Supply of Business Travel Services for Staff of the University of Leeds

Supply of Business Travel Services for Staff of the University of Leeds

Establish a partnership with a single business travel management company; have access to an online booking solution for air, rail, hotel and foreign car hire; have access to an offline support team.

United Kingdom-Leeds: Business travel services

2016/S 210-382950

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Leeds
Woodhouse Lane
For the attention of: Zoe Jones
LS2 9JT Leeds
United Kingdom

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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


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

Business Travel Services.

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

Service category No 20: Supporting and auxiliary transport services

NUTS code UKE42

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)

The University of Leeds wishes to appoint a supply partner for the supply of Business Travel Services for the staff of the University of Leeds.
The objective of this procurement exercise is to achieve the following outcomes:
— Establish a partnership with a single business travel management company;
— Have access to an online booking solution for air, rail, hotel and foreign car hire;
— Have access to an offline support team;
— Deliver efficiencies in the booking and approval process;
— Achieve better value for money on the cost of business travel;
— Achieve better value for money on business travel through a reduction in booking fees and management costs;
— Improve end user satisfaction with the contract and systems in place;
— Improve the management information and reporting on business expenditure;
— Improve levels of contract compliance;
— Embed the new business travel policy with the booking process to drive up compliance;
— Access to traveller tracking tools and technology;
— Provide the University with an efficient and responsive solution supported by a customer focused team.

II.1.6)Common procurement vocabulary (CPV)

79997000, 63516000

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

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


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The University of Leeds is seeking to appoint a Travel Management Company to deliver Business Travel Services to the University of Leeds.
The scope of this service is for:
Rail Travel Service
Air Travel Service
Accommodation Advice and Guidance
Accommodation Reservations and Bookings via Bill-back and/or Credit Card
International Vehicle Hire
Health Risks and Requirements
Passport and Visa Services
Traveller’s cheques, currency exchange and pre-payment cards
Group Travel
Traveller Assistance
Implementation and Contract Roll-Out
Business Travel Policy.
Estimated value excluding VAT:
Range: between 40 000 000 and 56 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 30 (from the award of the contract)

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

Duration in months: 36 (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:

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

The minimum value of this contract is anticipated to be 5 000 000 GBP per annum with a great potential for growth (due to reduction in expense claimed travel, growth in staff numbers and an increase in international activity at the University).
To ensure the bidder can meet the scale of the requirements of University, the University of Leeds specifies a minimum level of economic and financial standing equivalent demonstrated by 2 requirements:
1. turnover equating to at least twice the value of the contract
2. available monthly cash flow equating to 500 000 to support the operation of this contract.

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

Joint or group bidders shall be jointly and severably liable.

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: — ATOL accreditation / licence.
— ISO9001 accreditation or equivalent.
— Either You, your data-centre or your data storage provider holds ISO 27001 accreditation or equivalent.
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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


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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Top scoring 5 bidders to SQ stage — See SQ Guidance for more information.

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:


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: 9.11.2016 – 12:00
Payable documents: no

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

1.12.2016 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Date: 1.12.2016 – 13:00
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: 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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
United Kingdom
Telephone: +44 2079477882
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The University will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. The notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. Any appeals should be promptly brought to the attention of the Head of Procurement of the University at the email address specified in Section I.1) and will be dealt with in accordance with the requirements of the Public Contract Regulations 2015.

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

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
United Kingdom

VI.5)Date of dispatch of this notice:



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