Appointment of Travel Management Companies (TMC) to Provide Travel Management Services and Conferencing
Description
The Department of Science, Technology and Innovation (DSTI) invites suitably qualified bidders to submit proposals for the provision of travel management services and conferencing for a period of thirty-six (36) months.
Scope includes domestic, regional and international air travel, accommodation, car rental and shuttle services, after-hours/emergency services, conferences and workshops, group travel, value-added services (visa information, travel risk management, VIP/Executive services) and consolidated management reporting in line with the National Treasury Cost Containment Instructions.
The DSTI currently has approximately 459 employees. Indicative annual volumes (2023/24): Air Travel — 2 020 transactions (R11 384 400.47); Accommodation — 1 078 (R3 598 055.05); Car Hire — 555 (R1 113 373.21); Transfers — 1 090 (R2 524 898.08); Conference — 155 (R1 644 713.27); Other — 90 (R330 798.90).
Bid validity: 120 days after the closing date. Pricing model: transactional fee. Evaluation: 80/20 preference point system (Price 80 / Specific Goals 20) with a 70% functionality threshold.
Requirements
- Registration on the Central Supplier Database (CSD) — submit proof
- Valid Tax Compliance Status (must remain compliant for the contract term)
- Compulsory IATA licence/certificate (certified copy); 3rd-party IATA licence agreement acceptable with proof
- ASATA membership (added advantage)
- Minimum 3 years experience managing an online travel management system; track record of similar services over the past 5 years
- At least three (3) contactable client references of similar size to DSTI (within past 3 years)
- Compliance with POPIA (Act 4 of 2013) for all DSTI bookings
- SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points) — completed and signed
- Bidder Compliance Form for Functional Evaluation — completed and signed
- Pricing Schedule (Annexure B1) — submitted in a separate sealed envelope
- Employees vetted to "Confidential" security clearance level (at the bidder's cost)
Submission Method
Read the lodging instructions carefully. Late submissions will not be accepted.
DSTI Tender Box (1 hard copy and 1 USB, sealed and labelled)
DST Building 53, CSIR Campus, Meiring Naudé Road, Brummeria, Pretoria
Open in Google MapsSubmission Instructions
- All documents must be stapled and placed in a sealed envelope.
- The envelope must be clearly marked with the bid number (DSTI02A/2024-25), name of your company, phone number and email address.
- Drop the envelope in the DSTI Tender Box (1 hard copy and 1 USB, sealed and labelled) during office hours.
- Closing time is strictly at 11:00 AM on the closing date. Bids received after this time will not be accepted under any circumstances.
- Submit one (1) hard copy and one (1) USB. Each file and USB must be marked correctly and sealed separately.
- File 1 (Technical): Pre-qualification documents, Technical Responses & Compliance Checklist, GCC & Draft SLA, Company Profile.
- File 2 (Price & Specific Goals): Pricing Schedule (Annexure B1).
- Bidders are requested to initial each page of the tender document.
- Enquiries (in writing only) to tender@dsti.gov.za by the closing date.
- Bids may be sent by courier or hand-delivered. Late bids will not be considered.
Virtual Briefing Session
Microsoft Teams
Click the button below at the scheduled time to join the briefing session. Make sure you have a stable internet connection.
Join MeetingBid Documents
Tender-specific documents and the standard general bid documents.
Tender Documents
General Bid Documents
Post-Briefing Comments & Amendments
Post-Briefing Comments
The briefing session is not compulsory. Interested bidders must email tender@dsti.gov.za to obtain a Microsoft Teams or Zoom meeting link for the online briefing on 06 February 2025 at 10:00.
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