Objectives

The primary objective of this tender is to appoint a reputable travel agency to provide comprehensive travel management services to Sol Plaatje Municipality for a period of 36 months. The agency must deliver quality, innovative, cost-effective travel solutions, including corporate travel, conferences, and related services, ensuring 24-hour support, detailed reporting, and maintaining high standards of service delivery.

Scope

The scope of work includes:

• Provision of travel management services for domestic and international flights, including booking and amendments.
• Accommodation arrangements at hotels, guesthouses, conference centers, considering proximity and convenience.
• Ground transportation, including car hire, shuttle services, and transfers.
• Procurement of travel insurance for officials on official trips abroad.
• Processing and management of travel documentation, itineraries, and approvals.
• Regular reporting (monthly, quarterly, annual) on expenses, savings, and service performance.
• Emergency support and liaison with travel service providers.
• Ensure compliance with municipal policies, including cost containment and local content standards.

Technical Requirements

The technical requirements for the travel agency include:

• Registration with relevant bodies such as IATA and ASATA, with valid proof of membership.
• Demonstrated ability to provide end-to-end travel management services, including 24-hour support.
• Provision of a dedicated Account Manager and a qualified team with comprehensive CVs.
• Implementation of a robust IT infrastructure for managing traveler profiles, bookings, cancellations, and data security.
• Provision of management reports detailing expenses, savings, and service issues.
• Adherence to quality standards, complaint resolution procedures, and continuous improvement processes.
• Compliance with local content standards and BBBEE requirements.
• Provision of references and evidence of previous experience in managing corporate travel for similar clients.

Skills Requirements

The successful bidder must possess:

• Accreditation and membership with IATA and ASATA, with certified proof.
• Experience in corporate travel management, preferably with government or municipal clients.
• Strong IT capabilities for managing traveler data, bookings, and reporting.
• Qualified and experienced travel management team, including a dedicated Account Manager.
• Excellent communication and customer service skills, with the ability to handle emergencies and resolve issues promptly.
• Knowledge of local and international travel regulations, policies, and cost containment strategies.
• Capacity to develop and implement quality management and complaint resolution procedures.