Section one: Contracting authority
one.1) Name and addresses
University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
Telephone
+44 1316502759
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Travel Management Services
Reference number
EC1038
two.1.2) Main CPV code
- 63516000 - Travel management services
two.1.3) Type of contract
Services
two.1.4) Short description
The University of Edinburgh aims to establish a comprehensive Travel Management Services contract to accommodate the increasing travel spend observed year-on-year. Please read the more detailed description below.
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for maximum number of lots
2
two.2) Description
two.2.1) Title
Student Group Travel Services
Lot No
2
two.2.2) Additional CPV code(s)
- 63516000 - Travel management services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
The proposed contract period will be 3 years, with the option to extend for an additional 4 x 1 year.
The core requirement of this project is to develop an integrated travel management platform that can handle a variety of travel-related services. The contract must have:
- Online and offline booking capabilities.
- Rail travel (including cross-channel rail services).
- Air travel (domestic, European, and international).
- Accommodation bookings (domestic, European, and international).
- Dedicated Account Management, Online and Offline teams who will serve as the direct contacts.
The need for a robust travel management system is driven by the increasing volume and complexity of travel arrangements, sustainability targets, enhanced duty of care, improved user experience and drive financial and administrative efficiencies. The objectives and goals of the UoE Sustainable Travel Policy are threefold:
1. Delivering on ambitious sustainability goals by reducing carbon emissions related to business travel and providing high-quality data for carbon and travel reporting.
2. Supporting the University's duty of care for staff and students, particularly those travelling overseas, ensuring their safety and well-being.
3. Providing value for money by improving cost efficiency and streamlining the administration of reimbursements within the University's large, complex organisational structure.
This contract will be divided into 2 separate lots;
Lot 1 – Business Travel Services - This lot provides Members with access to a fully managed service for all UK and International travel and associated services. The Member will be able to research and book using an online tool and/or via offline booking channels using a traditional call centre/agent type operation (on the lowest cost non-Premium Line telephone number). This lot will cover UK and International Air, Rail, and Hotel services; Ferry services; Eurostar; International Vehicle Hire; Visa services; and relevant professional advice to all clients.
Lot 2 – Student Group Travel Services - This lot covers UK and International Air, Rail and Hotel / Hostel services; Ferry services; Eurostar; International Vehicle Hire; Group Travel services; and relevant professional advice to Members for student group travel.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 80
Price - Weighting: 20
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Total contract length: 3 years / 36 months
Contract start date: 1st February 2026
Contract end date: 31st January 2029
Any extensions: 4 x 12-month optional extensions
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Business Travel Services
Lot No
1
two.2.2) Additional CPV code(s)
- 63516000 - Travel management services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
The proposed contract period will be 3 years, with the option to extend for an additional 4 x 1 year.
The core requirement of this project is to develop an integrated travel management platform that can handle a variety of travel-related services. The contract must have:
- Online and offline booking capabilities.
- Rail travel (including cross-channel rail services).
- Air travel (domestic, European, and international).
- Accommodation bookings (domestic, European, and international).
- Dedicated Account Management, Online and Offline teams who will serve as the direct contacts.
The need for a robust travel management system is driven by the increasing volume and complexity of travel arrangements, sustainability targets, enhanced duty of care, improved user experience and drive financial and administrative efficiencies. The objectives and goals of the UoE Sustainable Travel Policy are threefold:
1. Delivering on ambitious sustainability goals by reducing carbon emissions related to business travel and providing high-quality data for carbon and travel reporting.
2. Supporting the University's duty of care for staff and students, particularly those travelling overseas, ensuring their safety and well-being.
3. Providing value for money by improving cost efficiency and streamlining the administration of reimbursements within the University's large, complex organisational structure.
This contract will be divided into 2 separate lots;
Lot 1 – Business Travel Services - This lot provides Members with access to a fully managed service for all UK and International travel and associated services. The Member will be able to research and book using an online tool and/or via offline booking channels using a traditional call centre/agent type operation (on the lowest cost non-Premium Line telephone number). This lot will cover UK and International Air, Rail, and Hotel services; Ferry services; Eurostar; International Vehicle Hire; Visa services; and relevant professional advice to all clients.
Lot 2 – Student Group Travel Services - This lot covers UK and International Air, Rail and Hotel / Hostel services; Ferry services; Eurostar; International Vehicle Hire; Group Travel services; and relevant professional advice to Members for student group travel.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 80
Price - Weighting: 20
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Total contract length: 3 years / 36 months
Contract start date: 1st February 2026
Contract end date: 31st January 2029
Any extensions: 4 x 12-month optional extensions
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2025/S 000-008249
four.2.2) Time limit for receipt of tenders or requests to participate
Date
27 June 2025
Local time
12:00pm
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
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
27 June 2025
Local time
12:00pm
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
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 28507. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:
n/a
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Information and details can be found within the tender documents on PCS-T
(SC Ref:798612)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom