NEPO Framework for Travel Management Services

Framework for the provision of a managed travel service for the purpose of booking all rail and air travel tickets, all hotel accommodation and other requirements.

United Kingdom-Newcastle upon Tyne: Supporting and auxiliary transport services; travel agencies services

2016/S 028-045419

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

NEPO
The Guildhall, Quayside
For the attention of: Mrs Laura Kyle
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613924
E-mail: laura.kyle@nepo.org

Internet address(es):

General address of the contracting authority: http://www.qtegov.com

Address of the buyer profile: www.nepoportal.org

Electronic access to information: www.nepoportal.org

Electronic submission of tenders and requests to participate: www.nepoportal.org

Further information can be obtained from: NEPO
The Guildhall, Quayside
For the attention of: Mrs Laura Kyle
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613924
E-mail: laura.kyle@nepo.org

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: NEPO
The Guildhall, Quayside
For the attention of: Mrs Laura Kyle
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613924
E-mail: laura.kyle@nepo.org

Tenders or requests to participate must be sent to: NEPO
The Guildhall, Quayside
For the attention of: Mrs Laura Kyle
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613924
E-mail: laura.kyle@nepo.org

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: yes

Durham County Council
County Hall
DH1 5UZ Durham
UNITED KINGDOM

Gateshead Council
Civic Centre, Regent Street
NE8 1HH Gateshead
UNITED KINGDOM

Hartlepool Borough Council
Victoria Road
TS24 8AY Hartlepool
UNITED KINGDOM

Middlesbrough Borough Council
Town Hall, Albert Road
TS1 2QJ Middlesbrough
UNITED KINGDOM

Newcastle Council
Civic Centre
NE1 7RS Newcastle upon Tyne
UNITED KINGDOM

North Tyneside Council
Quadrant, Silverlink North, Cobalt
NE27 0BY North Tyneside
UNITED KINGDOM

Redcar and Cleveland Borough Council
Redcar and Cleveland House, Kirkleatham Street
TS10 1RT Redcar
UNITED KINGDOM

Sunderland City Council
Civic Centre, Burdon Road
SR2 7DN Sunderland
UNITED KINGDOM

Northumbria Police
Forth Banks
NE1 3PH Newcastle
UNITED KINGDOM

Your Homes Newcastle
Benton Park Road
NE7 7LX Newcastle
UNITED KINGDOM

Cleveland Fire and Rescue Service
Endeavour House, Stockton Road
TS25 5TB Hartlepool
UNITED KINGDOM

County Durham and Darlington Fire and Rescue Service
Belmont Business Park
DH1 1TW Durham
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

NEPO507 Provision of Travel Management Services.

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

Services
Service category No 18: Rail transport services

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 a single operator

Duration of the framework agreement

Duration in months: 48

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

Estimated value excluding VAT:
Range: between 700 000 and 5 600 000 GBP

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

The Association of North East Councils Limited trading as the North East Procurement Organisation (NEPO) is seeking to award a Framework for the provision of a managed travel service for the purpose of booking all rail and air travel tickets, all hotel accommodation and other requirements related to business travel.

II.1.6)Common procurement vocabulary (CPV)

63000000

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

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

II.1.8)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:

Contracting Authorities have a requirement for both domestic (within the boundaries of the United Kingdom) and also overseas travel (Europe and worldwide) and the Contractor should possess the capability to provide the full range of services via a web based system which will allow Contracting Authorities to book travel and accommodation on a worldwide basis. It is expected that the web based system is supported by an offline customer service team who will provide assistance and advice to travellers and travel booking teams. It should be noted that the services available through the Framework are purely for business use. Contracting Authorities will require an unlimited number of accounts for the web based system to ensure that all staff can book travel when required. As a result of the above dividing the requirements into a series of separate lots would not provide the optimum delivery solution.
Estimated value excluding VAT:
Range: between 700 000 and 5 600 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Framework will be for an initial period of 24 months with a maximum 24 month option to extend.
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: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 48 (from the award of the contract)

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:

As specified in the tender document.

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

As specified in the tender document.

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

As specified in the tender document.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As specified in the tender document.

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 specified in the tender document.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As specified in the tender document.
Minimum level(s) of standards possibly required: As specified in the tender document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As specified in the tender document.
Minimum level(s) of standards possibly required:
As specified in the tender document.

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:

A54F-RR55H4

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

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: 17.3.2016 – 12:00
Payable documents: no

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

17.3.2016 – 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

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

IV.3.8)Conditions for opening of tenders

Date: 17.3.2016 – 14:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Representatives from Gateshead Council’s legal department.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 48 months.

