Travel Management Services Framework Contract

Travel Management Services Framework Contract

4 Lots. The contract will feature the following lots: Lot 1 – Online Rail Service (UK Only) and associated services; Lot 2 – Accommodation; Lot 3 – External Meeting Venues.

United Kingdom-Chelmsford: Hotel services

2016/S 093-167438

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Essex County Council
PO Box 4
For the attention of: Kayleigh Parkes
CM1 1LX Chelmsford
UNITED KINGDOM
Telephone: +44 3330130673
E-mail: kayleigh.parkes@essex.gov.uk

Internet address(es):

General address of the contracting authority: http://www.essex.gov.uk

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

Regional or local authority

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: no

Section II: Object of the contract

II.1)Description

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

Provision of a Travel Management Services Framework Contract.

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

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: UK.

NUTS code UK

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 several operators
maximum number of participants to the framework agreement envisaged: 4

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 3 000 000 and 15 000 000 GBP

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

Essex County Council is looking to establish a Framework Agreement for the supply of Business Travel and Accommodation. The contract will feature the following lots:
Lot 1 — Online Rail Service (UK Only) and associated services;
Lot 2 — Accommodation;
Lot 3 — External Meeting Venues;
Lot 4 — Air Travel and International Travel (Sea and International Rail).
As part of the requirement ECC is seeking to obtain flexibility with regards to its ability to allow Public Sector partner organisations (including any future successor organisation(s) to the functions exercised by any such organisations) to utilise the benefits of the contract. These other public sector bodies include:
— Essex County Council including partly owned joint ventures, subsidiaries and Local Authority Trading Vehicles and Companies and any of its statutory successors and further legal entities / organisations created (whether as a result of re-organisation or organisational changes occurring) during the life of the procured Agreement. Details of existing companies are as follows: Anglia Ruskin Health Partnership Ltd, Essex Cares Ltd, ECL Trading Limited, Essex Equipment Services Ltd, Essex Community Support Ltd, Essex Employment and Inclusion Ltd, Essex LEP Ltd, Essex School (Holdings) Ltd, Essex Schools Ltd, Essex Schools Holdings (Woodlands) Ltd, Essex Trade and Investment Ltd, iESE Limited, Library Services (Slough) Ltd, Vine HR Ltd, TDFHUB2014 Ltd, Essex Assist Ltd, Essex Legal Services Ltd, Exwaste Ltd, Remade Essex Ltd and Smarte East Ltd.
— County, Unitary, District, Borough and Parish Councils within the geographical boundaries of Essex.
— Fire and rescue authorities predominantly within the geographical boundaries of Essex.

All details can be found here http://www.idea.gov.uk/idk/org/la-data.do

II.1.6)Common procurement vocabulary (CPV)

55100000, 55110000, 55120000, 55130000, 63000000, 63500000, 63700000, 63510000, 63515000, 63516000, 79997000

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: yes
Tenders may be submitted for one or more lots

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:

ECC is procuring a 3+1 Year contract for the Provision of a Travel Management Services Framework Contract Bidders must contact ECC to request to be invited to participate in this procurement by following these Instructions:
1. Send an email with your organisation name in the subject title field to mail to: email2workspace-prod%2bECC%2bWS680211457%2bsz5m%40ansmtp.ariba.com asking to be invited to this event and providing your contact name and Supplier ID/User ANID from your Ariba registration details.

2. If you have more than 1 registered user who you want invited to the event, please provide the name(s) of each registered user in your request as it may not be possible to include additional users at a later stage. If you are not registered in Ariba at all, go tohttp://ecc.supplier.ariba.com/ad/register/SSOActions?type=full and follow the instructions to register, and then follow steps 1 and 2 above. (please Note: 35 % completion (i.e. mandatory fields only: organisation/user details, commodity, sales territory) is the minimum required for your Ariba cloud registration, you do not need to reach 100 % completion).

3. Once invited you can log back into the portal and access the information and attachments relating to the opportunity. You will also be able to use the Message Board.
4. Further instructions, guides and assistance on how to take part in an event can be found on the Supplier portal site under the help option on the top menu.
Estimated value excluding VAT:
Range: between 3 000 000 and 15 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

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

Information about lots

Lot No: 1 Lot title: Lot 1 — Online Rail Services (UK Only)

1)Short description

Lot 1 will provide Users with access to an online service for all UK Rail Travel and associated ancillary services. The User will be able to research and book using an online tool (the System).

