Travel Management Company (TMC) capable of delivering comprehensive corporate travel booking and administration services for Rand Water. The initiative aims to establish a transparent, standardized fee structure for both traditional agent-assisted and digital online bookings, ensuring cost control, policy compliance, efficient expense reconciliation, and reliable traveler support across all domestic, regional, and international travel needs.

Scope

The tender encompasses end-to-end travel management services, requiring bidders to submit separate unit fees for traditional and online transaction channels. The service portfolio includes:

• Air travel bookings and modifications (domestic, regional, and international), including ticket re-issues and refund processing.
• Ground transportation services such as car rentals, shuttle/transfers, bus/coach, and train bookings.
• Accommodation reservations across all geographic tiers.
• Visa documentation provision and advisory services.
• Parking reservations, cancellation handling, and itinerary change management.
• After-hours emergency travel support and conference/group travel coordination.
• Dedicated assistance for external consultants and alternative payment model administration (bill-back and pre-payment).
• Merchant transaction processing fees when the client’s corporate payment instrument is not utilized.

Technical Requirements

Bidders must demonstrate the technical capacity to operate dual booking platforms (traditional and online) with distinct, itemized pricing architectures. The required systems must support real-time inventory access, automated refund and re-issue workflows, secure payment gateway integration for merchant fee collection, and seamless interoperability with the client’s existing corporate payment infrastructure (specifically the Rand Water Lodge Card). The platform must enable precise tracking of transaction types, generate audit-ready reporting for financial reconciliation, and maintain continuous operational availability for after-hours travel disruptions. All quotations must clearly differentiate between traditional and online service delivery methods, with fees submitted exclusive of VAT.

Skills Requirements

Successful bidders must possess demonstrated expertise in corporate travel procurement, global distribution system (GDS) operations, and multi-modal supplier contract management. Essential competencies include visa application processing and cross-border regulatory compliance, financial reconciliation for complex payment models, crisis management and 24/7 traveler assistance, and specialized logistical coordination for third-party consultants and large-scale conference events. Strong analytical capabilities are required to optimize booking channel utilization, minimize ancillary costs, enforce travel policy adherence, and deliver actionable spend analytics.

Explanation of Unusual or Complicated Terms

• Rand Water Lodge Card: A proprietary corporate payment card issued by the client organization, designed specifically for authorizing and settling travel-related expenditures without direct employee cash outlay.
• Bill Back / Pre-payment: Alternative settlement mechanisms where "bill back" refers to post-service invoicing (the TMC pays suppliers upfront and invoices the client later), while "pre-payment" requires the client to fund transactions in advance before supplier confirmation.
• Consultant Assist: Dedicated booking and administrative support tailored for non-employee contractors, freelancers, or external professionals traveling on organizational business.
• Merchant Fee per Transaction: A processing charge applied when the TMC acts as the payment intermediary, utilizing its own merchant account to process payments instead of the client’s designated corporate card.
• Re-issue: The technical and administrative process of modifying, extending, or revalidating an originally issued travel ticket due to schedule changes, cancellations, fare adjustments, or passenger name corrections.