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Business Travel Management Services 2025

UNIVERSITY OF SOUTHAMPTON

This public procurement record has 1 release in its history.

Tender

13 Jan 2025 at 13:15

Tender Notice
Summary of the contracting process

The University of Southampton is undertaking an e-tendering process for Business Travel Management Services to fulfil its travel booking needs, including air travel, rail travel, and accommodation for both domestic and international requirements. This procurement falls under the services category within the travel management sector. The procurement is currently in the Tender stage, with the relevant documents accessible through the In-Tend electronic tendering portal. The initial contract will be for a 4-month implementation period followed by a 4-year term, with two optional 18-month extensions, estimated at a total value between £24,000,000 and £42,000,000 GBP. The deadline for submitting tenders is 24th February 2025, with the award period commencing on the same day.

This tender represents a significant opportunity for travel management companies (TMCs) with robust capabilities in handling diverse and large-scale travel requirements using both digital platforms and traditional methods. Businesses specialising in comprehensive travel management solutions, particularly with experience in higher education institutions, would be well-suited to compete. The successful bidder will have the chance to establish a long-term relationship with the University, managing substantial travel budgets and ensuring efficient travel arrangements for a wide range of university stakeholders. The tender process is open and transparent, aiming to select the most suitable partner through a competitive and thorough evaluation of service quality, IT requirements, and cost factors.

How relevant is this notice?

Notice Information

Notice Title

Business Travel Management Services 2025

Notice 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.

Lot Information

Lot 1

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04cf83
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/001017-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

63 - Supporting and auxiliary transport services; travel agencies services

CPV Codes

63510000 - Travel agency and similar services

63516000 - Travel management services

Notice Value(s)

Tender Value
£42,000,000 £10M-£100M
Lots Value
£42,000,000 £10M-£100M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
13 Jan 20251 years ago
Submission Deadline
24 Feb 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF SOUTHAMPTON
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SOUTHAMPTON
Postcode
SO17 1BJ
Postcode Area
Southampton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ32 Southampton
Delivery Location
TLJ32 Southampton
Local Authority
Southampton
Electoral Ward
Portswood
Westminster Constituency
Southampton Test

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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