University of Durham Travel Management Services

University of Durham Travel Management Services

The University of Durham is looking at setting up a contract with a single supplier for the provision of Travel Management Services across the University.

United Kingdom-Durham: Travel management services

2017/S 026-046600

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Durham
Procurement Service, Mountjoy Centre, Holly Wing, Stockton Road
Contact point(s): UKC1
For the attention of: Chris Slade
DH1 3LE Durham
United Kingdom
Telephone: +44 1913344532
E-mail: christopher.slade@durham.ac.uk
Fax: +44 1913344539

Internet address(es):

General address of the contracting authority: www.durham.ac.uk

Address of the buyer profile: http://events.transaxions.com/service.aspx?event=6758

Electronic access to information: http://events.transaxions.com/service.aspx?event=6758

Electronic submission of tenders and requests to participate:http://events.transaxions.com/service.aspx?event=6758

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

Education

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:

OJEU17-001 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 UKC1

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: 13 700 000 GBP

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

The University of Durham is looking at setting up a contract with a single supplier for the provision of Travel Management Services across the University.
The University is seeking to appoint a Travel Management Company who can provide high levels of support but can also consistency demonstrate a value added service. The supplier must provide a comprehensive travel service for staff and students of the University.
The contract will require a wide variety of services, including, but not limited to:
— A fully serviced ‘one stop shop’ solution for the online searching, booking and management of University related business travel services via an on-line self booking tool;
— Off-line booking routes;
— The services are to include, but not limited to:
– Rail;
– Air (both domestic and International);
– Ferry;
– UK and foreign Hotels reservations;
– Meeting and Conference Services;
– Airport Parking;
– Visa and passport services.
— A management fee approach as opposed to transactions/booking fees;
— Advice and guidance on hotels and venues;
— Provision of international vehicle hire;
— Health risks and requirements;
— Travellers cheques and currency exchange;
— Provision of group travel bookings and advice;
— Assistance to travellers;
— 24 hour / emergency services support.
These requirements are constant and are required all year round, however, the University cannot guarantee a level of work.
Within this tender, there are a number of appropriateness of solution exclusion criteria, where should you not meet these, your proposal will be deemed to be non compliant and your proposal will not be evaluated. These include:
An on-line self booking tool for users to book all aspects of travel and accommodation within 1 system:
The on-line self booking tool to have an in-built approval process;
Provide a 24 hour emergency service for all travellers;
The ability to track travellers whereabouts worldwide;

To produce reports to show CO2 figures for scope 3 emissions in order for the University to report on our carbon footprint;

A management fee structure as oppose to transaction fees.
It is advised to review these before starting to complete the tender document.

http://events.transaxions.com/service.aspx?event=6758

II.1.6)Common procurement vocabulary (CPV)

63516000, 63515000, 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: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Contract value 13 700 000 GBP for 4 years = 3 425 000 GBP per annum.
Estimated value excluding VAT: 13 700 000 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)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Requested in Tender.
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:

Joint and Several Liability.

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: Requested in Tender. Please go to the following link to see the Durham University exclusion criteria

http://events.transaxions.com/service.aspx?event=6758

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Requested in Tender. Please go to the following link to see the Durham University exclusion criteria

http://events.transaxions.com/service.aspx?event=6758

Minimum level(s) of standards possibly required: Requested in Tender. Please go to the following link to see the Durham University exclusion criteria

http://events.transaxions.com/service.aspx?event=6758

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Requested in Tender. Please go to the following link to see the Durham University exclusion criteria

http://events.transaxions.com/service.aspx?event=6758

Minimum level(s) of standards possibly required:
Requested in Tender. Please go to the following link to see the Durham University exclusion criteria

http://events.transaxions.com/service.aspx?event=6758

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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

OJEU17-001

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

no

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: 15.3.2017 – 12:00
Payable documents: no

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

15.3.2017 – 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

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2021.

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

As in Section V.1.4.2) below

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The communication will be in the form of a letter which will be issued electronically. The letter will provide a full debrief and contact details should a tenderer wish to appeal the decision. The time-scale for appeals will be detailed in the letter.
If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the court may order the settling aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

3.2.2017

 

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