Rendering of Air Travel, Car Hire, Shuttle Services and Accommodation for Domestic And/or International Travel for Free State Department of Social Development for a Period of (03) Three Years
Tender Details
- Tender Number: FSDSD (T) 007/2026
- Department: Free State Department of Social Development
- Tender Type: Request for Bid (Open Tender)
- Province: Free State
- Contract Period: 3 years
- Closing Date: 12 October 2026 at 11:00
- Service Location: 14 Merriam-Makeba Street, Bloemfontein, Free State, 9300
- Briefing Session: No briefing session
- Briefing Compulsory: No
- Contact Person: Mr Tsoloane Matshaba
- Telephone: 051 409 0615
- Email: Tsoloane.Matshaba@fssocdev.gov.za
Tender Description
The Free State Department of Social Development is inviting suitably qualified Travel Management Companies (TMCs) to provide comprehensive travel management services for a period of three years.
The appointed service providers will be responsible for managing domestic and international air travel, accommodation, car hire and shuttle services for departmental officials, contractors and clients.
The contract aims to provide reliable and cost-effective travel solutions while complying with government travel policies and National Treasury cost-containment requirements.
Scope of Work
The successful service provider will be required to:
- Arrange domestic and international flights, including charter flights.
- Book and manage accommodation, including Bed & Breakfast facilities.
- Arrange car hire and shuttle services.
- Provide traditional and online booking platforms.
- Provide real-time itinerary management.
- Offer 24/7 emergency travel support.
- Handle last-minute travel changes and cancellations.
- Provide a dedicated Strategic Relationship Manager.
- Assist with visa applications and travel documentation.
- Provide destination briefings and travel advisories.
- Provide information on baggage policies and local transport.
- Negotiate competitive rates with airlines, hotels and other suppliers.
- Pass negotiated cost savings directly to the Department.
- Issue separate invoices according to departmental order numbers.
- Submit invoices within 30 days of service delivery.
- Provide monthly bill-back reports with supporting documentation.
Technical & Mandatory Requirements
Bidders should demonstrate the following:
- Valid Central Supplier Database (CSD) registration.
- Valid SARS Tax Compliance Status.
- Valid IATA licence, or a formal agreement with an IATA-accredited entity.
- Financial capacity of at least R50,000, demonstrated through acceptable financial documentation such as:
- Bank statement showing six-month cash flow.
- Bank guarantee or revolving credit facility.
- NCR accreditation.
- Financial institution commitment letter.
- Proven travel management experience completed within the past four years.
- Official appointment letters or delivery orders confirming previous experience.
- At least one recent reference letter signed by a Head of Supply Chain Management.
- Physical presence within South Africa.
- Willingness to operate under a fixed-fee pricing model.
- Acceptance of the 80/20 preferential procurement system.
- Willingness to enter into a detailed Service Level Agreement (SLA).
Skills & Operational Requirements
The appointed provider should have:
- Strong knowledge of Global Distribution Systems (GDS).
- Airline ticketing expertise.
- Hotel procurement and accommodation management experience.
- Ground transportation and shuttle coordination capabilities.
- Strong negotiation and analytical skills.
- Excellent customer service and emergency-response capabilities.
- Knowledge of South African government procurement regulations.
- Knowledge of government travel policies and cost-containment requirements.
- Understanding of visa and international travel requirements.
- Strong financial administration and reconciliation capabilities.
- Ability to maintain accurate invoices and audit trails.
Pricing & Contract Conditions
- Service fees must be quoted as fixed fees per transaction.
- Percentage-based commissions linked to third-party supplier costs are not permitted.
- The tender will be evaluated using the 80/20 preference point system.
- Preference points may include socioeconomic objectives such as women/youth ownership, disability empowerment and SMME status.
- VIP charter flight requirements must first make use of applicable national transversal contracts before alternative providers are considered.
- Invoices must contain the correct departmental order number and supporting authorisation documents.
- Non-compliant or disputed invoices may delay payment.
- No price adjustments are permitted during the first year of the contract.
Required Documentation
Bidders should ensure that they provide the documentation required in the tender, including evidence of:
- CSD registration.
- SARS Tax Compliance Status.
- IATA accreditation or agreement with an IATA-accredited entity.
- Financial capacity.
- Previous travel management experience.
- Appointment letters/delivery orders.
- Recent reference letter.
- Company and ownership information.
- Compliance with applicable preferential procurement requirements.
- Any other compulsory forms and schedules contained in the official tender document.
How to Apply
The tender documents can be obtained/downloaded through the relevant government procurement platforms, including eTenders and the Free State Department of Social Development website.