Travel Management Agent Services

The Western Cape Provincial Parliament (WCPP) has invited proposals from qualified service providers to render comprehensive travel management services for Members of Parliament and staff. The services cover both domestic and international travel and form part of the WCPP's commitment to accountability, transparency and efficient use of public resources. The successful bidder will plan, book, amend and manage travel arrangements under a service level agreement (SLA) that specifies key performance indicators, with annual review possible. The contract runs for 36 months, subject to a 3-month probation period with regular assessments.

The required scope includes: domestic and international air travel, booked at the lowest available fares with negotiated discounts, business lounge access, and loyalty or frequent flyer benefits; international travel insurance; domestic and international car, minibus and bus rental with or without a driver; shuttle and transfer services; booking of road, private, toll road, water and rail transport; airport lounge access and alternative facilities where lounges are unavailable; qualified interpreters for international engagements; hotel and guesthouse accommodation; conferencing venues with catering; and value-added services such as parking arrangements and 24/7/365 after-hours support for last-minute changes. The provider must also assign a dedicated account manager, maintain a traveller database, deliver monthly management reports by the 7th of each month, hold monthly review meetings and quarterly service statistics sessions, and comply with the Protection of Personal Information Act. Bookings must be confirmed electronically by email and text message, and travel documents may only be issued against an approved written quotation or a delegated official's instruction.

Bidders must be registered with both IATA and ASATA and provide registration numbers, failing which they will be disqualified. Mandatory documents include a valid original SARS Tax Clearance Certificate, a completed pricing schedule (VAT inclusive, in ZAR), a Declaration of Interest certified by a Commissioner of Oaths, and the Preference Points Claim Form (80/20 system). Bidders must also submit at least three contactable references and attend the compulsory information session on 19 November 2026 at 10:00 via MS Teams. Evaluation is conducted in phases: compliance screening, then functionality scoring out of 100 with a minimum threshold of 80, followed by price and specific goals evaluation. Functionality criteria include understanding of WCPP requirements, similar experience with three signed referrals, project management and reporting, staff qualifications, infrastructure with a contingency plan, and financial viability, which requires verified financial statements for the last two years. Pricing for years two and three may escalate in line with CPI. The closing date is 24 November 2026 at 11:00, and bids are valid for 90 days.