Contract notice: EIB - Provision of services related to Travel management for the... Tender

Procurement Summary

Country : Luxembourg

Summary : Contract notice: EIB - Provision of services related to Travel management for the EIB Group

Deadline : 17 Aug 2018

Other Information

Notice Type : Tender

TOT Ref.No.: 25057659

Document Ref. No. : 307146-2018

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : EUROPEAN INVESTMENT BANK
Office Name: European Investment Bank
Address: 98-100 Boulevard Konrad Adenauer
Town: Luxembourg
Postal Code: L-2950
Contact Point: CS Procurement

Phone: +352 43791
Luxembourg
Email :CS-procurement@eib.org
URL :http://www.eib.org

Tender Details

Object of the contract
EIB - Provision of services related to Travel management for the EIB Group

Description: Contract notice: EIB - Provision of services related to Travel management for the EIB Group

Authority Type: European Institution/Agency or International Organisation
Contact Nature: Services
Procedure: Open procedure
Document: Contract notice
Regulation: European Institution/Agency or International Organisation
Award criteria: The most economic tender
CPV code: 63516000, 63516000
CPV Description: Travel management services.

Provision of services related to Travel management for the EIB Group

Reference Number : LZ-1496

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).

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.


Internet address (URL): http://www.eib.org

Documents

 Tender Notice