Objectives

The primary objective of this tender is to appoint a panel of three travel agencies to provide comprehensive travel management services to Blouberg Local Municipality for a period of 36 months. The services include booking and confirming accommodation, flights, vehicle rentals, conference arrangements, and providing 24-hour support for travelers, ensuring efficient and reliable travel arrangements aligned with municipal requirements.

Scope

The scope of work encompasses:

• Booking and issuing vouchers for accommodation, flights, and conference services.
• Arranging vehicle rentals from approved providers, including booking and confirmation.
• Managing international and domestic trips, including accommodation, flights, and shuttle services.
• Providing a dedicated 24/7 travel support consultant for after-hours and emergency changes.
• Issuing electronic airline tickets and travel vouchers prior to departure.
• Planning and coordinating conferences with hotel groups and service providers.
• Issuing invoices with original hotel invoices post-service delivery.

Technical Requirements

The technical specifications include:

• Registration on the Central Supplier Database (CSD).
• Provision of a detailed travel management implementation plan.
• Availability of a dedicated 24-hour travel support consultant.
• Booking of international and domestic flights, accommodation, and vehicle rentals.
• Delivery of airline tickets electronically via email or SMS.
• Provision of vouchers and invoices with original receipts.
• Compliance with the specified pricing schedule, including mark-up percentages.
• Adherence to the procurement and evaluation procedures outlined in the tender documents.

Skills and Skills Requirements

The successful bidders must demonstrate:

• Company Experience: Proven track record with at least 5 international trip bookings and 10 local trip bookings, supported by appointment and reference letters.
• Key Personnel: Qualified professionals including environmental assessment practitioners, engineers registered with ECSA, and experienced travel management staff, with detailed CVs and certificates attached.
• Methodology: A comprehensive travel management plan outlining booking procedures, emergency support, and compliance with municipal standards.
• Professional Memberships: Full membership with recognized travel industry bodies such as ASATA, with certification attached.
• Financial and Resource Capacity: Evidence of adequate financial stability, resources, and capacity to deliver the scope of work effectively.
• Compliance: Submission of all required documentation, including joint venture agreements (if applicable), tax clearance, and declarations of interest.