Objectives

The primary objective of this tender is to appoint a panel of travel agents to provide comprehensive travel and accommodation management services for the Dr Kenneth Kaunda District Municipality over a period of three (3) years, as and when required. The aim is to improve service levels, optimize travel arrangements, and reduce current costs associated with official travel and accommodation.

Scope

The scope of work includes managing various travel-related services such as:

• Air travel arrangements (including international and domestic flights)
• Car rental services
• Shuttle/chauffeur services
• Bus services
• Accommodation bookings (hotels, guesthouses, etc.) including bed, dinner, and breakfast

Travel management agencies will be responsible for planning, purchasing, and managing these services, providing management information on travel trends and expenditure, and ensuring compliance with government rates and standards.

Additionally, agencies must establish direct agreements with service providers (airlines, hotels, car rental companies, etc.) and specify preferred providers, differentiating pricing packages accordingly.

Technical Requirements

• Registration with IATA or ASATA, with proof of registration required
• Provision of a portfolio of evidence demonstrating experience in similar projects, including appointment letters and reference letters from government and private sector clients
• Capability to manage travel arrangements efficiently, including booking, ticketing, and problem resolution at no extra cost
• Availability of dedicated key staff with organizational structure and response times clearly indicated
• Provision of detailed travel and accommodation quotes, including rates at government or preferred rates
• Compliance with all legislative and procurement regulations, including tax compliance and CIDB registration if applicable
• Adherence to minimum functionality scores (70 points out of 100) for bid responsiveness

Skills Requirements

• Proven experience in managing travel and accommodation services for government and private sectors
• Ability to effectively plan and purchase travel arrangements, including international and domestic flights, car rentals, and hotel bookings
• Strong negotiation skills to secure best rates and preferred service providers
• Excellent customer service and problem resolution capabilities
• Capacity to provide management information and travel trend analysis
• Compliance with IATA/ASATA registration standards and ability to provide proof of registration
• Organizational capacity with qualified key staff, organizational structure, response times, and capacity to deliver high-quality services
• Knowledge of government procurement policies, including preferential points systems and legislative compliance