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NWPL Seeks Travel Management Panel for 3-Year Contract

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The North West Provincial Legislature (NWPL) has issued a tender for the appointment of a panel of service providers to manage its travel arrangements. This three-year contract, reference number NWPL01/26/27, seeks to establish a panel of up to eight pre-qualified travel management companies (TMCs) to service the Legislature’s officials, including Members of the Provincial Legislature (MPLs) and staff .

The panel model allows the NWPL to streamline procurement by selecting from a list of vetted providers for individual assignments, which helps ensure service quality and cost-effectiveness .

Essential Tender Details

  • Tender Number: NWPL01/26/27
  • Closing Date: 18 August 2026, at 11:00 AM
  • Validity Period: 90 days from the tender closing date
  • Compulsory Briefing: 06 August 2026 at 11:00 AM, NWPL Building, Committee Room 1

Compulsory Briefing Session

Attendance is mandatory for all prospective bidders. Failure to attend will result in automatic disqualification . Bidders must bring their identity documents to be allowed into the building.

  • Date: Thursday, 06 August 2026
  • Time: 11:00 AM
  • Venue: North West Provincial Legislature Building, Committee Room 1, Dr James Moroka Drive, Mmabatho, 2735

Scope of Travel Management Services

The successful TMC will provide comprehensive travel management services, moving beyond simple booking to function as a strategic partner accountable for cost control, risk management, and traveler support .

Key responsibilities include:

  • Travel Management: Providing 24/7 services, including after-hours and emergency assistance. TMCs are expected to offer around-the-clock live agent support for critical business travel needs
  • Air Travel: Booking full-service and low-cost carriers, obtaining price comparisons, and managing unused e-tickets
  • Accommodation: Booking and managing accommodation reservations, ensuring bed and breakfast as a minimum requirement
  • Car Rental and Shuttle Services: Booking approved vehicles and managing shuttle service providers
  • Financial Management: Consolidating invoices, offering a 30-day bill-back facility, and managing service provider accounts
  • Technology and Reporting: The TMC must have the capability to consolidate all management information into a single source document with automated reporting tools

Evaluation Criteria

The evaluation is a multi-phase process:

Phase 1: Administrative Compliance: Submission of required documents including CSD registration, completed and signed SBD forms, valid tax compliance, and company registration.

Phase 2: Mandatory Requirements (Failure will lead to disqualification):

  • Valid Proof of ASATA (Association of Southern African Travel Agents) registration
  • Valid Proof of IATA (International Air Transport Association) accreditation

Phase 3: Functionality (Minimum 70 points required):

  • Skills and Capacity to Deliver (10 points): Qualifications and experience of the Manager, Senior Travel Consultants, and Accounts Manager
  • Company Work Experience (20 points): Successfully completed projects in travel management for the public or private sector
  • Bank Rating (15 points): Certificate from a bank (A rating = 15 points, B = 12, C = 9, etc.)
  • Methodology (30 points): Understanding of deliverables and how the company plans to achieve them

Phase 4: Site Inspection (Minimum 70% required): Assessment of premises, staff, ICT requirements, and risk management plans.

Phase 5: Price and Preference Points:

  • Price (90 points)
  • Specific Goals (10 points): HDI goals (black ownership, women ownership, disabilities), locality (enterprises in North West Province), and RDP goals (promotion of youth)

Submission Instructions

Bids must be submitted with an original hard copy and a duplicate on a USB memory stick to the NWPL Building. No telegraphic or facsimile bids will be considered.

Important Notes

  • The NWPL does not guarantee any minimum order or quantity of services
  • The Legislature reserves the right to procure services directly or by other means without utilizing the panel
  • The successful bidders will undergo a security clearance process and must sign a confidentiality agreement

Related opportunity: Limpopo Sport, Arts and Culture Seeks Travel Service Providers

Enquiries

  • Bidding Enquiries: Mr K Metsileng (kagiso@nwpl.org.za, 018 392 7000)
  • Technical Enquiries: Ms Tebogo Rakate (018 392 7604/7000)

Closing Date: 18 August 2026 at 11:00 AM

Download Official Tender Documents

Bid Document:
Tender Document for Travel Management Service.pdf

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