Official UK procurement notice
Travel Management Services · UK public procurement notice
Authority: University Of Edinburgh (Education)
What is being bought2 lots · detail below
Published requirement descriptionThe University of Edinburgh is awarding a comprehensive Travel Management Services contract to cover all Business and Student Group Travel. Many of our students and staff travel as part of their studies, research, or to develop important connections across the UK and internationally. We are committed to supporting our community to do so as safely and efficiently as possible.
At the same time, we remain steadfast in achieving our ambitious sustainability goals, which include reducing carbon emissions related to travel. As transport costs increase worldwide, this service will support our work to safeguard our community, reduce University expenditure, and provide high-quality data for carbon and travel reporting.
The University has included buffers within the value to account solely for potential increases in travel volumes or rising costs to mitigate future contract modifications.
The anticipated contract value is not a commitment or a guaranteed level of spend. Potential fluctuations in travel demand, internal policy changes and external factors may result in lower spending.
CPV: Travel management services
Lots and requirements (2)Procurement structure
2 lots · no lot values published · a supplier may bid for at most 2 of them · same evaluation weights on every lotLot #1Business Travel ServicesAwardedRenewal
The contract period is 3 years, with the option to extend for an additional 4 x 1 year.
The core requirement of this project is to develop an integrated travel management platform that handles a variety of travel-related services.
- Online and offline booking capabilities.
- Rail travel (including cross-channel rail services).
- Air travel (domestic, European, and international).
- Accommodation bookings (domestic, European, and international).
- Dedicated Account Management, Online and Offline teams who will serve as the direct contacts.
The need for a robust travel management system is driven by the complexity of travel arrangements, sustainability targets, enhanced duty of care, improved user experience and driving financial and administrative efficiencies.
The objectives and goals of the UoE Sustainable Travel Policy are threefold:
- Delivering on ambitious sustainability goals by reducing carbon emissions related to business travel and providing high-quality data for carbon and travel reporting.
- Supporting the University's duty of care for staff and students, particularly those travelling overseas, ensuring their safety and well-being.
- Providing value for money by improving cost efficiency and streamlining the administration of reimbursements within the University's large, complex organisational structure.
Lot Description
Lot 1 – Business Travel Services - This lot provides Members with access to a fully managed service for all UK and International travel and associated services. The Member will be able to research and book using an online tool and/or via offline booking channels using a traditional call centre/agent type operation (on the lowest cost non-Premium Line telephone number). This lot will cover UK and International Air, Rail, and Hotel services; Ferry services; Eurostar; International Vehicle Hire; Visa services; and relevant professional advice to all clients.
Lot #2Student Group Travel ServicesAwardedRenewal
The contract period is 3 years, with the option to extend for an additional 4 x 1 year.
The core requirement of this project is to develop an integrated travel management platform that handles a variety of travel-related services.
- Online and offline booking capabilities.
- Rail travel (including cross-channel rail services).
- Air travel (domestic, European, and international).
- Accommodation bookings (domestic, European, and international).
- Dedicated Account Management, Online and Offline teams who will serve as the direct contacts.
The need for a robust travel management system is driven by the complexity of travel arrangements, sustainability targets, enhanced duty of care, improved user experience and driving financial and administrative efficiencies.
The objectives and goals of the UoE Sustainable Travel Policy are threefold:
- Delivering on ambitious sustainability goals by reducing carbon emissions related to business travel and providing high-quality data for carbon and travel reporting.
- Supporting the University's duty of care for staff and students, particularly those travelling overseas, ensuring their safety and well-being.
- Providing value for money by improving cost efficiency and streamlining the administration of reimbursements within the University's large, complex organisational structure.
Lot Description
Lot 2 – Student Group Travel Services - This lot covers UK and International Air, Rail and Hotel / Hostel services; Ferry services; Eurostar; International Vehicle Hire; Group Travel services; and relevant professional advice to Members for student group travel.
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).
Published sub-criteria (2)
- Technical: 80%
- price: 20%
Published award criteria (2)
- Technical: 80
- Price: 20
- Price carries 20 of 100 points: a 10% discount moves about 2 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 6 Mar 2025, 16:15 GMT
- Last source update
- 18 Mar 2026, 13:30 GMT
- Award evaluation window
- 27 Jun 2025 – …
- Authority reference
EC1038- FTS notice number
2026/S 000-024607- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04ea39Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: Initial contract length 3 years, with the option to extend for an additional 4 years ( 4 x 12 month extensions) (SC Ref:811608)
How it was run
Official notice- Submission deadline
- 27 Jun 2025, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 27 Jun 2025, 12:00 BST
Timeline
31 Mar 2025 → 18 Mar 2026 · 4 dates- Next notice expected31 Mar 2025, 00:00 BST
- Submission deadline27 Jun 2025, 12:00 BST
- Bids opened27 Jun 2025, 12:00 BST
- Notice published218 days ago18 Mar 2026, 13:30 GMT
Notice history
4 events · 3 releases on Find a Tender · since 13 May 2025- Status changed to active13 May 2025, 16:04 BST
- Procurement method changed13 May 2025, 16:04 BST
- Deadline published: 27 Jun 2025, 12:00 BST13 May 2025, 16:04 BST
- Status changed to complete18 Mar 2026, 13:30 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · Business Travel Services1 award | |||
| Key Travel | £89,765,643 † | — | Awarded |
| Lot 2 · Student Group Travel Services1 award | |||
| Key Travel | £8,999,787 † | — | Awarded |
Contracts
Business Travel Services · Key Travel
- Signed
- 23 Feb 2026
- Value
- £89,765,643
- Status
- active
Student Group Travel Services · Key Travel
- Signed
- 23 Feb 2026
- Value
- £8,999,787
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Business Travel Services | 7bids · 7 electronic · 7 from abroad | 0 | — | — |
| 2 · Student Group Travel Services | 8bids · 8 electronic · 8 from abroad | 0 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Key TravelAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria