DBE187 - Compulsory Briefing Session Minutes - Appointment of a Travel Management Company

Oct 19, 2026

Uploaded by Jake

Compulsory briefing session minutes for tender DBE187 cover the appointment of a Travel Management Company (TMC) to provide travel and accommodation services for the Department of Basic Education for a three-year period. The document records welcome remarks, tender advertisement and closing dates, bidder registration requirements, amendments to the Terms of Reference and Annexure A3 Excel spreadsheet, and exclusions such as conferencing and events management services. It also lists submission guidance, tender box procedures, and Q&A clarifications on pricing, transaction fees, and required documents.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages6

Reading Time15 min

AccessFree to download

1. Welcome and Introduction

2. Bid Presentation

3. Supply Chain Management (SCM) Matters

4. Questions Raised and Responses Provided (during the briefing session)

DATE:TIME: TENDER NUMBERDESCRIPTION: # 1. WELCOME AND INTRODUCTION basic education Department: Basic Education REPUBLIC OF SOUTH AFRICA COMPULSORY BRIEFING SESSION HELD AT DBE-CONFERENCE ROOM A 24 APRIL 2023 10:00 to 11:00DBE187 APPOINTMENT OF A TRAVEL MANAGEMENT COMPANY(TMC)TO PROVIDE TRAVELAND ACCOMMODATION SERVICES FOR THE DEPARTMENT OF BASIC EDUCATIONFORA PERIOD OF 3 YEARS. Ms Thebe welcomed everyone and introduced the Department of Basic Education's(DBE)Supply Chain Management teamwhich was Ms M Ntloana,Ms S Ditshego and Ms L Mawela(Project Management Team),Mr D Moukangwe,Ms T Skosanaand Ms N Metula.She made the following introductory remarks: ·That the tender was advertised on 17 April 2023 and it would be closing on 15 May 2023. ·The briefing session is compulsory.Bidders should complete the register eligibly so that whenever there is follow upcommunication the DBE could be able to communicate with them. ·The Bidders would introduce themselves as they raise questions during the discussion session. # 2. BID PRESENTATION 2.1 Ms Ntloana indicated that: i. The Terms of Reference (TORs)are guided by the National Treasury's minimum bid specifications'requirements. ii. The initial bid document was published on 17 Apil 2023 which was later amended and the Annexure A3 Excelspreadsheet was attached.During the presentation of the TORs,there might be other amendments coming throughdepending on the questions raised by Bidders and clarity provided. iii. The TMC services excludes conferencing and events management services. 2.2.The following amendments were noted during the presentation of the TORs: i. The second column on Table 1 which read as follows “Non-submission may result in disqualification”will be revised“May"will be replaced with“will”which is in line with the mandatory requirement and the sentence will read as follows“Non-submission will result in disqualification”. ii. The wording Bidder compliance form indicated on Table 1 under paragraph 10.1 is replaced with the wording Bidderdeclaration form,this is the form on paragraph 34 of the TORs. ii.When revising the document,Annexure A3 was provided in Excel spreadsheet in order for the Bidders to capture theirprices for transaction fee.It has been realised that on some of the transaction types,the formula on the total price wasnot calculating correctly,the formula has been revised and the correct Annexure A3 is published.The amendedAnnexure A3 is sent to the Bidders that attended the compulsory briefing session. iv. On Annexure A3,transaction type Number 7 which is Shutle services-domestic and number 14 which is transfers arereferring to the same transaction which is the "shuttle"and it has been amended. # 3. SUPPLY CHAIN MANAGEMENT (SCM)MATTERS It was indicated that: i. The briefing session is compulsory as published which means only the Bidders that attended the briefing sessioncould tender.Bidders have already been requested to complete the Compulsory Briefing Session Register clearly andaccurately as there is information which would be sent to the Bidders(as presented). ii. The tender is closing on 15 May 2023 at 11:00.Bidders must submit their bid documents on time.A bid submitted after 11:00 would be regarded as late and will not be accepted by the DBE. iii. The Tender Box is situated on the right hand side before accessing the main entrance(from the gate)to the Reception;and is clearly marked "TENDERS".The tender box is accessible 24/7.In a case where the tender submission cannotfit in a tender box,bidders are advised to approach the Reception where they will call SCM officials to come and receivethe documents and register them. iv. Bidders must read the Mandatory Requirements carefully as listed in the TORs and ensure that they respond asrequired. v. Download,complete and submit the documents including the SBD forms which were uploaded with this tender on thewebsites where the tender was a

FAQs

When and where was the compulsory briefing session held for tender DBE187?

The briefing session was held at the DBE-Conference Room A on 24 April 2023 from 10:00 to 11:00.

What services does the appointed TMC provide, and what is excluded?

The TMC provides travel and accommodation services. Conferencing and events management services are excluded.

How should bidders submit their questions after the briefing session?

Questions must be sent to Tenders@dbe.gov.za, and the tender number must be specified in the email so the DBE can place the question correctly.

Oct 19, 2026

Uploaded by Jake