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Services - 307146-2018

17/07/2018    S135

Luxembourg-Luxembourg: EIB - Provision of services related to Travel management for the EIB Group

2018/S 135-307146

Contract notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: European Investment Bank
Postal address: 98-100 Boulevard Konrad Adenauer
Town: Luxembourg
NUTS code: LU000 Luxembourg
Postal code: L-2950
Country: Luxembourg
Contact person: CS Procurement
Telephone: +352 43791
Internet address(es):
Main address:
Address of the buyer profile:
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
European institution/agency or international organisation
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

Provision of services related to Travel management for the EIB Group

Reference number: LZ-1496
II.1.2)Main CPV code
63516000 Travel management services
II.1.3)Type of contract
II.1.4)Short description:

The EIB Group is conducting an open procurement procedure in order to award a service contract for the provision of travel management services.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2.3)Place of performance
NUTS code: LU000 Luxembourg
II.2.4)Description of the procurement:

There are key activities under the responsibility of the service provider, with service requirements including but not limited to:

— dedicated service team, provided through explant configuration with guaranteed backup provision,

— key personnel proposed to be fluent in English and French (B2 level or equivalent),

— general servicing hours 08:30 to 18:30 Monday to Friday,

— handling of all information requests by the EIB Group (flight schedule, hotel location, etc.),

— VIP service dedicated to top management of EIB group, handled by a specific team of 2 travel agents including backup,

— dedicated full-time “Account Manager”,

— coordination of all the travel activities under the service provider’s responsibility including among others: air and rail bookings and ticket issuance, hotels bookings and car rental bookings,

— provision of an online booking tool for use by EIB group staff,

— fulfillment of online bookings, initiated through the service provider’s online booking tool,

— handling of visas,

— provision of travel applications,

— delivery of travel reports,

— delivery of traveller tracking reports,

— emergency service 24 /7: the service provider must guarantee an emergency hotline service for queries from EIB Group staff arising outside the normal working hours.

This service must be available in English on a 24 /7 basis. This emergency hotline must be available from any place in the world. The emergency service 24 /7 is required to comply fully with the client’s travel policy and must be delivered under the same quality standard as with the regular team.

— Crisis management – EIB Group has an agreement with another contractor (SOS International) which provides up to date information though an online platform available 24 /7, on security issues as well as bespoke and tailored documentation to travelers. The service provider will be required to transfer all booking information to this security platform or to any other platform which may be sourced by the EIB. Any related costs must be included in the financial proposal worksheet,

— requirement for 3 fare quotes for all transcontinental booking requests (where 3 options are applicable /available),

— provision of a travel portal, to be used as the single entry access point for all travel related information – including OBT, traveller profiles etc.,

— group air tickets /meetings and events services,

— automated unused ticket tracking /e-ticket refunds,

— ensure whilst booking that full content is guaranteed for air /rail /hotel and car rental (i.e. Low Cost Carrier (LCC), New Distribution Capability (NDC).

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 01/12/2018
End: 01/12/2020
This contract is subject to renewal: yes
Description of renewals:

The contract’s term is the sum of the transition period and of the performance period may be renewed up to 2 times, each for an additional period of 1 year, covering a total period of 4 years (2 + 1 + 1) in total plus the length of the transition period.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

1) A certificate of registration in the relevant trade or professional registers in the member state of establishment, as described in Annex XI to the Directive 2014/24/EU of 24.2.2014.

If the tenderer is not required or allowed to register in such a register for reasons related to its statute or legal status, the EIB Group shall accept, as satisfactory evidence, a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register,

2) an IATA -licence number with full access to the European market, specific for the execution of the contract. In case of groups or subcontracting at least the joint representative or prime contractor should be in possession of such a license.

Respective documentation must be valid and current.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure

IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 17/08/2018
Local time: 23:59
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.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)
IV.2.7)Conditions for opening of tenders
Date: 20/08/2018
Local time: 14:00
Information about authorised persons and opening procedure:

Tenders will be opened in a non-public procedure. Upon written request to the EIB (see section I.1), the written record of the opening of the tenders will be provided to economic operators who submitted a tender.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: L-2925
Country: Luxembourg
Telephone: +352 43031
Fax: +352 43032100
Internet address:
VI.5)Date of dispatch of this notice: