RFP: Public Tender Process to provide the organisation with Travel Management Services

RFP: Public Tender Process to provide the organisation with Travel Management Services

RFP: Public Tender Process to provide the organisation with Travel Management Services

  • Location

    South Africa

  • Date Posted

    5 months ago

  • Apply Before

    29 Sep, 2023

 

Request for Proposals

Higher  Health invites suitably qualified service providers to participate in a  

Public Tender Process to provide the organisation with Travel Management Services  

 

RFP #:                                        HHTMS0901

Contracting Entity:                   Higher Health 

Release Date:                             September 18, 2023

Deadline for Questions:               September 22, 2023 

Deadline for Submissions:         September 29, 2023

1.1        Introduction

The purpose of this Request for Proposal (RFP) is to solicit proposals from potential bidder(s) for the provision of travel management services to Higher Health for a period of 36 months.

Tenderers are invited to submit an offer in response to this Request for Proposals (RFP) in accordance with Sections 1.2 and 1.3 of this RFP. Issuance of this solicitation does not in any way obligate Higher Health to award a contract/purchase order, nor does it commit Higher Health to reimburse the offeror for costs incurred in the preparation and submission of the proposal.

Higher Health reserves the right to withdraw any invitation to bid and/or re-advertise or to reject any offer or to accept a part of it.    The organization does not bind itself to accept the lowest bid or to award a contract to the bidder scoring the highest number of points.

1.2          Terms and conditions

  • The tenderer will prepare a detailed Cost Estimate for the rendering of Travel Management services according to specification.
  • While cost is always a consideration when selecting a supplier, factors such as supplier inputs, quality control and turnaround times also impact the final choice.
  • The tenderer must submit a certificate or equivalent evidence that they are an accredited ASATA member. F ailure to submit certificate(s) or equivalent evidence will result in the bid being deemed as non-responsive. 
  • Failure to submit an original and valid Tax Clearance Certificate will result in the invalidation of the proposal.
  • Failure on the part of a tenderer to submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) together with the proposal, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.
  1. Scope of Work 

 

No.  

 

Mandatory requirement  

Complied (Y/N)  

 

Page reference  

 

Per bidder proposal  

 

1.3.1 

 

Scope of work

The successful bidder will be required to provide  end-to-end travel services. 

Deliverables include the provision of the following

  1. Air Travel Reservation and Ticketing: Provide competitive fares and options for domestic and international flights, including group bookings and special arrangements.
  2. Issue traveller’s Itineraries 
  3. Only IATA accredited airlines must be used.  
  4. Accommodation Services: Arrange suitable accommodation with negotiated rates and availability  bearing in mind the safety and accessibility for the traveler and confirmation with acceptable costs, or as stipulated in the directives issued from time to time by Higher Health. 
  5. Ground transportation: Arrange ground transportation services, such as airport transfers, car rentals and chauffer services.
  6. Conference and Workshop Facilities   
  7. Visa Assistance: Provide guidance and assistance in obtaining visas for international travel including necessary documentation and application processes. 
  8. Travel insurance: Offer comprehensive travel insurance packages to cover unforeseen events and emergencies.
  9. Travel policy compliance: Ensure compliance with our organisation’s travel policies and guidelines.
  10. After Hours and Emergency Services: A dedicated after-hours assistance for travellers. .A call centre facility should be available to all travellers so that when required, unexpected changes to travel plans can be made and emergency bookings attended to.

11.Financial Management and Account Management 

12.Statistical, detailed, and financial management reporting: Provide regular reports and analytics on travel expenses, patterns, and savings opportunities.

13.Value added services such as credit card bookings to secure lower pricing on air travel and accommodation services and backup generators to ensure undisrupted servicing during load shedding.

 

   

 

1.4         Mandatory Requirements

The offeror must provide the following mandatory documents which shall be deemed to form and be read and construed as part of the proposal.      

The mandatory requirements must be labelled and submitted in the following order. Failure to comply and submit any one of the documents will disqualify the submission:

  • Annexure A1:  Company Registration Documents indicating list of shareholders / members  from CIPC.
  • Annexure A2: Valid bank account with proof of banking details. 
  • Annexure A3: VAT registration certificate. 
  • Annexure A4: Valid Original Tax clearance with pin
  • Annexure A5: Valid ASATA certificate.
  • Annexure A6: Client references: A minimum of three recent (not older than 5 years) contactable client references.
  • Annexure A7:  Pricing / costing estimate 
  • Annexure A8: A letter on the Company Letter head duly authorised by the delegated official confirming company ability to undertake and fulfil all thirteen deliverables listed above.

 

Other requirements

  • Annexure B1: A valid B-BBEE certificate from a SANAS accredited verification agency.
  • Annexure B2: Company profile : The profile of the company indicating a minimum of five (5) years’ experience in the travel industry.

 

1.5         Offer Deadline

Offers must be received no later than (September 29, 2023). Late offers will not be considered.

1.6         Submission of Offers

All offers must be emailed to (Higher Health Procurement) at ( Procurement@higherhealth.ac.za )    Please reference (RFP#) in the subject line of the email.

1.7        Functionality

Preference points for this bid shall be awarded for:   

  • Competitive pricing and value for money
  • B-BBEE Status Level of Contribution.
  • Valid ASATA Certificate
  • Ability to meet our organization’s travel requirements as stipulated in the specifications of this document. (Letter attached)
  • References and client testimonials
  • Quality of customer support and responsiveness
  • Compliance with data security and privacy regulations
  • Any other value added.

1.8         Pricing Requirements & Validity Period

  • Tender prices must be in ZAR Currency (Rand).
  • Bid prices must be exclusive of VAT.
  • Tenderers must furnish unit prices for the listed services only.
  • Offers must remain valid for not less than ninety (90) calendar days after the offer deadline.

1.9        Payment Terms  

The payment terms of Higher Health are 30 days after receipt of goods and services and upon receipt of the required documentation. No upfront payments will be considered.

1.10        Questions and Clarifications

All questions and clarifications regarding this RFP must be submitted in writing to Procurement@higherhealth.ac.za no later than (September 22, 2023, by 16:00pm).  All correspondence and inquiries regarding this solicitation must reference the RFP #. 

 

 

 

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