Provision of Travel Management Services

Tender description

NWL have a requirement to tender the services of a travel management company to support employees to book all travel requirements. NWL - NWL have approx. 3000 employees with offices spread across the northeast of England, Essex, and Suffolk. In addition, we have operations in Scotland, Cork Ireland and Gibraltar. A travel system was introduced in late 2018, prior to that, employees were issued with Barclaycards. Currently out of scope of this requirement for NWL are Meetings and Events, Taxi requirements and Car rental. NWL have a travel policy in place which placed restrictions for standard class travel only and hotel limits. Pre Covid, 2019 Spend on travel was in the region of £800,000 per annum. Travel services include Trains(5000 transactions), flights (200 transactions) and hotel accommodation (2300 transactions). We have started to see an increase in the volume over the last few months. It is difficult to estimate our future spend, however we do expect that the trend will continue to increase to in the region of £400,000 to £500,000 by the end of 2022 The contract will be for a three-year contract with the option to extend for a further two years. Contract start date will be 1 July 2023 Lot 1: NWL wish to award a contract to a supplier who can demonstrate the ability to provide the following with key benefits. - Provide an 'online', 'self-managed' travel booking tool for rail, air and hotel requirements. - Achieve savings/reduction in travel, related costs and evidence 'value add'. - Embed processes to support management and control of spend on travel and accommodation, through robust management information, trend analysis and consultation and oversight of company travel policy. - The solution has enabled monitoring and enforcement of the Travel Policy by setting rules and limits within the solution. Approval needs to be sought to book travel that falls outside the policy. It also provides a mechanism to benchmark travel and drive refinement of the Travel Policy in the future - Significant reduction in 'off contract' spends and high adoption rate for online tool/support. - 24-hour support for staff 365 days a year for online/offline bookings - Ensure supplier is supporting on Net Zero goals and carbon reporting - Provide the functionality to locate all potential travellers impacted by an incident or emergency which strengthens the company's ability to meet its duty of care obligations for travellers and potentially avoid delays and other issues. - CO2 emission reporting - mileage verification and carbon tracking - Reporting and Analytics on traveller spend, trends, cost saving opportunities, out of policy booking etc. - A central, consolidated billing system that provides one single invoice for all purchases. - Easy to use on-line system for all travel requirements, with cost centre code application which is sent back to HR and selected manager approval built in for requests above caps - Worldwide hotel accommodation, with availability to transfer any current agreed corporate rates into the system and store specific traveller loyalty schemes in their own profile which is automatically applied via the booking process - Rail tickets for both UK rail networks and abroad - Air tickets for both traditional and low-cost carriers including visa procurement - Traveller Tracking - ability to track by name, location, date/time (including real time), distributing travel alert messages via email or SMS text on disruptions, incidents etc.... - Advisory services - Giving advice on travel health risks and requirements, passport and visa requirements, group and conference travel - Receive travel tickets and hotel booking confirmation immediately via email