Objectives

The primary objective of this tender is to select a suitable, qualified, and registered travel management service provider to handle various travel and event-related arrangements for the Johannesburg Tourism Company (JTC) officials attending the 12th African Federation of Institutes of Internal Auditors (AFIIA) Conference in Cape Town from 27th to 29th May 2026. The services include conference registration, air travel, accommodation, dinner, breakfast, car hire, and travel insurance.

Scope

The scope of work encompasses:

• Registration of two JTC officials (non-members) for the AFIIA Conference.
• Booking of non-smoking hotel rooms around Cape Town International Convention Centre.
• Arrangement of car hire: 1 x 5-door sedan, automatic, suitable for 2 persons with luggage.
• Provision of air travel from Johannesburg (OR Tambo or Lanseria) to Cape Town and return.
• Travel itinerary planning including airport transfers, accommodation, and associated costs.
• Travel insurance for the officials.
• Additional services such as shuttle services, parking, and refueling costs.

Technical Requirements

The technical requirements include:

• Provision of conference registration fees for two officials.
• Economy class flights between Johannesburg and Cape Town, departing around 26 May 2026 and returning around 30 May 2026.
• Accommodation in non-smoking rooms, with check-in on 26 May 2026 and check-out on 30 May 2026.
• Car hire with a Type B automatic sedan, with collection in Cape Town on 26 May and drop-off on 30 May 2026.
• Provision of travel insurance for two officials.
• Adherence to the City of Johannesburg’s travel policies and booking guidelines.
• All prices must be firm, inclusive of VAT and delivery charges, and quoted in South African Rand.

Skills Requirements

The service provider must demonstrate:

• Experience in managing travel arrangements for corporate or government officials.
• Registration with recognized travel bodies such as SATSA, ATTA, or IATA (advantageous).
• Ability to provide comprehensive and competitive quotations that comply with treasury and municipal policies.
• Capacity to coordinate multiple service components seamlessly within specified timelines.
• Financial stability to project manage the entire process without upfront payments from JTC.
• Knowledge of local and international travel regulations, including exchange rate management and VAT compliance.