Objectives

The primary objective of this tender is to appoint a qualified Travel Management Company (TMC) to provide comprehensive, efficient, and cost-effective travel management services for Thulamela Municipality. The appointed service provider will manage all official travel arrangements for municipal officials, councillors, and approved non-officials, ensuring compliance with municipal policies, supporting service delivery, and achieving cost savings through negotiated rates and strategic planning.

Scope

The scope of work includes end-to-end travel management services, covering:

• Air Travel: Planning, booking, amending, and cancelling domestic and international flights, securing cost-effective fares, and managing loyalty programs.
• Accommodation: Arranging, confirming, amending, and cancelling domestic and international hotel bookings, negotiating preferential rates, and managing payments.
• Vehicle Rental: Booking, amending, and cancelling car rentals, negotiating discounts, and ensuring insurance coverage.
• Shuttle and Chauffeur Services: Coordinating airport transfers, conference, and event transport, engaging with service providers, and negotiating rates.
• Conference and Event Management: Booking registrations, seminar fees, and training events, including negotiations for group discounts.
• Bus and Group Travel: Arranging and managing bookings for individual and group travel, including negotiations for discounts.
• Additional Services: Emergency travel support, visa facilitation, travel insurance, lost ticket replacement, crisis management, and other related services.

The service provider shall also deliver regular reports, manage amendments and cancellations, and ensure compliance with cost containment measures throughout the contract period.

Technical Requirements

• Provision of a 24/7 support service including emergency assistance and after-hours bookings.
• Demonstration of financial capacity to carry a 30-day account with a minimum exposure of R3 million.
• Submission of detailed monthly management reports on travel expenditure, savings, and supplier performance.
• Adherence to national and municipal procurement policies, including compliance with Treasury rates and cost containment measures.
• Implementation of cost-saving strategies, negotiations for preferential rates, and regular reporting on savings achieved.
• Proper documentation and timely delivery of travel tickets, vouchers, and related documentation to officials.
• Compliance with all legal and contractual obligations, including amendments, cancellations, and dispute resolution procedures.

Skills Requirements

• Proven experience in managing corporate or government travel, with a minimum of 10 years’ relevant project experience.
• Certification and valid registration with the Association of South African Travel Agents (ASATA).
• Demonstrated ability to negotiate and secure preferential rates with airlines, hotels, vehicle rental companies, and other service providers.
• Strong financial capacity evidenced by bank ratings or confirmation letters, capable of supporting a R3 million 30-day account facility.
• Capability to provide comprehensive management reports, cost analysis, and strategic recommendations.
• Excellent communication, negotiation, and customer service skills, with a dedicated account management team.
• Knowledge of municipal policies, procurement regulations, and compliance requirements.
• Ability to handle emergency situations, amendments, cancellations, and crisis management effectively.