Sasria SOC Limited Registration No. 1979/000287/06 REQUEST FOR PROPOSAL Corporate Travel Management Services Bid Number 2017/07 Release Date:

Transcription

1 Sasria SOC Limited Registration No. 1979/000287/06 REQUEST FOR PROPOSAL Corporate Travel Management Services Bid Number 2017/07 Release Date:

2 Table of Contents 1. Part 1 Letter of Invitation Part 2 Instructions Sasria Purpose of the RFP Background to the RFP Method of procurement Completeness and accuracy of information Contractual commitment Confidentiality Minimum requirements and Documentation Pre-Qualification Audited Annual Financial Statement Submission Format Financial Proposal Submission of Proposals Queries and clarifications Automatic Disqualification Proposal costs Validity period Important dates Part 3 Qualification and Evaluation Criteria Qualification Evaluation of proposals Qualification criteria Evaluation Criteria Stage 1:- Governance Verification Stage 2: - Technical Evaluation Stage 3: Presentations Stage 4: BBBEE and Cost calculation Selection Process Part 4 RFP Requirements Background Scope/Capacity Administration Functions Service Level Agreement Additional Information (Sasria Travel Information) Part 5 Required Documents REQUIRED CONTRACT DOCUMENTATION & ATTACHMENTS: ANNEXURE A Page 1

3 1. Part 1 Letter of Invitation To the Service Provider Sasria SOC Limited hereby invites proposals from suitably qualified service providers to provide Travel Management Services to Sasria SOC Ltd (Sasria). A service provider will be selected in terms of the procedures described in this Request for Proposal (RFP) document. The RFP consists of the following documents: Part 1 Letter of Invitation Part 2 Instructions Part 3 Qualifications and Evaluation Criteria Part 4 RFP Requirements Part 5 Required Contract Documentation and Attachments o Confidentiality and Non-disclosure Agreement (Annexure A); o Invitation to Bid (SBD 1); o Tax Clearance Certificate Requirements (SBD 2); o Pricing Schedule (SBD 3.3 Professional Service or 3.1 Purchases); o Declaration of Interest (SBD 4); o Preference Points Claims Form in terms of the Preferential Procurement Regulations 2017 (SBD 6.1); o Declaration Certificate for Local Production and Content (SBD 6.2) o Contract Form Rendering of Goods/ Works SBD 7.1 (or 7.2 for Services); o Declaration of Bidder s Past SCM Practices (SBD 8); and o Certificate of Independent Bid Determination (SBD 9). Note: Failure to provide any one of the documents required in Part 5 above will lead to an immediate disqualification of the service provider from the tender process. Page 2

4 2. Part 2 Instructions 2.1. Sasria Sasria SOC Ltd (Sasria) is the only short-term insurer that provides special risk cover to all individuals and businesses that own assets in South Africa, as well as government entities. This is a unique cover against risks such as civil commotion, public disorder, strikes, riots and terrorism, making South Africa one of the few countries in the world that provide this insurance, particularly at affordable premiums. As a state-owned entity, Sasria has a legislative mandate that governs day-to-day business operations and a broader strategic mandate to make a positive contribution to transformation within the industry and South Africa. Sasria s core business is the provision of short-term insurance for riots, strikes, terrorism, civil commotion and public disorder to businesses and individuals. The Government of the Republic of South Africa, and specifically the National Treasury through the Minister of Finance, is the sole shareholder of Sasria. As such, the company has to comply with a number of legal and regulatory requirements. Bidders are encouraged to review Sasria s Integrated Report, available on Sasria s website, to get a better understanding of company s business operation and functions Purpose of the RFP This document represents the Terms of Reference (ToR) for the RFP. This Request for Proposal (RFP) has been issued to solicit proposals from relevant companies to provide Sasria with Corporate Travel Management Services Background to the RFP The travel requisition process is currently an automated process. In order to meet our legislative mandate and a day to day running of the company we need a dedicated Corporate Travel Management Service. Even though we do not have direct contact with our end-users, each stakeholder along our service value chain is just as important and that is why we need to partner with an experienced and competent Corporate Travel Management service company that can offer a good service delivery. To date, Sasria has managed to travel within the stipulated time frames delivering customer- focused service of the highest standard to the industry and to all our stakeholders with the assistance of the relevant partner. However, as an organisation we understand we can only achieve these goals with dedicated Corporate Travel Management Service partner that offers quality service that is consistent, reliable and efficient. It is against this background that Sasria is looking to appoint a committed Corporate Travel Management Service partner that has cutting edge technology and professional staff to assist in executing this function within our company. Page 3

