Objectives

The primary objective of this tender is to appoint a suitable service provider to render off-site travel management services, specifically focusing on accommodation arrangements, for the Department of Public Works & Infrastructure, Chris Hani District Offices, for a period of 12 months.

Scope

The scope of work includes:

• Providing travel management services on an “as and when required” basis for departmental officials and stakeholders traveling within South Africa.
• Arranging accommodation bookings, including sourcing and booking suitable lodging close to destinations, within negotiated rates.
• Managing travel authorizations, bookings, amendments, cancellations, and issuing travel vouchers.
• Providing after-hours and emergency support for travel arrangements.
• Handling group bookings and longer stays, with specific percentage charges for additional services.
• Ensuring compliance with national travel policies and cost containment measures.
• Managing invoices, payments, and account management for the department.

Technical Requirements

The service provider must:

• Familiarize with current DPWI travel processes, Treasury travel frameworks, and policies.
• Offer fixed transaction service fees per booking, valid for 12 months, inclusive of all taxes.
• Source and book accommodation at the best available rates, adhering to maximum allowable rates based on star grading and type (e.g., 3-star hotels, guest houses).
• Provide a reliable 24-hour service for amendments, cancellations, and emergency bookings.
• Issue all necessary travel documents, vouchers, and invoices promptly.
• Maintain confidentiality and comply with POPIA regarding personal data.
• Conduct supplier due diligence and site visits if required.
• Ensure all bookings and arrangements are cost-effective and within the department’s negotiated rates.

Skills Requirements

The service provider must demonstrate:

• Experience in corporate travel management, especially within government or public sector contexts.
• Ability to manage accommodation sourcing, booking, and amendments efficiently.
• Capacity to provide 24/7 after-hours and emergency support services.
• Proficiency in handling group and long-term bookings.
• Strong financial management skills, including invoice processing and account reconciliation.
• Knowledge of national travel policies, cost containment measures, and compliance requirements.
• Capability to conduct supplier due diligence and site inspections as needed.
• Effective communication and customer service skills to liaise with departmental officials and stakeholders.