IRL-Dublin: travel agency and similar services

General Information
Country:	Ireland
Deadline for Responses:	Apr 7, 2006
Regulation of Procurement:	European Communities, with participation by GPA countries
EU Official Journal Publication:	#34350-2006 in 31/ issue
Publication Date:	Feb 15, 2006
Awarding Authority:	NATIONAL TREATMENT PURCHASE FUND, DUBLIN
Contract Nature:	Service contract
Procedure Type:	Open procedure
Type of Bid Required:	Global tender
Awarding Criteria:	The most economic tender
Original Language(s):	English
Abstract:	Title attributed to the contract by the contracting authority: Transport, Accommodation and Liaison Services. Established in April 2002, the NTPF is one of the initiatives outlined in the Health Strategy to reduce long term waiting lists in the Irish health care sector. The remit of the NTPF is to treat public patients who are longest on public hospital waiting lists for a procedure. To date (end 2005) the NTPF has facilitated the treatment of almost 40 000 patients. Patients receive a wide range of surgical treatments such as cataract operations, hernia operations, cardiac surgery and major orthopaedic surgery. In 2005, 640 patients were treated outside the Republic of Ireland. Patients who opt for treatment with the NTPF receive their treatment and, as appropriate and provided the transport is validly pre-approved by the NTPF, their transport, free of charge. Transport is generally only provided for patients free of charge in limited and exceptional circumstances. The NTPF currently sources treatment in primarily private hospitals in Ireland, Northern Ireland and England for eligible patients. The NTPF assumes that the vast majority of patients being treated under its auspices will travel independently to and from the hospitals where their treatment is to be provided. The only times transport is routinely provided free of charge by the NTPF is for patients travelling to England for treatment although this is still subject to the NTPF's prior approval. The transport may include road and air travel and, if appropriate, overnight accommodation may also be provided free of charge. In this instance, transport and overnight accommodation for a companion may also be provided free of charge by the NTPF at the NTPF's sole discretion and subject to the NTPF's prior approval. In some exceptional instances, air transport may be provided to patients free of charge by the NTPF for travel within the island of Ireland for treatment. Again, this is always subject to the NTPF's prior approval. The NTPF intends to award a contract to a Tenderer to arrange, upon the NTPF's instructions, the transport and/or overnight accommodation required, as appropriate, for patients and/or patients' companions in connection with treatment sourced by the NTPF for eligible patients. The successful Tenderer will be required to always ensure that the transport has been specifically NTPF approved. In the absence of valid pre-approval by the NTPF, the NTPF does not accept or process invoices relating to patient transport and/or accommodation. The successful Tenderer will be instructed by the NTPF to arrange transport by land and by air for the patient and/or the patient's companion and, possibly also, suitable overnight accommodation along the lines outlined above. This may include transport form the patients home to the airport, overnight hotel (or similar) accommodation for a patient or companion as appropriate, pick-up, from airport or return to patients home. The treating hospital normally arranges pick-up from/return to the airport and also the companions travel requirements. Once a patient has accepted an offer of treatment and transport is required, it is normally the treating hospital who will make contact to initiate arrangements. The successful Tenderer will also be required to ensure that: - the travel and accommodation organised for the patient and his or her companion is appropriate to the patient's health and condition both before and after treatment; - the overnight accommodation is appropriate to the circumstances and within close proximity to the hospital where the patient's treatment will take place; - the patient and his or her companion are collected safely, on time and in a manner appropriate to the patient's health and condition both before and after treatment.; and - adequate travel insurance is in place for the patient and his or her companion for the duration of the trip. The successful Tenderer will also be required to arrange patient and patient companion liaison services, and be directly contactable by telephone, twenty four (24) hours seven (7) days a week. This will involve the following in particular: - ensuring the patient and his or her companion know the travel and accommodation details; - ensuring the patient and his or her companion complete each stage of their travel itinerary and arrive safely and on time at their accommodation, the hospital and, after the treatment, their homes; - ensuring the patient makes his or her appointment for treatment at the relevant hospital; - addressing, expeditiously and in a manner appropriate to the circumstances, any queries, concerns or other matters relating to the travel and accommodation arrangements which a patient and/or his or her companion may have; - if necessary, for instance if a patient misses a transport link, organising alternative transport and/or accommodation for a patient and his or her companion.; - checking with the treating hospital if the original travel and accommodation arrangements suffice - this is because patients who have just had surgery or alternate treatment may require additional assistance to that initially contemplated; - specifically liaising with the treating hospital, within a reasonable period prior to the discharge of all patient, regarding any particular needs the patient may have post treatment or surgery; - adapting travel arrangements at short notice and minimal costs due to changing circumstances, for instance, if a patient is not discharged from hospital at the expected time and consequently needs to stay for an extra day or two; and - reporting incidents (e.g. substantially delayed travel, clinical incidents while travelling or other) to the NTPF by the next business day or, in the case of major incidents, promptly to the NTPF 24 hour on call line. In addition, the successful Tenderer will be required to liaise and co-operate with the NTPF and the hospital where the treatment is scheduled to take place. The successful Tenderer will also be required to provide monthly activity reports to the NTPF of services provided (including incidents occurring). Without prejudice to the generality of the above, the requirements of each individual case may vary depending on its particular circumstances. Accordingly, the NTPF may require the successful Tenderer to provide other services or assistance, in addition to those described above, in respect of a particular case. The services described above place more responsibility on a service provider than simply arranging travel and accommodation. NOTE: Further information and additional documentation relating to this notice may be available on the eTenders Web Site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=26132. CPV: 63510000, 63516000.

