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["TRANSNET RFP TCC/2025/08/0001/103930/RFP, FOR THE PROVISION OF INTEGRATED TRAVEL MANAGEMENT SYSTEM AND RELATED SERVICES FOR A PERIOD OF THREE (3) YEARS"]
["ANNEXURE B. - TECHNICAL QUESTIONAIRRE "]
["PHASE 1 -TECHNICAL DESKTOP EVALUATION CRITERIAS- BIDDERS TO COMPLETE RED HIGHLIGHTED BLOCKS IN COLUMN E (Bidder response)"]
["No","Requirement","Provide Evidence /Supporting Documents and Include as an Appendix to this Annexure and indicate reference hereunder)",null,"Scoring Guide and Points",null,"Maximum Points Achievable","PROOF OF EVIDENCE REFERENCED (clear reference to applicable section in appendix, included documentation)"]
["Sub- Category 1- Ability to provide the full Scope of Services"]
[1,"Bidder to demonstrate the existing Integrated Travel management system full functionality with regards to the online booking of air, hotel (and guest house) and car hire travel requirements that Transnet will have access to, and also how this will integrate into the airlines, hotels and car hire service providers. ","Provide detailed screenshots of the full process in the existing Integrated Travel management system showing the full functionality with regards to the online booking of air, hotel and car hire travel Scope of Services requirements that Transnet will have access to. The weightings placed on critical components of this category is as follows:\n1. Air Travel process will be 5 of the total 15 points for this criteria;\n2. Hotel and Guest House Accommodation process will be 5 of the total 15 points for this criteria;\n3. Car Hire process will be 5 of the total 15 points for this criteria; \n\n\n",null,"Bidder provided detailed screenshots of the full process in the existing Integrated Travel management system showing the full functionality with regards to the online booking of air, hotel and car hire travel Scope of Services requirements that Transnet will have access to. The weightings placed on critical components of this category is as follows:\n\n1. Air Travel process will be 5 of the total 15 for this criteria = 5 points\n\n2. Hotel and Guest House Accommodation process will be 5 of the total 15 for this criteria = 5 points\n\n3. Car Hire process will be 5 of the total 15 for this criteria = 5 points\n\nNote: no points will be allocated where the bidder fails to provide detailed screenshots = 0 point",null,15]
[2,"Bidders to demonstrate how booking will be done during system down time","Provide a process from start to end on how bookings will be done manually by the travel agent consultant incases where the system is not available/down time.\n",null,"Bidder provided a process from start to end  on how bookings will be done manually by a consultant  incases where the system is not available/down time = 5 points\n\nBidder did not provide a process from start to end  on how bookings will be done manually by a consultant  incases where the system is not available/down time. = 0 point\n",null,5]
[3,"Bidders to provide evidence that the system is operational 95% of the time. ","Provide a three months system usage and diagnostic reports  (within the past 6 months) showing that the system runs 24 hours 95% of the time",null,"Bidder provided a three months system usage and diagnostic reports showing that the system runs 24 hours 95% of the time = 5 points\n\nBidder did not provide a three months system usage and diagnostic reports showing that the system runs 24 hours 95% of the time = 0 point",null,5]
[4,"Bidder to demonstrate how manual (off-line) bookings will be integrated into the systems when service providers are not booked on-line e.g.  guest houses accommodation, shuttle services, forex, etc. (services that are not available on the GDS). ","Provide a process from start to end on how manual/off-line bookings will be integrated into the system to have all trips available and tracked in one system (i.e. reporting all manual and online trips in one report).",null,"Bidder provided a process from start to end on how manual/off-line bookings will be integrated into the system to have all trips available and tracked in one system.=5 points\n\nBidder did not provide a process from start to end on how manual/off-line bookings will be integrated into the system to have all trips available and tracked in one system = 0 point",null,5]
[5,"Bidder to demonstrate how they have managed to integrate with an ERP (SAP or similar) system in relation to uploading/downloading employee data, financial data and configuration rules","Provide a process of how data will be integrated between the travel system and the Transnet ERP system. (e.g. trips data, invoicing data, employee data etc.)",null,"Bidder provided a process of how data will be integrated between the travel system and the ERP system = 5 points\n\nBidder did not provide a process of how data will be integrated between the travel system and the ERP system. = 0 point",null,5]
