2013/044 - Travel Management Framework Agreement

Enterprise Ireland

Enterprise Ireland invites expressions of interest regarding the award of a single party framework agreement for the provision of travel management services. The initial contract will be for an in-house travel management service to both Enterprise Ireland and NSAI for up to 2 years. While the service is currently operated on an in-house basis by the current service provider for both organisations and is located in Enterprise Irelands offices at East Point, Dublin, it is anticipated that the service may transition to a different business model over the life of the framework agreement.
The successful service provider will be responsible for the arrangement of all travel requirements for EI/NSAI personnel in Ireland and internationally.
The Travel Management Service covers:
(a) Booking of flights (Ireland and international offices);
(b) Booking of hotels to include for example own account and bill back (Ireland and International offices);
(c) Booking of car hire (predominantly Ireland only);
(d) Booking of rail tickets
(e) All other travel related requirements which may arise.
The qualification questionnaire is available to download from www.etenders.gov.ie

Deadline

The time limit for receipt of tenders was 2013-10-23. The procurement was published on 2013-10-02.

Who?

• Enterprise Ireland

What?

• Miscellaneous business-related services › Business travel services
• Travel agency and similar services › Travel management services
• Travel agency and similar services › Travel services

Where?

• Éire/Ireland

Procurement history

Date	Document
2013-10-02	Contract notice

Contract notice (2013-10-02)
Object
Scope of the procurement
Title: Travel management services
Quantity or scope:

The number of transactions carried out in the period April 2012 to March 2013 was approximately 5,700 between Enterprise Ireland and NSAI with a 93/7percent split respectively. The split of Enterprise Ireland transactions was c. 60-65percent flights and 35-40percent hotels. While the split of the NSAI transactions was c. 85percent fights and 15 percent hotels. The Enterprise Ireland figures exclude travel for its offices in the Far East and Russia. It is intended, during the lifetime of this framework, that this travel will be arranged through the successful service provider.

Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union
Common procurement vocabulary (CPV)
Code: Travel management services 📦

Procedure
Procedure type: Accelerated negotiated procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Body governed by public law
Awarding authority name: Enterprise Ireland
Postal address: The Plaza, East Point Business Park
Postal code: 3
Postal town: Dublin
Contact
E-mail: ann.healy@enterprise-ireland.com 📧
Phone: +353 17272186 📞
Fax: +353 17272081 📠

Reference
Dates
Date dispatched: 2013-10-02 📅
Submission deadline: 2013-10-23 📅
Publication date: 2013-10-05 📅
Identifiers
Notice number: 2013/S 194-334501
OJ-S issue: 194
Additional information

1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie)only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties. 2) This is the sole call for competition for this service. 3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers. 4) Establishment of the framework will be subject to the approval of the competent authorities. 5) It will be a condition of establishment that tenderers and all sub-contractors produce a valid Tax Clearance Certificate from the Irish Revenue Commissioners as part of their application for participation in the competition. 6) If for any reason it is not possible to admit to the framework agreement the tenderer invited following the conclusion of this competitive process, the contracting authority reserves the right to invite the next highest scoring tenderer to join the framework agreement as appropriate. This process will also be applied if following the conclusion of the competitive process having awarded the initial contract the contracting authority considers that the successful tenderer has not met its obligations; the contracting authority reserves the right to award the initial contract to the next ranked tenderer, all during the tender validity period. 7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time. 8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words "or equivalent" will always be appended. 9) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition. 10)1) This notice is being published on a voluntary basis in the OJEU as the framework agreement is for a service which is a non-priority service (Annex IIB) and therefore not subject to the full rigours of the public procurement directive (2004/18/EC). 11) The framework is being established by Enterprise Ireland for its own use and the use of the National Standards Authority of Ireland. 12) Please note that Enterprise Ireland reserves the right to have recourse to a staged procedure to gradually reduce the number of tenders to be negotiated. To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender on the following site: https://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=70607&B=ETENDERS_SIMPLE

Additional information

1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie)only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties.

2) This is the sole call for competition for this service.

3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers.

4) Establishment of the framework will be subject to the approval of the competent authorities.

5) It will be a condition of establishment that tenderers and all sub-contractors produce a valid Tax Clearance Certificate from the Irish Revenue Commissioners as part of their application for participation in the competition.

6) If for any reason it is not possible to admit to the framework agreement the tenderer invited following the conclusion of this competitive process, the contracting authority reserves the right to invite the next highest scoring tenderer to join the framework agreement as appropriate. This process will also be applied if following the conclusion of the competitive process having awarded the initial contract the contracting authority considers that the successful tenderer has not met its obligations; the contracting authority reserves the right to award the initial contract to the next ranked tenderer, all during the tender validity period.

