Travel agency and similar services

National Treatment Purchase Fund

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. 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.

The time limit for receipt of tenders was 2006-04-07. The procurement was published on 2006-02-15.

• • National Treatment Purchase Fund

• • Travel agency and similar services › Travel management services

• • Éire/Ireland