Travel Management Company · UK public procurement notice

The BBC is looking to contract with a Travel Management Company (TMC) to support the booking, management, and optimisation of business travel. The contract will include air, rail, hotel and ancillary travel services (e.g. meeting room bookings) for domestic and international travel.

This procurement is for the provision of a Travel Management Company for the benefit of the BBC Group as a whole. This includes both BBC Public Service (funded by the licence fee) and commercial subsidiaries in the UK, as well as International Bureaux where appropriate. In addition, pricing will also be requested during the tender process for BBC Studios overseas locations. The published contract value therefore represents the maximum anticipated spend across the BBC Group as a whole for the entire 5 year contract duration.

The successful Supplier will be responsible for delivering a comprehensive travel solution that ensures value for money, policy compliance, duty of care, and a high standard of customer service. Services must be accessible via multiple channels, including an online booking tool, dedicated account management, and 24/7 traveller support.

Key service requirements include:

• Booking and management of travel reservations in line with the BBC’s travel policy
• Provision of an intuitive, compliant online booking and approval system
• Access to competitive fares and rates across all travel categories
• Traveller support services, including emergency assistance and disruption management
• Duty of care provision, including traveller tracking and risk management
• Management information and reporting, including spend, carbon emissions, and compliance data
• Implementation, transition, and ongoing account management services
• Support for sustainability objectives, including carbon reporting
• Proactive support for travel reduction and demand management initiatives aligned to BBC cost-saving objectives

The estimated volume of travel will vary over the contract term and will include multiple user groups and locations. The successful Supplier must demonstrate the capacity and capability to scale services in line with demand.

Services are to be delivered across the BBC’s organisation and must comply with all applicable legislation, including data protection, health and safety, and modern slavery requirements.

The scope may extend across the wider BBC Group, including commercial subsidiaries and overseas entities. The estimated contract value represents the maximum anticipated value across the BBC Group over the term of the contract and does not constitute a guarantee of spend, with the BBC currently intending that actual expenditure will be lower. The estimated contract value also includes spend by commercial subsidiaries and other BBC Group entities, meaning that not all expenditure under the contract will be funded by the licence fee. Actual usage and spend may vary across entities.

The Supplier must be capable of delivering a consistent and compliant service across a diverse, multi-entity organisation, including UK and international operations.

It should be noted that VAT does not apply to Air or Rail bookings.

Due to the confidential nature of this procurement, all interested suppliers must enter into a Non-Disclosure Agreement (NDA) prior to accessing the tender documents. The NDA will be provided upon expression of interest and must be completed and returned before documentation is shared.