Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver comprehensive travel management services to CETA for a period of 36 months. The goal is to ensure efficient, cost-effective, and compliant travel arrangements for all CETA travelers, including employees, contractors, consultants, and clients, both locally and internationally.

Scope

The scope encompasses the provision of end-to-end travel management services, including:

• Handling travel requests, bookings, and issuance of tickets and vouchers.
• Providing cost-effective travel arrangements and negotiating better deals with travel service providers.
• Managing travel profiles, visas, foreign currency, and travel insurance.
• Facilitating group bookings, special arrangements, and complex itineraries.
• Managing third-party service providers, invoices, and transition planning.
• Offering after-hours and emergency support, including urgent bookings and travel plan changes.
• Providing destination information, travel alerts, and value-added services such as VIP support and travel audits.
• Ensuring compliance with CETA’s travel policy and cost containment instructions.

Technical Requirements

The technical specifications include:

• Provision of a reliable online booking system, including an Online Booking Tool (OBT) for domestic and international travel.
• Consolidation and management of all invoices and travel data, with accurate reporting aligned to National Treasury’s templates.
• Implementation of secure data management and confidentiality protocols.
• Capability to handle complex itineraries, group bookings, and special requests.
• Provision of detailed transition and onboarding plans to ensure seamless service delivery.
• Availability of after-hours support, emergency response, and dedicated account management.
• Adherence to negotiated rates, cost containment policies, and compliance with relevant legislation.

Skills and Skills Requirements

The bidder must demonstrate:

• Experience in travel management, preferably with clients of similar size and scope, including references from at least three recent clients.
• Knowledge of the South African travel industry, including negotiated rates and supplier agreements.
• Proficiency in managing online booking systems, invoicing, and management reporting tools.
• Ability to provide comprehensive after-hours and emergency support services.
• Capacity to deliver value-added services such as destination information, travel alerts, and VIP support.
• Membership or affiliation with recognized industry bodies such as ASATA (preferred).
• Qualified personnel including travel consultants, account managers, and support staff with relevant expertise.
• Strong communication, reporting, and client liaison skills to ensure continuous stakeholder engagement and satisfaction.