Objectives

The primary objectives of this tender are to establish a contractual agreement with qualified service providers who will deliver comprehensive offsite travel management services to the Department of Public Works & Infrastructure (DPWI). These services aim to ensure consistent, reliable, and high-quality travel and hospitality arrangements for departmental officials, achieve significant cost savings without compromising service quality, and appropriately manage risks associated with travel for both the department and its travelers.

Scope

The scope of work includes the provision of travel management services covering:

• Air travel (domestic and regional)
• Car hire and shuttle services
• Accommodation bookings (including negotiated corporate rates)
• Venues and conference facilities
• Management of travel requests, authorizations, and bookings
• Provision of after-hours and emergency travel services
• Reporting, cost control, and compliance monitoring
• Value-added services such as destination information, travel alerts, and loyalty program management

The services are to be delivered over a period of three (3) years, with possible renewal, and involve handling a significant volume of transactions annually, including bookings, cancellations, rescheduling, and related administrative tasks.

Technical Requirements

• Implementation of a fully functional online booking system and management platform
• Provision of detailed management reports aligned with government cost containment policies
• Adherence to National Treasury and departmental travel policies and regulations
• Compliance with legislative frameworks including tax legislation and procurement regulations
• Provision of 24/7 after-hours and emergency support services
• Use of negotiated rates and maximum allowable rates for airfares, accommodation, and car rentals
• Implementation of a quality management system to ensure service excellence
• Provision of a dedicated account management team and regular performance reviews
• Secure handling of all data and confidentiality of government information

Skills and Skills Requirements

• Proven experience in corporate and government travel management services
• Knowledge of South African travel policies, regulations, and legislative requirements
• Technical expertise in online booking platforms, reporting tools, and data analysis
• Strong customer service and communication skills, including handling of after-hours and emergency requests
• Ability to manage large transaction volumes efficiently and accurately
• Capacity to provide value-added services such as destination information and travel alerts
• Demonstrated compliance with tax legislation and procurement policies
• Experience in managing vendor relationships and negotiating rates with service providers
• Effective project management and transition planning skills for seamless service implementation