[6,"Bidder to demonstrate how Transnet will be able to access the Integrated Travel Management system on all digital platforms (desktops, iPad and cellphones) to do online bookings, changes, cancellations, etc., of air, hotel and car hire travel requirements","Provide a detailed process or guide on how Transnet will be able to access the Integrated Travel Management system on all digital platforms (desktops, iPad and cellphones) to do online bookings, changes, cancellations, etc., of air, hotel and car hire travel requirements (photos or screenshots of all three mentioned digital platforms required)",null,"Bidder provided a detailed process or guide on how Transnet will be able to access the integrated Travel Management system on all digital platforms(desktops, iPad and cellphones) to do online bookings, changes, cancellations, etc., of air, hotel and car hire travel requirements = 5 points\n\nBidder did not provide a process or  guide on how Transnet will be able to access the Integrated Travel Management system on  all digital platforms (desktops, iPad and cellphones) to do online bookings, changes, cancellations, etc., of air, hotel and car hire travel requirements = 0 point\n\n",null,5]
[7,"Bidder to demonstrate the process on how regional and international travel will be booked."," Provide a travel booking process of the regional and international travel e.g. concierge services, VISAs, health & safety requirements etc.",null,"Bidder provided process of the travel booking of the regional and international travel =10 points\n\nBidder did not provide process of the travel booking of the regional and international travel = 0 point\n",null,10]
[8,"Bidder to demonstrate how access to the travel system is managed and controlled, as well as different levels of access and profiles (including approver profiles). ","Provide a process to access the travel system, as well as different levels of access and user profiles (including approver profiles). ",null,"Bidder provided a process to access (e.g. login) the travel system = 3 points \n\nBidder provided different levels of access and user profiles (including approver profiles) = 2 points\n\nNote: Bidder will score (0) point,  if the minimum requirements are not met,  or if insufficient information is provided.",null,5]
[9,"Bidder to demonstrate that Transnet travel policies and rates can be loaded in the system, including the bidders preferential rates in order to assist Transnet to achieve better booking rates and cost savings. (Previous National Treasury regulations can be used as a reference)","Provide a process of loading Transnet travel policy provisions and rates in the system, including the bidders preferential rates.  (photos or screenshots of Travel policy provisions and bidders preference rates loaded in the system required)",null,"Bidder provided a process loading Transnet travel policy provisions and rates in the system, including the bidders preferential rates = 5 points\n\nBidder did not provide a process loading Transnet travel policy provisions and rates in the system, including the bidders preferential rates = 0 point\n",null,5]
[10,"Bidder to demonstrate how the amendments and cancellations to the trips are handled by the system together with the related approval thereof.","Provide a process of how the amendments and cancellations to the trips are handled by the system together with the related approval thereof.  (photos or screenshots of cancellations of trips, amendments of trips and approval thereof are required)",null,"Bidder provided a process of how the amendments and cancellations to the trips are handled by the system together with the related approval thereof. = 5 points\n\nBidder did not provide a process of how the amendments and cancellations to the trips are handled by the system together with the related approval thereof. = 0 point\n\n",null,5]
[11,"Bidder to demonstrate whether the ability to use Travel lodge cards to pay for travel services is possible in the system and how the transactions are reconciled.","Bidder to provide a report of transactions paid by a travel lodge card within the past 3 months and the related reconciliation (client information can be hidden)",null,"\nBidder provided a report of transactions paid by a travel lodge card within the past 3 months and the related reconciliation = 5 points\n\nBidder did not provide a report of transactions paid by a travel lodge card within the past 3 months and the related reconciliation = 0 point\n\n\n",null,5]
[null,"TOTAL WEIGHTING AND SCORE- SUB CATEGORY 1",{"$nulls":4},{"$f":"SUM(G6:G16)","v":70}]
["Sub-Category 2 - Customer References"]
