Business Travel Management Services 2025

{
    "tag": [
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    "id": "ocds-h6vhtk-04cf83-2025-01-13T13:15:19Z",
    "date": "2025-01-13T13:15:19Z",
    "ocid": "ocds-h6vhtk-04cf83",
    "description": "E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend(https://in-tendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate). All documentation in relation to this tender can be downloaded from In-Tend. Tenderers are advised that there will be no hardcopy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend. Regular monitoring of the portal is the responsibility of the tenderer. If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation. Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'. Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend. Further instructions for the submission of responses are below: To submit your return: 1. Log in 2. Click 'Tenders' 3. Locate the relevant project 4. View details 5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') 6. Click on the 'Attach Documents' button and upload your return. 7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return. 8. Click the red 'Submit Return' button. Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend. Costs and Expenses: Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by tenderers or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.",
    "initiationType": "tender",
    "tender": {
        "id": "2023UoS-1138",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "Business Travel Management Services 2025",
        "status": "active",
        "classification": {
            "scheme": "CPV",
            "id": "63516000",
            "description": "Travel management services"
        },
        "mainProcurementCategory": "services",
        "description": "The University requires a Travel Management Company (TMC) that is able to facilitate the travel booking needs for a large and diverse range of stakeholders, including but not limited to Air Travel, Rail Travel and Accommodation Booking, for Domestic and International travel requirements. The University requires a TMC with the provision to provide these services both online through a booking platform and smartphone based app, and offline through a UK based call-centre type model. The University has used the services of a TMC since October 2017. As the current TMC contract is ending in October 2025, the University is now seeking to re-contract for this service for up to a further 7 years.",
        "value": {
            "amount": 42000000,
            "currency": "GBP"
        },
        "lots": [
            {
                "id": "1",
                "description": "The University requires a Travel Management Company (TMC) that is able to facilitate the travel booking needs for a large and diverse range of stakeholders, including but not limited to Air Travel, Rail Travel and Accommodation Booking, for Domestic and International travel requirements. The University requires a TMC with the provision to provide these services both online through a booking platform and smartphone based app, and offline through a UK based call-centre type model. The University has used the services of a TMC since October 2017. As the current TMC contract is ending in October 2025, the University is now seeking to re-contract for this service for up to a further 7 years. The University is conducting this procurement using a single-stage procedure for the purpose of procuring the services described in the Specification. The University proposes to enter into a Contract for up to 7-years and 4-months with the successful Supplier. This will comprise of an initial contract period of 4-months for the implementation of the service, followed by an initial term of 4-years, with two optional extensions of a further 18-months per extension. The estimated value of the proposal is between PS24,000,000.00 and PS42,000,000.00 The estimated value of the initial 4-year contract term is in the region of PS24,000,000.00 GBP (excluding VAT). The estimated value of the first 18-month extension period is PS9,000,000.00 GBP (excluding VAT). The estimated value of the second 18-month extension period is PS9,000,000.00 GBP (excluding VAT). It is estimated, therefore, that the total value of this contract will be between PS24,000,000.00 and PS42,000,000.00 GBP (excluding VAT). Details of current expenditure or potential future uptake are given as a guide base on past purchasing and current planning to assist you in the preparation of your Tender. They should not be interpreted as an undertaking to purchase any goods or services to any particular value and do not form part of the Contract. PLEASE NOTE: The University of Southampton no longer meets the criteria of a 'body governed by public law' and is therefore not considered a contracting authority for the purposes of the Public Contracts Regulations 2015 (PCR 2015) and/or any replacement legislation. This procurement process is not regulated by UK (or EU) public procurement law. Where the University advertises contracts, through any public sector tender portal, it does so on a voluntary basis by way of transparency and to encourage open competition, but it is not required to comply with the procurement legislation. For the purpose of procuring the services described, the University is acting in accordance with its internal Financial Regulations and the procured detailed in the Invitation to Tender document set. Nothing which is done during the procurement process (including the publication of the contract notice and use of terminology which may be defined by the PCR 2015) should be taken to imply that the University is voluntarily complying with the PCR 2015 or intends to do so. Some of the stages, documentation and terminology adopted in the University's procurement process may have similarities to ones regulated by and defined under the PCR 2015, but they will not be regulated by the PCR 2015 during this process and should not be taken as references to those things as defined by the PCR 2015. Interested parties are invited to express their interest and submit their proposals in accordance with the instructions provided in the Invitation to Tender documentation. The University aims to ensure a fair, transparent, and competitive procurement process to select the most suitable partner for this significant project. Additional information: This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.",
                "awardCriteria": {
                    "criteria": [
                        {
                            "name": "Mandatory Service Requirements",
                            "type": "quality",
                            "description": "Pass/Fail"
                        },
                        {
                            "name": "Mandatory IT Non-Functional Requirements",
                            "type": "quality",
                            "description": "Pass/Fail"
                        },
                        {
                            "name": "Highly Desirable IT Non-Functional Requirements",