5 Sasria s primary objective in issuing this RFP is to enter into an agreement with the successful bidder(s) who will action the following: a) Achieve significant cost savings for Sasria without any degradation in the services; b) Provide Sasria with the travel management service that is consistent and reliable and will maintain a high level of travel satisfaction in line with the service level agreement. The successful Bidder for the Corporate Travel Management Services bid will be appointed for a period of three (3) years, with an option to renew on Sasria s sole discretion for an additional two (2) years on the same terms and conditions, unless the parties agree otherwise. The renewal of the contract will be at intervals of twelve (12) months each Method of procurement Sasria follows an open tender system of procurement in terms of the PFMA guidelines Completeness and accuracy of information While every effort has been made to provide comprehensive and accurate background information, requirements and specifications, bidders must form their own conclusions about the solutions needed to meet the requirements set out in this RFP Contractual commitment No commitment of any kind, contractual or otherwise shall exist unless and until a formal written agreement has been executed by or on behalf of Sasria. Any notification of preferred bidder status by Sasria shall not give rise to any enforceable rights by the Bidder. Sasria may cancel this RFP any time prior to the formal written agreement being executed by or on behalf of Sasria. Sasria reserves the right at its sole discretion, and at any time, to amend, deviate from, postpone, discontinue or terminate the transaction/procurement process without incurring any liability whatsoever to any other party. Sasria reserves the right not to award this tender to the highest ranked or highest scoring bidder, as it needs to align its procurement practices to governance practices that are in line with its own growth path. These may include but are not limited to: driving socio-economic development objectives that are enshrined in various government policies Confidentiality All bidders to this RFP will be required to sign the confidentiality and non-disclosure agreement outlined on Annexure A in this document Minimum requirements and Documentation In order to be considered for selection, the bidder must meet the following minimum criteria: o The proposal shall include all attachments listed on the last page of this RFP see Part 5 (failure to provide such documentation and particulars will result in the bid being disqualified); o All bidders are required to meet the minimum specifications of compliance, technical expertise and experience; Page 4

6 o The bidding company must have been in existence in its present form for at least 3 years; o The account manager that is going to be allocated to the Saria account must have at least five years related experience in Corporate Travel Management Services; o The account management team must be full time employees of the firm and no subcontracting arrangements of the appointment will be agreed to; o All bidders must provide a valid SARS Tax Clearance Certificate (Original certificate required); o All bidders must provide a Valid BEE Verification Certificate; o All bidders must be registered on National Treasury Central Supplier Database (CSD) and provide a summary report (registration number); o All bidders must provide valid proof of Association of South African Travel Agents (ASATA) membership of accreditation and affiliation that is issued by a recognised and/or Registered Institution. o All bidders must provide a valid Certificate of Incorporation. The successful bidder will be required to maintain all of the above throughout the duration of the appointment as a condition of appointment Pre-Qualification In accordance with its objective to advance Broad-Based Black Economic Empowerment and transformation, Sasria hereby invites ONLY those service providers that meet all the following criteria to submit proposals to provide services to Sasria: o A firm that has a certified BBBEE rating of level 4 or better; o a bidder may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the bidder concerned; and o No bids will be considered from consortiums/joint Ventures. Services will be sourced from a single corporate entity. The successful bidder will be required to maintain all of the above throughout the duration of the appointment as a condition of the appointment Audited Annual Financial Statement Bidder(s) are required to submit complete set audited annual financial statements in the name of the bidding entity for the previous consecutive three (3) years. Financial Statement Analysis will only be conducted on the qualifying bidders after the completion of Pricing and BBBEE evaluation. Entities trading for less than 3 (three) financial periods, should provide reasons in a letter signed by a duly authorized individual of the entity. All documentation to support the reasons of the entity trading for less than three financial periods should accompany this submission Submission Format All bidders are required to submit a comprehensively/detailed proposal including the following components: Page 5

7 Company profile including history, group structure, operations, logistics and related companies and services; How the Company is structured to provide Travel Management Services and why is this beneficial to Sasria; Team structure, including brief profiles of team members and their experience in corporate travel services; Provide four written client reference letters on the client s letterhead, related to Travel Management Services which your company provided, accompanied by contact details; Provide a sample Service Level Agreement; and A detailed Sasria-specific proposal showing activities and timeframes. The proposal and all written material and attachments must be submitted in English. All price values must be stated in South African Rand values. Bidders are requested to submit 1 original copy and 5 hardcopies of their printed proposals and one electronic copy on portable media. The document text size must be in minimum 11- point font. The printed bid/proposal must not exceed 150 (one hundred and fifty) A4 pages (including front page, table of contents, main proposal, reference pages, annexures and excluding completed SBD forms) Financial Proposal Bidders are required to provide a comprehensive/detailed fee structure. The service providers are required to provide their pricing in accordance with the table below. Use the information referred to in paragraph 4.5 for any costing calculations. The prices must be VAT exclusive. This will assist us in comparing the pricing: TRANSACTION FEE MENU Service Price Excl. VAT 1 Air Travel - Domestic 2 Air Travel -Regional 3 Air Travel - International 4 Air Travel Domestic (Re-Issue) 5 Air Travel Regional (Re-Issue) 6 Air Travel International (Re-Issue) 7 Air Travel Domestic (Refunds) 8 Air Travel -Regional (Refunds) 9 Air Travel International (Refunds) 10 Car Rental (Domestic) 11 Car Rental (Regional) 12 Car Rental (International) Page 6

