Travel Management Company Services

The Mining Qualifications Authority (MQA), a Schedule 3(a) public entity and Sector Education and Training Authority, is seeking a Travel Management Company (TMC) to take over its business travel function. Currently handled by internal staff, travel requisitions and expenses will be outsourced to a single service provider for the period ending 31 March 2030. The appointed TMC will book domestic and international air travel, accommodation, car rentals, shuttle and ground transfers, group bookings for meetings and events, and related services such as visa guidance, travel insurance, foreign currency arrangements, and airport parking. Bookings must follow the MQA Travel Policy, prioritise the most cost-effective and practical options, obtain at least three price comparisons where applicable, and use negotiated corporate rates. The TMC will also manage third-party suppliers, consolidate supplier invoices, operate a 30-day bill-back facility, process pre-payments for smaller guest houses, and manage a travel card. Service delivery requirements include a dedicated Account Manager, a 24-hour, 365-day after-hours emergency service with consultants available for executive and VIP travellers, and a transition plan that ensures continuity with the incumbent provider.

Reporting and governance requirements are substantial. The TMC must provide an online self-service booking system and, where possible, an automated Online Booking Tool. It must supply at least three standard monthly reports at no cost, plus quarterly and annual travel reviews covering total spend, savings, refunds, after-hours usage, top routes, suppliers, and travellers. Other reports include no-show, cancellation, open voucher, and open-age invoice analyses. Value-added services include destination information, health and weather alerts, travel risk management, SMS confirmations, and electronic voucher retrieval. The TMC must also run training workshops for all travel bookers, maintain POPIA-compliant data security, and meet agreed service level agreements for response times and customer satisfaction.

Bidders are evaluated in three phases. Phase one checks compliance and mandatory requirements, including CSD registration, a valid tax clearance or PIN, a B-BBEE certificate, and valid ASATA and IATA memberships. Phase two scores functionality out of 60, covering company experience (at least three similar projects in the past five years supported by reference letters), the qualifications and experience of the Account Manager and Senior Travel Consultant, and an online booking tool demonstration out of 40. Bidders must score at least 40 out of 60 on functionality to proceed to the demonstration, and at least 32 out of 40 on the demonstration. Phase three uses the 80/20 preference point system, with 80 points for price and 20 points for specific goals such as B-BBEE status and ownership by black women, youth, persons with disabilities, or people in rural areas. The closing date is 7 December 2026 at 11:00. A non-compulsory briefing session was held on 19 November 2026.