Travel Management Services for Royal Mail

Travel Management Services for Royal Mail

Royal Mail Group (RMG) requires a travel management service capable of providing a single online booking solution for air, rail, hotel and venue booking services with 24 hour offline support also provided.

United Kingdom-London: Travel management services

2014/S 022-034958

Contract notice – utilities


Directive 2004/17/EC

Section I: Contracting entity

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

Royal Mail Group Limited
185 Farringdon Road (MP02)
For the attention of: Saad Butt
EC1A 1BB London

Internet address(es):

General address of the contracting entity:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for 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)Main activity

Postal services
I.3)Contract award on behalf of other contracting entities

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

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

Travel Management 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 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):

Royal Mail Group (RMG) requires a travel management service capable of providing a single online booking solution for air, rail, hotel and venue booking services with 24 hour offline support also provided.
The travel management service is required to:
— support the implementation of RMG’s travel policy to reduce costs and increase added value for travellers;
— provide a comprehensive travel advisory service;
— provide a domestic and international traveller tracker service;
— arrange coach and bus transfers for travellers;
— provide visa application services; and
— provide real time management information for travel bookings.
II.1.6)Common procurement vocabulary (CPV)

63516000, 63515000, 63510000, 79997000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about 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:

The estimated total value of the booking services to be provided under the contract is GBP 3m and it is estimated that the total value of all travel, accommodation and meeting venues to be booked through the Travel Management Company will be GBP 85m. Precise quantities are unknown. This is an approximation only and the actual values will reflect what is necessary to meet RMG’s purchasing requirements
Estimated value excluding VAT
Range: between 70 000 000 and 100 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will have initial terms of 4 years. Royal Mail reserves the right to extend for a further term of up to 12 months.
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)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Parent company or other guarantees may be required in certain circumstances. See contract documents which will be released with the ITN.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See contract documents which will be released with the ITN.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Requests to participate will be accepted from groupings of economic operators (consortia). In the event of a successful consortium bid, the contracting authority reserves the right to require groupings of entities to take a particular legal form and/ or require that a single consortium member takes primary liability or that each member undertakes joint and several liabilities irrespective of the legal form adopted. Where a subsidiary company is used, the ultimate parent company may be required to provide a guarantee in respect of the performance of the contract by the subsidiary before acceptance.
III.1.4)Other particular conditions:

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See contract documents which will be issued with the ITN.
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 Pre Qualification Questionnaire available via SAP e-Sourcing.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As specified in the Pre Qualification Questionnaire available via SAP e-Sourcing, a minimum requirement in respect of the Applicant’s Annual Turnover (as demonstrated by the last audited financial accounts submitted to Companies House or equivalent, or if none are required to be submitted, the financial accounts for the most recent financial year) of GBP 2.5 million per annum will apply to this contract opportunity.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: As specified in the Pre Qualification Questionnaire available via SAP e-Sourcing.
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

Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: RMG reserves the right to use an electronic auction as part of this procurement. Further details will be provided in the contract documents.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting entity:

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

IV.3.3)Conditions for obtaining specifications and additional documents

Time limit for receipt of requests for documents or for accessing documents: ..
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

24.2.2014 – 15:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of tenders

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:

This Procurement relates to Part B services and therefore the Public Contracts Regulations 2006 (as amended) (“the Regulations”) only apply to a limited extent. Whilst RMG is broadly following the negotiated procedure as set out under the Regulations it is satisfied that the Regulations only apply to a limited extent to this Procurement. This Procurement however is subject to the general obligations of transparency, equal treatment and non-discrimination.
Expression of Interest (EOI) & Pre Qualification Questionnaire (PQQ).
Please read all of the following information carefully.
1. Expression of Interest:- please ensure that you submit an expression of interest promptly so that your details can be populated in the Royal Mail Group Electronic Sourcing system (E-Sourcing). This is a necessary first step in order for you to be able to respond to the PQQ.
2. To formally submit an EOI you must firstly download the Applicant Details Spreadsheet (Excel file) located on the Royal Mail Group Website at:

3. The Applicant Details Spreadsheet should be completed with the details of your organisation. The spreadsheet format should not be amended in any way. Mandatory information required to be added to the spreadsheet is: Organisation name; Contact Telephone Number for your organisation; First name of the person who will complete the PQQ; Surname of the person who will complete the PQQ; Contact number for the person who will complete the PQQ; Email address of the person who will be completing the PQQ. Please also complete as much of the non-mandatory information as possible.
4. Following completion of your Applicant Details Spreadsheet, please email the spreadsheet to Saad Butt at

5. You will THEN be sent information on how to access the PQQ. The PQQ will be managed using the RMG Electronic Sourcing System (E-sourcing).
Client Software Requirements for E-sourcing:
Your Windows operating system must support the following client software:
— Microsoft Internet Explorer 6 SP2, Microsoft Internet Explorer 7, or Microsoft Internet Explorer 8.
Charts are supported in Adobe Flash format and JPEG. Dashboards are supported only in Flash format. Charts and dashboards in Flash format are supported only on 32-bit Java environment and 32-bit browsers, and are disabled on 64-bit browsers. If you run SAP Sourcing on 64-bit Java environment, you must set the chart format to JPEG.
Note: MAC Users – The latest version of Internet Explorer for MAC is 5.2.3, therefore MAC does not support SAP E-Sourcing Version 7.0.
6. The Pre Qualification Questionnaire is accessed via E-sourcing. You will need to receive 2 emails in order to participate). Once you have submitted your completed Applicant Details Spreadsheet) you will be provided with your FIRST email (within 48 hours Monday – Friday) which is a log-on to E-sourcing, these log-on details shall arrive via and headed Royal Mail Group RFX. (please do not email this site unless instructed to do so). On receipt of your log-on information you will then be sent a SECOND email (within 24 hours Monday to Friday) from or RMG, Inviting you to Participate in the PQQ Travel management Services (TMS). It is at this point that you will be able to fully access the PQQ and start to complete it.

7. The final date for receipt of a PQQ Response is 15.00 London time on 24.2.2014. Important note: Applicants must register their interest on E-Sourcing no later than 12.00, London time on 12.2.2014 to allow Applicants sufficient time to access, complete and return a PQQ Response by the deadline specified above and in section IV.3.4. Royal Mail Group is not responsible for and will have no liability in relation to any failure by an Applicant to submit a PQQ Response due to Applicant failing to register its interest on E-Sourcing by the date specified in section IV.3.4) above or otherwise having insufficient time to complete and submit a PQQ Response.
Please note: Your log-on will not be activated until you are formally invited to participate, so please do not try to log-on before you are invited to do so, since your access will be denied.
8. RMG may require suppliers to supplement or clarify the information submitted in the PQQ and may also undertake its own audit of the supplier to verify the information provided.
9. Tenders and all supporting documentation for the contract must be priced in sterling (unless otherwise specified in the contract documents) and written in English.
10. Any agreement entered into will be considered a contract made in England according to English law and will be subject to the non-exclusive jurisdiction of the English Courts.
11. Royal Mail Group is not liable for any costs incurred by those expressing an interest in tendering for this contract opportunity. Royal Mail Group reserves the right to terminate the procurement process (or part of it), to change the basis of and the procedures for the procurement process at any time, or to procure the contract by alternative means if it appears that the contract can be more advantageously procured by alternative means. The most economically advantageous or any tender will not automatically be accepted.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal 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:29.1.2014