8 13 Transfers/Shuttle (Domestic) 14 Transfers/Shuttle (Regional) 15 Transfers/Shuttle (International) 16 Accommodation (Domestic) 17 Accommodation (Regional) 18 Accommodation (International) 19 Coach / Bus Reservations 20 Rail tickets-(international) 21 Visa service per visa (documents and advice) 22 SMS Notifications 23 Parking 24 Cancellations 25 Changes to bookings 26 Emergency /After hour service 27 Customised reports (per report) 28 Additional ad-hoc reports (per reports) 29 Travel Lodge Card reconciliation 30 Foreign exchange orders 31 Forex PRICE THAT WILL BE USED FOR EVALUATION PURPOSES (Please calculate and provide the transaction fee for the above excluding conference transaction fee) CONFERENCE TRANSACTION FEE Conference Transaction Fee (as a percentage of the total cost of the event) (Refer to Par. 4.5 for spend) Price Excl. VAT Submission of Proposals The closing date for the submission of proposals is 30 October 2017 at 14h00. Duly completed proposals must be sealed in an envelope that is endorsed with the words RFP 2017/07: Corporate Travel Management Services. The envelope must be handed in at the Sasria reception desk located at: Page 7

9 Physical address Sasria SOC Limited 36 Fricker Road Illovo Sandton 2196 A receipt will be issued for all bid envelopes received. Late or incomplete tender proposals will not be accepted or considered and any proposal delivered to any address other than the address mentioned above will not be accepted. ed, posted or faxed proposals will NOT be accepted Queries and clarifications Any additional information required which is not clarified in the specifications must be addressed in writing to Lekgantsha Mosomane (lekgantsham@sasria.co.za ) by 05 October Additional information may be provided at Sasria s discretion, who reserves the right to provide the same information to all other interested parties, should this enhance the submission. Sasria reserves the right to request meetings with Bidders to clarify responses or seek additional information to refine assessments. Sasria reserves the right to conduct supplier due diligence prior to final award or any time during the contract period. This may include site visits and requests for additional information Automatic Disqualification If ever it is found that the interested party or person(s) acting on behalf of the interested party has, in the RFP or during the whole process of evaluation, selection, etc.: Misrepresented or altered material information in whatever way or manner; Promised offered or made gifts, benefits to any Sasria employee; Canvassed, lobbied in order to gain unfair advantage; Committed fraudulent acts; and Acted dishonestly and/or in bad faith. Such interested party and/or person(s) shall automatically be disqualified from further participation in this process. Any attempts by the bidders to directly or indirectly canvas any member of Sasria s personnel for support will result in disqualification of their bid/proposal Proposal costs All costs and expenses incurred by the bidder relating to their participation in, and preparation of this proposal process shall be borne by the bidder exclusively. Page 8

10 2.17. Validity period The proposals should remain valid for at least one hundred and twenty (120) working days after the closing date Important dates Step Description Date 1 Release of RFP 22 September Query window period 02 to 05 October Responses to queries 06 October Closing date for submission of proposals 30 October 2017 at 14h00 5 Bid Opening 31 October Governance assessments/ Documents verification 01 to 03 November Paper Evaluation process 06 to 10 November Presentations by bidders 22 to 24 November Final Evaluation 27 to 29 November Adjudication Process 01 to 06 December Finalisation of RFP 08 December 2017 Sasria reserves the right to amend any date specified above. Any changes will be communicated to the interested parties. Page 9

11 3. Part 3 Qualification and Evaluation Criteria 3.1. Qualification Only bidders who have submitted compliant proposals pursuant to Part 2 above will be evaluated in accordance to the Qualification and Evaluation Criteria set out in Part Evaluation of proposals The purpose of the RFP is to obtain a complete set of salient information pertaining to the bidding parties. The proposals will accordingly be used to evaluate whether, at Sasria s discretion, an interested party qualifies to proceed to the next stage of this procurement process. All bidding parties will be advised in writing of Sasria s decision, which will be final. No correspondence will be entered into pertaining to the evaluation process, the decisions taken and reasons thereof Qualification criteria All bidders must demonstrate that they have the required competencies in their core teams. The proposal must include all required documentation as requested in the RFP. All bidders are required to meet the minimum specifications of compliance, technical expertise and experience Evaluation Criteria Stage 1: Governance Verification The evaluation during this stage is to ensure that all required documentation (refer to Part 5) are received and duly completed and that all minimum requirements are complied with. Bidders that did not achieve the requirements will be disqualified. Stage 2: Technical Evaluation The evaluation during this stage is based on technical criteria (Functionality). Only bidders achieving a minimum score of 70% will be shortlisted and evaluated further in Stage 3. Stage 3: Presentations The shortlisted Bidders selected from Stage 2 that have achieved a minimum of 70% will be required to conduct Presentations of their proposal. The presentations will provide an opportunity for the bidder to clarify their proposal to ensure mutual understanding. Sasria will arrange the scheduling of time and location for these presentations. The presentations will form part of the technical evaluation process. The technical evaluation guideline is set out below. The bidder should specifically respond to the relevant technical evaluation guideline in their proposals. Page 10

12 Bidders will be evaluated as indicated below: Scorecard Item Criteria Points 1 Overview of the Company, including the following: Corporate profile, the Overall business objectives, strategic plans for growth, and ownership. The experience and expertise in the field of Corporate Travel Management Services. (10 points) 2 The expertise of the team that will be serving Sasria. The experience and expertise in the field of Corporate Travel Management Service. Please provide the management hierarchy (10 points) 3 Provide a detailed transition plan for implementing the service without service interruptions and engage with the incumbent service provider to ensure a smooth transition. (5 points) 4 Travel Membership/s: Provide a valid membership proof of Association of South African Travel Agents (ASATA). Proof of such membership (5 points) Valid Membership = 10 years = 5 Points > 5 10 years = 4 Points >2 5 years = 3 Points 1-2 years = 2 Points < 1 year = 1 Point 5 The proposal s (approach and execution plan). (40 points ) Ability to demonstrate thorough understanding of the required services which include but is not limited to: (i) Manage bookings. Describe your capabilities, booking systems and processes for handling bookings (e.g. travel reservations, hotel accommodation, car rental, flights, conferences, events, etc.). Please specify if these bookings would be done by the bidder or outsourced. (15 points). Directly negotiated rates How is the Negotiated airline fares, accommodation establishment rates, car rental rates, etc., that are negotiated directly or established by National Treasury monitored, managed and implemented. Describe how these specific rates will be secured. Describe any automated tools that will be used to assist with maintenance and processing of the said negotiated rates. (10 points) Page 11

13 (ii) Describe how queries, requests, changes and cancellations will be handled. What is your mitigation and issue resolution process? Please provide a detailed response indicating performance standards with respect to resolving (5 points ) (iii) Provide an overview of your back-office processes detailing the degree of automation for air tickets workflow and include the Organisation s accounting system and controls, ground arrangements and bill back workflow. (10 points ) 6 After Hours Emergency (10 Points) 10 The bidder must have capacity to provide reliable and consistent after hours and emergency support to traveller(s). Please provide details/ Standard Operating Procedure of your afterhour support e.g. how it is accessed by Travellers, where it is located, centralized/ regionalised, in-country (owned)/ outsourced etc. is it available 24/7/365 Reminders to Sasria to process purchase orders within 24 hours to reduce queries on invoices. (10 points ) 7 Provide four detailed reference letter from the relevant client on the 10 client s letter head clearly detailing the actual work that was completed relating to travel management services (no points will be allocated if the relevant reference letter is not provided). Maximum 2.5 points per reference letter For each letter received with none related reference - 1 Point For each letter received with related reference Points 8 Quality of proposal document /Presentations: Compilation of the 10 tender documents Total 100 Page 12

14 Stage 4: BBBEE and Cost calculation Bidders that achieved a minimum score of 70% in Stage 3 (Presentations from the Technical criteria) will progress to this level (Stage 4) and will be evaluated in accordance with the Preferential Procurement Policy Framework method as per SBD 6.1. Based on B-BBEE contributor level score. Points will be calculated on an 80/20 method as stipulated below: B-BBEE Status Level of Contributor Number of points (80/20) % Non-Compliant Contributor 0 2 Price/Fee Structure including VAT 80 Points scored will be rounded off to the nearest 2 decimal places. In the event that two or more tenders have scored equal total points, the successful tender must be the one scoring the highest number of preference points for B-BBEE. Should two or more tenders be equal in all respects, the award shall be decided by the drawing of lots. A contract may, on reasonable and justifiable grounds, be awarded to the bid that did not score the highest number of points Selection Process The selection process shall take the following steps: A. Proposals will be reviewed to determine compliance with minimum requirements. B. Proposals will be evaluated on the technical criteria by the Evaluation Committee. C. Bidders will be requested to present to the Evaluation Committee. These presentations will form part of the technical evaluation, after which a final technical evaluation score shall be determined. D. Bidders will also be evaluated on Price and BBBEE (refer to document SBD6.1). E. A reference check may be performed by the management of Sasria on bidders. Page 13

