Objectives

The primary objective of this tender is to appoint a panel of qualified service providers to deliver comprehensive travel management services for Emakhazeni Local Municipality. These services include arranging and managing air travel (domestic and international), land transportation, accommodation, visa and passport processing, conference arrangements, and related travel logistics. The goal is to ensure efficient, cost-effective, and reliable travel solutions that meet the municipality’s operational needs over a period of three years, as required.

Scope

The scope of work encompasses the following key areas:

• Provision of domestic and international air travel arrangements for officials and councillors.
• Land transportation including car hire and shuttle services.
• Accommodation bookings aligned with travel itineraries.
• Visa and passport application processing.
• Conference and venue booking services.
• Management of travel policies, budgets, and compliance standards.
• Monthly reporting on travel expenses, savings, and change requests.
• Provision of dedicated account management and emergency support services.

The services must be delivered in accordance with the municipality’s policies, budget constraints, and service level standards, ensuring timely and cost-efficient travel arrangements.

Technical Requirements

• Compliance with the municipality’s procurement and supply chain management policies.
• Adherence to the specified evaluation criteria, including functionality, price, and BBBEE status.
• Provision of proof of registration with the Central Supplier Database (CSD) and valid tax compliance status.
• Submission of detailed work plans, professional memberships (e.g., ASATA), and experience of key personnel.
• Implementation of secure booking systems, reporting tools, and communication protocols.
• Availability of 24-hour emergency and after-hours support.
• Provision of transparent commission rates and pricing structures, including VAT inclusive rates.
• Regular submission of reports covering expenses, savings, and service performance.

Skills Requirements

• Proven experience in travel management services, particularly within the public sector or similar organizations.
• Qualified and experienced travel consultants with relevant professional memberships (e.g., ASATA).
• Strong project management skills to coordinate complex travel arrangements and meet deadlines.
• Excellent communication and customer service skills for liaising with officials and stakeholders.
• Technical proficiency in booking systems, reporting software, and compliance monitoring tools.
• Capacity to provide comprehensive support, including emergency assistance and policy adherence.
• Demonstrated ability to deliver cost savings and value-added services through effective negotiations and supplier management.