Objectives

The primary objective of this tender is to appoint a travel management agency to provide comprehensive travel and accommodation services for the Dr Kenneth Kaunda District Municipality over a period of two years, as and when required. The goal is to improve service levels, optimize costs, and ensure effective management of travel arrangements, including flights, accommodation, transport, and related services.

Scope

The scope of work includes:

• Provision of air travel arrangements, including international and domestic flights, on the most economical and direct routes, with options for economy and business class.
• Management of car rental, bus hire, shuttle/chauffeur services, and other ground transportation.
• Booking and management of accommodation, including hotels and conference venues, with rates at government or preferred international rates.
• Provision of travel documentation, timely delivery, and resolving travel issues at no extra cost.
• Management of related services such as airport transfers, tour arrangements, and other incidental services.
• Establishment of preferred service providers and clear differentiation of pricing packages per service provider.

Technical Requirements

The technical requirements include:

• Registration with IATA or ASATA, with proof of registration attached to the tender.
• Provision of a portfolio of evidence demonstrating experience in similar projects, especially within the government sector.
• Availability of key staff, including a dedicated travel management consultant and customer liaison personnel, with proof of organizational structure.
• Response times for handling travel requests and issues: within 4 hours (10 points), within 8 hours (5 points), within 24 hours (4 points).
• Experience in managing travel for government institutions, with relevant reference letters and appointment letters.
• Competitive pricing based on government rates, with rates for air travel, car rental, bus hire, and accommodation clearly specified.
• Provision of a detailed portfolio of evidence, including proof of registration, references, and experience in similar projects.

Skills Requirements

The skills and capabilities required from the successful bidder include:

• Expertise in international and domestic travel arrangements, with a focus on cost-effective solutions.
• Ability to manage multiple service providers and establish preferred partnerships.
• Strong customer service and communication skills, with dedicated personnel available for prompt assistance.
• Proficiency in providing management information on travel trends and expenditure.
• Experience in handling government sector travel requirements, with references and appointment letters to substantiate.
• Capacity to deliver high-quality services with a responsive and reliable team.