RFB 001 2015/2016 - Terms of Reference - Appointment of a Panel of Service Providers to Render Travelling and Accommodation Services to Government Communication and Information System for a Period of Three Years

Sep 21, 2026

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Request for bid RFB 001 2015/2016 sets out Terms of Reference for appointing a panel of accredited travel service providers to render travelling and accommodation services to the Government Communication and Information System (GCIS) for three years. The document describes bid objectives, provider qualifications (including IATA and ASATA accreditation), decentralised travel arrangements, costs and submission requirements, and monitoring of performance. It details key service requirements across air travel, car rental, accommodation and shuttle services, including e-ticketing, urgent requests, and procurement controls.

LanguageEnglish

CategoryLetters

FormatPDF

Pages20

Reading Time7 min

AccessFree to download

BACKGROUND

OBJECTIVES OF THE BID

GENERAL INFORMATION

REQUIREMENTS AND PERFORMANCE MEASURES

Air Travel

Car rental

Accommodation

Shuttle Services

Private Bag x745, Pretoria, 0001.Tshedimosetso House, 1035 France Baard (Schoeman) and Festival street, Hatfield, Pretoria 0028. Tel: (+27 12) 473 0593 Website: [http://www.GCIS.gov.za](http://www.GCIS.gov.za) RFB 001 2015/2016 Terms of Reference APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO RENDER TRAVELLING AND ACCOMMODATION SERVICES TO GOVERNMENT COMMUNICATION AND INFORMATION SYSTEM FOR A PERIOD OF THREE YEARS. 1. BACKGROUND 1.1 Officials of GCIS are required on a regular basis, to perform official duties away from their normal place of work. The services of reputable prospective bidders (travel agent/s) are required to provide and coordinate the travel and associated services of the department. Included in the travel and associated services is securing of flights, accommodation, car rental and where necessary insurance, visa’s, petrol cards, etc. The air travel service is for both domestic and international trips. Accomodation will be mainly for domestic trips. International accommodation will be at the discression of the department. 1.2 The head office of GCIS is based in Hatfield Pretoria. The department has provincial offices throughout the country and travel arrangements are decentralized. 1.3 All meetings related to the travel accounts will be held in Pretoria. 2. OBJECTIVES OF THE BID 2.1 The objective of this bid is to appoint suitably qualified and competent bidders, who are accredited members of IATA and ASATA, and thereafter to enter into an agreement with them for travel arrangements of the department for a period of three years. 2.2 Prospective bidder/s must guarantee the provision of services for the duration of the contract period. 2.3 GCIS will request travel services as and when required. 2.4 Prospective bidder/s must have access to relevant softwares / systems to ensure effective and efficient provision of travel and associated services to all officials, and other persons that the department permits to travel at its expense. 2.5 The successful bidder/s will also be required to provide services to our offices situated throughout the country. 2.6 Through this bid, GCIS will evaluate the services offered by prospective bidders and not the service/prices offered by secondary suppliers such as airlines, car rental and accommodation suppliers. Therefore, it is not expected of the bidders to obtain proposals from other service providers. The negotiation and management of suppliers will be discussed in more detail with the successful bidder/s. 2.7 The prospective bidder/s are be required to meet the qualification criteria as detailed in paragraph 9 of this document. If a proposal received from a prospective bidder does not meet the qualification criteria outlined in paragraph 9, the proposal will not be considered for evaluation. 2.8 GCIS is not bound to accept any of the proposals submitted. 2.9 GCIS reserves the right to call for presentations from short-listed bidders before final selection. 2.10 The Travel Policy of GCIS will be provided to the successful bidder/s. The successful bidder/s will be expected to adhere to the travel policy and other financial management prescripts. Any effort by a bidder to influence bid evaluation, bid comparisons or bid award decisions in any manner, will result in rejection of the bid concerned. 3. GENERAL INFORMATION 3.1 GCIS will not reimburse the costs of preparing proposals and of negotiating the contract. 3.2 No material or information derived from the bid submission or the provision of the services under the contract may be used for any purposes other than those of GCIS 3.3 Late submissions will be returned to the relevant bidders after the award of the bid. 3.4 Bidders may ask for clarification on these Terms of Reference up to close of business 48 hours before the dealines for the submission of bids. 3.5 A valid Original Tax Clearance Certificate is compulsory and must be attached with bidding documents. Failure

FAQs

What is the purpose of RFB 001 2015/2016?

To appoint a panel of service providers to render travelling and accommodation services to GCIS for a period of three years.

What qualifications are required for prospective bidders?

Prospective bidders must be suitably qualified and competent, accredited members of IATA and ASATA, and meet the qualification criteria stated in paragraph 9.

What requirements and performance measures are specified for air travel and car rental?

Air travel requirements include booking and amendments for domestic and international trips, alternative airline options, urgent travel handling, and issuing e-tickets. Car rental requirements include booking/amendments, the ability to offer speedline and preferred service, urgent needs coverage, and coverage for international car rental.

Sep 21, 2026

Upload by Connor