Objectives

The primary objective of this tender is to appoint a Travel Management Company (TMC) to provide comprehensive travel reservation services for the Department of Water and Sanitation (DWS) within the Western Cape Provincial Office, Main Account, and Water Trading Entity. The appointed service provider will manage travel arrangements, including flights, accommodation, car rentals, and related services, ensuring high traveler satisfaction, cost efficiency, and compliance with departmental policies over a period of 36 months.

Scope

The scope encompasses:

• Provision of end-to-end travel management services for domestic, regional, and international travel.
• Handling of travel reservations, bookings, and ticketing for employees, contractors, consultants, and clients.
• Management of accommodation, car rentals, shuttle services, transfers, conference bookings, and other related travel services.
• Provision of after-hours and emergency travel services, including support outside normal working hours (17h00–08h00) and on weekends/public holidays.
• Familiarization with existing negotiated agreements and supplier relationships, with assistance in negotiations for better deals.
• Implementation of controls aligned with DWS Travel Policy and management of compliance.
• Consolidation and management of invoices from travel suppliers and third-party service providers.
• Development of a transition plan to ensure seamless service transfer from current providers.
• Provision of reference letters from similar clients, proof of membership with relevant associations (e.g., ASATA, IATA), and compliance with legislative and policy frameworks.
• Delivery of value-added services such as travel alerts, health warnings, visa information, and travel risk management.
• Regular reporting, including quarterly and annual travel reviews, to monitor performance and cost containment.

Technical Requirements

The technical specifications for the bid include:

• Membership and Certification: Proof of membership with ASATA and IATA; valid certificates must be submitted.
• Experience and References: Demonstrated experience in providing similar travel management services, with at least five contactable reference letters from clients of comparable size and scope, within the past three years.
• Company Profile: Detailed profile indicating years of experience (minimum of five years), organizational structure, and proven track record in travel management.
• Financial Stability: Submission of latest audited financial statements (preferably unqualified audit opinions) and proof of financial capacity (e.g., bank letter indicating credit facilities of at least R7,000,000).
• Pricing Model: Fixed transaction fee model with clear unit prices excluding VAT, covering all service categories (air travel, accommodation, car rental, etc.), including applicable surcharges and third-party fees.
• Service Delivery: Ability to provide 24/7 after-hours and emergency support, manage bookings efficiently, and implement online booking tools where applicable.
• Reporting and MIS: Capability to generate accurate management reports, including cost containment, booking details, and performance metrics, in electronic formats such as Excel.
• Account Management: Dedicated account manager responsible for service delivery, client liaison, and complaint resolution.
• Compliance: Adherence to legislative frameworks, procurement policies, and the Department’s travel policies, including BBBEE requirements and anti-collusion measures.
• Value-Added Services: Provision of additional services such as travel alerts, health advisories, visa assistance, and risk management support.
• Cost Management: Demonstrated ability to optimize costs through negotiated rates, volume incentives, and cost containment strategies.
• Transition Plan: Submission of a comprehensive plan to ensure a smooth transition from current service providers without service disruption.