Provision of Travel Management services to SARS€¦ · 7 SAP Travel Management – travel requests + S&T Semi-automated process • Manual Form, approval → Travel Co-ordinator

Provision of Travel Management services to SARS

Briefing Session 23 July 2014 14h00

RFP No RFP 03/2014

Closing Date 11 August 2014, 11h00

Procurement

Senior Manager: Professional Services

Manager: Projects

Commodity Leader: Professional Services

Finance Evaluator: Value Delivery Plan

BBBEE Specialist: Support Services

Operations Specialist: Governance, Compliance & Risk

SARS – Finance

Specialist: Travel Management

Administrator: Finance

Specialist: Management Accounting Analysis

Manager: Finance

CA Graduate

Corporate Legal Services

Legal Specialist

Bid Evaluation Committee

2

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. Financial Statement Analysis

7. Draft Service Level Agreement

8. RFP submission and contact details

9. Q&A

Table of Content

3

RFP Timelines

ACTIVITY DUE DATE

RFP Advertisement in Sunday Times 13 July 2014

RFP Advertisement in Government Tender Bulletin

11 July 2014

Tender documents on SARS website 14 July 2014

Non-Compulsory briefing session 23 July 2014, 14H00

Questions relating to RFP 04 August 2014

RFP Closing Date 11 August 2014, 11h00

Notice to bidders SARS will endeavour to inform bidders

of the progress until conclusion of the

tender

4

5


2. RFP Timelines

3. Background

4. Scope of Work





9. Q&A

Table of Content

6

As an organ of state, SARS’s mandate outlines its obligations towards the state and

its people by:

Background

7

SAP Travel Management – travel requests + S&T

Semi-automated process

• Manual Form, approval → Travel Co-ordinator (SAP) → Approver → TMC

Background Cont.…

SARS’ primary objective in issuing this RFP is to enter into agreement with a

successful bidder who will achieve the following:

Provide SARS with:

Travel management services of a consistent and reliable standard

High level of traveller satisfaction in line with the service levels

Achieve significant cost savings for SARS without any degradation in the services;

Supplier management and support

Appropriately contain SARS’ traveller and organisational risk

8

Background Cont.…

s

Strategy Planning Friday, February 04, 2011

Travel Management Process Overview Diagram

Involves:

- Define Travel Management

Policies

- Define Travel Management

Procedures

- Develop Travel Management

toolkits and guidelines

- Develop Travel Management

Strategy/Communication

Travel Management Office

Define Travel

Management

Policies and

Procedures

Administer trip

verification

Business

Strategy

Divisional Capacity Plan

Divisional Business

Plan

SARS

Strategy

SARS Corporate Plan

SARS

Strategy

Involves:

- verify travel request

Compiled by: EBE Support Services

Process payment

runs

Process Travel

Bookings

(Internal Travel

Management)

Policies

Procedures

Involves:

- Capture domestic travel expense items/report

- Capture acquittal cost

- Scan and attach receipts claims

Involves:

- Verify acquittal costs

- Approve of domestic travel expense

Administer

domestic post-

travel expense

approval

Involves:

- Verify travel request

- Approve domestic travel

request

- Verify acquittal costs

Administer

acquittal report

completion

Administer

domestic pre-travel

request approval

Involves:

- Capture international travel expense

items/report

- Capture acquittal cost

- Scan and attach receipts claims

SARS Official

Administer

domestic post-

travel expense

Receipts

Travel Management OfficeLine Manager/

Cost Centre Manager

Approved international

post-travel expense

ESS

Acquittal report

Legend

Role

Process

Integration

Flow

Input

External

Interface

Process Flow

System

Output

Approved international

pre-travel request

Administer

completion of an

international travel

submission

Involves:

- Receive quotes from Travel Management Office

- Capture travel submission

- Forward travel submission to International Relations for

approval

SARS Official

Involves:

- Send trip request to the Commissioner/Minister for

approval

Administer

International pre-

travel request


Involves:

- capture of international

request on ESS

ESS

Travel submission

Travel

submission

Administer

international post-

travel expense

Acquittal form

SARS Official/ SARS Co-ordinator

Involves:

- Create request through SAP

ESS.

Administer

domestic pre-travel

request

ESS

Domestic pre-travel request workflow

Travel itinerary details

Involves:

- Capture acquittal report

- Attach relevant

documentation

- Forward acquittal report to

International Relations for approval

ESS

Acquittal report


Travel itinerary

details

Departure

Administer domestic pre travel requests

Administer international pre travel requests

Administer domestic post travel expense

Process payment

runs

Administer international post travel expense

SARS Official/ SARS Co-ordinator

Receipts

MSS

Approved domestic pre-

travel request

Line Manager/

Cost Centre Manager

MSS

Domestic post-travel

expense workflow

Approved domestic post-travel expense

Departure

International

Relations

(Approval)Approved travel

submission

Involves:

- Process bookings

- Issue tickets.

International

Relations

(Approval)

Involves:

- Review and approve the acquittal report by Group

Executive.