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 opportunity can be accessed via the NEPO eTender system. Tenderers wishing to be considered for this contract must register their expression of interest and submit a tender through the NEPO eTender system. If not already registered, candidates should register on the NEPO eTender system at: https://www.qtegov.com/procontract/supplier.nsf/frm_supplier_registration_wizard_introduction?openform Any queries regarding the procurement process or tender documents must be raised no less than 4 days before the tender return date, through the Q&A section on the NEPO eTender system. For any support in submitting your expression of interest or tender response, please contact the NEPO Portal help desk at +441912613940 orinfo@nepoportal.org There are a number of help guides available on the portal. Reading these will assist the supplier in completing and submitting their tender responses. NEPO is a Central Purchasing Body as defined in the Public Contract Regulations (PCR15). This means that NEPO may provide central purchasing activity on behalf of Contracting Authorities. The agreement will be available for use by all NEPO Members. A list of member organisations is available at: www.nepoportal.org This agreement will also be made available to all current and future NEPO Associate Members. A list of current NEPO Associate Members is available at:https://www.qtegov.com/systems/nepocms.nsf/vLiveDocsTitle/Current%20Associate%20MembersNEPO intends to make the resulting agreement available for use by all Contracting Authorities throughout all administrative regions of the UK (as defined by the Public Contracts Regulations 2015) including but not limited to Government Departments and their Agencies, Non-Departmental Public Bodies, Central Government, NHS Bodies, Local Authorities, Emergency Services, Coastguard Emergency Services, Educational Establishments, Registered Social Landlords and Registered Charities who have a need to purchase the above services. Please see the following websites for further details:http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm http://www.education.gov.uk/edubase/home.xhtml http://www.schoolswebdirectory.co.uk/localauthorities.php http://www.ukschoolsdirectory.net https://www.gov.uk/find-school-in-england http://www.educationscotland.gov.uk/scottishschoolsonline/ http://hwb.wales.gov.uk/apps.deni.gov.uk/appinstitutes/instmain.aspx https://www.gov.uk/government/publications/open-academies-and-academy-projects-in-development http://unistats.direct.gov.uk/institutions/http://www.hefce.ac.uk/workprovide/unicoll/heis/ http://www.hefce.ac.uk/workprovide/unicoll/fecs/http://www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspx http://www.wales.nhs.uk/nhswalesaboutus/structure http://www.scottishambulance.com/TheService/organised.aspx http://www.hscni.net/index.php?link=trusts http://www.scottishambulance.com/AboutUs/HowWeOrganised.aspx http://www.direct.gov.uk/en/Dl1/Directories/A-ZOfCentralGovernment/index.htm https://www.gov.uk/government/organisations http://www.northernireland.gov.uk/gov.htm http://www.nidirect.gov.uk/local-councils-in-northern-ireland http://www.scotland.gov.uk/Publications/2012/02/2421/1 https://www.dsdni.gov.uk/contact https://www.dfpni.gov.uk/articles/list-public-bodies-which-ni-public-procurement-policy-applies http://www.ons.gov.uk/ons/publications/re-reference-tables.html?edition=tcm%3A77-336664 https://www.police.uk/forces/ http://www.police-information.co.uk/index.html http://www.psni.police.uk/index.htm http://www.scotland.police.uk/http://www.mcga.gov.uk/c4mca/mcga07-home.htm http://www.fireservice.co.uk/information/ukfrs http://www.gov.scot/Topics/archive/law-order/Police/PoliceServiceofScotland http://www.fire.org.uk/fire-brigades.html http://www.nifrs.org/areas-districts/ http://www.firescotland.gov.uk/your-area.aspx http://www.charity-commission.gov.uk/About_us/Regulation/Registering_charities_index.aspx http://www.oscr.org.uk/http://www.idea.gov.uk/idk/core/page.do?pageId=7175736 http://apps.charitycommission.gov.uk/Showcharity/RegisterOfCharities/registerhomepage.aspx http://www.sell2wales.gov.uk/Search/search_Auth.aspx http://www.communities.gov.uk/newsroom/factsandfigures/housingplanning1/facts/socialhousing/?id=1822644 Organisations wishing to access the NEPO agreement will be required to register as a NEPO Associate Member in the first instance. Further information can be found at:https://www.qtegov.com/systems/nepocms.nsf/vLiveDocsTitle/OJEU%20Framework%20Permissible%20Users

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

North East Procurement Organisation
The Guildhall, Quayside
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
E-mail: laura.kyle@nepo.org
Telephone: +44 1912613916
Internet address: www.nepoportal.org

Body responsible for mediation procedures

North East Procurement Organisation
The Guildhall, Quayside
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
E-mail: laura.kyle@nepo.org
Telephone: +44 1912613916
Internet address: www.nepoportal.org

VI.4.2)Lodging of appeals

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

North East Procurement Organisation
The Guildhall, Quayside
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
E-mail: laura.kyle@nepo.org
Telephone: +44 1912613916
Internet address: www.nepoportal.org

VI.5)Date of dispatch of this notice:

8.2.2016