Objectives

The primary objective of this tender is to appoint a Travel Management Company/agent to provide comprehensive travel, accommodation, venue, facilitation, event management, and conference services for the Tshwane Economic Development Agency (TEDA) over a period of three years. This includes managing domestic and international travel arrangements, hotel bookings, venue and event facilitation, and related services to support TEDA’s operational and event needs.

Scope

The scope encompasses:

• Provision of travel management services for TEDA staff and stakeholders, both locally and internationally.
• Booking and management of flights (domestic and international), hotels, car rentals, shuttles, and airport parking.
• Visa facilitation, foreign exchange, and travel insurance arrangements.
• Organizing conferences, workshops, events, and venue bookings, including facilitation and catering where applicable.
• Provision of after-hours and emergency travel services.
• Management of travel documentation, itineraries, and vouchers.
• Reporting, management information, and value-added services such as travel alerts, weather forecasts, and business etiquette advice.
• Cost containment and negotiation of rates, discounts, and credits.

Technical Requirements

The technical requirements include:

• Compliance with the Municipal Supply Chain Management Regulations and the MFMA Circular No 97.
• Registration with IATA and ASATA, with proof provided.
• Provision of a 24-hour dedicated contact person or team for travel assistance.
• Implementation of secure booking systems, management reports, and consolidated expense tracking.
• Adherence to the National Treasury’s cost containment instructions and policies.
• Ability to handle both individual and group bookings efficiently.
• Provision of value-added services such as travel alerts, visa info, and travel miles advice.
• Capability to operate internationally, including assistance with passports and visas.
• Provision of professional services for conferences, including venue booking, facilitation, and catering, quoted as percentages of the service value.

Skills Requirements

The successful bidder must demonstrate:

• Experience in managing corporate travel and event services, with references/testimonials from at least four clients.
• Financial stability, evidenced by audited financial statements for at least three years.
• Knowledge of South African and international travel regulations, including IATA and ASATA standards.
• Ability to negotiate competitive rates and discounts with service providers.
• Capacity to provide 24/7 dedicated support for travel emergencies and after-hours services.
• Proficiency in managing complex itineraries, group bookings, and conference logistics.
• Skills in reporting, data management, and cost control aligned with National Treasury guidelines.
• Capacity to provide value-added services and professional advice on travel miles, insurance, and documentation.
• Experience in handling international travel arrangements, including visas and foreign exchange.