The Western Cape Provincial Treasury (WCPT) has issued an open Request for Bid under reference number WCPT 04/2025/26 for the appointment of a qualified Travel Management Company (TMC) to deliver comprehensive travel management services for a period of three (3) years, effective 1 April 2026. The contract covers domestic, regional, and international travel coordination for over 114 officials, including senior management, finance teams, and administrative staff. Proposals must be submitted by 11:00 on Friday, 30 January 2026.
This strategic procurement aims to enhance cost-efficiency, policy compliance, and traveller satisfaction through a modern, integrated travel platform and responsive service delivery.
Scope of Services: Integrated Travel Management with Self-Booking Platform
The successful service provider will be required to deliver a full suite of travel services, including:
- A secure, user-friendly web-based Self-Booking Tool (SBT) with mobile functionality
- Traditional off-site travel management support during and after hours (24/7 emergency coverage)
- Booking and management of air travel, accommodation, car rentals, airport transfers, and conference venues
- Real-time reporting, invoicing, and financial reconciliation aligned with WCPT’s systems
- Compliance with National Treasury cost containment measures and internal travel policies
- Dedicated Account Manager and four (4) Travel Consultants, including VIP handling for executives
All services must support seamless, policy-compliant travel while achieving measurable cost savings.
Mandatory Requirements and Compliance Documentation
Bidders must meet all the following pre-qualification criteria:
- Valid registration on the Central Supplier Database (CSD)
- Registration on the Western Cape Supplier Evidence Bank (WCSEB)
- IATA, ASATA, or equivalent industry accreditation
- Proof of at least 10 years’ experience in travel management, with three (3) verifiable public or private sector contracts in the past decade
- Submission of a completed CV template for proposed Account Manager and Travel Consultants (Annexure A1)
- Compliance with the Prevention and Combating of Corrupt Activities Act and exclusion from the National Treasury Register for Tender Defaulters
Joint ventures must ensure all parties meet these conditions individually.
Evaluation Process: Three-Phase Assessment
Bids will undergo a structured three-phase evaluation:
- Phase 1 – Compliance Check: Verification of CSD, WCSEB, tax status, and mandatory documentation
- Phase 2 – Functional Evaluation (100 points):
- Company experience (30 pts)
- Staff qualifications (20 pts)
- Technology platform capability (25 pts)
- Service delivery model and after-hours support (25 pts)
- Phase 3 – Price and Preference Scoring:
- Price (80 points)
- Specific Goals (20 points) under the PPPFA 2022 Regulations (Black, women, youth, disability ownership)
Shortlisted bidders may be invited to present a live demonstration of their SBT platform.
Submission Guidelines and Key Deadlines
- Closing Date & Time: 30 January 2026 at 11:00
- Submission Address:
Provincial Treasury Bid Box, Ground Floor (Foyer)
4 Dorp Street (c/o Keerom Street), Tower Block, Cape Town, 8001
OR courier to: Mr Neo Rhapale, 1st Floor, Tower Block, 4 Dorp Street - Required Documents:
- Completed bid forms
- 2025 Pricing Addendum (Excel format)
- Annexure A1 CVs
- CSD and WCSEB registration proofs
- Late, emailed, or faxed bids will not be accepted
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Access Tender Documents and Contact Information
Download all required documentation:
For inquiries:
- Contact: Mr Neo Rhapale
- Email: Neo.Rhapale@westerncape.gov.za
- Phone: 021 483 6810
- Query Deadline: 20 January 2026 (all responses will be published on eTenders)
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