Section one: Contracting entity
one.1) Name and addresses
NORTHUMBRIAN WATER GROUP LIMITED
Northumbria House, Abbey Road, Pity Me
DURHAM
DH15FJ
Contact
Laura McMain
Telephone
+44 7805786518
Country
United Kingdom
NUTS code
UKC14 - Durham CC
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
Tenders or requests to participate must be submitted to the above-mentioned address
one.6) Main activity
Water
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Travel Management Services
Reference number
NW2424
two.1.2) Main CPV code
- 63516000 - Travel management services
two.1.3) Type of contract
Services
two.1.4) Short description
NWL have a requirement to tender the services of a travel
management company to support employees to book all travel requirements.
NWL - NWL have approx. 3000 employees with offices spread across the northeast of England, Essex, and Suffolk. In addition, we have operations in Scotland, Cork Ireland and Gibraltar.
A travel system was introduced in late 2018, prior to that, employees were issued with Barclaycards. Currently out of scope of this requirement for NWL are Meetings and Events, Taxi requirements and Car rental. NWL have a travel policy in place which placed restrictions for standard class travel only and hotel limits.
Pre Covid, 2019 Spend on travel was in the region of £800,000 per annum. Travel services include Trains(5000 transactions), flights (200 transactions) and hotel accommodation (2300 transactions). We have started to see an increase in the volume over the last few months. It is difficult to estimate our future spend, however we do expect that the trend will continue to increase to in the region of £400,000 to £500,000 by the end of 2022
The contract will be for a three-year contract with the option to extend for a further two years.
Contract start date will be 1 July 2023
two.1.5) Estimated total value
Value excluding VAT: £6,500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79997000 - Business travel services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
NWL wish to award a contract to a supplier who can demonstrate the ability to provide the following with key benefits.
- Provide an 'online', 'self-managed' travel booking tool for rail, air and hotel requirements.
- Achieve savings/reduction in travel, related costs and evidence 'value add'.
- Embed processes to support management and control of spend on travel and accommodation, through robust management information, trend analysis and consultation and oversight of
company travel policy.
- The solution has enabled monitoring and enforcement of the Travel Policy by setting rules and limits within the solution. Approval needs to be sought to book travel that falls outside the policy. It also provides a mechanism to benchmark travel and drive refinement of the Travel Policy in the future
- Significant reduction in 'off contract' spends and high adoption rate for online tool/support.
- 24-hour support for staff 365 days a year for online/offline bookings
- Ensure supplier is supporting on Net Zero goals and carbon reporting
- Provide the functionality to locate all potential travellers impacted by an incident or emergency which strengthens the company's ability to meet its duty of care obligations for travellers and potentially avoid delays and other issues.
- CO2 emission reporting - mileage verification and carbon tracking
- Reporting and Analytics on traveller spend, trends, cost saving opportunities, out of policy booking etc.
- A central, consolidated billing system that provides one single invoice for all purchases.
- Easy to use on-line system for all travel requirements, with cost centre code application which is sent back to HR and selected manager approval built in for requests above caps
- Worldwide hotel accommodation, with availability to transfer any current agreed corporate rates into the system and store specific traveller loyalty schemes in their own profile which is automatically applied via the booking process
- Rail tickets for both UK rail networks and abroad
- Air tickets for both traditional and low-cost carriers including visa procurement
- Traveller Tracking - ability to track by name, location, date/time (including real time), distributing travel alert messages via email or SMS text on disruptions, incidents etc....
- Advisory services - Giving advice on travel health risks and requirements, passport and visa requirements, group and conference travel
- Receive travel tickets and hotel booking confirmation immediately via email
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
The contract will be for 36 months with a further 2 optional 12 month extension periods
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As stated in the procurement documents
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.1.6) Deposits and guarantees required
If the Dun and Bradstreet credit rating returns a rating of 'above average risk' or 'high risk', the contracting entity will request further financial information for review and a parent company guarantee may be required
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated procedure with prior call for competition
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
5 July 2022
Local time
4:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 1 August 2023
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Applicants are asked to note that this procurement process will be conducted electronically with all documents and communication being managed through the Northumbrian Water
eSourcing Spend Management portal called 'Ariba'.
Expressions of interest for this tender must be sent to the e-mail address
expressions@nwl.co.uk before the deadline date of 5th July 2022 at 16:00. Once
expression of interest has been received that contains the details below, applicants will be
given access to the Ariba portal within 48 hours from request.
This portal will contain all the tender documents associated with this procurement that are
available at the time. An email link will also be provided to the email address you provide to
access the portal.
The deadline for return of the completed PQQ is 15th July 2022 at 12 noon.
When sending expression of interest, applicants must provide the following information: 1)
Full company name 2) Main contact details of the person who will be given access to the
Ariba portal - Name, job title, E mail address and telephone
six.4) Procedures for review
six.4.1) Review body
TBC
TBC
Country
United Kingdom