For the Provision of Travel and Accommodation Booking Service

The Council currently utilises an offline Travel and Accommodation booking service, which aligns with the operational needs of the existing contract. This approach has proven effective in managing bookings through direct communication and manual coordination. While the continuation of an offline service is preferred for the duration of the upcoming short-term arrangement, the Council may consider transitioning to an online booking platform when procuring this service for a longer-term contract. This future consideration would aim to enhance efficiency, accessibility, and reporting capabilities.

The Service Provider will have an awareness of the Authority's travel and subsistence scheme policy. Should the policy be amended by the Authority at any time during the term of the contract, the Supplier shall be advised of the changes by the Authority and agree with the Authority if any changes to the Supplier's processes and procedures may be required for the booking service to be compliant with the policy.

The Supplier shall keep the Authority up to date of any changes to the supplier's processes and procedures which may affect the booking service.

The Supplier shall ensure that their personnel possess relevant travel industry experience and hold qualifications equivalent to the Certificate of Rail Agent Competency (CORAC), as administered by the Rail Delivery Group. This qualification replaces the former ATOC Certificates and is a recognised standard for rail travel competency. The Supplier should also be familiar with and have a working understanding of the Package Travel and Linked Travel Arrangements Regulations 2018, which remain in force but are currently under government consultation for potential reform. Suppliers are expected to stay informed of any legislative changes that may impact service delivery or consumer protection obligations.

The Supplier shall assist in meeting their obligations in respect of any legislative requirements including the Equality Act 2010 or other relevant Law which applies from time to time, and all applicable Health and Safety Standards as dictated by the relevant country.

The Council will endeavor to provide the Supplier with as much advance notice as possible for travel and accommodation bookings; however, it should be noted that emergency travel may occasionally be required at short notice.

The price will be the price per transaction the supplier indicates in the Pricing schedule of their tender submission.

as per offline service fees.

The Supplier will be required to fix the price of the transaction fees for the term of the contract. Suppliers who will not comply with this condition will not be considered.

The Supplier shall advise the Authority of additional/increased charges made by the Train Operating Company (TOC) or any third party that will affect the costs of the Service.

Any application for a price increase must be made in writing with evidence, giving 28 days' notice. The Authority reserves the right not to accept any price increase if considered unjustified and the Supplier must allow the Authority to inspect all relevant documentation supporting the application.

30. The Authority will conduct an assessment of all tenders in order to identify the Supplier which has submitted the most advantageous tender in accordance with the assessment methodology and award criteria set out in the Tender Notice and described in this document. In carrying out this assessment, the Authority will disregard any tender from a Supplier that does not satisfy the conditions of participation. The Authority may also disregard a tender:

a. from a Supplier that is not a United Kingdom Supplier or a treaty state Supplier or that intends to sub-contract the performance of all or part of the Contract to a Supplier that is not a United Kingdom Supplier or a treaty state Supplier; or

b. if the tender breaches a procedural requirement set out in the Tender Notice or associated tender documents; or

c. if the tender offers a price that the Authority considers to be abnormally low for the performance of the Contract. Where the Authority considers that a price offered by a Supplier in its tender is abnormally low, the Authority will notify the Supplier and give the Supplier reasonable opportunity to demonstrate that it will be able to perform the contract for the price offered. The Authority will only disregard the tender if the Supplier cannot satisfactorily demonstrate that it will be able to perform the Contract for the price offered.

31. Once the assessment has concluded, the Authority will provide an assessment summary to all Suppliers that submitted final tenders to:

a. inform them whether they have been successful in being awarded the Contract

b. provide an explanation of the assessment of the Supplier's tender against the relevant award criteria, in accordance with the requirements of the Act

c. where different to the Supplier concerned, provide information in respect of the most advantageous tender submitted, including details of the assessment of this tender against the relevant award criteria and the Supplier's name

32. Once the assessment summaries have been provided to the Suppliers that submitted tenders, the Authority will also publish a contract award notice on the Central Digital Platform to commence the mandatory eight (8) working day standstill period.
33. Subject to completion of the mandatory eight (8) working day standstill period, the Authority entering into the Contract with the preferred Supplier and publication of a Contract Details Notice on the Central Digital Platform (within 30 days of the date on which the Contract is entered into). Where appropriate, a copy of the Contract may also be published on the Central Digital Platform.