Travel Management Services Framework – Essex County Council

Travel Management Services Framework – Essex County Council

The supplier needs to provide an online — one stop shop- to enable individual employees to book and pay for: 1) UK and International Rail, Sea crossing and air travel.

United Kingdom-Chelmsford: Travel management services

2017/S 200-411553

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Essex County Council
County Hall, PO Box 4
Chelmsford
CM1 1LX
United Kingdom
Contact person: Clare Gebel
Telephone: +44 3330136265
E-mail: clare.gebel@essex.gov.uk
NUTS code: UKH3
Internet address(es):Main address: www.essex.gov.uk
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/delta/buyers/select/viewListStatus.html?id=277824333
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.delta-esourcing.com/delta/buyers/select/viewListStatus.html?id=277824333
Tenders or requests to participate must be submitted to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: http://www.delta-esourcing.com

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Travel Management Services Framework.

Reference number: 0535

II.1.2)Main CPV code

63516000

II.1.3)Type of contract

Services

II.1.4)Short description:

Travel Management Services: This requirement establishes a framework agreement and the initial call off contract for Essex County Council.

The supplier needs to provide an online — one stop shop- to enable individual employees to book and pay for:

1) UK and International Rail, Sea crossing and air travel;

2) Hotel accommodation;

3) Venue hire for conferences and events.

This should intelligently and proportionally enact the Authorities travel and accommodation policies.

This needs to be accessed via ‘single sign on’ from the Authorities computers.

Needs to offer the Authority the most efficient possible billing and accounting methods.

The supplier must hold accreditation with ATOC, ABTA, IATA, ATOL (or equivalent).

II.1.5)Estimated total value

Value excluding VAT: 50 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

55100000
55110000
55120000
55130000
63000000
63500000
63700000
63510000
63515000
63516000
79997000

II.2.3)Place of performance

NUTS code: UKH3
Main site or place of performance:

Essex.

II.2.4)Description of the procurement:

Travel Management Services: This requirement establishes a framework agreement and the initial call off contract for Essex County Council.

The supplier needs to provide an online — one stop shop- to enable individual employees to book and pay for 1) UK and International Rail, Sea crossing and air travel. 2) Hotel accommodation. 3) Venue hire for conferences and events.

This should intelligently and proportionally enact the Authorities travel and accommodation policies.

This needs to be accessed via ‘single sign on’ from the Authorities computers.

Needs to offer the Authority the most efficient possible billing and accounting methods.

The supplier must hold accreditation with ATOC, ABTA, IATA, ATOL (or equivalent).

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, City, District, Borough and Parish Councils within the geographical boundaries of Essex.

— Fire and rescue authorities predominantly within the geographical boundaries of Essex.

_ All Universities and higher education establishments.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality of the suppliers proposed solution / Weighting: 40
Cost criterion – Name: Price of the system / solution / Weighting: 50
Cost criterion – Name: Methodology of benchmarking travel and hotel services and guarantee of lowest price / Weighting: 10

II.2.6)Estimated value

Value excluding VAT: 50 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Suppliers are able to propose the most efficient and cost effective billing methodology.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

The supplier(s) must hold accreditation with ATOC, ABTA, IATA, ATOL (or equivalent). This must be accredited directly to the company tendering, and not a parent company.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years: Not applicable.
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 14/11/2017
Local time: 15:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 5 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 14/11/2017
Local time: 15:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

Majority of transactions will be via the Travel Management portal. There may be some requirements where this is not possible for example where requirements are particularly complex which will be booked by phone or e-mail.

The estimated value indicated at II.1.5 is indicative only. No level of expenditure is guaranteed by ECC. The figures stated are an estimate of the potential value of all contracts that may be entered in to by ECC and the other organisations named as able to contract with the successful suppliers during the contract period. ECC reserves the right to cancel the procurement exercise and/or not to award all or part of a contract. ECC will not be responsible for any costs incurred by potential suppliers (or any other person participating in the process)in relation to this procurement exercise including if the procurement exercise is cancelled. Each bidder shall be responsible for its own costs and expenses incurred in participating in this process.

The initial call off by ECC will have an approximate annual spend of £1M per annum — full details of this in the procurement documentation.

The Framework will be procured on terms which would allow access for other Public Sector organisations.

County, City, Unitary, Borough and District Councils, subsidiaries, LATVs and LATCs within Essex — http://www.local.gov.uk/digital-councils/connect/a-z-councils-online

Higher Education Institutes / Universities within Essex — http://www.education.gov.uk/edubase/home

NHS partners within Essex http://www.nhs.uk/ServiceDirectories/Pages/OtherListing.aspx

CQC partners — http://www.cqc.org.uk/

Essex Police.

Essex Fire and Rescue Services.

These Contracting Bodies will be responsible for ordering of, and payment for, their own services.

For more information about this opportunity, please visit the Delta eSourcing portal at:

https://www.delta-esourcing.com/tenders/UK-UK-Chelmsford:-Travel-management-services./69D9K9GTMQ

To respond to this opportunity, please click here:

https://www.delta-esourcing.com/respond/69D9K9GTMQ

GO Reference: GO-20171013-PRO-11195921.

VI.4)Procedures for review

VI.4.1)Review body

High Court, Royal Courts of Justice
The Strand
London
WC2A 2LL
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

13/10/2017

 

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