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Services - 531579-2018

04/12/2018    S233

Luxembourg-Luxembourg: EIB - Provision of Services Related to Travel Management for the EIB Group

2018/S 233-531579

Contract award notice

Results of the procurement procedure


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:
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 conducted an open procurement procedure in order to award a service contract for the provision of travel management services.

II.1.6)Information about lots
This contract is divided into lots: no
II.1.7)Total value of the procurement (excluding VAT)
Value excluding VAT: 2 635 355.57 EUR
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,

— fulfilment 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 travellers. 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
Quality criterion - Name: Organization chart, role and responsibilities of key personnel and effective back-up solutions / Weighting: 2.5
Quality criterion - Name: Quality of the key personnel proposed / Weighting: 7.5
Quality criterion - Name: Proposed methodology for service delivery / Weighting: 19
Quality criterion - Name: Proposed internal quality control system to be implemented / Weighting: 13.5
Quality criterion - Name: Proposed approach to IT and Information security, and protection of personal data of client staff members (and compliance with 2018 General Data Protection Regulation) / Weighting: 2.5
Quality criterion - Name: Balance of Travel Agents Team and ratio of Transactions Handled per FTE/Travel Agent / Weighting: 5
Price - Weighting: 50
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 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.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2018/S 135-307146
IV.2.8)Information about termination of dynamic purchasing system
IV.2.9)Information about termination of call for competition in the form of a prior information notice

Section V: Award of contract

Contract No: 1

Provision of services related to travel management for the EIB group

A contract/lot is awarded: yes
V.2)Award of contract
V.2.1)Date of conclusion of the contract:
V.2.2)Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor
Official name: BCD Travel Luxembourg SA
Town: Howald
NUTS code: LU000 Luxembourg
Country: Luxembourg
The contractor is an SME: no
V.2.4)Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot: 2 635 355.57 EUR
V.2.5)Information about subcontracting
The contract is likely to be subcontracted

Section VI: Complementary information

VI.3)Additional information:

The information on value of the Contract (section V.2.4) concerns the maximum total duration of the Contract (4 years).

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: