Objectives

The primary objective of this tender is to appoint a qualified and experienced service provider to deliver comprehensive travel management services for Zululand District Municipality (ZDM) over a period of 36 months. The goal is to ensure efficient, cost-effective, and professional travel arrangements for municipal officials and council members, aligned with municipal policies, legislation, and best practices.

Scope

The scope of work includes the provision of the following services:

• Air Travel: Booking and issuing domestic and international air tickets, managing changes, rebookings, and cancellations.
• Accommodation: Booking hotels and lodgings with negotiated rates, ensuring safety and accessibility.
• Car Hire: Rental booking with licensed and insured providers, offering various vehicle classes.
• Shuttle and Transfer Services: Arranging airport transfers and ground transportation.
• Travel Insurance: Providing insurance coverage for international travel when required.
• Visa and Health Requirements: Advising on visa regulations and assisting with applications.
• After-Hours Services: 24/7 support line for urgent travel changes or emergencies.

The service provider will also be responsible for reporting, account management, and ensuring compliance with all relevant policies and legislation.

Technical Requirements

• Provision of a transaction fee-based pricing model with VAT inclusive prices.
• Implementation of a 24/7 emergency support line.
• Appointing a dedicated account manager for ongoing communication and reporting.
• Monthly and quarterly reporting on travel expenditure, savings, cancellations, refunds, and policy compliance.
• Adherence to service delivery turnaround times, including making travel arrangements within 24 hours of request.
• Use of a secure, reliable booking system for domestic and international travel.
• Compliance with POPIA and other relevant data protection legislation.
• Provision of detailed schedules and rates for various travel services, including flights, accommodation, car rentals, shuttle services, chauffeur services, and conference bookings.

Skills and Experience Requirements

Applicants must demonstrate the following:

• Experience: Minimum of 3 to 5 years in corporate or government travel management.
• Project Completion: Successful completion of at least 3-5 similar travel management projects, with traceable references and client contact details.
• Company Accreditation: Registration with the Association of Southern African Travel Agents (ASATA) and IATA accreditation.
• Qualifications: Relevant tertiary qualifications in Travel, Tourism, Hospitality, Business Management, or related fields, with additional certifications in Travel Management, Customer Service, or Procurement being advantageous.
• Methodology: Well-documented approach demonstrating understanding of travel booking processes, reporting, cost control, emergency management, and service delivery times.
• Financial Capacity: Evidence of financial stability, including a declaration of solvency or liquidity, and relevant banking details.
• Compliance: Valid tax clearance, municipal payment status, and registration on the National Treasury’s CSD.

Applicants must score at least 70 points out of 100 in the evaluation criteria to qualify for further consideration.