Section one: Contracting entity
one.1) Name and addresses
Caledonian Sleeper Limited
Basement and Ground Floor Premises, 1-5 Union Street
Inverness
IV1 1PP
Contact
KAREN MARY ROGERS
procurement@caledoniansleeper.scot
Telephone
+44 3300600500
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA30648
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.6) Main activity
Railway services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Hotel Booking and Corporate Travel Services
Reference number
CPT-066
two.1.2) Main CPV code
- 55110000 - Hotel accommodation services
two.1.3) Type of contract
Services
two.1.4) Short description
We need a third-party agent who will procure and manage hotel services securing the best rates, terms and conditions for day let rooms, overnight stays, rail, flights, and meeting rooms as per the detailed requirements.
two.1.5) Estimated total value
Value excluding VAT: £1,005,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 55120000 - Hotel meeting and conference services
- 63510000 - Travel agency and similar services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
We need a third-party agent who will procure and manage hotel services securing the best rates, terms and conditions for day let rooms, overnight stays, rail, flights, and meeting rooms as per the detailed requirements.
two.2.5) Award criteria
Quality criterion - Name: System useability / Weighting: 25
Quality criterion - Name: How the services will be delivered including out of hours availability and account management / Weighting: 25
Quality criterion - Name: How rates are negotiated on our behalf / Weighting: 25
Quality criterion - Name: Management of supply chain (hotels) including their H&S, Ethical and Sustainable practices / Weighting: 25
Price - Weighting: 50
two.2.6) Estimated value
Value excluding VAT: £1,005,000
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.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
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
Negotiated procedure with prior call for competition
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
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.2.2) Time limit for receipt of tenders or requests to participate
Date
15 December 2025
Local time
3:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
18 December 2025
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: 6 (from the date stated for receipt of tender)
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
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=815745.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(SC Ref:815745)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=815745
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriffs office
Glasgow
Country
United Kingdom