Travel management services

Tender description

The purpose of this ITT is to appoint an innovative supplier to manage international travel, accommodation and travel security provisions. This will include domestic travel and accommodation linked to an international booking. Scottish Enterprise (SE) is Scotland’s main economic, enterprise and investment agency and is tasked with supporting business growth and developing the business environment for our customers. SE has 13 sites across Scotland with offices located in the North East, East, West, Central and South of Scotland. Our overseas offices are located throughout Europe, Middle East and Africa, Asia/Pacific and the Americas. SE employ approximately 1 200 throughout all our locations, with the addition of some being locally employed overseas and some on secondment opportunities overseas. A full list of locations can be found at Appendix A. The purpose of this ITT is to appoint an innovative supplier to manage international travel, accommodation and travel security provisions. This will include domestic travel and accommodation linked to an international booking. The supplier will ensure compliance with current organisational travel and expenses policies/guidance. The services will include, but not limited to: (a) provision of a reliable, comprehensive and secure 24 hours a day, 365 days a year online global travel service inclusive of comprehensive in-country services. It is anticipated that the provider will be able to provide full support services at all times; (b) an online booking tool which allows travellers to access a variety of best value GDS and non-GDS rates, as well as pre-negotiated rates; (c) the use of technology solutions for mobile devices permitting travellers with the flexibility to book, manage, change and view their business trip itineraries; (d) provision of traveller alerts in the event of changes due to cancellations, delays and the like, including the ability to rebook as required; (e) identification and booking of ground transport options globally, including extra security measures as required; (f) user ratings for accommodation and airlines; (g) a booking system that permits point to point and multisector travel bookings, including from overseas locations, with support from a 24-hour offline team; (h) a booking system that ensures compliance with SE’s travel policies; (i) evidence that fares and rates, including in-country, are consistently the best available for all aspects of travel and accommodation, including those available in overseas markets; (j) a focus on continuously seeking to lower the cost of air, hotel and other related travel services; (k) online provision for group bookings (2 or more travellers); (l) provision of billback with no traveller outlay for flights, rail travel or accommodation; (m) provision of online processing of visa and passport applications; (n) assistance for travellers in emergency situations and (o) a comprehensive package of management information reporting tools; It is expected that the successful Supplier will work in partnership with our travel insurance provider with regards to our personal accident travel cover to assist in the delivery of some of our emergency travel security services including but not limited to: — repatriation, — arranging medical assistance and — on line tracking of our travellers. In addition to the above, the Supplier should be able to support travellers with the following online travel security services: — travel Security e-learning, — pre-trip advisories and travel security information, — a travel risk mitigation service and — incident/emergency response and the ability to liaise with the Contracting Authority's third-party emergency health provider. This contract will be for Scottish Enterprise (“SE”), however will be accessible, at SE’s discretion, to other Scottish Executive NDPBs and Scottish Government Executive Agencies should they wish to make use of the services (together the “Contracting Authority”). A list of, and information on, these bodies can be found at this link - http://www.gov.scot/Topics/Government/public-bodies/about/Bodies.