15 4. Part 4 RFP Requirements 4.1. Background This Request for Proposal has been issued to solicit proposals from Travel Management Services companies interested in providing Corporate Travel Management Services to Sasria Scope/Capacity The successful bidder will be required to provide travel management services which include but not limited to the following deliverables: General Receive travel requests from travellers and/or travel bookers, respond with quotations (confirmations) and availability. Upon the receipt of the relevant approval, the travel agent will issue the required e-tickets and vouchers immediately and send it to the travel booker and traveller via the agreed communication medium. Timeous, reliable, and consistent travel services. Obtain a minimum of three (3) price comparisons for all travel requests where the routing or destination permits. The travel services will be provided to all Travelers travelling on behalf of Sasria. The successful bidder will be responsible for the travel arrangements according to the National Treasury s instructions. The successful bidder is expected to familiarise themselves with current Sasria travel business processes. The successful bidder is expected to familiarise themselves with the current National Treasury cost containment measures relating to travel and negotiated agreements that are in place between National Treasury and third parties. The successful bidder is expected to familiarise with the Sasria Travel Policy and implementations of controls to ensure compliance. Penalties incurred as a result of the inefficiency or fault of a travel consultant will be for the bidder s account, subject to the outcome of a formal dispute process. Provide a facility for Sasria to update their travellers profiles for both local and International travellers. Assist to manage the third party service providers by addressing service failures and complaints against these service providers. Must keep abreast of carrier schedule changes as well as all other alterations and new conditions affecting travel and make appropriate adjustments for any changes in flight schedules prior to or during the traveller s official trip. When necessary, e-tickets and billing shall be modified and reissued to reflect these changes. Assist with the arrangement of foreign currency and the issuing of travel insurance for international trips where required. Negotiated airline fares, accommodation establishment rates, car rental rates, etc. that are negotiated directly or established by National Treasury or by Sasria are noncommissionable, where commissions are earned for Sasria bookings all these commissions should be returned to Sasria on a quarterly basis. Page 14

16 Reservations The Bidder will: Always endeavour to make the most cost effective comprehensive travel arrangements. Always endeavour to make travel arrangements expeditiously (i.e. 24 hours). Apprise themselves of all travel requirements for destinations to which travellers will be travelling and advice the Traveller of alternative plans that are more cost effective and more convenient where necessary. Book parking facilities at the airports where required for the duration of the travel. Respond timely and process all queries, requests and authorized changes and cancellations timeously and accurately. Must be able to facilitate group bookings (e.g. for meetings, conferences, events, etc.). Must issue all necessary travel documents, itineraries and vouchers timeously to traveller(s) prior to departure dates. Advise the Traveller of all visa and inoculation requirements well in advance. Visa applications will not be the responsibility of the successful bidder; however, the relevant information must be supplied to the traveller(s) where visas will be required. Air Travel The successful bidder must be able to book full service carriers as well as low cost carriers. The successful bidder will book the lowest airfares possible for domestic travel in line with National Treasury s instructions. For international flights, the airline which provides the most cost effective and practical routings may be used. The successful bidder should obtain three or more price comparisons where applicable to present the most cost effective and practical routing to the Traveller. Proof will be required. The airline ticket should include the applicable airline agreement number as well as the individual loyalty program number of the Traveller (if applicable). Airline tickets must be delivered electronically to the traveller(s) promptly after booking and before the departure dates. The successful bidder will be responsible for the tracking and management of unused e-tickets as per agreement with Sasria. Accommodation The successful bidder will obtain price comparisons within the maximum allowable rate matrix as per the cost containment instruction of the National Treasury. The successful bidder will obtain three price comparisons from accommodation establishments that provide the best available rate within the maximum allowable rate and that is located as close as possible to the venue or office or location or destination of the traveller. This includes planning, booking, confirming and amending of accommodation with any establishment (hotel group, private hotel, guest house or Bed & Breakfast) in accordance with Sasria s travel policy. Page 15

17 Accommodation vouchers must be issued to all Sasria s travellers for accommodation bookings and must be invoiced to Sasria monthly. Such invoices must be supported by a copy of the original hotel accommodation charges. Car Rental and Shuttle Services The successful bidder will book the approved category vehicle in accordance with the Sasria Travel Policy and National Treasury requirements. The travel consultant should advise the Traveller on the best time and location for collection and return considering the Traveller s specific requirements. For international travel the successful bidder may offer alternative ground transportation to the Traveller that may include rail, buses and transfers. The successful bidder will book transfers in line with the Sasria s Travel Policy Transfers can also include bus and coach services. Vouchers must be issued to all Sasria s travellers for transport bookings and must be invoiced to Sasria monthly. Such invoices must be supported by a copy of the original transport quotation and official purchase orders. Proof must be submitted. Communication The bidder may be requested to conduct workshops and training sessions for Travel Bookers of Sasria All enquiries must be investigated and prompt feedback be provided in accordance with the Service Level Agreement. The bidder must ensure sound communication with all stakeholders. Link the business traveller, travel coordinator, successful Service Provider in one smooth continuous workflow. A complaint handling procedure must be implemented to manage and record the compliments and complaints of the successful bidder and other travel service providers. After Hours and Emergency Service The bidder must provide a consultant or team of consultants to assist Travellers with after hours and emergency reservations and changes to travel plans. A dedicated consultant/s must be available to assist Executive Travellers with after hour or emergency assistance. After hours services must be provided from Monday to Friday outside the official hours (17h00 to 8h00) and twenty-four (24) hours on weekends and Public Holidays. A call centre facility or after hours contact number should be available to all travellers so that when required, unexpected changes to travel plans can be made and emergency bookings attended to. The bidder must have a standard operating procedure for managing after hours and emergency services. This must include purchase order generation of the request within 24 hours. Page 16

