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Services - 672769-2021
31/12/2021    S255

Luxembourg-Luxembourg: Selection of a Travel Management Company (TMC) with a View to Supplying Travel-related Services for the European Parliament and the European Ombudsman – Lot I

2021/S 255-672769

Modification notice

Modification of a contract/concession during its term

Legal Basis:
Regulation (EU, Euratom) No 2018/1046

Section I: Contracting authority/entity

I.1)Name and addresses
Official name: European Parliament, Directorate-General for Finance (FINS)
Postal address: Plateau de Kirchberg
Town: Luxembourg
NUTS code: LU00 Luxembourg
Postal code: L-2929
Country: Luxembourg
Contact person: José Luis Acedo Castro
E-mail: dgfins.Marches@ep.europa.eu
Internet address(es):
Main address: http://www.europarl.europa.eu

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Selection of a Travel Management Company (TMC) with a View to Supplying Travel-related Services for the European Parliament and the European Ombudsman – Lot I

Reference number: EP/FINS 2017-103
II.1.2)Main CPV code
63510000 Travel agency and similar services
II.1.3)Type of contract
Services
II.2)Description
II.2.1)Title:

Selection of a Travel Management Company (TMC) with a View to Supplying Travel-related Services for the European Parliament and the European Ombudsman

Lot No: LOT I
II.2.3)Place of performance
NUTS code: BE100 Arr. de Bruxelles-Capitale / Arr. Brussel-Hoofdstad
Main site or place of performance:

Brussels, Luxembourg, Strasbourg

II.2.4)Description of the procurement at the time of conclusion of the contract:

The services to be provided are: arranging transport tickets, accommodation, and travel-related services for the travellers of the Institutions concerned, in the exercise of their official business. These services shall include operational and technical assistance for the Institutions to develop and implement their respective travel management strategies and travel policies.

The services shall be provided in accordance with the internal rules and travel policies applicable to the different categories of travellers of each Institution concerned. According to the needs of each Institution, the TMC may be called on to deliver services on the premises of the Institution (‘implant’), mainly in Brussels, Luxembourg and/or Strasbourg, as well as from a distance (‘explant’).

II.2.7)Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months: 60
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no

Section IV: Procedure

IV.2)Administrative information
IV.2.1)Contract award notice concerning this contract
Notice number in the OJ S: 2018/S 152-348190

Section V: Award of contract/concession

Contract No: EP/FINS 2017-103
Lot No: 1
Title:

Selection of a Travel Management Company (TMC) with a View to Supplying Travel-related Services for the European Parliament and the European Ombudsman — Lot I

V.2)Award of contract/concession
V.2.1)Date of conclusion of the contract/concession award decision:
20/07/2018
V.2.2)Information about tenders
The contract/concession has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor/concessionaire
Official name: Carlson Wagonlit Global BV
Postal address: Wisselwerking 58
Town: Diemen
NUTS code: NL Nederland
Postal code: 1112 XS
Country: Netherlands
The contractor/concessionaire is an SME: no
V.2.4)Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: 11 540 000.00 EUR

Section VI: Complementary information

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
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 433766
Internet address: http://curia.europa.eu
VI.4.4)Service from which information about the review procedure may be obtained
Official name: General Court of the European Union
Postal address: rue du Fort Niedergrünewald
Town: Luxembourg
Postal code: L-2925
Country: Luxembourg
E-mail: generalcourt.registry@curia.europa.eu
Telephone: +352 4303-1
Fax: +352 433766
Internet address: http://curia.europa.eu
VI.5)Date of dispatch of this notice:
20/12/2021

Section VII: Modifications to the contract/concession

VII.1)Description of the procurement after the modifications
VII.1.1)Main CPV code
63510000 Travel agency and similar services
VII.1.2)Additional CPV code(s)
63512000 Sale of travel tickets and package tours services
63515000 Travel services
63516000 Travel management services
79997000 Business travel services
VII.1.3)Place of performance
NUTS code: BE100 Arr. de Bruxelles-Capitale / Arr. Brussel-Hoofdstad
Main site or place of performance:

Brussels, Luxembourg, Strasbourg

VII.1.4)Description of the procurement:

The services to be provided are: arranging transport tickets, accommodation, and travel-related services for the travellers of the Institutions concerned, in the exercise of their official business. These services shall include operational and technical assistance for the Institutions to develop and implement their respective travel management strategies and travel policies.

The services shall be provided in accordance with the internal rules and travel policies applicable to the different categories of travellers of each Institution concerned. According to the needs of each Institution, the TMC may be called on to deliver services on the premises of the Institution (‘implant’), mainly in Brussels, Luxembourg and/or Strasbourg, as well as from a distance (‘explant’).

VII.1.5)Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months: 60
VII.1.6)Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: 11 540 000.00 EUR
VII.1.7)Name and address of the contractor/concessionaire
Official name: Carlson Wagonlit Global BV
Postal address: Wisselwerking 58
Town: Diemen
NUTS code: NL Nederland
Postal code: 1112 XS
Country: Netherlands
The contractor/concessionaire is an SME: no
VII.2)Information about modifications
VII.2.1)Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):

The purpose of this supplementary agreement is to make the necessary IT developments in order to allow bookings through the Agency Rail booking platform from a third party provider named: Trainline.com in order to have one booking channel for the majority of train bookings.

The purpose of this supplementary agreement is also to make the necessary IT developments in order to further automate the process of bookings in the BeeS tool, the so called ‘mass upload’ of booking request data and to allow the European Parliament’s contractor’s team to feed and modify the content according to the European Parliament’s needs.

VII.2.2)Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee (Art. 43(1)(c) of Directive 2014/23/EU, Art. 72(1)(c) of Directive 2014/24/EU, Art. 89(1)(c) of Directive 2014/25/EU)
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:

Mass upload – On request Parliament's travel agency developed an unique procedure to proceed bookings in an automated way on the basis of data files provided by Parliament. The process shall be further fine-tuned. Trainline – In the framework of Parliament's Project Portfolio, Parliament's travel agency shall develop the integration of a rail booking platform in order to enable a process that members do not longer need to hand in declarations of expenses for rail travel. Both developments are needed and could not have been anticipated when the tender was launched.

VII.2.3)Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications and price adaptions and, in the case of Directive 2014/23/EU, average inflation in the Member State concerned)
Value excluding VAT: 11 540 000.00 EUR
Total contract value after the modifications
Value excluding VAT: 11 691 679.00 EUR