                            "type": "quality",
                            "description": "2.50%"
                        },
                        {
                            "name": "Desirable Service Requirements",
                            "type": "quality",
                            "description": "47.50%"
                        },
                        {
                            "name": "Usability Testing Requirements - Complex",
                            "type": "quality",
                            "description": "10.00%"
                        },
                        {
                            "name": "Usability Testing Requirements - Non-Complex",
                            "type": "quality",
                            "description": "10.00%"
                        },
                        {
                            "name": "Usability Testing Requirements - Accessibility",
                            "type": "quality",
                            "description": "5.00%"
                        },
                        {
                            "name": "Transaction Fees",
                            "type": "cost",
                            "description": "20.00%"
                        },
                        {
                            "name": "Account Management Fees",
                            "type": "cost",
                            "description": "2.50%"
                        },
                        {
                            "name": "Reporting and MI Fees",
                            "type": "cost",
                            "description": "1.25%"
                        },
                        {
                            "name": "Implementation Fees",
                            "type": "cost",
                            "description": "1.25%"
                        }
                    ]
                },
                "value": {
                    "amount": 42000000,
                    "currency": "GBP"
                },
                "contractPeriod": {
                    "durationInDays": 2640
                },
                "hasRenewal": false,
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": false,
                "status": "active"
            }
        ],
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "63510000",
                        "description": "Travel agency and similar services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKJ32"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home",
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "suitability",
                    "description": "To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe. The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: \"Moderate Risk\"; \"High Risk\"; \"Very High Risk\"; or \"Not Rated\", based on the rating provided by Creditsafe. Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.",
                    "appliesTo": [
                        "supplier"
                    ]
                },
                {
                    "minimum": "Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels: Employers (Compulsory) Liability: PS10 Million GBP. Public Liability: PS5 Million GBP. Professional Indemnity: PS5 Million GBP. Cyber Liability: PS2.5 Million GBP."
                },
                {
                    "type": "technical",
                    "description": "Tenderers attention is drawn to the MANDATORY requirements of the award criteria: Grounds for mandatory exclusion - Mandatory qualitative requirements 3.1, 4.1, 5.1, 6.1.1, 6.1.2, 6.1.3, 6.1.4, 7.1.1, 7.1.2, 7.1.3, 7.1.4, 7.1.5, 8.1.1, 8.1.2, 9.1, 10.1.1, 10.1.2, 10.1.3, 10.1.4, 11.1.1, 11.1.2, 12.1.1 to 12.1.9, 12.1.12, 13.1, 14.1, 15.1, 16.1.1, 16.1.2, 17.1, 18.1, 19.1, 20.1, 21.1, 22.1, 23.1, 24.1.1 + 24.1.2, 24.1.3, 24.1.4, 24.1.5, 24.1.6 + 24.1.7, 25.1, 26.1.1, 26.1.2, 27.1, 28.1, 29.1, 30.1, 31.1, 32.1, 33.1, 24.1, 25.1, 36.1, 37.1, 38.1.1 to 38.1.9, and M-NFR-1 to M-NFR-19. - Failure to meet the minimum required score for Highly Desirable IT Non-Functional requirements H-NFR-1 to H-NFR-22 - Failure to provide access to the proposed booking system for usability testing Ground for discretionary exclusion - Economic & Financial Standing - Insurance - Compliance with equality legislation - Legal requirements",
                    "appliesTo": [
                        "supplier"
                    ]
                }
            ]
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "tenderPeriod": {
            "endDate": "2025-02-24T12:00:00Z"
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "durationInDays": 180
            }
        },
        "awardPeriod": {
            "startDate": "2025-02-24T12:01:00Z"
        },
        "bidOpening": {
            "date": "2025-02-24T12:01:00Z"
        },
        "hasRecurrence": false,
        "contractTerms": {
            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed",
            "hasElectronicPayment": true
        }
    },
    "parties": [
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            "id": "GB-UKPRN-10007158",
            "name": "UNIVERSITY OF SOUTHAMPTON",
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                "legalName": "UNIVERSITY OF SOUTHAMPTON",
                "id": "10007158",
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                "streetAddress": "BUILDING 37, HIGHFIELD CAMPUS, UNIVERSITY ROAD",
                "locality": "SOUTHAMPTON",
                "region": "UKJ32",
                "postalCode": "SO171BJ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "Morgan Hughes",
                "telephone": "+44 2380595000",
                "email": "procurement@soton.ac.uk",
                "url": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home"
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            "roles": [
                "buyer"
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            "details": {
                "url": "https://www.southampton.ac.uk",
                "buyerProfile": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "description": "Higher Education Institution not subject to PCR 2015 Regulations."
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                        "scheme": "COFOG",
                        "id": "09",
                        "description": "Education"
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            "id": "GB-FTS-8641",
            "name": "University of Southampton",
            "identifier": {
                "legalName": "University of Southampton"
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            "address": {
                "streetAddress": "University Road",
                "locality": "Southampton",
                "postalCode": "SO17 1BJ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "procurement@soton.ac.uk"
            },
            "roles": [
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    ],
    "buyer": {
        "id": "GB-UKPRN-10007158",
        "name": "UNIVERSITY OF SOUTHAMPTON"
    },
    "language": "en"
}