Travel Services for BBC

Travel Services for BBC

The BBC requires a managed service provider to provide an online booking tool, offline booking and helpdesk support and inbedded staff for key booking areas of the business. This service will be for flight bookings for 9 people or less.

United Kingdom-London: Travel services

2014/S 051-085378

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The British Broadcasting Corporation (BBC)
Broadcasting House, Portland Place
For the attention of: Mike Green
W1A 1AA London
UNITED KINGDOM
Telephone: +44 7714956808
E-mail: mike.green@bbc.co.uk

Internet address(es):

General address of the contracting authority: http://www.bbc.co.uk/supplying/

Tenders or requests to participate must be sent to: BBC
Internet address: https://bbc.bravosolution.co.uk

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

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

Provision of Flight, International Rail and Ferry Booking Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 3: Air transport services of passengers and freight, except transport of mail
Main site or location of works, place of delivery or of performance: BBC sites across the United Kingdom.
NUTS code
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 several operators
maximum number of participants to the framework agreement envisaged: 13
Duration of the framework agreement

Duration in years: 3
Justification for a framework agreement, the duration of which exceeds four years: The framework duration ties into other BBC travel contract expiration dates, thus offering the potential to retender for all travel related business at the same time in the future.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 45 000 000 and 75 000 000 GBP

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

The Estimated Value in Section II.1.4 comprises the estimated value of Lot 1 and Lot 2, over the total duration of the framework of 5 years.
Lot 1: Provision of Flight, International Rail and Ferry Booking Services.
The BBC requires a managed service provider to provide an online booking tool, offline booking and helpdesk support and inbedded staff for key booking areas of the business.
This service will be for flight bookings for 9 people or less.
The service provider should also have the capability to facilitate the booking of International Rail (Eurostar) travel and ferry travel where required.
This provision will be provided by 1 supplier only.
Historic spend for this Lot has been circa 10 GBP Million per annum.
The framework will run for an initial period of 3 years with the option to extend for up to 2 further periods of up to 12 months each.
The framework duration ties in to other BBC travel contract expiration dates, thus offering the potential to retender for all travel related business at the same time in the future.
The BBC will require a turnover of 60M GBP per annum as a minimum financial standing for Lot 1 bidders. Annual turnover should be taken as the total sales over a year, including the amounts paid to airlines and other 3rd parties.
Lot 2: Provision of Specialist Travel Booking Services.
The BBC requires a framework of suppliers with the capability to meet specialist travel requirements, including:
— For group bookings for 10 people or more
— To work alongside sporting governing bodies where appropriate.
— For complex bookings where this can be delivered more cost effectively by a Lot 2 provider than through the Lot 1 framework.
The framework will require the Lot 2 providers to work alongside the Lot 1 providing travel data for reporting purposes.
Historic spend for the services provided by this framework has been circa £5 Million per annum.
The framework will run for an initial period of 3 years, with the option to extend for up to 2 further periods of up to 12 months each.
This framework duration ties in to other BBC travel contract expiration dates, thus offering the potential to retender for all travel related business at the same time in the future. Lot 2 will operate for the same duration as Lot 1, due to the need for Lot 2 travel data to be reported by the Lot 1 provider to provide overall visibility of BBC spend.
The BBC will require a minimum turnover of 1M GBP per annum for Lot 2 providers to be admitted on to the framework. Annual turnover should be taken as the total sales over a year, including the amounts paid to airlines and other 3rd parties.
Please note: The maximum value in Section IV.1.2 comprises a maximum number of 7 invitees to Lot 1, and a maximum of 12 invitees to Lot 2.
It is anticipated that Lot 1 will result in a single supplier being appointed to the framework, with up to 12 suppliers being appointed to the framework for Lot 2.
II.1.6)Common procurement vocabulary (CPV)

63515000, 63516000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options

Options: yes
Description of these options: The frameworks may be extended at the BBC’s discretion on up to 2 occasions by up to 12 months on each occasion.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1

1)Short description

Provision of Flight, International Rail and Ferry Booking Services.
The BBC requires a managed service provider for the booking of flights, International Rail and Ferries, through provision of an online platform, and through offline and inbedded support.
Please note: A maximum of 7 suppliers will be invited to tender for this Lot.
2)Common procurement vocabulary (CPV)

63515000, 63516000

3)Quantity or scope

The estimated cost figure of 50 000 000 GBP below assumes an expenditure of 10 000 000 GBP per annum for the maximum possible term of 5 years. The frameworks are for an initial period of 3 years with options to extend for up to 2 further periods of 12 months each.
Estimated value excluding VAT: 50 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal email alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows ‘Yes’, variants will be accepted provided they meet the core requirements of the project.

