Travel Management Services for the Free State Department of Social Development (3-Year Contract)
Tender Details
- Tender Number: FSDSD T 002 2026
- Client: Free State Department of Social Development
- Tender Type: Open Tender
- Contract Period: Three (3) Years
- Location: Bloemfontein, Free State
- Closing Date: 30 June 2026
- Closing Time: 11:00
Project Overview
The Free State Department of Social Development intends to appoint one or more Travel Management Companies (TMCs) to provide comprehensive travel management services for a period of three years.
The objective is to ensure cost-effective, compliant, and efficient travel arrangements for departmental officials while reducing fruitless and wasteful expenditure.
Scope of Services
Air Travel Management
The successful Travel Management Company will provide:
- Domestic flight bookings.
- International flight bookings.
- Flight amendments and re-issuing of tickets.
- Flight cancellations and refunds.
- Charter flight arrangements.
- Emergency travel bookings.
Accommodation Services
Management of:
- Hotel bookings.
- Guesthouse reservations.
- Bed and breakfast accommodation.
- Full-board accommodation.
- Group accommodation bookings.
- International accommodation arrangements.
Ground Transportation
Provision and management of:
- Car hire services.
- Shuttle services.
- Airport transfers.
- Ground transportation logistics.
- VIP transportation arrangements.
Executive and VIP Travel
Specialised services for:
- Executive Authorities.
- Heads of Departments (HODs).
- Senior government officials.
- Delegations and official visitors.
Value-Added Services
The appointed service provider will also be expected to offer:
- Visa application assistance.
- Travel advisory services.
- Destination information.
- Travel risk alerts.
- Baggage policy guidance.
- Emergency travel support.
- After-hours travel assistance.
- Traveller tracking and support services.
Technical Requirements
Travel Management Systems
The bidder must demonstrate:
- Use of Global Distribution Systems (GDS).
- Online travel booking capabilities.
- Automated travel management processes.
- Secure data management systems.
Cost Management
Implementation of:
- Cost containment measures.
- Negotiated accommodation rates.
- Discounted travel arrangements.
- Budget monitoring and reporting.
Administration and Reporting
Provision of:
- Accommodation vouchers.
- Travel invoices.
- Detailed booking records.
- Traveller information reports.
- Financial and operational reports.
Reporting Requirements
The successful bidder must provide:
Monthly Reports
- Travel expenditure.
- Booking volumes.
- Savings achieved.
- Service performance statistics.
Quarterly Reviews
- Contract performance reviews.
- Service improvement recommendations.
- Compliance reporting.
Annual Reports
- Comprehensive travel management performance.
- Financial analysis.
- Cost-saving achievements.
Minimum Requirements
Industry Accreditation
Bidders should possess valid registration and accreditation with relevant industry bodies, including:
- International Air Transport Association (IATA)
- Association of Southern African Travel Agents (ASATA)
Regulatory Compliance
- SARS Tax Compliance Status.
- Central Supplier Database (CSD) registration.
- Relevant business registrations.
- Compliance with government procurement requirements.
Skills and Competencies Required
The bidder must demonstrate:
Travel Industry Experience
- Proven travel management experience.
- Government travel management experience (advantageous).
- Verifiable client references.
Operational Capacity
- Ability to manage high travel volumes.
- Dedicated travel consultants.
- VIP travel management capability.
- Emergency response services.
Customer Service
- 24-hour support services.
- Dedicated Strategic Relationship Manager.
- Dedicated VIP support team.
- Effective communication and problem-solving skills.
Suitable Service Providers
This tender is ideal for:
- Travel Management Companies (TMCs).
- Corporate travel agencies.
- Government travel service providers.
- Business travel consultants.
- Integrated travel and accommodation management companies.
Key Deliverables
The appointed service provider will be expected to:
- Manage domestic and international travel bookings.
- Coordinate accommodation and transportation.
- Provide VIP travel services.
- Ensure compliance with government travel policies.
- Deliver accurate reporting and financial management.
- Provide 24/7 travel support.
- Implement cost-saving measures.