Objectives

The primary objective of this tender is to appoint a panel of reputable and experienced travel management agencies/companies to provide comprehensive travel management services to the South African Bureau of Standards (SABS) for a period of three (3) years. The goal is to ensure efficient, cost-effective, and high-quality travel arrangements that meet the needs of SABS staff and stakeholders.

Scope

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

• Managing domestic, regional, and international travel bookings
• Arranging accommodation, flights, car rentals, visa applications, travel insurance, airport transfers, and conference venues
• Handling group bookings and foreign currency arrangements
• Providing after-hours and emergency travel support
• Managing third-party service providers and addressing service failures
• Ensuring compliance with SABS travel policies and implementing controls
• Providing detailed reporting, destination information, and value-added services
• Monitoring and managing refunds, cancellations, and refunds management

Technical Requirements

The technical requirements for the tender include:

• Registration with relevant travel management bodies such as ASATA and/or ISATA
• Provision of at least five (5) contactable references demonstrating experience in travel management services within the last three (3) years
• Experience and qualifications of the Key Account Manager assigned to SABS
• Development of a process flow for handling reservations, bookings, and cancellations across various travel services
• Capacity to provide reliable after-hours and emergency support, including SOP documentation
• Compliance with SABS policies on confidentiality, data security, and intellectual property rights
• Adherence to the scope of work and service standards outlined in the RFP
• Provision of competitive pricing and cost-saving measures

Skills Requirements

The skills and capabilities required from bidders include:

• Proven experience in travel management, including domestic and international travel arrangements
• Strong customer service and communication skills to handle traveler support and queries
• Ability to manage multiple service providers and coordinate complex bookings
• Expertise in handling group bookings, visa processes, and foreign currency arrangements
• Capacity to provide after-hours and emergency support with dedicated personnel
• Competence in reporting, data analysis, and providing value-added travel information
• Knowledge of relevant industry standards, regulations, and best practices in travel management
• Ability to maintain confidentiality and manage intellectual property rights appropriately