Objectives

The primary objective of this tender is to procure a comprehensive Travel Management Service for PetroSA. The successful bidder will be responsible for managing all travel arrangements for employees, contractors, and consultants both locally and internationally, ensuring high traveler satisfaction, quality service, and cost-effectiveness. Additionally, the tender aims to establish a reliable, efficient, and compliant travel service that adheres to applicable legislation and standards, while also providing value-added services and effective cost management.

Scope

The scope of work includes:

• Provision of full travel management services including booking, reservations, and itinerary management.
• Management of air travel, accommodation, car rental, and ground transportation.
• Handling of visa applications and travel documentation support.
• Provision of after-hours and emergency travel services.
• Implementation and management of online/self-booking tools with specific functionalities.
• Financial management, invoicing, and management information reporting.
• Regular travel reviews and performance assessments.
• Onsite/offsite office management and dedicated account management.
• Adherence to national legislation, cost containment measures, and service level agreements.
• Provision of value-added services and ongoing cost management advice.

Technical Requirements

The technical requirements include:

• Compliance with all applicable National Treasury legislation and standards related to travel services.
• Implementation of negotiated fares, cost-effective routing, and use of airline loyalty programs.
• Provision of electronic delivery of tickets, itineraries, and vouchers.
• Use of online/self-booking tools with specified functionalities such as traveller profiles, policy controls, invoice downloads, and reporting capabilities.
• Provision of 24/7 emergency and after-hours support.
• Management of invoices, refunds, unused tickets, and dispute resolution.
• Regular reporting on travel activities, expenses, and performance metrics.
• Security and confidentiality of all travel data and information.

Skills Requirements

The bidder must demonstrate:

• In-depth knowledge of travel management, including airline, hotel, and car rental industries.
• Experience in managing government or large corporate travel accounts.
• Proficiency in implementing and managing online booking tools and related technology systems.
• Ability to provide comprehensive customer support, including emergency and after-hours services.
• Strong financial management skills, including invoicing, reporting, and cost control.
• Capability to conduct regular performance reviews and service level assessments.
• Qualified personnel with relevant industry certifications and experience, including a dedicated Key Account Manager with at least 3 years’ experience in similar accounts.
• Effective communication and stakeholder management skills.