Objectives

The primary objective of this tender is to solicit quotations from suitable, qualified, and registered travel management service providers to arrange and manage travel-related services for the Johannesburg Tourism Company (JTC) officials attending the Africa Travel Indaba 2026 in Durban. The services include air travel, accommodation, meals, car hire, travel insurance, and related logistics to facilitate the officials' participation in the event scheduled from 10-15 May 2026.

Scope

The scope of work encompasses the provision of comprehensive travel management services, including:

• Booking and management of air travel from Johannesburg to Durban and return.
• Arranging accommodation in Durban or Umhlanga, with non-smoking rooms and hotel parking.
• Car hire services, specifically 2 x 5-door sedan cars (Type B, automatic), suitable for 2 persons with luggage.
• Organizing airport transfers and shuttle services.
• Providing travel insurance for the officials.
• Coordinating meal arrangements, including breakfast and dinner.
• Managing costs related to petrol, hotel parking, and other incidental expenses.
• Ensuring compliance with relevant policies and guidelines, including cost containment and booking standards.

Technical Requirements

The technical requirements for the tender include:

• Provision of air travel in economy class, with flights booked from Johannesburg (OR Tambo or King Shaka) to Durban (King Shaka International Airport).
• Accommodation bookings for the duration of the event (10-15 May 2026), with specific mention of non-smoking rooms and hotel parking.
• Car hire of 2 automatic sedans, sufficiently large to accommodate 2 people and their luggage.
• Travel itinerary management, including departure and return dates, airport transfers, and local transportation.
• Provision of travel insurance for all participating officials.
• Adherence to Circular 97/National Treasury’s booking guidelines and City of Johannesburg pricing policies.
• Cost containment measures, with prices inclusive of VAT and all applicable taxes, and fixed for the duration of the contract.
• Delivery of services within the specified timeframe and in accordance with the detailed specifications provided in the RFQ.

Skills Requirements

The successful service provider must demonstrate:

• Proven experience in travel management and corporate travel arrangements, especially for large delegations attending international trade shows or conferences.
• Knowledge of local and international travel booking systems and compliance with government procurement policies.
• Ability to coordinate complex itineraries, including flights, accommodation, transport, and insurance.
• Capacity to provide cost-effective solutions while maintaining quality standards.
• Strong organizational and logistical skills to manage bookings, cancellations, and last-minute changes.
• Excellent communication skills for liaising with hotels, airlines, car hire companies, and the client.
• Understanding of relevant policies, including VAT registration, tax compliance, and procurement regulations.
• Ability to provide detailed quotations, cost breakdowns, and adherence to submission deadlines.