Travel Management Tender – University of Essex

Travel Management Tender – University of Essex

The University of Essex is seeking a framework agreement for a maximum of 2 suppliers who will be able to deliver travel management services. 

United Kingdom-Colchester: Travel services

2018/S 113-257494

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Essex
United Kingdom
NUTS code: UKH3
Internet address(es):Main address:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


T632 Travel Management

Reference number: DN12

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The University of Essex (UoE) is seeking a framework agreement for a maximum of 2 suppliers who will be able to deliver travel management services. There will be no proportion of services allocated to each bidder. As part of the framework agreement both suppliers will have equal opportunity to set up and implement their services ready to be used by the university. End users will then be able to select which of the framework suppliers to use for their specific travel needs based on best value for money and /or speed of response to travel requests. No level of expenditure is guaranteed by UoE.

UoE employs approximately 3 000 staff including staff based in international offices any of who may require access to the booking tool.

The framework agreement will be for 3 years with an option to extend for 1 year.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKH3

II.2.4)Description of the procurement:

The framework agreement will cover the full range of services and will be delivered via an online booking tool and an offline booking service provided by the successful bidders.

The suppliers need to provide a One Stop Shop to enable all associates of the authority to book and pay for including but not limited to:

Core services:

1) hotel accommodation; accommodation: global hotels, apartments – variety of options, hotels for training and meetings,

2) air: UK Domestic, international and low cost airlines including add-on’s, (increase luggage, priority boarding etc)

3) air: international domestic flights i.e. Beijing to Shanghai including budget airlines outside of Europe,

4) airport transfers,

5) ferry, boat travel,

6) rail: UK & international (eg Japanese bullet train) + Eurostar,

7) rail: all UK undergrounds,

8) group travel including student field trips,

Optional services:

9) ability to book travel for accompanying family members separate to business travel and charge separately,

10) business class travel for air and 1st class rail,

11) UK airport coaches and airport parking,

12) UK taxis and coaches,

13) overseas car hire,

14) international transport:, taxis coaches.

This should intelligently and proportionally enact the Authority’s travel and accommodation policies.

The suppliers must hold accreditation with ATOC, ABTA, IATA, ATOL.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The framework agreement is a 3 years contract term with a further optional extension for 1 year.

II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The framework agreement is a 3 years contract term with a further optional extension for 1 year.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 13/07/2018
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
VI.2)Information about electronic workflows

VI.3)Additional information:

The authority reserves the right to cancel the procurement at any stage of the process and not to proceed with the award of any contract. The authority shall not be liable for interested parties’ or tenderers’ costs in relation to this procurement in any circumstances.

The authority is conducting this procurement on behalf of itself and any members of its group from time to time.

The successful tenderer may be required to participate in works related economic, social and environmental regeneration of the area in and around the place of delivery. Accordingly, contract performance conditions may relate in particular to social, economic and environmental considerations.

The transactions will be via the travel management portal and phone or e-mail.

The estimated value indicated at II.1.5 is indicative only. No level of expenditure is guaranteed by UoE. The figures stated are an estimate of the potential value of the contracts that may be entered in to by UoE with the successful suppliers during the contract period. Each bidder shall be responsible for its own costs and expenses incurred in participating in this process.

VI.4)Procedures for review

VI.4.1)Review body

High Court, Royal Courts of Justice
The Strand
United Kingdom
Telephone: +44 2079760000
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

CA will incorporate a minimum 10 calendar days standstill period at the point information on the award of the contract is communicated to tenderers.

The public contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Generally, such action must be brought within 30 days form the date the aggrieved party knew or ought to have known about the breach.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: