Objectives

The primary objective of this tender is to appoint a Service Provider to deliver Travel Management Services to Overberg Water for a period of 36 months. The goal is to ensure efficient, cost-effective, and high-quality travel arrangements that meet the needs of Overberg Water and its stakeholders.

Scope

The scope of work includes providing comprehensive travel management services for all travelers on behalf of Overberg Water, both domestically and internationally. Key elements include:

• Managing travel requests, reservations, and bookings for air travel, accommodation, car hire, and conferences.
• Providing after-hours and emergency support for travelers.
• Negotiating and securing discounted rates with travel service providers.
• Ensuring compliance with Overberg Water’s travel policies and relevant legislation.
• Consolidating invoices, managing payments, and ensuring timely settlement of accounts.
• Implementing and maintaining online booking tools and management information systems.
• Providing regular reports and analytics on travel expenditure and compliance.
• Offering resource management, training, and capacity building for travel bookers and stakeholders.

Technical Requirements

The technical requirements encompass:

• Provision of end-to-end travel management services, including reservations, bookings, and modifications.
• Management of group bookings and special arrangements.
• Securing and managing negotiated rates, including integration and updating of rates in booking systems.
• Handling international and domestic travel, including visa, inoculation, and foreign currency arrangements.
• Providing after-hours and emergency support with dedicated contact points and SOPs.
• Implementing secure data management, reporting, and compliance with national policies and regulations.
• Utilizing online booking platforms, tracking unused tickets, and managing refunds.
• Ensuring confidentiality and data security at all times.

Skills Requirements

The skills and experience required include:

• Account Manager: Bachelor's degree in Tourism, Sales, Business Management, or related field, with at least 5 years’ experience in client relationship and account management within the travel or hospitality industry. Strong communication, system analysis, and public sector knowledge are essential.
• Operational Manager: Minimum 3 years’ experience in travel or hospitality, with expertise in international and domestic reservations, fares, ticketing, and customer service. Sound geographical knowledge and familiarity with online travel platforms are required.
• Travel Consultants (X2): At least 3 years’ relevant experience in travel/hospitality, with extensive knowledge of international and domestic reservations, fares, ticketing, and customer service. Strong administrative skills and VIP/public sector client handling are necessary.
• Additional Skills: Strong negotiation, data management, reporting, and compliance skills; ability to manage after-hours support; proficiency with online booking tools and management information systems; and capacity for capacity building and stakeholder engagement.