Objectives

The primary objective of this tender is to appoint a Travel Management Company (TMC) capable of providing comprehensive travel management services to the Public Service Sector Education & Training Authority (PSETA). The selected provider will ensure high levels of traveler satisfaction, cost-effective travel arrangements, and compliance with relevant policies and regulations. Additionally, the TMC will assist in negotiations for better travel deals, manage reservations, and provide value-added services to support PSETA’s operational needs.

Scope

The scope of work includes:

• Provision of end-to-end travel management services for domestic and international travel for PSETA employees, contractors, and clients.
• Handling of reservations for flights, accommodation, car rentals, transfers, and conferences.
• Management of group bookings and special arrangements such as VIP and executive travel.
• Provision of after-hours and emergency support for travelers.
• Management of travel documentation, visas, and foreign currency arrangements.
• Implementation of cost containment strategies and regular travel reviews.
• Provision of management information, reporting, and compliance monitoring.
• Delivery of value-added services including destination information, travel alerts, and VIP services.
• Ensuring confidentiality, data security, and compliance with legal and organizational policies.

Technical Requirements

The technical requirements include:

• Experience in managing corporate travel for similar-sized organizations.
• Provision of a reliable online booking system (GDS, OBT, or SBT) with integration capabilities into PSETA’s ERP system.
• Capability to provide detailed management reports aligned with National Treasury’s templates.
• Availability of after-hours and emergency support services, including a dedicated contact center.
• Provision of reference letters from recent clients of similar size and scope.
• Membership in relevant industry associations such as ASATA (preferred).
• Adherence to policies on negotiated rates, cost savings, and compliance with travel policies.
• Implementation of secure data management and confidentiality protocols.

Skills Requirements

The skills and competencies required from the successful bidder include:

• Proven experience in corporate travel management and related services.
• Technical expertise in travel booking systems, data management, and reporting tools.
• Strong customer service and communication skills, including after-hours support.
• Ability to manage supplier relationships and negotiate favorable rates.
• Capacity to provide detailed travel and financial reports, audits, and reviews.
• Effective project management and transition planning skills.
• Knowledge of relevant legal, compliance, and data security standards.
• Demonstrated ability to deliver value-added services and cost savings initiatives.