18 Technology, Management Information and Reporting The bidder must have the capability to consolidate all management information related to travel expenses into a single source document with automated reporting tools. The implementation of an Online Booking Tool to facilitate domestic bookings should be considered to optimise the services and related fees. All management information and data input must be accurate. Reports The bidder will be required to provide Sasria with a minimum of three (3) standard monthly reports that are in line with the National Treasury s Cost Containment Instructions reporting template requirements at no additional cost. Service Level Agreement reports must be provided on the agreed date. It will include but will not be limited to the following: Three (3) standard monthly reports that are in line with the National Treasury s Cost Containment Instructions reporting; Travel, flights, accommodation and car hire; After hours Report; Compliments and complaints; Consultant Productivity Report; Long term accommodation and car rental; Extension of business travel to include leisure; Upgrade of class of travel (air, accommodation and ground transportation); Bookings outside Travel Policy. Finance Creditor s ageing report; Creditor s summary payments; Daily invoices; Reconciled reports for Travel Lodge card statement; No show report; Cancellation report; Receipt delivery report; Monthly Bank Settlement Plan (BSP) Report; Refund Log; Open voucher report, and Open Age Invoice Analysis. Page 17

19 Account Management An Account Management structure should be put in place to respond to the needs and requirements of Sasria and act as a liaison for handling all matters with regard to delivery of services in terms of the contract. The successful bidder must appoint a dedicated Key Account Executive/Manager and Business Manager that is ultimately responsible for the management of Sasria s account. The necessary processes should be implemented to ensure good quality management and ensuring Traveller satisfaction at all times. A complaint handling procedure must be implemented to manage and record the compliments and complaints of the successful bidder and other travel service providers. Ensure that the Sasria s Travel Policy is enforced. The Service Level Agreement (SLA) must be managed and customer satisfaction surveys conducted to measure the performance of the successful bidder. Ensure that workshops/training are provided to Travellers and/or Travel Bookers. During reviews, comprehensive reports on the travel spend and the performance in terms of the SLA must be presented Administration Functions The service provider will be required to attend status meetings/progress update meetings in order to report on work done. Quarterly meetings (if required) 4.4. Service Level Agreement Maintenance and support must be provided through an annual Service Level Agreement (SLA). The successful bidder must include a service level agreement in the proposal and provide guaranteed pricing for a year. The bidder s SLA must also include the following: Resources that will be allocated to Sasria; Details of inclusions and exclusions; and Standard turnaround times. Page 18

20 4.5. Additional Information (Sasria Travel Information) 1 April 2015 to 31 March 2016 (figures are from 01 June March 2016) Sasria started trading with the current Vendor from 1 June 2015 SERVICE DESCRIPTIONS 1 April 2016 March 2017 TRANSACTIONS AMOUNT (Incl. VAT) Air - International 32 R ,00 Air - Domestic 73 R ,00 Hotel/ Accommodation 28 R ,00 Tour Packages 8 R ,00 Other Expenses (Exchange Rates) 17 R ,00 Car Hire/ Shuttles 42 R ,00 SERVICE DESCRIPTIONS Grand Total 200 R ,00 TRANSACTIONS AMOUNT (Incl. VAT) Air - International 28 R ,00 Air - Domestic 201 R ,00 Hotel/ Accommodation 58 R ,00 Tour Packages 5 R ,00 Other Expenses (Exchange Rates) 13 R ,00 Car Hire/ Shuttles 40 R ,00 Grand Total 345 R ,00 Page 19

21 5. Part 5 Required Documents STANDARD BIDDING DOCUMENTS In addition to the aforementioned Annexure, the following attachments must be completed, signed and submitted together with the proposal/bid. Failure to submit these documents will lead to disqualification of the proposal/bid. Confidentiality and Non-disclosure Agreement (Annexure A); Invitation to Bid (SBD 1); Tax Clearance Certificate Requirements (SBD 2); Pricing Schedule (SBD 3.3 Professional Service or 3.1 Purchases); Declaration of Interest (SBD 4); Preference Points Claims Form in terms of the Preferential Procurement Regulations 2017 (SBD 6.1); Declaration Certificate for Local Production and Content (SBD 6.2) Contract Form Rendering of Goods/ Works SBD 7.1 (or 7.2 for Services); Declaration of Bidder s Past SCM Practices (SBD 8); and Certificate of Independent Bid Determination (SBD 9). Page 20

22 REQUIRED CONTRACT DOCUMENTATION & ATTACHMENTS: ANNEXURE A CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT Entered into between: Sasria SOC Limited A company duly incorporated under the laws of Republic of South Africa, having its main place of business at 36 Fricker Road, Illovo, Sandton, 2196, With registration number: 1979/000287/06 (Hereinafter referred to as the Discloser ) And A company duly incorporated under the laws of Republic of South Africa, having its main place of business at, With registration number: (Hereinafter referred to as the Recipient ) Page 21

