Objectives

The primary objective of this tender is to appoint a qualified and experienced travel agency service provider to deliver comprehensive travel management services to the Joe Gqabi District Municipality (JGDM) for a period of three years. The goal is to ensure efficient, cost-effective, and high-quality travel arrangements that support official municipal activities, including air travel, vehicle hire, accommodation, and venue bookings, in compliance with relevant policies and regulations.

Scope

The scope of work encompasses:

• Provision of domestic and international travel arrangements for municipal officials and council members.
• Management of air travel bookings, including ticket issuance and delivery of travel documentation.
• Vehicle rental bookings, including categories such as extended cabs, 4x4s, and crossover vehicles, with adherence to approval protocols.
• Accommodation bookings, prioritizing 3-star rated establishments or higher, with considerations for quality and cost-efficiency.
• Venue hire arrangements for meetings and events.
• Provision of value-added services such as destination information, travel alerts, visa and passport guidance, health warnings, weather forecasts, and local transport details.
• After-hours and emergency travel services, including reservations and plan modifications.
• Management reporting, including monthly expenditure, outstanding orders, and compliance with policies.
• Implementation of a service level agreement (SLA) and customer satisfaction monitoring.

Technical Requirements

The successful bidder must demonstrate:

• Ability to email or send via social media travel confirmations and itineraries to officials and council members.
• Financial capacity to operate with payments pending for up to 30 days.
• Use of an IATA-approved online booking system.
• Provision of proof of infrastructure, including offices, personnel, and equipment.
• Compliance with all relevant policies, regulations, circulars, and amendments, including the National Treasury Cost Containment Regulations.
• Provision of value-added services such as destination information, travel alerts, and supplier updates.
• Adherence to quality standards, including accommodation ratings and service expectations.
• Availability of 24-hour support for travel and emergency services.
• Capability to consolidate management information into automated reports supporting monitoring and audit processes.

Skills Requirements

The bidder must possess:

• Proven experience in providing travel agency services, with at least 6 similar projects completed in the last three years.
• Demonstrable company registration with relevant professional bodies such as ASATA and IATA, with proof of accreditation.
• Qualified project leader with over 10 years of experience in Travel & Tourism, supported by a CV.
• Infrastructure capable of supporting operations, including offices, trained personnel, and equipment.
• Financial stability to sustain operations and meet contractual obligations.
• Ability to provide real-time itinerary updates and confirmations via email or social media.
• Capability to generate comprehensive management reports and ensure data security.
• Knowledge of cost management practices aligned with National Treasury policies.
• Compliance with all legal, regulatory, and policy requirements, including tax and supplier registration standards.