Travel Management Services Framework Agreement

Travel Management Services Framework Agreement

A fully managed travel management service for all UK and International Travel, accommodation and other travel associated services within Northern Ireland on behalf of Northern Ireland Civil Service (NICS) Departments, Agencies, Non Departmental Public Bodies.

United Kingdom-Belfast: Travel management services

2015/S 221-403217

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Department of Finance and Personnel Northern Ireland
303 Airport Road West
Contact point(s): collaboration.cpd@dfpni.gov.uk
BT3 9ED Belfast
UNITED KINGDOM

Internet address(es):

Address of the buyer profile: https://etendersni.gov.uk/epps

Electronic access to information: https://etendersni.gov.uk/epps

Electronic submission of tenders and requests to participate: https://etendersni.gov.uk/epps

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Department for Social Development NI
Lighthouse Building, 1 Cromac Place
BT7 2JB Belfast
UNITED KINGDOM

Department of Health Social Services and Public Safety NI
Castle Buildings
BT4 3SQ Belfast
UNITED KINGDOM

Department for Regional Development NI
Clarence Court Adelaide Street
BT2 8GB Belfast
UNITED KINGDOM

Department of Justice NI
Block B, Castle Buildings
BT4 3SG Belfast
UNITED KINGDOM

Department for Employment and Learning NI
Adelaide House, 39 — 49 Adelaide Street
BT2 8FD Belfast
UNITED KINGDOM

Department of Finance and Personnel
Clare House, 303 Airport Road West
BT3 9ED Belfast
UNITED KINGDOM

Department of the Environment NI
Goodwood House, 44-58 May Street
BT1 4NN Belfast
UNITED KINGDOM

Department for Regional Development Transport NI
Clarence Court Adelaide Street
BT2 8GB Belfast
UNITED KINGDOM

Department of Enterprise Trade and Investment NI
Netherleigh, Massey Avenue
BT4 2JP Belfast
UNITED KINGDOM

Department of Culture Arts and Leisure NI
Causeway Exchange, 1-7 Bedford Street
BT2 7EG Belfast
UNITED KINGDOM

Department of Agriculture and Rural Development NI
Dundonald House
BT4 3SB Belfast
UNITED KINGDOM

Department of Education NI
Rathgael House
BT19 7PR Bangor
UNITED KINGDOM

Office of the First Minister and Deputy First Minister NI
Stormont Castle
BT4 3TT Belfast
UNITED KINGDOM

Public Prosecution Service for Northern Ireland
Linum Chambers, 2 Bedford Square
BT2 7ES Belfast
UNITED KINGDOM

NI Assembly
Parliament Buildings
BT4 3XX Belfast
UNITED KINGDOM

Northern Ireland Office
Stormont House
BT4 3SH Belfast
UNITED KINGDOM

Education Authority NI
Forestview, Purdys Lane
BT8 7AR Belfast
UNITED KINGDOM

Business Services Organisation
12–22 Linenhall Street
BT2 8BS Belfast
UNITED KINGDOM

Translink
Milewater Road
BT3 9BG Belfast
UNITED KINGDOM

FE North West Regional College
Strand Road
BT48 7AL Londonderry
UNITED KINGDOM

FE South West College
2 Mountjoy Road
BT79 7AH Omagh
UNITED KINGDOM

FE Northern Regional College
Antrim Campus, Fountain Street
BT41 4AL Antrim
UNITED KINGDOM

FE South Eastern Regional College
Victoria Avenue
BT23 7EH Newtownards
UNITED KINGDOM

FE Belfast Metropolitan College
Titanic Quarter Campus, 7 Queens Road
BT3 9DT Belfast
UNITED KINGDOM

FE Southern Regional College
Patrick Street
BT35 8DN Newry
UNITED KINGDOM

Northern Ireland Housing Executive
2 Adelaide Street
BT2 8BP Belfast
UNITED KINGDOM

NI Water
Westland House
BT14 6TE Belfast
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

DFP — Collaboration — Travel Management Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 20: Supporting and auxiliary transport services
NUTS code UKN,UKN0

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 45 000 000 and 60 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

Central Procurement Directorate (CPD) as a Central Purchasing Body (CPB), as defined by the Public Contract Regulations 2015, intends to establish a collaborative Framework Agreement for the provision of a Travel Management Company (TMC) to provide a fully managed service for all UK and International Travel, accommodation and other travel associated services within Northern Ireland on behalf of Northern Ireland Civil Service (NICS) Departments, Agencies, Non Departmental Public Bodies and other Participating Bodies or other nominated individuals working on behalf of the Client (‘The Framework’). Any public body subject to the Northern Ireland Public Procurement Policy (NIPPP) listed inhttp://www.dfpni.gov.uk/index/procurement-2/cpd/cpd-policy-andlegislation/ni-pp-policy/cpd-list-of-bodies-public-procurement-policy-applies.htm may choose to participate in this Framework at any time as a ‘Client’. In addition to this the Northern Ireland Office (NIO), Public Prosecution Service (PPS), Northern Ireland Audit Office (NIAO) and NI Assembly (NIA) can avail of this Framework. The list of public bodies covered by the NIPPP may change from time to time and any additional bodies may choose to receive the services as a Client. For the purpose of this Framework Agreement the successful Contractor will provide a fully managed service for all UK and international travel, accommodation and any other associated services that aid Business, Non-staff, Patient, Student and Security Personnel travel. The range of Travel Services will cover as a minimum Air, Rail, Ferry, Car Hire, Taxi / onward road travel, Car parking, Accommodation and Hotel Conferencing. The main details of these travel requirements are described in the tender documentation.

II.1.6)Common procurement vocabulary (CPV)

63516000, 63515000, 79997000, 63000000, 63510000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As specified in the tender documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required but if the Framework is awarded to a consortium the Authority may require the consortium to form a legal entity before entering into the Framework.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Professional Travel Licenses
Tenderers must confirm they have the following professional licenses and will maintain such licenses for the duration of the Framework and subsequent call off contracts.
— IATA (International Air Transport Association) and provide their IATA number.
Tenderers must confirm they hold a valid ISO 9001:2008 (or equivalent independent third party awarding authority accreditation) for the operation of the Travel Management Services and will maintain such accreditation for the duration of the Framework and subsequent call off contracts.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Financial and Economic Standing.
1. Tenderers must have a minimum turnover of 3 000 000 GBP for each of the last two financial years for the provision of a Travel Management Service.
A self declaration of the minimum turnover will be required at tendering stage. The highest ranked Tenderer will be required to provide audited accounts for the last two financial years to verify this before the Intention to Award Stage.
2. Tenderers must be in a satisfactory financial position to participate in a procurement of this scale. The highest ranked Tenderer’s financial accounts may be reviewed by suitably qualified personnel to ascertain the financial standing of the tenderer. No one financial indicator will be taken in isolation and overall commercial judgment will be made on the basis of satisfactory / unsatisfactory assessment of the information provided, and in accordance with the principals of the Office of Government Commerce’s Supplier Financial Appraisal Guidance.
3. An independent credit check will be performed and must be satisfactory in order for contract to be awarded.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Previous relevant experience.
Tenderers must clearly demonstrate a minimum level of experience in delivering a Travel Management Service over the last 3* years to include:
1. Total annual contract values of 3 000 000 GBP which may be made up of 1 or multiple clients;
2. Experience in making on-line and off line travel bookings; and
3. Experience in dealing with at least annual travel booking transactions of a minimum of 10 000 within a 12 month period.
The example provided to demonstrate the above experience must include the details of:
a) The main services provided over the last three years to demonstrate that your company has the minimum levels of experience as outlined above;
b) Contract values;
c) Contract start and end dates; and
d) Name(s) and email address(es) for the key point (s) of contract for the purposes of a reference for each of the contracts listed.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

106193

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 128-235455 of 7.7.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 18.12.2015 – 15:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

18.12.2015 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 18.12.2015
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised SSD representatives.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

All organisations listed in Annex B of the tender documentation — Phase 1 Clients, intends to call-off the Framework for Services required from 1.5.2016, referred to hereafter as the ‘Phase 1 Clients’. It is expected that Phase 1 Call Off Contracts will be awarded in February 2016 to provide a period of transition up to the Contract Commencement Date of 1.5.2016. Whilst it is anticipated that the bodies listed inhttp://www.dfpni.gov.uk/index/procurement-2/cpd/cpd-policy-andlegislation/ni-pp-policy/cpd-list-of-bodies-public-procurement-policy-applies.htm will call-off this Framework for their Travel requirements the individual call-off contracts, as per the contractual arrangements, will be subject to value for money considerations by each Client.

‘The successful contractor’s performance on the contract will be regularly monitored. Contractors not delivering on contract requirements is a serious matter. It means the public purse is not getting what it is paying for. If a contractor fails to reach satisfactory levels of contract performance they will be given a specified time to improve. If, after the specified time, they still fail to reach satisfactory levels of contract performance, the matter will be escalated to senior management in the Central Procurement Directorate for further action. If this occurs and their performance still does not improve to satisfactory levels within the specified period, it may be regarded as an act of grave professional misconduct and they may be issued with a Certificate of Unsatisfactory Performance and the contract may be terminated. The issue of a Certificate of Unsatisfactory Performance will result in the contractor being excluded from all procurement competitions being undertaken by Centres of Procurement Expertise on behalf of bodies covered by the Northern Ireland Procurement Policy for a period of twelve months from the date of issue of the certificate.’
This contract will not be subdivided into lots. The reason for this is market engagement has indicated that service providers can provide all Travel services, including patient, student and security personnel travel.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: CPD will comply with the Public Contracts Regulations 2015 and, where appropriate, will incorporate a standstill period (i.e. a minimum of 10 calendar days) at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. This provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

12.11.2015

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