Notice Information
Notice Title
Provision of a Billback Service for Accommodation and Conference Services for East Midlands Railway Limited
Notice Description
Provision of a billback service for accommodation and conference services, including the booking, payment, reconciliation and recharging of accommodation, meeting rooms and associated services to East Midlands Railway and its employees. The service will be provided on a call-off basis as required, covering multiple locations, for the duration of the contract term. There is no guarantee of volume and services will be required on an ad-hoc basis in line with operational requirements. Services may be required across multiple UK locations and the service includes the consolidation of supplier invoices and the provision of a single billback invoice to EMR.
Procurement Information
East Midlands Railway Limited (the Contracting Authority) requires the continued provision of hotel and conference billback services to support the booking, management, payment and reconciliation of accommodation and conference expenditure across its operations. These services are operationally critical to the Contracting Authority's day-to-day activities. The incumbent supplier currently provides these services and has established operational processes, systems integrations and payment arrangements that are embedded within the Contracting Authority's business operations. The Contracting Authority is undertaking a fully compliant competitive procurement exercise to establish a long-term contractual solution for these services. However, a short-term direct award is required to ensure continuity of service while that procurement is completed and the replacement contract is mobilised. Awarding an interim contract to an alternative supplier would require duplicate implementation and onboarding activity, including systems configuration, process changes and payment set-up. This would result in additional cost, inefficiency and operational disruption that would be disproportionate given the limited duration of the interim requirement. The contract is therefore being awarded for a period of 12 months only, which is the minimum period considered necessary to complete the competitive procurement process and implement the replacement contractual arrangement. This direct award is made in accordance with Schedule 5 of the Procurement Act 2023, for the purpose of ensuring continuity of essential operational services and avoiding service disruption during the interim period. A fully regulated and competitive tendering process will be undertaken to appoint a long-term supplier.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-06b8d8
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/058687-2026
- Current Stage
- Award
- All Stages
- Award
Procurement Classification
- Notice Type
- UK6 - Contract Award Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Direct
- Procurement Method Details
- Direct award
- Tender Suitability
- Not specified
- Awardee Scale
- SME
Common Procurement Vocabulary (CPV)
- CPV Divisions
55 - Hotel, restaurant and retail trade services
63 - Supporting and auxiliary transport services; travel agencies services
-
- CPV Codes
55110000 - Hotel accommodation services
55120000 - Hotel meeting and conference services
63516000 - Travel management services
Notice Value(s)
- Tender Value
- Not specified
- Lots Value
- Not specified
- Awards Value
- £660,000 £500K-£1M
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 22 Jun 20262 days ago
- Submission Deadline
- Not specified
- Future Notice Date
- Not specified
- Award Date
- 19 Jun 20265 days ago
- Contract Period
- 2 Jul 2026 - 2 Jul 2027 6-12 months
- Recurrence
- Not specified
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Pending
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- TRANSPORT UK EAST MIDLANDS LIMITED
- Contact Name
- Available with D3 Tenders Premium →
- Contact Email
- Available with D3 Tenders Premium →
- Contact Phone
- Available with D3 Tenders Premium →
Buyer Location
- Locality
- LONDON
- Postcode
- EC4A 3AG
- Post Town
- Central London
- Country
- England
-
- Major Region (ITL 1)
- TLI London
- Basic Region (ITL 2)
- TLI3 Inner London - West
- Small Region (ITL 3)
- TLI35 Westminster and City of London
- Delivery Location
- Not specified
-
- Local Authority
- City of London
- Electoral Ward
- Castle Baynard
- Westminster Constituency
- Cities of London and Westminster
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/058687-2026
22nd June 2026 - Contract award notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/057950-2026
19th June 2026 - Transparency notice on Find a Tender
Open Contracting Data Standard (OCDS)
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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