UK-Edinburgh: travel agency and similar services

Country:

United Kingdom

City/Locality:

EDIMBOYRGO

Notice/Contract Number:

eu:164898-2008

Publication Date:

Jun 27, 2008

Deadline:

Jul 28, 2008

Buyer:

HERIOT-WATT UNIVERSITY

Original Language:

English

Address:

HERIOT-WATT UNIVERSITY
EDINBURGH , SCOTLAND
United Kingdom

Web Site:

http://www.HE-Purchasing.hw.ac.uk

Notice Type: 2220
-
Contract notice
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 123/2008
, #
164898-2008
Referenced Document Number: 94607-2008
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Global tender
Awarding Criteria: The most economic tender

Summary:
CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S): Heriot-Watt University,
Riccarton, Attn: Kirsty Hughes, Procurement Manager, UK-Edinburgh EH14
4AS. Tel. (44) 013 14 51 37 00. E-mail: k.hughes@hw.ac.uk. Fax (44) 013 14
51 31 19.
Internet address(es):
General address of the contracting authority:
http://www.HE-Purchasing.hw.ac.uk.
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:
Body governed by public law.
Education.
The contracting authority is purchasing on behalf of other contracting
authorities: no.
SECTION II: OBJECT OF THE CONTRACT
II.1) DESCRIPTION
II.1.1) Title attributed to the contract by the contracting authority:
Travel Management 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: Edinburgh Campus, Post Code EH14 4AS and
Scottish Borders Campus, Postcode TD1 3HF.
NUTS code: UKM.
II.1.3) The notice involves: A public contract.
II.1.5) Short description of the contract or purchase(s): Contract to
supply travel management services to Heriot-Watt University.
The University requires the provision of a comprehensive, cost-effective
and efficient business travel management service, to include:
a) Provision of Domestic, European and International air/rail/ferry travel
tickets, including: "best price" fare quotations, route planning, full
itinerary documentation, reservation, ticket issue and delivery,
professional advice and assistance in all aspects of travel;
b) Provision of Domestic, European and International hotel accommodation
and car hire, ensuring that the lowest practical rate is negotiated and
utilising and protecting special rates already negotiated and available
generally within the Higher Education sector, where these are more
competitive;
c) Passport, visa, medical and Consular information services, including
advice on regulations and requirements and the processing of requests for
passport and visa issue, amendment and renewals;
d )Provision of foreign currency and travellers cheques at favourable
commission rates;
e) Insurance;
f) Timely and efficient ticket delivery to the University's campuses;
g) 24-hour worldwide assistance and emergency services;
h) General travel advice, including advice on market trends, health
advice, technological developments within the travel industry and
developments in travel products and payment methods;
i) Advice on possible changes in working practices or travel policy that
could result in savings, service improvements or other benefits;
j) Cost effective management of suppliers;
k) Attendance at user group meetings and to provide training and induction
seminars as required;
l) Advice and help on developing a travel policy, if requested;
m) "Traveller Profile" services for regular travellers;
n) Efficient and effective invoicing service for multiple account / cost
centre codes and the ability to accept payments made via the University's
Visa Purchasing Cards.
2-year contract with scope to extend for a further 2 years subject to
satisfactory performance.
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: Contract to supply travel management
services to Heriot-Watt University. Travel Agency and similar services.
2-year contract with scope to extend for a further 2 years subject to
satisfactory performance.
Estimated value excluding VAT: 440 000 GBP.
II.2.2) Options: No.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION: Starting:
27.10.2008. Completion: 26.9.2010.
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.4) Other particular conditions to which the performance of the
contract is subject: No.
III.2) CONDITIONS FOR PARTICIPATION
III.2.1) Personal situation of economic operators, including requirements
relating to enrolment on professional or trade registers: Information and
formalities necessary for evaluating if requirements are met: As per PQQ
and tender documentation.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating if requirements are met: As detailed in PQQ and
tender documentation.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating if requirements are met: As detailed in PQQ and tender
documentation.
III.2.4) Reserved contracts: No.
III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1) Execution of the service is reserved to a particular profession:
Yes.
Travel Agents.
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: Restricted.
IV.1.2) Limitations on the number of operators who will be invited to
tender or to participate: Envisaged minimum number: 5. Maximum number: 10
Objective criteria for choosing the limited number of candidates: A
pre-qualification questionnaire (PQQ) will be issued to Service Providers
who express an interest in this Contract. This will be used to determine
the Suppliers who will be invited to participate in the tender process.
IV.1.3) Reduction of the number of operators during the negotiation or
dialogue: Recourse to staged procedure to gradually reduce the number of
solutions to be discussed or tenders to be negotiated yes.
IV.2) AWARD CRITERIA
IV.2.1) Award criteria: The most economically advantageous tender in
terms of the criteria stated below:
2. Service. Weighting: 40 %.
3. Financial stability and costs - fee structure and clarity. Weighting:
30 %.
4. Technical - staff and availability and use of IT. Weighting: 20 %.
5. Quality. Weighting: 8 %.
6. Environmental. Weighting: 2 %.
IV.2.2) An electronic auction will be used: No.
IV.3) ADMINISTRATIVE INFORMATION
IV.3.1) File reference number attributed by the contracting authority:
HWU/0767/002/T.
IV.3.2) Previous publication(s) concerning the same contract: Prior
information notice
Notice number in OJ: 2008/S 70-094607.
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive documentPayable documents: no.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
28.7.2008 - 12:00.
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates: 25.8.2008.
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up: English.
IV.3.8) Conditions for opening tenders: Date: 22.9.2008 - 10:00.
Place: Procurement Services, Heriot-Watt University, Edinburgh.
Persons authorised to be present at the opening of tenders: yes.
Authorised officers of the University representing Procurement and
Finance.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT: No.
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU
FUNDS: No.
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures: Body responsible for
mediation procedures:
VI.4.3) Service from which information about the lodging of appeals may
be obtained:
VI.5) DATE OF DISPATCH OF THIS NOTICE: 25.6.2008.

UK-Edinburgh: travel agency and similar services

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