[1,"Provide signed reference letters from two (2) contactable existing or previous  clients within the past 5 years, excluding Transnet,  whom we may contact for references. The letter must include: company name, contact name, address, phone number, and duration of the contract, value of the travel expenditure, a brief description of the services that you provided and the percentage level of satisfaction out of 100% on each letter.  The satisfaction percentages will be added up and divided by two to get the average % for the two clients.  If there is no percentage on any letter, the total will still be divided by two.   ","Provide signed reference letters from two (2) contactable existing or previous clients within past 5 years, excluding Transnet,  whom we may contact for references. These percentages will be added up and divided by two to get the average %. If there is no percentage on any letter, the total will still be divided by two. \n The Letter must include:\n1.  Level of customer satisfaction in percentage terms on each letter.  \n2.  company name with a letter head, \n3. contact name, \n4. address of the company\n5.  phone number\n6.  duration of the contract, \n7. value of the travel expenditure and\n8. brief description of the services that you provided",null,"Bidder provided two fully compliant, signed reference letters on company letterhead, average satisfactory level of performance > 90% = 10 points\n\nBidder provided two fully compliant, signed reference letters on company letterhead, average satisfactory level of performance >85%< 90%  = 7.5 points\n\nBidder provided two fully compliant, signed reference letters on company letterhead, average satisfactory level of performance >80%< 85% = 5 points\n\nBidder provided two fully compliant, signed reference letters on company letterhead, average satisfactory level of performance >75%< 80% = 2.5 points\n\nBidder provided two fully compliant, signed reference letters on company letterhead, average satisfactory level of performance <75% = 0 point",null,10]
[2,"Provide the number of transactions / bookings serviced and the number of traveler profiles that can be loaded in the travel system per annum\n","Bidder to confirm on a company letter head the number of transactions of the total travel bookings and traveler profiles loaded in the travel system per annum of current or previous clients. (Also attach system records)\n\n",null,"Bidder confirmed with a letter with a letter head a number of transactions of the total travel bookings and traveler profiles loaded in the travel system of current or previous client per annum.\n\n>30000 transactions and >= 10000 traveler profiles;=  10 points\n>20000 <30000  transactions and >= 10000 traveler profiles; = 7.5 points\n>10000 <20000  transactions and >= 10000 traveler profiles = 5 points\n>5000<10000  transactions and >= 10000 traveler profiles = 2.5 points\n<5000  transactions and < 10000 traveler profiles= 0 point",null,10]
[null,"TOTAL WEIGHTING AND SCORE- SUB CATEGORY 2",{"$nulls":4},{"$f":"SUM(G19:G20)","v":20}]
["Sub- Category 3 - Transition Plan"]
[1,"New Bidder to Provide a detailed implementation or handover plan for implementing  the service without service interruptions and engaging with the current Service Provider to ensure a smooth transition.\n\nIf Existing Service Provider, then Bidder to provide a detailed hand over plan for transitioning to the new bidder to handover all data required for the handover,  to ensure a smooth handover \n\n\n","Bidders to demonstrate ability to implement or handover services at the beginning of a contract.",null,"Bidder provided a detailed Implementation plan as follows:\n1. If you are a new Bidder to Transnet, then the new bidder must provide a detailed transition plan, (organogram of the skilled project team (5 points), estimated timelines (2 points), all activities/steps in the process (2 points), contingency plan in case estimated timelines are not met (1 point)  = 10 points\n\n2. If you are the current Service Provider to Transnet who is bidding, then the current Service Provider that is also bidding must provide a detailed handover plan  (organogram of the skilled project team (5 points) , estimated timelines (2 points), all activities/steps in the process (2 points), contingency plan in case estimated timelines are not met(1 points) for transitioning to the new bidder to handover all data required for the handover,  to ensure a smooth handover = 10 points\n\nNote: no points will be allocated where the bidder fails to provide an implementation / transition plan = 0 point",null,10]
[null,"TOTAL WEIGHTING AND SCORE- SUB CATEGORY 3",{"$nulls":4},{"$f":"SUM(G23)","v":10}]
[null,"TOTAL WEIGHTING AND SCORE- ALL TECHNICAL DESKTOP CRITERIA'S ",{"$nulls":4},{"$f":"G17+G21+G24","v":100}]
[]
[]
["PHASE 2 - TECHNICAL PRESENTATION EVALUATION CRITERIAS FOR ON THE DAY OF THE PRESENTATION- BIDDERS NEED NOT SUBMIT ANYTHING FOR THIS SECTION UNTIL INFORMED BY TRANSNET TO DO THE PRESENTATION. HOWEVER BIDDER TO NOTE THAT TRANSNET REQUIRES THE BIDDER TO DEMONTRATE THE ACTUAL MANAGED INTEGRATED TRAVEL SYSTEM/SOLUTION (LIVE SYSTEM/SOLUTION), AND NOT BASED ON SLIDES. TRANSNET TEAM WILL EVALUATE THE SYSTEM/SOLUTIONS FUNCTIONALITY TO PROVIDE THE SCALE OF SERVICE."]
