Hotel accommodation services

Tender description

The Accommodation and Transport Management Provider will be required to deliver a comprehensive service for all client groups for travel and accommodation, for 10 days leading up to the Event, all 3 days of the European Athletics Indoor Championships (1.3.2018 — 3.3.2019 inclusive), plus 2 days afterwards. In addition, some travel and accommodation services may be required on an ad-hoc basis for European Athletics site visits and other meetings in the months leading up to the Event. The specification of services is categorised into four areas: — International Travel, — Ground Transportation, — Accommodation Management Services for Delegations, — VIP / European Athletics Family / Media Accommodation Services. We require 1 contractor to fulfil all of these services in order to ensure efficiency in management systems, data management, contract management for the LOC and cost to the event. The successful tenderer will also be required to work directly with European Athletics and the participating countries and therefore should demonstrate a comprehensive understanding of the workings of an international sports federation and national governing sports bodies. Tenderers should make their proposal illustrating their previous experience as Accommodation and Transport Services Provider at other significant sporting events. As much detail as possible should be included about the individuals who will make up the team, as well as detail on the approach to delivering the management services. Ground Transportation: The event is contracted to offer ground transport to all Official Team Delegations and accredited personnel from the official airport (Glasgow Airport), and to and from event hotels providing that their accommodation has been booked through the LOC. A shuttle service between all event hotels and the competition and training venues will be required to run frequently to cover all training and competition days, as well as transportation to official social functions. The transportation system will operate throughout the period, commencing five days before and ending two days after the Event. The transportation system should include shuttle buses and mini-buses, as well as lorries for the movement of poles, teams’ technical equipment and supplies etc. For info, at the European Athletics Indoor Championships in Belgrade 2017, 31 buses, 3 minibuses and 39 cars were used. The supplier is expected to source all vehicles, including drivers. The drivers should be covered by the correct insurance and the supplier should be able to provide evidence of licence checks. The event is also contracted to provide a 25-car pool, with drivers, from a minimum of 5 days before and until 2 days after the Event, for European Athletics staff, delegates and officials. Currently the responsibility for the provision of the cars lies with European Athletics as part of a commercial deal. The successful contractor should indicate how it would provide drivers for these cars, including how the drivers would be insured and how licence checks would be carried out.