Objectives

The primary objective of this tender is to appoint one or more reputable Travel Management Companies (TMCs) to provide travel procurement and management services to the William Humphreys Art Gallery (WHAG). The services aim to ensure cost-effective, auditable, and timely travel arrangements that support the museum’s mandate and operational continuity, in full compliance with relevant legislation and frameworks.

Scope

The scope includes:

• Provision of travel management services on an as-and-when-required basis.
• Provision of services for travel procurement, booking, and management.
• Compliance with the National Travel Framework and SCM prescripts.
• Entering into a Service Level Agreement (SLA) defining service standards, response times, pricing, and reporting.
• Monitoring and performance management to ensure SLA compliance.
• Confidentiality and ethical business practices, including data protection under POPIA.

Technical Requirements

The technical mandatory requirements include:

• Company Profile: Demonstrate at least three years of experience in travel management services.
• Experience Evidence: Provide at least three reference letters confirming provision of travel management services.
• Pricing: Submit a detailed cost proposal with all-inclusive fees, expenses, annual escalation fees, and any ancillary costs. Declare third-party commissions or incentives and agree to reimburse the institution for commissions attributable to volumes.

Failure to submit all required documentation will result in disqualification.

Skills Requirements

The skills and capabilities expected from the service providers include:

• Proven experience in travel management, including booking, procurement, and reporting.
• Ability to deliver cost-effective and auditable travel arrangements.
• Compliance with legal and institutional policies, including confidentiality and data protection.
• Strong performance management and reporting skills to meet SLA standards.
• Ethical business practices and transparency, including declaration of commissions and incentives.
• Capacity to maintain confidentiality of all WHAG information and traveller data in accordance with POPIA.