Objectives

The primary objective of this tender is to appoint a suitable service provider to render off-site travel management services, specifically focusing on accommodation arrangements, for the Department of Public Works & Infrastructure, Chris Hani District Offices, for a period of 12 months.

Scope

The scope of work includes:

• Providing travel management services on an “as and when required” basis for official accommodation bookings within the Chris Hani District.
• Arranging domestic travel and accommodation for government officials, learners, and stakeholders traveling on official duties.
• Familiarising with departmental travel processes and national treasury policies to ensure compliance.
• Booking accommodation close to destinations, adhering to maximum allowable rates and negotiated corporate rates.
• Providing after-hours, emergency, group, and long-stay booking services.
• Managing cancellations, no-shows, and additional expenses, ensuring timely communication and settlement.
• Providing reliable after-hours support and standard operating procedures for emergency services.
• Managing invoices, consolidating payments, and maintaining account management structures.

Technical Requirements

The service provider must:

• Be registered on the National Treasury Central Supplier Data Base (CSD).
• Offer fixed transaction service fees for the duration of 12 months, linked to all service costs.
• Ensure accommodation bookings are within the maximum allowable rates and sourced from establishments with negotiated corporate rates.
• Provide a 24-hour service for amendments, cancellations, and emergency bookings.
• Obtain at least three quotations for accommodation and book the most cost-effective options.
• Issue accommodation vouchers and invoices supported by proforma invoices from service providers.
• Implement a dedicated account management structure with a responsible business manager.
• Comply with all relevant policies, including the National Treasury Travel Policy and departmental security screening.

Skills Requirements

The service provider must demonstrate:

• Familiarity with government travel processes, policies, and compliance requirements.
• Experience in corporate travel management, including domestic accommodation and transportation bookings.
• Ability to provide reliable after-hours and emergency support with clear standard operating procedures.
• Capability to manage multiple bookings efficiently, ensuring cost-effectiveness and adherence to rates.
• Effective communication and customer service skills to handle queries, cancellations, and complaints.
• Financial management skills to handle invoicing, payments, and account consolidation.
• Capacity to conduct presentations or demonstrations if shortlisted and to perform supplier due diligence as required.