Section one: Contracting authority
one.1) Name and addresses
THE WESTMINSTER FOUNDATION FOR DEMOCRACY LIMITED
Clive House,70 Petty France
LONDON
SW1H9EX
Country
United Kingdom
Region code
UKI32 - Westminster
Companies House
02693163
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.wfd.org/vacancy-supplier/invitation-tender-travel-management-company
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.wfd.org/vacancy-supplier/invitation-tender-travel-management-company
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Democracy Support
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Travel Management Services
Reference number
WFD_TMC_2023
two.1.2) Main CPV code
- 63510000 - Travel agency and similar services
two.1.3) Type of contract
Services
two.1.4) Short description
Due to the nature of the work WFD carries out, more than 50% of our staff and consultants travel on a regular basis both locally in and to the UK and overseas to a diverse range of countries. Our travel needs are often short-notice or subject to last-minute changes due to the changing needs of travellers. For the logistical arrangements of these business trips, WFD needs the services of a provider that can facilitate both an individual's travel arrangements, complex group trips, and VIP travel. The successful bidder will provide the following services: visas; air travel; rail travel (UK, Europe, and international); ground transportation (e.g. transfers); event venue/meeting space finding and booking; and hotel bookings with no guaranteed minimum annual expenditure on travel and accommodation. This will need to be reflected in a flexible cost and billing structure.
In particular, WFD is looking for a provider that has an effective online booking tool that conforms with our Safe & Sustainable Travel Policy and Expenditure Authorisation requirements, to enable staff to book their own travel if they wish to, bookable from international and UK points of sale. Additionally, we require dedicated agents on hand to help with any queries or to fulfil offline travel bookings for staff and sponsored third party travellers.
Supplier questions are published on our website, please refer to the link below. The deadline for supplier questions is 17:00 BST, 3 October.
Please also refer to the same web page for the full Invitation to Tender and information on how to apply. Alternatively, the ITT can be downloaded below.
two.1.5) Estimated total value
Value excluding VAT: £1,500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 63520000 - Transport agency services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
For full details, please refer to the Invitation to Tender document or our website page.
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: No
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: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
8 October 2023
Local time
11:59pm
Changed to:
Date
15 October 2023
Local time
11:59pm
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
9 October 2023
Local time
9:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Westminster Foundation for Democracy
London
Country
United Kingdom
Internet address
https://www.wfd.org/vacancy-supplier/invitation-tender-travel-management-company