Objectives

The primary objective of this tender is to appoint a Travel Management Company (TMC) to provide comprehensive travel management services to the National Film and Video Foundation (NFVF) for a period of 36 months. The successful bidder will deliver reliable, cost-effective, and high-quality travel, accommodation, and related services to NFVF officials, contractors, and stakeholders, ensuring efficient travel arrangements, cost savings, and adherence to policies.

Scope

The scope encompasses:

• Provision of travel management services for domestic, regional, and international travel.
• Handling of reservations, ticketing, and issuance of travel documents.
• Management of accommodation bookings, car rentals, shuttle services, and transfers.
• Provision of after-hours and emergency travel services.
• Consolidation and management of invoices and payments to travel service providers.
• Implementation of cost containment measures, including negotiated rates and comparison quotations.
• Provision of value-added services such as destination information, travel alerts, and VIP services.
• Reporting, monitoring, and evaluation of travel activities and expenditure.

Technical Requirements

The technical scope includes:

• Provision of a fully functional travel operative system and online booking tools.
• Capability to handle high volumes of transactions with accurate and timely processing.
• Implementation of a Quality Management System to ensure service excellence.
• Provision of dedicated account management and reporting tools aligned with National Treasury guidelines.
• Availability of after-hours and emergency support with defined response times.
• Compliance with all applicable legislative and tax requirements, including SARS compliance.
• Provision of detailed monthly and quarterly reports on travel activities, costs, and SLA performance.
• Ability to manage and support multiple service categories including air travel, accommodation, car rentals, and conferences.

Skills Requirements

The bidder must demonstrate:

• Minimum of five (5) years’ operational experience in travel management services.
• At least five (5) reference letters from current or past clients of similar size and scope.
• Qualified and experienced account managers with a minimum of five (5) years’ relevant experience.
• Strong project management methodology with clear implementation plans and timelines.
• Technical capacity to provide integrated travel management solutions, including online booking and reporting systems.
• Ability to deliver value-added services such as destination information, VIP services, and risk management.
• Capacity to ensure confidentiality, compliance, and high levels of customer satisfaction.
• Knowledge of legislative frameworks, including PFMA, SARS tax compliance, and BBBEE requirements.