Business Travel Management Services

Business Travel Management Services

We are tendering for Travel Management Services to support us in provision of tools for staff to access information on the most cost effective and practical form of transport, corporate hotel deals and the best value in the marketplace.

UK-Birmingham: Business travel services

2013/S 115-196528

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Nacro
Challenge House, 148-150 High Street, Aston
Contact point(s): Finance
For the attention of: Mark Sullivan
B6 4US Birmingham
UNITED KINGDOM
Telephone: +44 1212505250
E-mail: procurement@nacro.org.uk

Internet address(es):

General address of the contracting authority: www.nacro.org.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA24372

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

Housing and community amenities
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:

Business Travel Management Services.
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: England ?nd Wales.
NUTS code UK

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

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Nacro a business we need to take measures to reduce travel costs. We are tendering for Travel Management Services to support us in provision of tools for staff to access information on the most cost effective and practical form of transport, corporate hotel deals and the best value in the marketplace.
We currently have a contract with Enterprise Hire and will be looking to integrate this into the full solution
We use rail warrants for parts of our business but in the main staff are responsible for booking their own travel.
The service benefits we are looking to achieve are as follows:
— Immediate cost savings through best in market prices,
— Provision of an online portal for staff to make quick informed decisions,
— The main providers partner Enterprise, therefore we can include our competitive hire deal within the service,
— Full management reporting to assist in analysing spend,
— Reduction in administration (Expense claims).
Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=105719

II.1.6)Common procurement vocabulary (CPV)

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

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

Annual Spend 2012,
Business Mileage 581 258 GBP,
Rail and Taxi’s 325 049 GBP,
Hotel and Hire cars 36 254 GBP.
Hire car service will remain with Enterprise.
II.2.2)Information about options

Options: yes
Description of these options: Provisional 12 month extension.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
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: 24 (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:

D & B checks will be undertaken on short listed company’s.
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:

A Limited Company, with the appropriate level of insurances.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(3) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Accelerated restricted
Justification for the choice of accelerated procedure: Procurement resource to be reduced in September. Travel & Subsistence Policy to be revised on 1st September 2013.Business priority – improved solution needs to be in place asap.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
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 below

1. Commercials. Weighting 40

2. Online system / tools / Interfaces. Weighting 20

3. Ability to offer best in market value. Weighting 10

4. Pro-activity in driving down costs throughout the contract. Weighting 10

5. Service Support. Weighting 10

6. Industry standing. Weighting 5

7. Training / Implementaion plans. Weighting 5

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

27.6.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

4.7.2013
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: yes
Estimated timing for further notices to be published: 2 – 3 years.
VI.2)Information about European Union funds
VI.3)Additional information

(MT Ref:105719).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Nacro
148 – 150 High Street, Aston
B6 4US Birmingham
UNITED KINGDOM
E-mail: procurement@nacro.org.uk
Internet address: www.nacro.org.uk

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:12.6.2013