Objectives

The primary objective of this tender is to appoint a qualified and experienced service provider to deliver comprehensive travel management services to South Cape TVET College over a period of three years. The provider will facilitate travel arrangements for college staff, including flights, accommodation, shuttle services, and car rentals, ensuring efficient, cost-effective, and policy-compliant travel solutions.

Scope

The scope of work includes:

• Flights – Domestic: Arranging and booking flights with flexibility for preferred airlines and times, managing post-booking changes, and handling baggage claims.
• Accommodation: Booking 3-star or higher hotels aligned with college policies, issuing vouchers, and invoicing accordingly.
• Shuttle Services: Negotiating and arranging shuttle transportation as required.
• Car Rentals: Providing vehicle hire options, making arrangements, and managing bookings based on college requirements.

The provider will also deliver after-hours and emergency services, ensure compliance with college travel policies, and maintain service level agreements with specified functionality and performance criteria.

Technical Requirements

• Accreditation & Memberships: Must be an accredited member of IATA and ASATA.
• Experience & Staffing: Demonstrated experience with references from at least three clients over the past 3-5 years, and a qualified team of at least three agents with relevant CVs.
• Service Level & Functionality: Ability to provide timely bookings, manage changes, and deliver quality customer service, with a minimum score of 70/100 in functionality evaluation.
• Pricing & Invoicing: Clear pricing structure including booking fees, cancellation, late change, and after-hours fees; invoices to be submitted electronically.
• Compliance & Certification: Submission of valid tax clearance, B-BBEE verification, VAT registration, and relevant company registration documents.

Skills Requirements

• Industry Accreditation: Membership with IATA and ASATA.
• Experience & References: Proven track record with documented references from previous clients.
• Customer Service Skills: Ability to handle bookings, changes, and emergencies efficiently and professionally.
• Negotiation Skills: Capable of negotiating rates with airlines, hotels, shuttle, and car rental providers.
• Technical Skills: Proficiency in travel booking systems, invoicing, and reporting tools.
• Compliance & Regulatory Knowledge: Understanding of South African travel policies, SARS regulations, and relevant legislation.