Objectives

The primary objective of this tender is to establish a panel of two travel agencies capable of providing comprehensive travel management services to Waterberg District Municipality (WDM). The services aim to facilitate efficient booking and management of air travel, vehicle rentals, accommodation, conference reservations, venue securing, and shuttle services, supporting the municipality's operational needs and events.

Scope

The scope encompasses the provision of a wide range of travel-related services, including:

• Domestic and international air travel arrangements for personnel
• Vehicle rental services (cars, trucks, buses, sea, air travel where applicable)
• Hotel and other accommodation bookings within South Africa and internationally
• Reservations and bookings for conferences, workshops, and events
• Securing venues for conferences, entertainment, training, and workshops
• Shuttle services and transportation logistics

Bidders must demonstrate expertise in these areas and provide turnaround strategies for each service area as per the Terms of Reference (TOR).

Technical Requirements

The technical requirements include:

• Provision of travel agency services adhering to WDM's policies and specifications
• Turnaround times for each service area (domestic/international flight bookings, accommodation, transport, conference facilities, shuttle services)
• Submission of a detailed work plan and annual report by 30 June each year
• Effective management and coordination of travel and accommodation bookings
• Compliance with the municipality’s supply chain management policies and relevant legislation
• Participation in negotiations to finalize work plans and service level agreements

Skills and Skills Requirements

The successful service provider must ensure that:

• Key project team members possess extensive experience in travel agency services
• Team members have relevant skills in travel arrangements, bookings, and client management
• CVs of team members include qualifications, years of experience, project references, and contactable references
• The project team is available throughout the contract duration, with replacements of similar stature if needed
• Service providers demonstrate capacity and expertise to deliver the scope of work efficiently and effectively