Travel Management Services

Concepts

• travel management
• edinburgh
• group travel services
• student group travel
• ferry services
• business travel
• travel reporting
• travel arrangements
• hotel services
• visa services

Location

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. 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.

Lot Division

Renewal Options

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

Award Criteria

CPV Codes

• 63516000 - Travel management services

Indicators

• This is a one-off contract (no recurrence)
• Renewals are available.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** 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-pr... 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)