Travel Management and Accommodation Services

The Nkangala Economic Development Agency (NEDA), based in Middelburg, Mpumalanga, is re-advertising a tender for the appointment of professional travel management agencies to provide travel and accommodation services on an as-and-when-required basis for three years. The agency may appoint up to three service providers, and it reserves the right to use more than one contractor if needed. The appointed agencies will assist NEDA officials with all travel arrangements, handling each request in the most cost-effective way within NEDA's Travel Policy and Procedure. Core services include air ticket reservation and ticketing for domestic and international travel, vehicle rental with or without a driver, hotel accommodation, and the arrangement of venues for conferences, meetings, seminars and training workshops. Support services include ticket and travel document delivery, processing refunds on returned airline tickets within seven days, monitoring tariff changes, maintaining traveller profiles, and negotiating corporate discounts with airlines and hotels. Providers must also issue timely itineraries, advise on e-ticketing deadlines and travel document requirements, and provide three or more quotations for conference requirements.

To qualify, bidders must be accredited with ASATA, IATA or ABTA, be registered on the Central Supplier Database (CSD), and hold a valid tax compliance status PIN. A minimum credit facility of R200,000 must be evidenced with a facility agreement or letter, and professional indemnity cover of R500,000 per claim is required. Management reports on expenditure, savings, changes and exceptions must be submitted by the 7th of each month, and weekly reports are required. The 24-hour service requirement means providers must have staff available around the clock for emergency bookings and last-minute itinerary changes. Bids are evaluated on a 80/20 system for price and preference (specific goals), following a functionality stage in which a minimum of 60 out of 100 points is required. Functionality is scored on the proposed project leader (25 points), travel manager (20 points), travel coordinator (15 points), experience of the firm (30 points) and professional registration (10 points). Proof of at least three comparable projects, qualifications and current employment must be included in CVs, with appointment letters or references for past projects.

Pricing is structured as a fixed percentage of the total invoice value for each service category, along with administration fees, after-hours fees, booking amendment fees and cancellation fees. These fees relate to the booking agent's services, not third-party charges. Rates must remain firm for the full three-year period, and bidders should submit a detailed discount plan. The tender is open to South African firms that meet the eligibility, tax and CSD requirements. Preference points are available for black-owned, women-owned, youth-owned, disability-owned and military veteran-owned enterprises, as well as businesses located within the Nkangala District Municipality. The closing date is 30 November 2026 at 12:00, and bids must be submitted in a sealed envelope to the tender box at NEDA's offices in Middelburg. Bids remain valid for 90 days after closing.