Involves:

- Process bookings

- Issue tickets.

Process Travel

Bookings

(Internal Travel

Management)

9

Background Cont.…

SARS Travel Volumes

Service/ Category Transactions

After Hours 243

Air Travel –Domestic 15 219

Air Travel – Regional 35

Air Travel – International 146

Car rental 7532

Conferences 230

Hotel 24 326

Transfers/shuttle 7904

Forex 25

Parking 696

Insurance 217

Total 56 573

The table reflects the number of transactions per

category of travel for the FY 2013/2014. The

figures are projections based on current trends

and may fluctuate. Figures serve illustration

purposes to assist bidders in the preparation of

technical and pricing proposals.


2. RFP Timelines

3. Background

4. Scope of Work





9. Q&A

10

Table of Content

11

Scope of Work Refer to section 9.3 of RFP doc

RFP Document

The successful bidder will be required to provide travel management services. Deliverables

under this section include without limitation, the following:

• Provide a detailed transition plan for implementing the service without service interruptions

and engage with the incumbent service provider to ensure a smooth transition.

• Familiarisation with current SARS travel business processes.

• Familiarisation with current travel suppliers and negotiated agreements that are in place

between SARS and third parties.

• Familiarisation with current SARS Travel Policy and implementations of controls to ensure

compliance.

• Take over the reporting of airline refunds.

• Take over bill-back vouchers for all travel service providers (i.e. the hotels, car rentals and

shuttle companies)

• Take over management of finances from previous service provider.

• Consolidation of corporate credit card.

• Consolidate all invoices from travel suppliers.

12

Scope of Work Refer to section 9.3 of RFP doc

Scope Continued…

Booking Service

Reservations

Air Travel

Accommodation

Car / Shuttle Hire

Process venue requests for meetings

Provide after hours and emergency services

Ensure efficient communication

Manage billing

Data management and information provision

Supplier Relationship Management – Quarterly and Annual Travel reviews

Value added services

Facilities

Office Management

Online Travel Solution – owned and/or managed by a Travel Management Company

13


2. RFP Timelines

3. Background

4. Scope of Work





9. Q&A

Table of Content

14

Pre-Qualification

Gate 0

BEE Scored

Gate 2

Price Scored

• Tax Clearance Certificate SBD 2

• Invitation to Bid SBD 1

• GCC

• SARS Oath of Secrecy

• Declaration of interest SBD 4

• Preference Point Claim form- SBD 6.1

• Declaration of Bidder’s Past SCM Practices – SBD 8

• Certificate of Independent Bid Determination – SBD 9

• Bidder Compliance form for Technical evaluation – Annexure A 2

• Audited/Reviewed Annual Financial Statements for three reporting periods

• IATA License / Certificate

• ASATA Certificate

• Experience of service provider

• Services

• Office Management

• Systems

• Travel Management Review

• Presentation and reference checks

Desktop Technical

Analysis 85 points

Gate 1

• BEE certificate

• Pricing Schedule – Annexure B

Bid Evaluation Process

Annexure B

( Pricing Schedule)

Annexure A 1

Annexure A2

(Technical

checklist

Presentation 15 points

Achieve 70 points of 85

to proceed to

presentation

Overall score of 80

points to proceed to

Gate 2

Bid Evaluation Process Gate 2: Price Tender submission format

Bidders must submit both a paper copy and an electronic copy of the Pricing Schedule. In the

event of a discrepancy, the paper copy will prevail.

Bidders must sign all paper copies of their Pricing Schedule.

Bidders must complete and submit ALL sheets for management fee price model and

transaction fee price model (both onsite and offsite)

Input spreadsheets

Worksheets are password protected

Bidders must not unprotect the spreadsheets and/or make any changes to the spreadsheets

or change the formatting of the Pricing

Cells are formatted to automatically indicate South African Rands, ordinary text fields and

percentages (%) where applicable.

Input cells are highlighted in light green

Cell to be inputted are indicated on price instruction sheet for easy of reference

Currency and VAT

Bidders’ proposed Pricing Schedules must be firm and not indicative.

All Bidders’ pricing must be quoted in South African Rands (ZAR).

The Pricing Schedule template is designed such that VAT will be calculated on Bidders’ input

pricing; therefore Bidders must complete the templates with unit prices excluding VAT.

15

BID DECLARATION - Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2

AND 5.1

- B-BBEE Status Level of Contribution: …………. = ……………(maximum of 10 or 20 points)

- (Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be

substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered

Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

SUB-CONTRACTING - Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

- If yes, indicate:

(i) what percentage of the contract will be subcontracted? ............……………….…%

(ii) the name of the sub-contractor? …………………………………………………………..

(iii) the B-BBEE status level of the sub-contractor? ……………..

(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

Bid Evaluation Process Gate 2: BBBEE SBD 6.1

16

17

Bid Evaluation Process Gate 2: BBBEE

Joint Ventures and Consortiums

Incorporated JVs must submit the B-BBEE status of the entity.

