Business Travel Management Services 2025

2025-01-13

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Published date: 13 January 2025

Open opportunity - This means that the contract is currently active, and the buying department is looking for potential suppliers to fulfil the contract.

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Contract summary

Industry

Travel management services - 63516000

Location of contract

South East

Value of contract

£24,000,000 to £42,000,000

Procurement reference

2023UoS-1138

Published date

13 January 2025

Closing date

24 February 2025

Closing time

12pm

Contract start date

1 October 2025

Contract end date

30 September 2029

Contract type

Service contract

Procedure type

Other: Open Procedure not subject to Public Contract Regulations

Contract is suitable for SMEs?

Contract is suitable for VCSEs?

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 contract will be effective upon signing.

The estimated value of the contract is between £24,000,000.00 and £42,000,000.00 excluding VAT. This will be the maximum contract value for the full contract period including any extension periods.

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.

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.

How to obtain Tender Documents:

Website: https://in-tendhost.co.uk/universityofsouthampton/aspx/Home

The Tender documents can be accessed when logged into In-Tend by selecting 'View Details' on the relevant tender advert and clicking the 'Express Interest' tab.

Once in the tender there are five tabs - 'Tenders', 'ITT', 'Correspondence', 'Clarifications' and 'History'.

Select the 2nd tab ('ITT') where you will find useful information under 'Tender Details'.

Continue to scroll down to the heading 'Tender Documents Received' where you will be able to view and download the documents.

Please download all the documents and read very carefully.

The return documents Tenderers must submit with their tender response are:

File 6: Compliance and Selection Requirements
File 7: Qualitative Response Requirements
File 8: Commercial Response Requirements
File 9: Additional Response Requirements

Please note you are required to 'Opt In' before you can access the full tender document set.