Services - 532967-2019

11/11/2019    S217

United Kingdom-Newcastle upon Tyne: Travel management services

2019/S 217-532967

Contract notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Association of North East Councils Ltd trading as NEPO (Central Purchasing Body)
Postal address: Guildhall, Quayside
Town: Newcastle upon Tyne
Postal code: NE1 3AF
Country: United Kingdom
Contact person: Nick McDonald
Telephone: +44 7917263541
Internet address(es):
Main address:
Address of the buyer profile:
I.2)Information about joint procurement
The contract is awarded by a central purchasing body
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 electronically via:
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

NEPO507 — Travel Management Services

Reference number: NEPO507
II.1.2)Main CPV code
63516000 Travel management services
II.1.3)Type of contract
II.1.4)Short description:

NEPO seeks to establish a framework contract for the provision of a travel management service for the purpose of booking all rail and air travel tickets, all hotel accommodation and any other ancillary requirements related to business travel, as provided by Travel Management Companies (TMC). The future framework contract will replace the existing NEPO507 travel management services framework contract which expires on 31.7.2020.

II.1.5)Estimated total value
Value excluding VAT: 1 000 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
63000000 Supporting and auxiliary transport services; travel agencies services
63500000 Travel agency, tour operator and tourist assistance services
63510000 Travel agency and similar services
63515000 Travel services
79997000 Business travel services
63516000 Travel management services
II.2.3)Place of performance
II.2.4)Description of the procurement:

NEPO are using an open procedure for the procurement of this framework contract. The framework contract will be a sole supplier and single lot solution. Suppliers will be evaluated in accordance with the award criteria contained within the invitation to tender documents.

The most economically advantageous tenderer will be awarded the framework contract. NEPO does not give any guarantee and/or warrant the actual value of the services (if any) which will be placed with the successful supplier by any contracting authority using the framework contract pursuant to this process and accepts non liability thereof. In accordance with the framework contract, each contracting authority will enter into a call-off contract. The call-off contract is to be entered into by both the contracting authority and successful supplier and will be based on the terms and conditions of the framework contract. The opportunity can be accessed via the NEPO eTender system. Suppliers wishing to be considered for this framework contract must register their expression of interest and submit the tender response through the NEPO eTender System. If not already registered, suppliers should register on the NEPO eTender system at

Tender responses must be submitted using the link above. Tender responses submitted via postal or email methods will not be accepted. If you require time-critical assistance on submitting your selection questionnaire and/or tender response please contact the system support team on 0330 0050352. For not time-critical issues, such as passwords, general account queries and location of information, etc., please contact Proactics Supplier Support Helpdesk Ticketing System ( and select ProContract V3 support. You will then need to login or submit a ticket to register your issue. Alternatively, you can email

This will automatically log a support ticket on the Proactics Supplier Support Helpdesk.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Quality / Weighting: 60 %
Quality criterion - Name: Social value / Weighting: 10 %
Price - Weighting: 30 %
II.2.6)Estimated value
Value excluding VAT: 1 000 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: yes
Description of renewals:

This framework contract will be a direct replacement for the current NEPO507 Travel Management Service Contract. It is anticipated that the preceding framework contract will be subject to future renewals. The framework contract will be for a period of 48 months with an option to extend for up to a further 2 x 12 month period(s).

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:

Selection criteria as stated in the procurement documents.

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
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years:

The Framework Contract is anticipated to exceed 48 months in duration. This is due to the training and resource required to embed new systems, processes and platforms across a wide variety of Contracting Authorities, alongside allowing for a longer delivery term for the Social Value and innovation outcomes we want to achieve throughout this Framework Contact.

IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2019/S 168-410967
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 18/12/2019
Local time: 12:00
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: 12 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 18/12/2019
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

18-24 months prior to the framework contract expiry date.

VI.2)Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

NEPO is a central purchasing body as defined in the Public Contract Regulations 2015 (PCR15). This means that NEPO may provide central purchasing activity on behalf of contracting authorities.

The agreement will be available for use by all NEPO Members. A list of member organisations is available in the About section of the NEPO website at:

This agreement will also be made available to all current and future NEPO Associate Members. Current Associate Members are listed in the Associate Member section of the NEPO website at:

NEPO intends to make the resulting agreement available for use by all contracting authorities throughout all administrative regions of the UK (as defined by the Public Contracts Regulations 2015) including but not limited to government departments and their agencies, non-departmental public bodies, central government, NHS Bodies, local authorities, airport groups, emergency services, coastguard emergency services, educational establishments, registered social landlords and registered charities who have a need to purchase services.

Please see the following websites for further details:

A complete list of permissible users is shown on the NEPO website below:

Further information can be found at:

VI.4)Procedures for review
VI.4.1)Review body
Official name: NEPO
Postal address: Guildhall, Quayside
Town: Newcastle upon Tyne
Postal code: NE1 3AF
Country: United Kingdom
Telephone: +44 7917263541
Internet address:
VI.4.2)Body responsible for mediation procedures
Official name: NEPO
Postal address: Guildhall, Quayside
Town: Newcastle upon Tyne
Postal code: NE1 3AF
Country: United Kingdom
Telephone: +44 7917263541
Internet address:
VI.4.4)Service from which information about the review procedure may be obtained
Official name: NEPO
Postal address: Guildhall, Quayside
Town: Newcastle upon Tyne
Postal code: NE1 3AF
Country: United Kingdom
Telephone: +44 7917263541
Internet address:
VI.5)Date of dispatch of this notice: