Objectives

The primary objective of this tender is to appoint a panel of qualified service providers to deliver travel agency services to Letsemeng Local Municipality over a period of three years. The goal is to develop an efficient service delivery model, ensure services meet user department needs, optimize procurement spend, and provide high-quality, cost-effective travel arrangements for official purposes. The municipality aims to leverage consolidated spend information to enhance procurement outcomes, secure the best discounts, and ensure travel arrangements adhere to relevant policies and regulations.

Scope

The scope of work includes providing comprehensive travel agency services, both domestic and international, which cover:

• Air Travel: Planning, arranging, or amending bookings at the lowest fares, issuing travel documentation, negotiating airline discounts, managing voyager miles, and arranging lounge access where permitted.
• Travel-Related Transport: Arranging vehicle hire in accordance with municipal policies, advising on rental details, negotiating discounts, and managing shuttle services.
• Accommodation: Booking or amending reservations at hotels, guesthouses, or Bed & Breakfasts with at least 3-star ratings, negotiating tariffs, and ensuring compliance with policies regarding meal invoicing and quality standards.
• Additional Services: Providing after-hours contact for emergency bookings, managing travel documentation, and ensuring adherence to travel policies and cost containment regulations.

The services must support official travel needs, optimize costs, and ensure high-quality, timely, and compliant arrangements.

Technical Requirements

• Ability to email or send travel itineraries and confirmations to officials and council members via social media or email.
• Demonstrated financial capacity to operate pending payments within 30 days, utilizing IATA-approved online booking systems.
• Provision of infrastructure including offices, personnel, and equipment capable of delivering the required services.
• Compliance with national and municipal travel policies, including the National Treasury Cost Containment Regulations.
• Implementation of a standard operating procedure for managing after-hours and emergency services, including purchase order generation within 24 hours.
• Provision of monthly operational and financial reports, including outstanding orders, invoices, statements, and age analysis.
• Establishment of a dedicated account management structure, including a business manager responsible for service delivery and customer satisfaction.
• Adherence to procurement policies, including the 80/20 preference point system and BBBEE requirements.
• Provision of relevant certifications such as IATA accreditation, bank rating, and proof of experience.

Skills Requirements

• Proven experience in providing travel agency services, with a track record of similar projects for municipalities or public sector entities.
• Technical expertise in international and domestic travel arrangements, vehicle hire, and accommodation bookings.
• Strong administrative and communication skills, capable of managing itineraries, documentation, and client interactions efficiently.
• Financial capacity and infrastructure to support timely bookings and payments, including use of IATA-approved systems.
• Ability to negotiate discounts and manage supplier relationships effectively.
• Competence in preparing and submitting detailed reports and managing customer satisfaction surveys.
• Knowledge of relevant policies, regulations, and compliance standards related to municipal travel services.