Unincorporated JVs must submit a consolidated B-BBEE scorecard as if they were a group structure for every separate tender.

Unincorporated JVs must also submit a signed Joint Venture agreement. All parties to the JV must submit the financial statements.

Sub-contracting

Bidders/ tenderers who want to claim Preference points will have to comply fully with regulations 11(8) and 11(9) of the PPPFA Act with

regard to sub – contracting.

B-BBEE Contributor Level Number of Points

(80/20 system)

Number of Points

(90/10 system)

1 20 10

2 18 9

3 16 8

4 12 5

5 8 4

6 6 3

7 4 2

8 2 1

Non-Compliant Contributor 0 0

Bid Evaluation Process Gate 2: BBBEE Point allocation

18

19


2. RFP Timelines

3. Background

4. Scope of Work





9. Q&A

Table of Content

FINANCIAL STATEMENT ANALYSIS

20

Submit sets of 3 years Audited/Reviewed Annual Financial Statements as

follows:

Signed Auditors / Accounting Officers Opinions

Statement Of Comprehensive Income (Income Statement)

Statement of Financial Position (Balance Sheet)

Statement of Cash Flows (Cash Flow Statement)

Accompanying Unabridged Notes for ALL of the above documents

3 Financial Periods

Explanatory Letter

Joint Ventures

Unincorporated JVs must submit separate financial statements for each

party to the JV.

Signed JV legal agreement.

Financial statements in Bidding Companies Name

Subsidiary submitting holding company’s financial statements must also

furnish a Performance Guarantee

21


2. RFP Timelines

3. Background

4. Scope of Work





9. Q&A

Table of Content

22

Service Level Agreement

Service Providers are requested to:

Comment on the terms and conditions set out in the Services Agreement and

where necessary, make proposals to the terms and conditions;

Each comment and/or amendment must be explained; and

All changes and/or amendments to the Services Agreement must be in an easily

identifiable colour font and tracked for ease of reference.

SARS reserves the right to accept or reject any or all amendments or additions

proposed by a Service Provider if such amendments or additions are

unacceptable to SARS or pose a risk to the organisation.

23


2. RFP Timelines

3. Background

4. Scope of Work





9. Q&A

Table of Content

24

+

TENDER BOX SARS Brooklyn Bridge,570 Fehrsen Street, Linton

House, Brooklyn

Any enquiries must be referred, in writing via email to:

[email protected] or [email protected]

1 2

Bidders must submit copies of each file (Original and Duplicate) and a CD-ROM with

content of each file by the 11 August 2014 at 11:00

Original Duplicate

Bid Submission

+

Content of File 1

and 2

mailto:[email protected]




25

Technical Compliance Checklist

ANNEXURE A2: BIDDER TECHNICAL COMPLIANCE CHECKLIST

The form must be submitted in File 1 (Technical file), Exhibit 2

Example of how to complete the compliance checklist:

Section

No

Technical Criteria Compliant Partially

Compliant

Non-

Compliant

Reference

page in

Proposal

Comments

1.2 Experience of the bidder Yes Page 9 to 12 -

exhibit 2

2.1 Manage all reservations and

bookings

Yes Page 13 to 15 -

exhibit 4

Bidder to state reason

for partial compliance

2.2 Manage all refunds and non-

refundable airline-tickets

Yes Page 17 to 20 -

exhibit 5


for non-compliance

26

Technical Compliance Checklist

ANNEXURE A2: BIDDER TECHNICAL COMPLIANCE CHECKLIST

The form must be submitted in File 1 (Technical file), Exhibit 2

Example of how to complete the compliance checklist:

Section No

Technical Criteria Compliant Partially Compliant

Non-Compliant

Reference page in Proposal

Comments

1.2 Experience of the bidder Yes Page 9 to 12

- exhibit 2

2.1 Manage all reservations and

bookings

Yes Page 13 to 15

- exhibit 4

Bidder to state

reason for partial

compliance

2.2 Manage all refunds and non-

refundable airline-tickets

No Page 17 to 20

- exhibit 5


for non-compliance

27

Exhibit 1 Pre-qualification documents (SBD documents)

Exhibit 2

• Technical Responses - Annexure A1

• Bidder Compliance Checklist for Technical evaluation

– Annexure A2

• Supporting documents for technical responses.

References/testimonials

Exhibit 3 • Company profile

• Supplementary information

File 1: Original/ Duplicate

Exhibit 4 • General Conditions of Contract (GCC) – Annexure C1

• Draft Service Agreement – Annexure C2

• Draft Service Levels – Annexure C3

28

File 2 :Original/ Duplicate

Exhibit 1 • BBBEE Certificate

Each file and CD-ROM must be marked correctly and sealed separately for easy

reference during the evaluation process. NB

Exhibit 2 • Pricing Schedule – Annexure B

• Three (3) years audited/reviewed financial statements

29

Provision of Travel Management services to SARS€¦ · 7 SAP Travel Management – travel requests + S&T Semi-automated process • Manual Form, approval → Travel Co-ordinator

Documents