Objectives

The primary objective of this tender is to appoint a qualified service provider to render comprehensive travel reservation and management services for the Department of Water and Sanitation North West Province, covering both the Main Account and Water Trading Entity, for a period of thirty-six (36) months. The service aims to ensure reliable, efficient, and cost-effective travel arrangements that meet the department’s operational needs, enhance traveler satisfaction, and achieve significant cost savings without compromising service quality. Additionally, the appointed provider will support event-specific procurement services, manage travel risk, and provide value-added services such as emergency support, reporting, and compliance management.

Scope

The scope of work includes, but is not limited to:

• Provision of end-to-end travel management services for domestic, regional, and international travel for all department travelers, including employees, contractors, and clients.
• Handling of travel reservations, bookings, and ticketing across airlines, accommodation providers, car rental agencies, and ground transportation services.
• Management of travel policies, compliance, and cost containment measures, including negotiation of rates and rates monitoring.
• Provision of after-hours and emergency travel support, including a dedicated call center and escalation procedures.
• Consolidation and management of invoices, payments, and supplier accounts, ensuring timely settlement.
• Implementation of a travel management plan addressing all aspects of service delivery, including methodology, approach, and timelines.
• Provision of regular management reports, performance reviews, and compliance monitoring aligned with government regulations and policies.
• Support for special event procurement, VIP and executive travel, and risk management services.
• Adherence to legislative, legislative, and policy frameworks, including SARS tax compliance, BBBEE requirements, and procurement regulations.

Technical Requirements

The technical requirements for the tender include:

• Membership and certification with relevant industry bodies such as the International Air Travel Association (IATA) and the Association of South African Travel Agents (ASATA), with valid certificates submitted as proof.
• Provision of recent audited financial statements (minimum three years) demonstrating financial stability and capacity to deliver services.
• Demonstrated experience in providing travel management services to large government departments or similar entities, supported by reference letters and contactable references.
• Capability to deliver comprehensive management information and reporting, including monthly and quarterly reports, in electronic formats such as Excel.
• Implementation of a robust quality management system, including service level agreements, complaint handling, and continuous improvement processes.
• Provision of a detailed travel management plan outlining methodology, approach, timelines, and risk mitigation strategies.
• Compliance with legislative requirements, including SARS tax compliance, BBBEE status, and registration on the Central Supplier Database (CSD).
• Availability of dedicated account management personnel, including a senior account or business manager responsible for service delivery and client liaison.
• Provision of value-added services such as travel alerts, health warnings, visa information, and real-time notifications via electronic platforms.
• Adherence to government procurement policies, including the Preferential Procurement Regulations 2022 (80/20 system), and compliance with the General Conditions of Contract.