7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words "or equivalent" will always be appended.

9) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition.

10)1) This notice is being published on a voluntary basis in the OJEU as the framework agreement is for a service which is a non-priority service (Annex IIB) and therefore not subject to the full rigours of the public procurement directive (2004/18/EC).

11) The framework is being established by Enterprise Ireland for its own use and the use of the National Standards Authority of Ireland.

12) Please note that Enterprise Ireland reserves the right to have recourse to a staged procedure to gradually reduce the number of tenders to be negotiated.

To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender on the following site: https://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=70607&B=ETENDERS_SIMPLE

Object
Scope of the procurement
Estimated value excluding VAT: 3 000 000 💰
10 000 000 💰
Frequency of contracts to be awarded:

The initial contract is for two years. Further contracts of 1-2 years may be awarded up to a maximum of 6 years.

Short description:

The successful service provider will be responsible for the arrangement of all travel requirements for EI/NSAI personnel in Ireland and internationally.

The Travel Management Service covers:

(a) Booking of flights (Ireland and international offices);

(b) Booking of hotels to include for example own account and bill back (Ireland and International offices);

(d) Booking of rail tickets

(e) All other travel related requirements which may arise.

The qualification questionnaire is available to download from www.etenders.gov.ie

Duration: 60 months
Reference number: 2013/044
Place of performance
Main site or place of performance: Dublin, Ireland.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:

Please refer to the criteria, rules and weightings available to download from www.etenders.gov.ie with RFT ID 79153

Economic and financial standing:

Please refer to the criteria, rules and weightings available to download from www.etenders.gov.ie with RFT ID 79153

Technical and professional ability:

Please refer to the criteria, rules and weightings available to download from www.etenders.gov.ie with RFT ID 79153

Contract execution
Deposits and guarantees required: Not applicable.
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: To be agreed with the successful service provider.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

A grouping if successful must be prepared to contract as a single entity having joint and several liability.

Other particular conditions:

Candidates must confirm that they are appropriately licensed by the Commission for Aviation Regulation in Ireland and/or equivalent in country of establishment and operation and be appropriately bonded.

Execution of the service is reserved to a particular profession:

Candidates must confirm that they are appropriate licensed by the Commission for Aviation Regulation in Ireland and/or equivalent in country of establishment and operation and be appropriately bonded.

Names and professional qualifications of the staff ✅

Procedure
Duration of the framework agreement in years: 6
Justification for framework agreement duration over four years:

As the subject matter of the notice is a non-priority service and therefore not subject to the full provisions of Directive 2004-18-EC, Enterprise Ireland reserves the right to award longer term frameworks.

Justification of the accelerated procedure:

As the contract is a non-priority service not fully subject to Directive 2004/18/EC Enterprise Ireland is applying a shorter timeframe.

Languages
Language: English 🗣️

Contracting authority
Contact
Contact point: Ann Healy

Reference
Identifiers
Reference number attributed by the contracting authority: 2013/044
Additional information

2) This is the sole call for competition for this service.

3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers.

4) Establishment of the framework will be subject to the approval of the competent authorities.

5) It will be a condition of establishment that tenderers and all sub-contractors produce a valid Tax Clearance Certificate from the Irish Revenue Commissioners as part of their application for participation in the competition.

6) If for any reason it is not possible to admit to the framework agreement the tenderer invited following the conclusion of this competitive process, the contracting authority reserves the right to invite the next highest scoring tenderer to join the framework agreement as appropriate. This process will also be applied if following the conclusion of the competitive process having awarded the initial contract the contracting authority considers that the successful tenderer has not met its obligations; the contracting authority reserves the right to award the initial contract to the next ranked tenderer, all during the tender validity period.

7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words "or equivalent" will always be appended.

9) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition.

10)1) This notice is being published on a voluntary basis in the OJEU as the framework agreement is for a service which is a non-priority service (Annex IIB) and therefore not subject to the full rigours of the public procurement directive (2004/18/EC).

11) The framework is being established by Enterprise Ireland for its own use and the use of the National Standards Authority of Ireland.

12) Please note that Enterprise Ireland reserves the right to have recourse to a staged procedure to gradually reduce the number of tenders to be negotiated.

To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender on the following site: https://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=70607&B=ETENDERS_SIMPLE

Complementary information
Review body
Name: The High Court
Postal address: Four Courts Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
Service from which information about the review procedure may be obtained
Name: Consult a legal advisor
Source: OJS 2013/S 194-334501 (2013-10-02)

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