Tender

Travel Management Services

UNIVERSITY OF EDINBURGH

This public procurement record has 2 releases in its history.

Tender

13 May 2025 at 00:00

Planning

06 Mar 2025 at 00:00

Summary of the contracting process

The University of Edinburgh is initiating a public procurement process for a contract titled "Travel Management Services," aimed at establishing a comprehensive travel management system. This tender, classified under the education industry category, is located within the UKM75 region, specifically Edinburgh. The process is currently at the tender stage, with a submission deadline set for 27th June 2025. The procurement follows an open procedure, opening opportunities for electronic submissions and involves services as the main procurement category. This contract is intended to address the university's increasing travel expenditure through integrated booking capabilities and support their sustainability and duty of care goals.

This tender presents significant opportunities for businesses specialising in travel management services. Companies with robust capabilities in providing online and offline travel services, including rail, air, and accommodation bookings, are well-suited to compete for these lots. Additionally, businesses offering professional advice and group travel services, especially those focusing on technological integration and sustainability solutions, could benefit greatly. With a contract period of three years and the option for extensions, there is potential for sustained business growth for suppliers able to meet the university's needs for quality and cost-efficient travel management solutions.

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Notice Title

Travel Management Services

Notice Description

The University of Edinburgh aims to establish a comprehensive Travel Management Services contract to accommodate the increasing travel spend observed year-on-year. Please read the more detailed description below.

Lot Information

Business Travel Services

The proposed contract period will be 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 can handle a variety of travel-related services. The contract must have: - 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 increasing volume and complexity of travel arrangements, sustainability targets, enhanced duty of care, improved user experience and drive financial and administrative efficiencies. The objectives and goals of the UoE Sustainable Travel Policy are threefold: 1. Delivering on ambitious sustainability goals by reducing carbon emissions related to business travel and providing high-quality data for carbon and travel reporting. 2. Supporting the University's duty of care for staff and students, particularly those travelling overseas, ensuring their safety and well-being. 3. Providing value for money by improving cost efficiency and streamlining the administration of reimbursements within the University's large, complex organisational structure. This contract will be divided into 2 separate lots; 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 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.

Renewal: Total contract length: 3 years / 36 months Contract start date: 1st February 2026 Contract end date: 31st January 2029 Any extensions: 4 x 12-month optional extensions

Student Group Travel Services

The proposed contract period will be 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 can handle a variety of travel-related services. The contract must have: - 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 increasing volume and complexity of travel arrangements, sustainability targets, enhanced duty of care, improved user experience and drive financial and administrative efficiencies. The objectives and goals of the UoE Sustainable Travel Policy are threefold: 1. Delivering on ambitious sustainability goals by reducing carbon emissions related to business travel and providing high-quality data for carbon and travel reporting. 2. Supporting the University's duty of care for staff and students, particularly those travelling overseas, ensuring their safety and well-being. 3. Providing value for money by improving cost efficiency and streamlining the administration of reimbursements within the University's large, complex organisational structure. This contract will be divided into 2 separate lots; 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 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.

Renewal: Total contract length: 3 years / 36 months Contract start date: 1st February 2026 Contract end date: 31st January 2029 Any extensions: 4 x 12-month optional extensions

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000792608
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAY530230
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
OJEU - F2 - Contract 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

63516000 - Travel management services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
13 May 20259 months ago
Submission Deadline
27 Jun 2025Expired
Future Notice Date
31 Mar 2025Expired
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

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF EDINBURGH
Contact Name
Elliot Freeman, Iain Davies
Contact Email
elliot.freeman@ed.ac.uk, idavies@ed.ac.uk
Contact Phone
+44 1316502759

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1HT
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh

Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

Notice Documents

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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