Objectives

The primary objective of this tender is to appoint a Travel Management Company (TMC) to provide comprehensive travel management services to SALGA over a period of 48 months. The goal is to maintain high traveler satisfaction for local, regional, and international travel, ensure efficient booking and management of travel arrangements, and achieve cost-effective travel solutions aligned with SALGA’s policies.

Scope

The scope of work includes providing end-to-end travel management services for SALGA’s travelers, which encompasses:

• Booking and managing domestic, regional, and international air travel, accommodation, car hire, and ground transportation.
• Handling travel requests, quotations, reservations, and issuance of travel documents such as e-tickets and vouchers.
• Providing after-hours and emergency travel support.
• Managing third-party service providers, consolidating invoices, and ensuring timely payments.
• Offering value-added services such as destination information, travel risk management, and electronic voucher retrieval.
• Ensuring compliance with SALGA’s travel policies and procedures.
• Reporting, monitoring, and reviewing travel activities and costs regularly.

Technical Requirements

The technical requirements include:

• Provision of a fully integrated online booking system with capabilities for group bookings, online approvals, and real-time updates.
• Demonstration of a user-friendly online travel booking process.
• Implementation of cost-saving strategies and travel policies.
• Provision of management information and detailed reports on travel activities, costs, and compliance.
• Capability to handle international and domestic travel bookings, including visa and inoculation requirements.
• Provision of after-hours support with a dedicated call center or contact number.
• Management of ground transportation, car rentals, and shuttle services in line with SALGA policies.
• Adherence to legislative frameworks, including tax compliance and BBBEE requirements.
• Transition planning to ensure seamless handover from existing service providers.

Skills Requirements

The bidder must demonstrate:

• Experience in providing travel management services to organizations of similar size and scope, with reference letters from recent clients.
• Proficiency in using and demonstrating online booking tools and management information systems.
• Knowledge of SALGA’s travel policies, procedures, and compliance requirements.
• Ability to negotiate and manage relationships with travel service providers to secure better deals.
• Capacity to provide dedicated account management and customer service support.
• Skills in reporting, data analysis, and cost management to optimize travel expenditure.
• Experience in handling international travel documentation, visa processes, and travel risk management.
• Qualified personnel with relevant expertise in travel logistics, customer service, and legislative compliance.