Travel Management Services

The Social Housing Regulatory Authority (SHRA), a national public entity accountable to the Minister of Human Settlements and Parliament, is seeking a suitably qualified and ASATA-licensed Travel Management Company to coordinate all official domestic and international travel for its employees. The SHRA currently procures travel services on an ad hoc basis through quotations and relies largely on manual booking, approval and reporting processes. The appointed TMC will replace this with a more cost-effective, compliant and governed arrangement. The FY2025/26 travel expenditure was approximately R3.18 million, and the estimated value of the contract is not to exceed R50 million (including all applicable taxes), so the 80/20 preference point system applies.

The scope of work covers reservations and amendments for air travel, accommodation, ground transport, shuttle and bus/coach services, train bookings, visas and passports assistance, airport parking, group and conference bookings, and venue sourcing. The TMC must provide business-hours support (Monday to Friday, 08h00 to 17h00) and an after-hours, weekend, public holiday and emergency service. Other key obligations include consolidating supplier invoices into a single reconciled invoice, offering a 30-day bill-back account facility, obtaining at least three price comparisons for air and accommodation bookings, applying National Treasury non-commissionable rates, returning any commissions to SHRA quarterly, and managing unused e-tickets and refunds. Reporting must be provided in electronic formats such as Excel and must cover expenditure, savings, policy compliance, no-shows, cancellations, open vouchers and SLA performance. A dedicated Strategic Account Manager and Travel Consultant, plus a back-office Administrator for invoicing, are required. Value-added services include destination information, travel alerts, electronic voucher retrieval, SMS notifications, travel audits, global travel risk management and VIP executive support. An electronic travel management system with online booking, real-time tracking and role-based access is also expected.

Evaluation is based on functionality (minimum 70% threshold, covering understanding of scope, methodology, after-hours references, venue booking experience, team CVs, company experience and system capability) and price (80 points) with specific goals (20 points). Bidders must hold a valid ASATA licence in the bidder's name at closing, submit a valid B-BBEE certificate, provide tax compliance status and CSD registration, and supply at least three reference letters from clients within the past five years. Successful delivery of this contract offers a stable, multi-year public sector engagement for established travel management firms with strong government experience. The closing date is 25 November 2026 at 11:00, with clarification questions due by 17 November 2026, and submissions must be made as one hard copy plus a PDF on USB in the bid box.