Official UK procurement notice
Provision of Travel Management Services
Authority: NORTHUMBRIAN WATER GROUP LIMITED
What is being bought
Published requirement descriptionNWL have a requirement to tender the services of a travel
management company to support employees to book all travel requirements.
NWL - NWL have approx. 3000 employees with offices spread across the northeast of England, Essex, and Suffolk. In addition, we have operations in Scotland, Cork Ireland and Gibraltar.
A travel system was introduced in late 2018, prior to that, employees were issued with Barclaycards. Currently out of scope of this requirement for NWL are Meetings and Events, Taxi requirements and Car rental. NWL have a travel policy in place which placed restrictions for standard class travel only and hotel limits.
Pre Covid, 2019 Spend on travel was in the region of £800,000 per annum. Travel services include Trains(5000 transactions), flights (200 transactions) and hotel accommodation (2300 transactions). We have started to see an increase in the volume over the last few months. It is difficult to estimate our future spend, however we do expect that the trend will continue to increase to in the region of £400,000 to £500,000 by the end of 2022
The contract will be for a three-year contract with the option to extend for a further two years.
Contract start date will be 1 July 2023
CPV: Business travel services · Travel management services
The lotProcurement structure
single lot · no lot value publishedLot #1NWL wish to award a contract to a supplier who can demonstrate the ability to provide…
NWL wish to award a contract to a supplier who can demonstrate the ability to provide the following with key benefits.
- Provide an 'online', 'self-managed' travel booking tool for rail, air and hotel requirements.
- Achieve savings/reduction in travel, related costs and evidence 'value add'.
- Embed processes to support management and control of spend on travel and accommodation, through robust management information, trend analysis and consultation and oversight of
company travel policy.
- The solution has enabled monitoring and enforcement of the Travel Policy by setting rules and limits within the solution. Approval needs to be sought to book travel that falls outside the policy. It also provides a mechanism to benchmark travel and drive refinement of the Travel Policy in the future
- Significant reduction in 'off contract' spends and high adoption rate for online tool/support.
- 24-hour support for staff 365 days a year for online/offline bookings
- Ensure supplier is supporting on Net Zero goals and carbon reporting
- Provide the functionality to locate all potential travellers impacted by an incident or emergency which strengthens the company's ability to meet its duty of care obligations for travellers and potentially avoid delays and other issues.
- CO2 emission reporting - mileage verification and carbon tracking
- Reporting and Analytics on traveller spend, trends, cost saving opportunities, out of policy booking etc.
- A central, consolidated billing system that provides one single invoice for all purchases.
- Easy to use on-line system for all travel requirements, with cost centre code application which is sent back to HR and selected manager approval built in for requests above caps
- Worldwide hotel accommodation, with availability to transfer any current agreed corporate rates into the system and store specific traveller loyalty schemes in their own profile which is automatically applied via the booking process
- Rail tickets for both UK rail networks and abroad
- Air tickets for both traditional and low-cost carriers including visa procurement
- Traveller Tracking - ability to track by name, location, date/time (including real time), distributing travel alert messages via email or SMS text on disruptions, incidents etc....
- Advisory services - Giving advice on travel health risks and requirements, passport and visa requirements, group and conference travel
- Receive travel tickets and hotel booking confirmation immediately via email
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
- Suitability
As stated in the procurement documents
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Negotiated procedure with prior call for competition
- Legal basis
- CELEX · 32014L0025 Utilities Contracts Regulations 2016 (Directive 2014/25/EU)
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- No (one-off requirement)
- First published
- 18 Jun 2022, 18:47 BST
- Last source update
- 20 Jun 2022, 09:46 BST
- Authority reference
NW2424- FTS notice number
2022/S 000-016754- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-03480eFind a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: Applicants are asked to note that this procurement process will be conducted electronically with all documents and communication being managed through the Northumbrian Water eSourcing Spend Management portal called 'Ariba'. Expressions of interest for this tender must be sent to the e-mail address [email protected] before the deadline date of 5th July 2022 at 16:00. Once expression of interest has been received that contains the details below, applicants will be given access to the Ariba portal within 48 hours from request. This portal will contain all the tender documents associated with this procurement that are available at the time. An email link will also be provided to the email address you provide to access the portal. The deadline for return of the completed PQQ is 15th July 2022 at 12 noon. When sending expression of interest, applicants must provide the following information: 1) Full company name 2) Main contact details of the person who will be given access to the Ariba portal - Name, job title, E mail address and telephone
How it was run
Official notice- Submission deadline
- 5 Jul 2022, 16:00 BST
- Submission channel
- {"electronicSubmission","written"}
- Accepted languages
- en
- Deposits and guarantees
If the Dun and Bradstreet credit rating returns a rating of 'above average risk' or 'high risk', the contracting entity will request further financial information for review and a parent company guarantee may be required
Timeline
20 Jun 2022 → 1 Aug 2023 · 3 dates- Notice published20 Jun 2022, 09:46 BST
- Submission deadline5 Jul 2022, 16:00 BST
- Bids must remain valid until1 Aug 2023, 23:59 BST
Notice history
2 releases on Find a TenderPublished amendments (1)
The total contract value should read £2,500,000 in lieu of £6,500,000
Contracting authority & participating public bodies
Dispute resolution & review bodies
- TBCReview body
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria