Objectives

The primary objective of this tender is to appoint a service provider capable of delivering offsite travel management services, specifically for bus ticketing and shuttle services, to the Eastern Cape Department of Public Works and Infrastructure in Alfred Nzo. The goal is to ensure reliable, consistent travel arrangements that enhance traveller satisfaction, achieve cost savings without compromising service quality, and effectively manage departmental risks.

Scope

The scope encompasses the provision of travel management services for a period of twelve months, including:

• Arranging bus tickets and shuttle services for departmental staff and authorized travelers.
• Managing reservations, bookings, amendments, cancellations, and related documentation.
• Providing after-hours and emergency travel services.
• Facilitating group bookings and ensuring timely issuance of travel documents.
• Offering value-added services such as destination information, travel alerts, VIP support, and notifications.
• Monitoring service quality, handling complaints, and managing third-party service providers.

Technical Requirements

The technical requirements include:

• Provision of a professional corporate travel agency with 24-hour service capability.
• Implementation of cost-effective travel arrangements aligned with negotiated rates and policies.
• Efficient reservation, booking, and amendment processes, including group bookings.
• Emergency and after-hours support with established standard operating procedures.
• Consolidation and timely management of invoices and payments.
• Dedicated account management with a responsible business manager.
• Delivery of value-added services such as destination info, SMS notifications, VIP support, and additional booking rescheduling or cancellations as needed.
• Compliance with relevant policies, including the National Treasury Travel Policy and the Department’s travel procedures.

Skills Requirements

The service provider must demonstrate:

• Experience in corporate travel management, particularly within government or large organizations.
• Ability to provide 24/7 emergency and after-hours support.
• Strong communication and stakeholder engagement skills to ensure seamless coordination with the Department and third-party providers.
• Proficiency in managing invoices, consolidating billing, and ensuring timely payments.
• Capability to monitor service quality, handle complaints, and implement continuous improvement measures.
• Knowledge of relevant policies, including POPIA, PFMA, and National Treasury Travel Framework.
• Capacity to provide value-added services and adapt to additional service requests when necessary.