Objectives

The primary objective of this tender is to establish a contract with service providers who will deliver comprehensive offsite travel management services to the Department of Public Works & Infrastructure (DPWI) Head Office for a period of three years. The services aim to ensure consistent, reliable travel and hospitality arrangements that maintain high traveler satisfaction, achieve significant cost savings, and appropriately manage risks associated with departmental travel.

Scope

The scope includes providing travel management services for:

• Air travel (domestic and regional)
• Car hire and shuttle services
• Accommodation (hotels, guest houses, etc.)
• Venues and conference facilities
• Conference and event management
• Additional value-added services such as destination information, emergency services, and after-hours support

The services cover all travel arrangements for government officials, contractors, consultants, and clients traveling on behalf of DPWI, with a focus on cost-effectiveness, compliance with policies, and quality service delivery.

Technical Requirements

• Implementation of a fully functional travel management system, including online booking tools and reporting capabilities
• Provision of a 24-hour professional travel service, including emergency and after-hours support
• Adherence to National Treasury Travel Policy and negotiated rates with service providers
• Provision of detailed management reports, including monthly expense reports, savings, exception reports, and additional management information as required
• Compliance with legislative frameworks, including tax legislation and procurement regulations
• Use of a transparent, rate-based pricing model linked to actual service delivery costs
• Implementation of a quality management system to ensure service standards and continuous improvement
• Provision of destination information, travel alerts, and updates for domestic and regional travel
• Effective management of bookings, cancellations, rescheduling, and refunds
• Secure handling of all data and confidentiality of government information

Skills Requirements

• Proven experience in travel management services, especially within government or large organizations
• Knowledge of South African travel policies, regulations, and negotiated rates
• Ability to provide comprehensive reporting and data analysis
• Strong customer service and communication skills, including 24/7 support capabilities
• Technical expertise in online booking systems, integration with existing government systems, and data security
• Capacity to manage multiple service providers and coordinate complex travel arrangements
• Demonstrated compliance with legislative and procurement requirements
• Ability to develop and implement quality management and continuous improvement processes