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Luxembourg-Luxembourg: EIB - Provision of services related to Travel management for the EIB Group
Section I: Contracting authority
Section II: Object
Provision of services related to Travel management for the EIB Group
The EIB Group is conducting an open procurement procedure in order to award a service contract for the provision of travel management services.
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).
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.
Section III: Legal, economic, financial and technical information
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.
Section IV: 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