2)Common procurement vocabulary (CPV)

55100000, 55110000, 55120000, 55130000, 63000000, 63500000, 63700000, 63510000, 63515000, 63516000, 79997000

3)Quantity or scope

Lot 1 will provide Users with access to an online service for all UK Rail Travel and associated ancillary services. The User will be able to research and book using an online tool (the System).
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Lot 2 — Accommodation

1)Short description

This Lot will cover UK and International Hotel services.

2)Common procurement vocabulary (CPV)

55100000, 55110000, 55120000, 55130000, 63000000, 63500000, 63700000, 63510000, 63515000, 63516000, 79997000

3)Quantity or scope

Lot 2 will provide Users with access to a fully managed service for all UK and International accommodation bookings and associated ancillary services. The User will be able to research and book using the contractors free of charge online tool (the System), and/or via offline channels using a traditional call centre / agent operation (on the lowest cost non-Premium Line telephone number).
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: Lot 3 External Meeting Venues

1)Short description

Lot 3 External Meeting Venues.

2)Common procurement vocabulary (CPV)

55100000, 55110000, 55120000, 55130000, 63000000, 63500000, 63700000, 63510000, 63515000, 63516000, 79997000

3)Quantity or scope

Provide full conference venue facilities for meetings, conferences and training courses on a residential and/or non-residential basis.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: Lot 4 — Air Travel and International Travel (Sea and International Rail)

1)Short description

Lot 4 — Air Travel and International Travel (Sea and International Rail).

2)Common procurement vocabulary (CPV)

55100000, 55110000, 55120000, 55130000, 63000000, 63500000, 63700000, 63510000, 63515000, 63516000, 79997000

3)Quantity or scope

Air Travel and International Travel (Sea and International Rail).
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Essex County Council reserves the right to require deposits, guarantees, bonds and other forms of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
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: As set out in the pre-qualification questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the pre-qualification questionnaire.
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

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 12
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire.
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:

0220

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

Prior information notice

Notice number in the OJEU: 2016/S 012-017036 of 19.1.2016

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

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

17.6.2016 – 12:00
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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

The Authority wishes to establish a framework agreement for use by UK public sector bodies based in the geographical location of Essex. This includes:
Basildon Council;
Braintree District Council;
Brentwood Council;
Castlepoint Borough Council;
Chelmsford City Council;
Colchester Borough Council
Epping Forest District Council
Harlow District Council
Maldon District Council
Tendring District Council;
Uttlesford District Council.

http://www.idea.gov.uk/idk/org/la-data.do

Expressions of interest must be by way of completion and return of the PQQ by the date and time specified in Section IV.3.4). The PQQ is available via the address specified in section I.1) (supplier portal). The Supplier Portal will be used throughout the procurement process, and all communications with Essex County Council relating to this procurement exercise must be via the supplier portal. The PQQ will be available via the portal from Friday, 13.5.2016.
The Supplier Portal has instructions on how to use the system and access information as well as a help-desk to assist Bidders. Essex County Council reserves the right to amend time-scales, and change the evaluation criteria if there are genuine omissions or mistakes. Essex County Council reserves the right to cancel the procurement exercise and/or not to award all or part of a contract. Essex County Council will not be responsible for any costs incurred by suppliers in relation to this procurement exercise including if the procurement exercise is cancelled.
Suppliers are advised that Essex County Council is subject to the Freedom of Information Act 2000 (FOIA) and the Environmental Information Regulations 2004 (EIR). If a supplier considers that any of the information supplied as part of this procurement exercise should not be disclosed because of its commercial sensitivity, confidentiality or otherwise, it must, when providing this information, clearly identify the specific information it does not wish to be disclosed and clearly specify the reasons for its sensitivity. Essex County Council shall take such statements into consideration in the event that it receives a request pursuant to FOIA or EIR which relates to the information provided by a Supplier. However, if the information is requested Essex County Council may be obliged under FOIA and/or EIR to disclose such information, irrespective of the supplier’s wishes. Please note that it is not sufficient to include a statement of confidentiality encompassing all the information provided in the response”.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court, Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

12.5.2016

 

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