Lot No: 2

1)Short description

Provision of Specialist Travel Booking Services.
The BBC requires a framework of specialist travel providers for group travel and to manage bookings with governing bodies, all of which will be facilitated through an offline support structure.
Annual turnover should be taken as the total sales over a year, including the amounts paid to airlines and other 3rd parties.
A maximum of 12 suppliers will be invited to tender for this Lot.
2)Common procurement vocabulary (CPV)

63515000, 63516000

3)Quantity or scope

The estimated cost figure of £25000000 stated below assumes an annual estimated spend of £5000000 per annum over the maximum possible term of 5 years. The initial term for the frameworks is 3 years with options to extend for up to 2 further periods of 12 months each.
Estimated value excluding VAT: 25 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal email alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows ‘Yes’, variants will be accepted provided they meet the core requirements of the project.

Section III: Legal, economic, financial and technical information

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

Guarantees may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Where there is more than one economic operator, the BBC reserves the right to require a grouping of economic operators to take a particular legal form or to require a single economic operator to take primary liability or to require that each party undertakes joint and several liability.
III.1.4)Other particular conditions
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: Suppliers Instructions – How to Express Interest in this Tender:
1. You should first go to the BravoSolution eTendering portal at the following link: https://www.bbc.bravosolution.co.uk

2. Once in the BravoSolution portal you have 2 possible options:
a) Without having to register you can select ‘View tender opportunities’ and click on ‘Current Opportunities’ to view a summary of this project. If you would then like to formally express an interest and view the documentation you should follow the instructions in b) below.
b) Register your company (if not already registered) by clicking on the ‘Register’ button (this is only required once). Next, you should accept the terms and conditions and click continue – Enter your correct business and user details – Note the username you chose and click Save when complete – You will shortly receive an email with your unique password (please keep this secure). You can now formally express an interest in this tender.
3. Express an Interest in the tender – Login to the portal with the
username/password – Click the PQQs / ITTs Open To All Suppliers link. (These are Pre- Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the Express Interest button in the Actions box on the left-hand side of the page. – This will move the PQQ /ITT into your My PQQs/ My ITTs page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking the Settings and Buyer Attachments in the Actions box. 4. Responding to the tender – You can now choose to Reply or Decline to Respond (please give a reason if rejecting) – You can now use the Messages function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button in the Actions box on the left-hand
side of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk(contact details can be found at https://bbc.bravosolution.co.uk).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The BBC will evaluate technical ability/financial standing of the bidders in accordance with Articles 45 to 52 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended), and a detailed explanation of the evaluation methodology and minimum criteria to be satisfied are set out in the Simplified PQQ document.
Minimum level(s) of standards possibly required: Please refer to Section F3 in the PQQ documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The BBC will evaluate technical ability/financial standing of the bidders in accordance with Articles 45 to 52 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended), and a detailed explanation of the evaluation methodology and minimum criteria to be satisfied are set out in the Simplified PQQ document.
Minimum level(s) of standards possibly required:
Please refer to Section F3 in the PQQ documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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 minimum number 5: and maximum number 17
Objective criteria for choosing the limited number of candidates: The BBC will evaluate technical ability/financial standing of the bidders in accordance with Articles 45 to 52 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended), and a detailed explanation of the evaluation methodology and minimum criteria to be satisfied are set out in the Simplified PQQ document.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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: yes
Additional information about electronic auction: The BBC may carry out a Reverse Electronic Auction if appropriate.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

PROC 2014 07 MG Flight Booking Services
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

16.5.2014
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

16.5.2014
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

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

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal email alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows ‘Yes’, variants will be accepted provided they meet the core requirements of the project.

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:8.3.2014