Essex County Council: Travel Management Services Framework

UK-Chelmsford: Travel management services.
Section I: Contracting Authority
      I.1) Name and addresses
             Essex County Council
             County Hall, PO Box 4, Chelmsford, CM1 1LX, United Kingdom
             Tel. +44 3330136265, Email: clare.gebel@essex.gov.uk
             Contact: Clare Gebel
             Main Address: www.essex.gov.uk
             NUTS Code: UKH3
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/delta/buyers/select/viewListStatus.html?id=277824333
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent electronically via https://www.delta-esourcing.com/delta/buyers/select/viewListStatus.html?id=277824333 to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: http://www.delta-esourcing.com
      I.4) Type of the contracting authority
            Regional or local authority
      I.5) Main activity
            General public services

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Travel Management Services Framework       
      Reference Number: 0535
      II.1.2) Main CPV Code:
      63516000 - Travel management services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: Travel Management Services: This requirement establishes a framework agreement and the initial call off contract for Essex County Council.
The supplier needs to provide an online – one stop shop- to enable individual employees to book and pay for 1) UK and International Rail, Sea crossing and air travel. 2) Hotel accommodation. 3) Venue hire for conferences and events.
This should intelligently and proportionally enact the Authorities travel and accommodation policies
This needs to be accessed via “single sign on” from the Authorities computers
Needs to offer the Authority the most efficient possible billing and accounting methods
The supplier must hold accreditation with ATOC, ABTA, IATA, ATOL (or equivalent)       
      II.1.5) Estimated total value:
      Value excluding VAT: 50,000,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      55100000 - Hotel services.
      55110000 - Hotel accommodation services.
      55120000 - Hotel meeting and conference services.
      55130000 - Other hotel services.
      63000000 - Supporting and auxiliary transport services; travel agencies services.
      63500000 - Travel agency, tour operator and tourist assistance services.
      63700000 - Support services for land, water and air transport.
      63510000 - Travel agency and similar services.
      63515000 - Travel services.
      63516000 - Travel management services.
      79997000 - Business travel services.
      
      II.2.3) Place of performance:
      UKH3 Essex
      
      II.2.4) Description of procurement: Travel Management Services: This requirement establishes a framework agreement and the initial call off contract for Essex County Council.
The supplier needs to provide an online – one stop shop- to enable individual employees to book and pay for 1) UK and International Rail, Sea crossing and air travel. 2) Hotel accommodation. 3) Venue hire for conferences and events.
This should intelligently and proportionally enact the Authorities travel and accommodation policies
This needs to be accessed via “single sign on” from the Authorities computers.
Needs to offer the Authority the most efficient possible billing and accounting methods
The supplier must hold accreditation with ATOC, ABTA, IATA, ATOL (or equivalent)

As part of the requirement ECC is seeking to obtain flexibility with regards to its ability to allow Public Sector partner organisations (including any future successor organisation(s) to the functions exercised by any such organisations) to utilise the benefits of the contract. These other public sector bodies include:
— Essex County Council including partly owned joint ventures, subsidiaries and Local Authority Trading Vehicles and Companies and any of its statutory successors and further legal entities / organisations created (whether as a result of re-organisation or organisational changes occurring) during the life of the procured Agreement. Details of existing companies are as follows: Anglia Ruskin Health Partnership Ltd, Essex Cares Ltd, ECL Trading Limited, Essex Equipment Services Ltd, Essex Community Support Ltd, Essex Employment and Inclusion Ltd, Essex LEP Ltd, Essex School (Holdings) Ltd, Essex Schools Ltd, Essex Schools Holdings (Woodlands) Ltd, Essex Trade and Investment Ltd, iESE Limited, Library Services (Slough) Ltd, Vine HR Ltd, TDFHUB2014 Ltd, Essex Assist Ltd, Essex Legal Services Ltd, Exwaste Ltd, Remade Essex Ltd and Smarte East Ltd.
— County, Unitary, City, District, Borough and Parish Councils within the geographical boundaries of Essex.
— Fire and rescue authorities predominantly within the geographical boundaries of Essex.
_ All Universities and higher education establishments.
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Quality of the suppliers proposed solution / Weighting: 40
                        
            Cost criterion - Name: Price of the system / solution / Weighting: 50
            Cost criterion - Name: Methodology of benchmarking travel and hotel services and guarantee of lowest price / Weighting: 10
                              
      II.2.6) Estimated value:
      Value excluding VAT: 50,000,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 48       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       Yes             
      Description of options: Suppliers are able to propose the most efficient and cost effective billing methodology
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: No
      II.2.13) Information about European Union funds:
      The procurement is related to a project and/or programme financed by European Union funds: No       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      The supplier(s) must hold accreditation with ATOC, ABTA, IATA, ATOL (or equivalent). This must be accredited directly to the company tendering, and not a parent company    
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description OPEN
      IV.1.1) Type of procedure: Open   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement    
         Framework agreement with a single operator       
         Envisaged maximum number of participants to the framework agreement:
Not Provided           
         In the case of framework agreements justification for any duration exceeding 4 years: Not applicable    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 14/11/2017 Time: 15:00
            
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 5
      
      IV.2.7) Conditions for opening of tenders:
         Date: 14/11/2017
         Time: 15:00
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

Majority of transactions will be via the Travel Management portal. There may be some requirements where this is not possible for example where requirements are particularly complex which will be booked by phone or e mail.

The estimated value indicated at II.1.5 is indicative only. No level of expenditure is guaranteed by ECC. The figures stated are an estimate of the potential value of all contracts that may be entered in to by ECC and the other organisations named as able to contract with the successful suppliers during the contract period. ECC reserves the right to cancel the procurement exercise and/or not to award all or part of a contract. ECC will not be responsible for any costs incurred by potential suppliers (or any other person participating in the process)in relation to this procurement exercise including if the procurement exercise is cancelled. Each bidder shall be responsible for its own costs and expenses incurred in participating in this process.

The initial call off by ECC will have an approximate annual spend of £1M per annum - full details of this in the procurement documentation

The Framework will be procured on terms which would allow access for other Public Sector organisations
County, City, Unitary, Borough and District Councils, subsidiaries, LATVs and LATCs within Essex — http://www.local.gov.uk/digital-councils/connect/a-z-councils-online
Higher Education Institutes / Universities within Essex — http://www.education.gov.uk/edubase/home
NHS partners within Essex http://www.nhs.uk/ServiceDirectories/Pages/OtherListing.aspx
CQC partners — http://www.cqc.org.uk/
Essex Police
Essex Fire and Rescue Services
These Contracting Bodies will be responsible for ordering of, and payment for, their own services.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Chelmsford:-Travel-management-services./69D9K9GTMQ

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/69D9K9GTMQ
   VI.4) Procedures for review
   VI.4.1) Review body:
             High Court, Royal Courts of Justice
       The Strand, London, WC2A 2LL, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 13/10/2017

Annex A