["No","Requirement","Sub-requirements",null,"Evaluation Imperatives for Scoring",null,"Scoring Points"]
[1,"Bidder to demonstrate the following examples in the existing Integrated Travel Management System(ITMS) with regards to the online booking of air, hotel and car hire travel requirements that Transnet will have access to. Show how the Transnet employee will perform the following including approval flows to line management to approve. (please ensure Bidder has internet connectivity to the Integrated Travel Management System):\n1. Demonstrate a reservations/ bookings for air travel from requisitioning, line approval, and right up to issuing the ticket;\n2. Demonstrate a reservations/ bookings for hotel accommodation from requisitioning, line approval right up to issuing the voucher in the ITMS;\n3. Demonstrate a reservations/ bookings for car hire from requisitioning, line approval right up to issuing the voucher in the ITMS.\n4. Demonstrate a reservations/ bookings for a group of employees (group bookings) from requisitioning, line approval right up to issuing the voucher in the ITMS\n","Presentation team to take Transnet through  the following examples on the existing Integrated Travel management system with regards to the online booking of air, hotel and car hire travel requirements that Transnet will have access to. Show how the Transnet employee will perform the following including approval flows to line management to approve. (please ensure Bidder has internet connectivity to the Integrated Travel Management System):\n1. Demonstrate a reservations/ bookings for air travel from requisitioning, line approval, and right up to issuing the ticket;\n2. Demonstrate a reservations/ bookings for hotel accommodation from requisitioning, line approval right up to issuing the voucher;\n3. Demonstrate a reservations/ bookings for car hire from requisitioning, line approval right up to issuing the voucher.",null,"The presenter/team must to demonstrate the following examples on the existing Integrated Travel management system with regards to the online booking of air, hotel and car hire travel requirements that Transnet will have access to. Show how the Transnet employee will perform the following including approval flows to line management to approve. (please ensure Bidder has internet connectivity to the Integrated Travel Management System:\n1. Demonstrate a reservations/ bookings for air travel from requisitioning, line approval, and right up to issuing the ticket = 10 points\n2. Demonstrate a reservations/ bookings for hotel accommodation from requisitioning, line approval right up to issuing the voucher = 12 points \n3. Demonstrate a reservations/ bookings for car hire from requisitioning, line approval right up to issuing the voucher = 10 points\n\nNote: Bidder will score (0) points if the bidder fails to demonstrate the existing Integrated Travel management system with regards to the online booking of air, hotel and car hire travel requirements that Transnet will have access to.\n",null,32]
[2,"Bidder to demonstrate how Transnet will be able to access the Integrated Travel Management system on desktops, iPad, cellphones, etc. to do online bookings, changes, cancellations, etc., of air, hotel and car hire travel requirements","Bidder to take Transnet through the process of Transnet user set up to access the Integrated Travel Management System  on desktops, iPad, cellphones, etc. to do online bookings, changes, cancellations, etc., of air, hotel and car hire travel requirements",null,"The presenter/team must  take Transnet through the process of Transnet user set up to access the Integrated Travel Management System  on desktops, iPad, cellphones, etc. to do online booking  = 2 points , changes = 2 points, cancellations = 2 points, of air = 2 points, hotel, car hire travel requirements=2 points and multi factor authentication capability = 2 points\n\n\nNote: Bidder will score (0) points,  if the bidder fails to present the process for Transnet user set up to access the Integrated Travel Management System on desktops, iPad, cellphones, etc. to do online bookings, changes, cancellations, etc., of air, hotel, car hire travel requirements  and multi factor authentication capability.\n",null,12]
[3,"Bidders understanding of the Travel Industry in South Africa, Regional (Africa) and International (including non-metropolitan areas)","Presentation team to demonstrate their  understanding of the Travel Industry in South Africa, Regional (Africa) and International.  (including non-metropolitan areas)",null,"The evaluation for this criteria will cover the Presenters/team understanding and insights of the Travel Industry in South Africa, Regional (Africa) and International, covering key topics, e.g., but not limited to, the regulations that govern the Travel Industry = 1 point, its challenges = 1 point, market analysis = 1 point, supplier analysis = 1 point, and benchmarks = 1 point.\n\n\nNote: Bidder will score (0) points,  if the bidder fails to demonstrate their understanding of the Travel Industry in South Africa, Regional (Africa) and International.",null,5]
[4,"Bidder to demonstrate how the rest of the services that will not be managed through the Integration Travel Management System with regards to, but not limited to the  guest houses accommodation, shuttle services, forex, payments of third party suppliers, reporting.","Presentation team to take Transnet through  how the rest of the services that will not be managed through the Integration Travel Management System with regards to, but not limited to the  guest houses accommodation, shuttle services, forex, payments of third party suppliers, accounting, reporting, etc. ",null,"The presenter/team must take Transnet through how the rest of the services that will not be managed through the Integration Travel Management System with regards to, but not limited to the guest houses accommodation(2 points), shuttle services (2 pints), forex (2 points), payments of third party suppliers (2 points),reporting (2 points). = 10 points\n\nThe presenter/team did not  take Transnet through how the rest of the services that will not be managed through the Integration Travel Management System with regards to, but not limited to the  guest houses accommodation, shuttle services, forex, payments of third party suppliers, accounting, reporting, etc.= 0 point\n",null,10]
[5,"Bidder to take Transnet through the detailed strategic cost savings plan for the contract duration. What items do the Bidder  target for maximum cost savings results?\nDescribe how you will assist the Transnet to realise cost savings on annual travel spend.","Presentation team to take Transnet through the detailed strategic cost savings plan for the contract duration. What items do the Bidder target for maximum cost savings results?\nDescribe how you will assist the Transnet to realise cost savings on annual travel spend.",null,"Bidder to present the detailed strategic cost savings plan for the contract duration (What items do the Bidder  target for maximum cost savings results = 6 points\nDescribe how you will assist the Transnet to realise cost savings on annual travel spend = 4 points\n\nNote: Bidder will score (0) points,  if the bidder fails to take Transnet through the detailed strategic cost savings plan for the contract duration",null,10]
[6,"Bidder to take Transnet through the detailed process of financial reconciliations and reporting: \n1.  Monthly spend reports\n2. Reconciliation between booked data and spend data\n3. Reconciliation between travel lodge card transactions and spend data\n4. Process for validation of invoice payments with Transnet","Presentation team to take Transnet through the detailed financial reports and reconciliations",null,"Bidder to present the detailed financial reports and reconciliations\n1.  Monthly spend reports = 3 points\n2. Reconciliation between booked data and spend data = 3 points\n3. Reconciliation between travel lodge card transactions and spend data = 5 points\n4. Process for validation of invoice payments with Transnet = 5 points\n\nNote: Bidder will score (0) points, if the bidder fails to take Transnet through the detailed financial reports and reconciliations",null,16]
[7,"Bidder to present the detailed integrated system set up and Transition plan and Project implementation plan if appointed","Presentation team to take Transnet through their detailed integrated system set up and Transition plan and Project implementation plan if appointed",null,"Bidder to present the  detailed integrated system set up (showing the system is capable to be integrated with an ERP system) = 4 points \n Transition plan and process if appointed= 4 points\n Project implementation plan = 2 points\n\nNote: Bidder will score (0) points, if the bidder fails to take Transnet through their detailed integrated system set up, Transition plans and  Project implementation plan",null,10]
[8,"Bidder to demonstrate data warehouse architecture to show that Transnet data is handled separately from other clients. ","Bidder to demonstrate data warehouse architecture to show that Transnet data is handled separately from other clients. ",null,"Bidder demonstrated that Transnet data can be handled separately from other clients= 5 points \n\nBidder failed to demonstrate that Transnet data can be handled separately from other clients = 0 point",null,5]
[null,"TOTAL WEIGHTING AND SCORE- ALL TECHNICAL PRESENTATION CRITERIA'S ",{"$nulls":4},{"$f":"SUM(G30:H37)","v":100}]