23 PREAMBLE Whereas the Discloser will disclose certain confidential information to the Recipient for providing Sasria with technical information. And whereas the Recipient wishes to receive confidential information on the condition that the Recipient will not disclose the same to any third party or make use thereof in any manner except as set out below. The Discloser and the Recipient hereby agree to the following: 1. Definitions Unless the contrary is clearly indicated, the following words and/or phrases, when used in this Agreement, shall have the following meaning: 1.1 Agreement shall mean this written document together with all written appendices, annexures, exhibits or amendments attached to it from time to time; 1.2 Commencement Date shall mean the last date of signature; 1.3 Confidential Information shall mean all information which: Pertains to the Disclosing Purpose, disclosed, revealed or exchanged by the Discloser to the Recipient, and which pertains to, but is not limited to all intellectual property rights, all trade secrets, all agreements (whether in writing or not) which exist at the time of revealing the content thereof to the Recipient, the content of all possible future agreements which the Discloser intends to enter into with any other party, all knowledge obtained by way of research and development, irrespective of whether the aforementioned information that is revealed is applicable to technical, business or financial aspects of the Discloser; and/or Any information of whatever nature, which has been or may be submitted by the Discloser to the Recipient, whether in writing or in electronic form or pursuant to discussions between the Parties, or which can be obtained by examination, testing, visual inspection or analysis, including, without limitation, business or financial data, know-how, formulae, processes, specifications, sample reports, models, customer lists, computer software, inventions or ideas; and/or Any dispute between the Parties resulting from this Agreement; and/or Page 22

24 1.3.4 Any fault or defect in any aspect of the business of the Discloser, irrespective of whether the Discloser knows about such a fault or defect; 1.4 Notice shall mean a written document; 1.5 Parties shall mean both the Discloser (Sasria SOC Ltd) and the Recipient ( ). 2. Obligations of the Recipient The Recipient shall: 2.1 Use the confidential information disclosed to it solely for the purposes of assisting Sasria with this Request for Proposal and for no other purpose whatsoever; 2.2 Treat and safeguard the Confidential Information as private and confidential; 2.3 Ensure proper and secure storage of all Confidential Information; 2.4 Not at any time without the prior written consent of the Disclosure or another employee of the disclosure from which he received the information, Disclose or reveal to any person or party either the fact that discussions or negotiations are taking, or have taken place between the Board, employee and another employee or the content of any such discussions or other facts relating to the Disclosing Purpose, except where required by law or any governmental, or regulatory body; 2.5 Notwithstanding any lesser degree of protection that may otherwise be permissible hereunder, where any Confidential Information may be subject of any National or Government Security Regulations, the Recipient shall, and hereby undertakes to, take such measures as may be required by such Regulations to protect such Confidential Information; 2.6 Not create the impression with or lead any third party to interpret or construe any condition contained in this Agreement, that this Agreement is an Agency Agreement and/or Partnership Agreement and/or a Joint Venture and/or any other similar arrangement. For purposes of this Agreement, the Recipient s professional advisors and insurers will not be viewed as being third parties; 2.7 Not allege that this Agreement grants it, either directly, or by implication, or by estoppel or otherwise a license under any patent or patent application, or that it is entitled to utilize the Confidential Information in any way contrary to the stipulations Page 23

25 contained in this Agreement; 2.8 On termination of this Agreement act with the Confidential Information in accordance with a Notice delivered to it by the Discloser and if no such Notice was delivered, the Recipient shall destroy the Confidential Information in a similar manner to which it would destroy information that it would consider to be its own Confidential Information. Notwithstanding the content of this clause 2.8, the Recipient will be entitled to retain so much of the Confidential Information that it requires to comply with its own document retention policy, as well as that imposed on it by the professional body of which it is a member. 3. Obligations of the Discloser The Discloser shall: 3.1 Disclose to the Recipient, in writing any relevant information in their possession or under their care, for purposes of assisting the Discloser with the Request for Proposal Marketing and Communication Services; 3.2 Furnish the Recipient at least 7 (seven) calendar days prior to this Agreement being terminated, for whatever reason, with a Notice instructing the Recipient about what it should do with the Confidential Information once the Agreement has been terminated. 4. Exclusions The provisions of Clause 3 above will not apply to any Confidential Information which: 4.1 Is at the time of disclosure to the Recipient, within the public domain and could be obtained by any person with no more than reasonable diligence; 4.2 Come into the public domain and could be obtained after such disclosure, otherwise than by reason of a breach of any of the undertakings contained in this Agreement; 4.3 Is subsequently provided to the Recipient by a person who has not obtained such information from the Discloser, provided that, in any such case, such information was not obtained illegally or disclosed by any person in breach of any undertaking or duty as to confidentiality whether expressed or implied; 4.4 Is disclosed with the written approval of the Discloser; 4.5 Is or becomes available to a third party from the Discloser on an unrestricted basis; Page 24

