Objectives

The primary objective of this tender is to appoint a panel of up to three (03) traveling agencies to provide travel-related services to Maluti-a-Phofung Municipality for a period of twelve (12) months. The selected agencies will be responsible for managing travel arrangements, ensuring cost-effective bookings, and complying with relevant legislation and policies.

Scope

The scope of work includes:

• Provision of travel booking services for domestic and international travel.
• Arranging transportation, accommodation, insurance, and other travel-related services through reputable suppliers.
• Providing detailed invoices for each booking, referencing order numbers, dates, and names.
• Ensuring compliance with all applicable legislation, international treaties, and conventions.
• Providing written travel itineraries and assisting in obtaining cost-effective rates.
• Supporting municipal cost containment measures related to travel and accommodation.
• Handling cancellations and other reasonable travel-related services as required.

Technical Requirements

The technical requirements for the bid include:

• Submission of a valid Company Registration Certificate reflecting active members (excluding sole traders and partnerships).
• Registration with the Central Supplier Database (CSD), with CSD number provided; all joint venture parties must be registered.
• Provision of a SARS-issued personal identification number (PIN) to verify tax status.
• Completion of all supplementary forms, including municipal rates and taxes clearance certificates or proof of non-arrears.
• Submission of a comprehensive company profile demonstrating functionality and capacity to assist 24/7 in emergencies.
• Proper indexing and sealing of bid documents, clearly indicating the bid reference number.
• Adherence to the bid closing date and submission procedures.

Skills Requirements

The skills and qualifications required include:

• Experience in providing travel agency services, with at least 5+ years in the field.
• Provision of appointment letters or references demonstrating relevant experience.
• Qualified travel bookers or agents with CVs and contact details.
• Qualifications such as a National Diploma in Travel and Tourism Management (20 points).
• Accreditation with the International Air Transport Association (IATA) (10 points).
• Registration with the Association of South African Travel Agents (ASATA) (10 points).
• Ability to provide 24/7 emergency assistance as demonstrated in the company profile (10 points).