Objectives

The primary objective of this tender is to solicit quotations from qualified travel management service providers to coordinate and manage travel arrangements for officials of the Johannesburg Tourism Company (JTC) attending the Travel Marketing Experts (TME) 2026 trade engagements. The services include air travel, accommodation, meals, car hire, and travel insurance, ensuring seamless logistics for the officials' participation in the specified events across various locations.

Scope

The scope of work encompasses:

• Provision of air travel bookings for JTC officials between Johannesburg and event locations (Mpumalanga, North West, Cape Town).
• Arrangement of accommodation (including dinner and breakfast) at designated hotels in each location.
• Car hire services, including automatic Type B sedans suitable for two persons with luggage.
• Travel insurance coverage for all officials involved.
• Transport services such as airport transfers and shuttles as required.
• Coordination of all logistics in line with the event schedules and travel policies.

The events are scheduled across three locations with specific dates, and the travel arrangements should align accordingly.

Technical Requirements

• All quotations must include detailed costs for flights, accommodation, car hire, petrol, parking, travel insurance, and shuttle services.
• Pricing must be firm, inclusive of VAT and all applicable taxes, and quoted in South African Rand.
• Accommodation must be non-smoking rooms, with hotel parking included.
• Car hire must be automatic Type B sedans, capable of fitting two persons and luggage.
• Travel arrangements should comply with Circular 97/Treasury’s booking guidelines and City of Johannesburg pricing policies.
• All services must be delivered within the specified dates and locations, with clear documentation and proof of bookings.
• Vendors must provide proof of accreditation on the Central Supplier Database and valid tax clearance certificates.

Skills and Experience Requirements

• Proven experience in managing corporate travel arrangements, preferably for government or similar organizations.
• Knowledge of South African travel policies, including booking guidelines and pricing standards.
• Ability to provide comprehensive travel management services, including flight bookings, hotel reservations, car hire, and insurance.
• Excellent coordination and communication skills to ensure seamless execution of travel plans.
• Capacity to handle logistics across multiple locations and dates efficiently.
• Financial stability to manage cash flow and provide upfront cost estimates without requiring advance payments.
• Compliance with all legal and legislative requirements, including tax and municipal account verifications.