Objectives

The primary objective of this tender is to appoint a panel of accredited service providers to deliver comprehensive travel management services to the Northern Cape Department of Health. These services include travel arrangements, accommodation, conferencing, and related support, for a period of three years, ensuring reliable, cost-effective, safe, and efficient travel solutions aligned with departmental needs.

Scope

The scope encompasses the provision of:

• Flight reservations and ticketing (domestic, regional, international, including re-issues and refunds)
• Road transport and shuttle services (car rentals, transfers, parking)
• Accommodation bookings (minimum 3-star standard or equivalent)
• Conference facility arrangements and related services
• Visa and travel documentation assistance
• Additional incidental services such as refunds, cancellations, re-routing, and special requests
• Provision of management and transaction fee services (onsite and offsite)
• Provision of corporate gifts for conferences (if required)

The services are to be delivered from offices located in Kimberley or any of the five districts within the Northern Cape. The scope also includes providing management reports, handling emergencies, and ensuring compliance with legislative and departmental requirements.

Technical Requirements

The technical specifications specify that:

• The service provider must have experience and accreditation (e.g., IATA, ASATA)
• Operations should be available during standard working hours (7h30 to 17h00) with after-hours contact options
• Reservations and bookings must be made promptly with accurate ticketing and itineraries
• Accommodation must meet specified standards and be booked at minimum prescribed rates
• Visa and documentation support must be efficient and compliant with regulations
• Provision of management information reports and regular meetings with NCDOH representatives
• Adherence to legislative frameworks including the Constitution, PFMA, PPPFA, and POPIA
• Ensure confidentiality and conflict of interest policies are maintained

Skills Requirements

The bidder must demonstrate:

• Membership and active participation in recognized quality control organizations (e.g., IATA, ASATA)
• Proven experience in providing travel and related services, supported by references from current and past clients
• Financial stability evidenced by recent audited financial statements and bank ratings
• Having a sufficient number of trained and experienced travel professionals and staff
• Operational offices within the Northern Cape, preferably in districts
• Ability to guarantee service delivery standards and compliance with contractual obligations
• Capacity to handle large volumes of travel arrangements and incidental services efficiently