Travel Management Services (36-Month Contract) NEW

Petroleum Agency SA (PASA), a Cape Town-based government agency that promotes and regulates onshore and offshore petroleum exploration and production, is inviting bids from qualified service providers to deliver Travel Management Services for a period of thirty-six (36) months. The appointed Travel Management Company (TMC) will handle and coordinate all official travel and conference or venue booking requirements for PASA employees, contractors and consultants, both locally and internationally. The estimated annual travel expenditure is R6,678,930 (based on FY2025/26), covering approximately 1,693 transactions per year across air travel, accommodation, car rental, shuttle and transfer services, conference and events, and after-hours bookings. Volumes are projections and may change during the contract term.

Key requirements include IATA accreditation and membership of the Association of Southern African Travel Agents (ASATA), both of which must be evidenced with valid proof. Bidders must also be registered on the National Treasury Central Supplier Database (CSD), hold a valid Tax Compliance Status (TCS) PIN, and submit completed standard bidding documents (SBD 1, SBD 4 and SBD 6.1), a detailed pricing proposal, a company profile, a detailed implementation plan, reference letters from comparable clients within the past five years, and CVs for the proposed Account Manager and Travel Consultants. The service must be delivered during normal office hours (Monday to Friday, 08h00 to 17h00), with after-hours and emergency support from 17h00 to 08h00 on weekdays and 24 hours on weekends and public holidays, supported by a standard operating procedure, a call centre or after-hours contact number, and monthly after-hours reports. PASA requires two dedicated travel consultants, a Best Price of the Day approach aligned with National Treasury cost containment measures, adherence to PASA's travel policy and maximum accommodation rate thresholds, consolidated invoicing, and monthly management reports, including credit card reconciliations. Quarterly performance reviews and annual cost-savings reports are also required.

The tender is evaluated in phases: administrative compliance, mandatory IATA and ASATA requirements, and a technical evaluation with a minimum threshold of 80%, covering the proposal, references, Account Manager and Travel Consultant experience, and after-hours capability. Qualifying bids are then scored 80 points on price and 20 points on specific goals, including black ownership and women ownership. The contract offers a stable, multi-year revenue opportunity and the chance to build a long-term public sector relationship. Bidders should note the closing date of 8 December 2026 at 12:00, electronic submission to tender@petroleumagencysa.com, no compulsory briefing session, and a bid validity period of 120 days from the closing date.