26 4.6 Is obliged to be reproduced under an order of court. 5. Commencement This Agreement shall commence on the Commencement Date. 6. Cancellation 6.1 The Agreement shall not terminate automatically. Either party must be able to terminate on written notice to the other party once the Disclosing Purpose is completed. The obligations of confidentiality under this Agreement shall continue to apply after assignment or termination of this Agreement; 6.2 The Parties further agree that either Party shall have the right at any time to give notice in writing to terminate this Agreement forthwith in the event of a material breach of any of the terms and conditions of the Agreement. If the breach in question is one which can effectively be remedied, the Parties shall endeavour to jointly try to remedy such breach, failing which, the Agreement shall be terminated. 7. Interpretation 7.1 The clause headings in this Agreement have been inserted for convenience only and will not be taken into consideration in the interpretation of this Agreement; 7.2 Any reference in this Agreement to the singular includes the plural and vice versa; 7.3 Any reference in this Agreement to natural persons includes legal persons and references to any gender include references to the other genders and vice versa. 8. Alternative Dispute Resolution 8.1 A dispute concerning or arising out of this Agreement exists once a party notifies the others in writing of the nature of the dispute and requires it to be resolved under this clause. The parties must refer any dispute to be resolved by - negotiation; failing which mediation; failing which arbitration 8.2 Within ten (10) Business Days of notification, the parties must seek an amicable resolution to the dispute by referring it to designated and authorized representatives of Page 25

27 each of the parties to negotiate and resolve it by the parties signing an agreement resolving it within fifteen (15) Business Days. 8.3 If negotiation fails, the parties must refer the dispute for resolution by mediation under the rules of the Arbitration Foundation of Southern Africa (or its successor or body nominated in writing by it in its stead) ( AFSA ). 8.4 If mediation fails, the parties must refer the dispute within fifteen (15) Business Days for resolution by arbitration (including any appeal against the arbitrator s decision) by one arbitrator (appointed by agreement between the parties) as an expedited arbitration in Sandton under the then current rules for expedited arbitration of AFSA. 8.5 If the parties cannot agree on any arbitrator within a period of ten Business Days after the referral, the arbitrator will be appointed by the Secretariat of AFSA. 8.6 The periods for negotiation or mediation may be shortened or lengthened by written agreement between the parties. 8.7 This clause will not preclude any party from access to an appropriate court of law for interim relief in respect of urgent matters by way of an interdict, or mandamus pending finalization of this dispute resolution process, for which purpose the parties irrevocably submit to the jurisdiction of a division of the High Court of the Republic of South Africa. 8.8 This clause is a separate, divisible agreement from the rest of this Agreement and must remain in effect even if the Agreement terminates, is nullified, or cancelled for any reason or cause. 10. Validity If any provision of this Agreement is found or held to be invalid or unenforceable, the validity and enforceability of all the other provisions of this Agreement will not be affected thereby. 11. Protection of Personal Information 11.1 The Recipient undertakes to ensure that the personal information is only processed, protected and utilised as permitted in terms of the requirements of law The Recipient acknowledge and agree that the Discloser may collect, process, use and store data/information provided by the Recipient to the Discloser during the course of the Agreement Page 26

28 11.3 The Recipient further agree to indemnify the Discloser against any potential claim for any legal action against the Discloser as a result of the Recipient s failure to act fully in compliance with the Protection of Personal Information Act and other laws 12. Domicilium and Notices The Parties elect the following addresses as their respective domicilium citandi et executandi, at which all notices and other communications must be delivered for the purposes of this Agreement: 12.1 Discloser: By hand at 36 Fricker Road, Illovo, Sandton, Johannesburg, Marked for the attention of: Mr. Mziwoxolo Mavuso, Executive Manager: Governance and Secretariat By post at: P.O. Box , Benmore, 2010, Marked for the attention of: Mr. Mziwoxolo Mavuso, Executive Manager: Governance and Secretariat By telefax at (011) , Marked for the attention of: Mr. Mziwoxolo Mavuso, Executive Manager: Governance and Secretariat Page 27

29 12.2 Recipient: By hand at, Marked for the attention of: By post to:, Marked for the attention of: By telefax at Marked for the attention of: 12.3 Any notice or communication required or permitted to be given in terms of this agreement shall only be valid and effective if it is in writing Any notice addressed to either of the Parties and contained in a correctly addressed envelope and sent by registered post to it at its chosen address or delivered by hand at its chosen address to a responsible person on any day of the week between 09h00 and 16h00, excluding Saturdays, Sundays and South African public holidays, shall be deemed to have been received, unless the contrary is proved, if sent by registered post, on the 14 th (fourteenth) calendar day after posting and, in the case of hand delivery, on the day of delivery Any notice sent by telefax to either of the Parties at its telefax number shall be deemed, unless the contrary is proved, to have been received: If it is transmitted on any day of the week between 09h00 and 16h00, excluding Saturdays, Sundays and South African public holidays, within 2 (two) hours of transmission; If it is transmitted outside of these times, within 2 (two) hours of the commencement any day of the week between 09h00 and 16h00, excluding Saturdays, Sundays and South African public holidays, after it has been transmitted. Page 28