Goods, Works and Services
Regions:	IE000 - IRELAND
Commodities:	63510000 - Travel agency and similar services 63516000 - Travel management services

Summary
CONTRACT NOTICE Services SECTION I: CONTRACTING AUTHORITY I.1) NAME, ADDRESSES AND CONTACT POINT(S): National Treatment Purchase Fund, Operations, Ashford House, Tara Street, Attn: Fiona Walsh, IRL-Dublin 2. Tel. 01 6427101. E-mail: fiona.walsh@ntpf.ie. Fax 01 6427102. Internet address(es): General address of the contracting authority: www.NTPF.ie. Further information can be obtained at: As in above-mentioned contact point(s). Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s). Tenders or requests to participate must be sent to: As in above-mentioned contact point(s). I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES: Other: Not specified. SECTION II: OBJECT OF THE CONTRACT II.1) DESCRIPTION II.1.1) Title attributed to the contract by the contracting authority: Transport, Accommodation and Liaison Services. II.1.2) Type of contract and location of works, place of delivery or of performance: Services. Service category: No 27. Main place of performance: Ireland. NUTS code: IE. II.1.5) Short description of the contract or purchase(s): Established in April 2002, the NTPF is one of the initiatives outlined in the Health Strategy to reduce long term waiting lists in the Irish health care sector. The remit of the NTPF is to treat public patients who are longest on public hospital waiting lists for a procedure. To date (end 2005) the NTPF has facilitated the treatment of almost 40 000 patients. Patients receive a wide range of surgical treatments such as cataract operations, hernia operations, cardiac surgery and major orthopaedic surgery. In 2005, 640 patients were treated outside the Republic of Ireland. Patients who opt for treatment with the NTPF receive their treatment and, as appropriate and provided the transport is validly pre-approved by the NTPF, their transport, free of charge. Transport is generally only provided for patients free of charge in limited and exceptional circumstances. The NTPF currently sources treatment in primarily private hospitals in Ireland, Northern Ireland and England for eligible patients. The NTPF assumes that the vast majority of patients being treated under its auspices will travel independently to and from the hospitals where their treatment is to be provided. The only times transport is routinely provided free of charge by the NTPF is for patients travelling to England for treatment although this is still subject to the NTPF's prior approval. The transport may include road and air travel and, if appropriate, overnight accommodation may also be provided free of charge. In this instance, transport and overnight accommodation for a companion may also be provided free of charge by the NTPF at the NTPF's sole discretion and subject to the NTPF's prior approval. In some exceptional instances, air transport may be provided to patients free of charge by the NTPF for travel within the island of Ireland for treatment. Again, this is always subject to the NTPF's prior approval. The NTPF intends to award a contract to a Tenderer to arrange, upon the NTPF's instructions, the transport and/or overnight accommodation required, as appropriate, for patients and/or patients' companions in connection with treatment sourced by the NTPF for eligible patients. The successful Tenderer will be required to always ensure that the transport has been specifically NTPF approved. In the absence of valid pre-approval by the NTPF, the NTPF does not accept or process invoices relating to patient transport and/or accommodation. The successful Tenderer will be instructed by the NTPF to arrange transport by land and by air for the patient and/or the patient's companion and, possibly also, suitable overnight accommodation along the lines outlined above. This may include transport form the patients home to the airport, overnight hotel (or similar) accommodation for a patient or companion as appropriate, pick-up, from airport or return to patients home. The treating hospital normally arranges pick-up from/return to the airport and also the companions travel requirements. Once a patient has accepted an offer of treatment and transport is required, it is normally the treating hospital who will make contact to initiate arrangements. The successful Tenderer will also be required to ensure that: - the travel and accommodation organised for