Tender for Business Travel Management Services

Lot 1 – Appointment of a Travel Management Company capable of providing an efficient responsive service for travel on University business.

United Kingdom-Sunderland: Supporting and auxiliary transport services; travel agencies services

2015/S 060-105259

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Sunderland
2nd Floor, Edinburgh Building, Chester Road
For the attention of: Joanne Yewdell
SR1 3SD Sunderland
UNITED KINGDOM
Telephone: +44 1915152541
E-mail: tenders@sunderland.ac.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

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: yes

University of Sunderland Students Union
Ground Floor, Edinburgh Building, Chester Road
SR1 3SD Sunderland
UNITED KINGDOM

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 20: Supporting and auxiliary transport services

NUTS code UKC23

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 Sunderland, its subsidiaries and the Students Union invites suppliers to express an interest in the following tender which is split into 2 lots:-
Lot 1 – Appointment of a Travel Management Company capable of providing an efficient responsive service for travel on University business. Agents must be capable of advising the most cost effective travel options whilst keeping health and safety in mind, to secure Accommodation, Air, Rail (UK and Overseas, Inc Eurostar), Hotel, Car Hire and Ferry Tickets, associated business travel facilities for example Passport, Visa and Emergency Aid should be available. Agents must be able to demonstrate a proactive account management capability, variety of payment methods, clear invoicing and management information reporting and the ability to utilise current and future technology to its best advantage.
Lot 2 — Appointment of a once stop shop solution to supply and book vehicle management services to support its taxi, coach and mini bus (with driver) and self drive vehicles requirements. For the use by students, staff and visitors to the University. Suppliers must be able to demonstrate a proactive account management capability, variety of payment methods, clear invoicing and management information reporting and the ability to utilise current and future technology to its best advantage.

II.1.6)Common procurement vocabulary (CPV)

63000000, 63500000, 63510000, 63511000, 63512000, 63513000, 63514000, 63515000, 63516000, 63520000, 79997000, 34121000, 34121500,60172000, 60120000, 60180000, 34110000, 34115200, 34120000, 60210000, 60410000, 60171000

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

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

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:

Any commissions under this contract or framework maybe subject to external funding from bodies such as Arts Council, ERDF, Heritage Lottery Fund, LEP etc and the successful suppliers will be expected to work with the University on any funding applications where appropriate. This list of funding bodies is not exhaustive.

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: 60 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Business Travel Management Services

1)Short description

Appointment of a Travel Management Company capable of providing an efficient responsive service for travel on University business. Agents must be capable of advising the most cost effective travel options whilst keeping health and safety in mind, to secure Accommodation, Air, Rail (UK and Overseas, Inc Eurostar), Hotel, Car Hire and Ferry Tickets, associated business travel facilities for example Passport, Visa and Emergency Aid should be available. Agents must be able to demonstrate a proactive account management capability, variety of payment methods, clear invoicing and management information reporting and the ability to utilise current and future technology to its best advantage.

2)Common procurement vocabulary (CPV)

79997000, 63516000, 63510000, 63515000, 79997000, 63511000, 63513000, 63514000, 60210000, 60410000, 60171000, 60172000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 2Lot title: Supply amd Manage Car, Van, Coach, Minibus and Taxi Hire

1)Short description

Appointment of a once stop shop solution to supply and book vehicle management services to support its taxi, coach and mini bus (with driver) and self drive vehicles requirements. For the use by students, staff and visitors to the University. Suppliers must be able to demonstrate a proactive account management capability, variety of payment methods, clear invoicing and management information reporting and the ability to utilise current and future technology to its best advantage.

2)Common procurement vocabulary (CPV)

63516000, 60170000, 60120000, 60140000, 60100000, 34120000, 34121000, 34115200, 60172000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

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:

Will be identified in payment provisions to be included within the tender documents.

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

Group or Consortia bidders must be jointly and severally 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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Further information will be requested in the form of a pre qualification questionnaire.
Minimum level(s) of standards possibly required: Further information will be requested in the form of a pre qualification questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Further information will be requested in the form of a pre qualification questionnaire.
Minimum level(s) of standards possibly required:
Further information will be requested in the form of a pre qualification questionnaire.

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

Restricted

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

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:

UOS/BUSINESS TRAVEL/0215

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

Prior information notice

Notice number in the OJEU: 2015/S 41-070140 of 27.2.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

20.4.2015 – 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: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s): Any commissions under this contract or framework maybe subject to external funding from bodies such as Arts Council, ERDF, Heritage Lottery Fund, LEP etc and the successful suppliers will be expected to work with the University on any funding applications where appropriate. This list of funding bodies is not exhaustive.

VI.3)Additional information

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University of Sunderland
2nd Floor Edinburgh Building Chester Road
SR1 3SD Sunderland
UNITED KINGDOM
E-mail: tenders@sunderland.ac.uk
Telephone: +44 1915152473
Internet address: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

Body responsible for mediation procedures

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:

21.3.2015