the patient and his or her companion is appropriate to the patient's health and condition both before and after treatment; - the overnight accommodation is appropriate to the circumstances and within close proximity to the hospital where the patient's treatment will take place; - the patient and his or her companion are collected safely, on time and in a manner appropriate to the patient's health and condition both before and after treatment.; and - adequate travel insurance is in place for the patient and his or her companion for the duration of the trip. The successful Tenderer will also be required to arrange patient and patient companion liaison services, and be directly contactable by telephone, twenty four (24) hours seven (7) days a week. This will involve the following in particular: - ensuring the patient and his or her companion know the travel and accommodation details; - ensuring the patient and his or her companion complete each stage of their travel itinerary and arrive safely and on time at their accommodation, the hospital and, after the treatment, their homes; - ensuring the patient makes his or her appointment for treatment at the relevant hospital; - addressing, expeditiously and in a manner appropriate to the circumstances, any queries, concerns or other matters relating to the travel and accommodation arrangements which a patient and/or his or her companion may have; - if necessary, for instance if a patient misses a transport link, organising alternative transport and/or accommodation for a patient and his or her companion.; - checking with the treating hospital if the original travel and accommodation arrangements suffice - this is because patients who have just had surgery or alternate treatment may require additional assistance to that initially contemplated; - specifically liaising with the treating hospital, within a reasonable period prior to the discharge of all patient, regarding any particular needs the patient may have post treatment or surgery; - adapting travel arrangements at short notice and minimal costs due to changing circumstances, for instance, if a patient is not discharged from hospital at the expected time and consequently needs to stay for an extra day or two; and - reporting incidents (e.g. substantially delayed travel, clinical incidents while travelling or other) to the NTPF by the next business day or, in the case of major incidents, promptly to the NTPF 24 hour on call line. In addition, the successful Tenderer will be required to liaise and co-operate with the NTPF and the hospital where the treatment is scheduled to take place. The successful Tenderer will also be required to provide monthly activity reports to the NTPF of services provided (including incidents occurring). Without prejudice to the generality of the above, the requirements of each individual case may vary depending on its particular circumstances. Accordingly, the NTPF may require the successful Tenderer to provide other services or assistance, in addition to those described above, in respect of a particular case. The services described above place more responsibility on a service provider than simply arranging travel and accommodation. NOTE: Further information and additional documentation relating to this notice may be available on the eTenders Web Site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=26132. II.1.6) Common procurement vocabulary (CPV): 63510000, 63516000. II.1.7) Contract covered by the Government Procurement Agreement (GPA): Yes. II.1.8) Division into lots: No. II.1.9) Variants will be accepted: No. II.2) QUANTITY OR SCOPE OF THE CONTRACT II.2.1) Total quantity or scope: II.2.2) Options: Yes. Description of these options: The Services Agreement will be for an initial term of one (1) year. The initial term may, at the NTPF's sole discretion, be extended, subject always to satisfactory performance, by a further term of one (1) year up to a maximum of two (2) times pursuant to the Services Agreement if the parties agree in writing to do so. Thus, the maximum duration of the Services Agreement will be three (3) years in total. SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION III.1) CONDITIONS RELATING TO THE CONTRACT III.1.1) Deposits and guarantees required: III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them: Response prices must be in euro and must be exclusive of Value Added Tax.In addition, Tenderers must give details in their Response of any other expenses, costs (direct, indirect and any sub-contracted costs), taxes or duties which may be charged to the NTPF and the reason why such will be charged to the NTPF.The Service Provider will (and will procure each approved Sub-contractor likewise will) at all times, during the operation of this Agreement, be in possession of a valid Tax Clearance Certificate and furnish same to the NTPF on an annual basis and at such other times as may be required.The Successful Tenderer will not charge the NTPF, and the NTPF will not pay the Successful Tenderer, any costs or expenses of the Successful Tenderer not apparent from the Successful Tenderer's Response.The NTPF will pay the Service Provider the Expenses and Fees pursuant to an undisputed invoice requesting payment within forty-five (45) days of receipt of the undisputed invoice provided it is issued in accordance with clause 5.1The Response should be costed on the basis that the Services Agreement will have a term of one (1) year only. III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded: If a Tenderer is awarded the Services Agreement, one service provider, including if a consortium or group of service providers jointly submit a Response, will act as the agreed prime contractor and will be required to enter into the Services Agreement.The prime contractor is responsible for the delivery of all services provided for under the provisions of the Services Agreement and assumes all the duties, obligations, liabilities, responsibilities and costs associated with the position of the prime contractor under the Services Agreement.A Respondent must provide details of its ownership and group structures. If a Respondent is a group or consortium, the Respondent must specify the commercial and legal relationship amongst its members and any agreements giving effect to same. III.2) CONDITIONS FOR PARTICIPATION III.2.2) Economic and financial capacity: Information and formalities necessary for evaluating if requirements are met: Presentation of the bidder's balance sheets or extracts from the balance sheets, where publication of the balance sheet is required under the law of the country in which the bidder is established. III.2.3) Technical capacity: Information and formalities necessary for evaluating if requirements are met: (1) A statement of the bidder's average annual manpower and the number of managerial staff for the past three years. (2) A statement of the educational and professional qualifications of the bidder's managerial staff and of those persons who will be responsible for carrying out the contract requirements. III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS III.3.1) Execution of the service is reserved to a particular profession: No. III.3.2) Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service: Yes. SECTION IV: PROCEDURE IV.1) TYPE OF PROCEDURE IV.1.1) Type of procedure: Open. IV.2) AWARD CRITERIA IV.2.1) Award criteria: The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document. IV.3) ADMINISTRATIVE INFORMATION IV.3.2) Previous publication(s) concerning the same contract: IV.3.3) Conditions for obtaining specifications and additional documents or descriptive documentPayable documents: IV.3.4) Time-limit for receipt of tenders or requests to participate: 7.4.2006 - 13:00. IV.3.6) Language(s) in which tenders or requests to participate may be drawn up: English. IV.3.8) Conditions for opening tenders: 10.4.2006 - 12:00. Place: 5th Floor, NTPF, Ashford House, Tara Street, Dublin 2. Persons authorised to be present at the opening of tenders: yes. Responses will be opened in a closed meeting at the NTPF's offices at Ashford House, Tara Street, Dublin 2, Ireland on 10 April 2006 in the presence of two or more NTPF staff members. SECTION VI: COMPLEMENTARY INFORMATION VI.1) THIS IS A RECURRENT PROCUREMENT: Yes. Estimated timing for further notices to be published: VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS: No. VI.3) ADDITIONAL INFORMATION: Framework agreement: No. Minimum time frame during which the tenderer must maintain its tender: months from the deadline stated for receipt of tenders. Non-mandatory notice: Yes. (ET Ref: 26132). Candidates already selected: No. VI.5) DATE OF DISPATCH OF THIS NOTICE: 13.2.2006.

IRL-Dublin: travel agency and similar services

2210 - Contract notice

General Information

Goods, Works and Services

Summary

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