Call for tenders' details

Title:
Travel agency services for the organisation of business trips
Contracting authority:
Office for Administration and Payment of Individual Entitlements (PMO)
TED publication date:
19/05/2018
Time limit for receipt of tenders:
N/A
Status:
Open
Information
PMO.02/PR/2017/073
Travel agency services for the organisation of business trips
This contract is for the provision of all travel agency services relating to the business trips of all persons travelling on behalf of or at the request of the European Commission and the other institutions, bodies and agencies of the European Union (hereinafter referred to as ‘the Institutions’) associated with this invitation to tender.
Services
Restricted
Open
Checked
Milestones
19/05/2018
N/A
N/A
N/A
14/06/2018 17:00
N/A
Lots
Lot number Title Description
Lot 1 Travel agency services relating to missions and authorised trips This contract is for the provision of all travel agency services, including the provision of an online booking tool, relating to the business trips of any person travelling on behalf of or at the request of the Institutions, regardless of their geographical location. This in particular relates to the heads of mission (including the president of the European Council, the president and the members of the European Commission, including the Union’s high representative for foreign affairs and security policy, and vice-president of the European Commission), experts, and competitive examination winners or candidates. These services will be performed at the contractor's own premises, provided for this purpose. Since the majority of trips are from Belgium, an operating entity of the contractor will be located in Belgium, in order to take into account the need for close coordination, rapid intervention in emergency or crisis situations, monitoring and control in close cooperation with the Institutions that are mainly located in Belgium. The agency must provide a staff member who will be required to work on the premises of the European Commission to act as liaison officer. He/she will be located on the premises of the Office for the Administration and Payment of Individual Entitlements (PMO), in charge of managing the contract in Brussels (Belgium). The contract, which will be based on payments per transaction, has an estimated annual volume of: — 77 000 airline tickets, — 38 000 train tickets, — 80 000 hotel reservations (of which approximately 93% are made directly by the traveller through accommodation facilities or reservation websites). This corresponds to approximately 134 000 business trips for a population of 24 000 travellers. In 2017, the adoption rate of the on-line booking tool (OBT) at the European Commission was around 7%. The balance corresponds to reservations by phone or email. This invitation to tender is organised on an interinstitutional basis. The contracting authority responsible for the procedure is the European Commission. The European Commission, representing the institutions, will make a single award decision for all of them. Afterwards, a framework interinstitutional service contract will be signed by the European Commission, represented by the Director of the PMO. The European Commission will be the main contractor, responsible for managing the framework contract, and representing in this regard all the participating contracting authorities. The operational aspects of the contract will be the responsibility of each participating contracting authority, acting in complete autonomy. This framework contract will apply to all the institutions designated as contracting authorities below which have given a mandate in this regard. This list will not be altered except in the event of the creation or acquisition of financial autonomy of an institution subsequent to the publication of this contract notice in the Official Journal of the European Union. In such cases, the new institution may also benefit from the services under the framework contract on condition that, on the one hand, it is authorised by the Commission on the basis of information regarding its legal personality and the legal basis of its creation and, on the other hand, that the value of any future contracts would not exceed 10% of the contract volume as indicated in the technical specifications (all institutions, bodies and agencies taken together). The rider enabling the new institution to adhere to the framework contract will be signed and managed by the European Commission. A reserve of 10% for unforeseen needs and additional services will also be taken into account to define the contract volume (full description available via the link mentioned in point I.3).
Lot 2 Travel agency services relating to the organisation of meetings and events The subject of the contract includes the coordinated provision of all travel agency services relating to the organisation by the Institution of meetings or events, for the business trips of all persons, including, if the case may be, those external to the organising Institution, travelling on behalf of or at the request of said Institution, regardless of their geographical location. These services will be performed at the contractor's own premises, provided for this purpose. Since the majority of meetings and events are organised in Belgium, an operating entity of the contractor will be located in Belgium, in order to take into account the need for close coordination, rapid intervention in emergency or crisis situations, monitoring and control in close cooperation with the Institutions that are mainly located in Belgium. The contract, which will be based on payments per transaction, has an estimated annual volume of: — 17 000 airline tickets, — 5 500 train tickets, — 8 300 hotel reservations. For an estimated annual number of 39 000 business trips and 1 500 meetings or events. This invitation to tender is organised on an interinstitutional basis. The contracting authority responsible for the procedure is the European Commission. The European Commission, representing the institutions, will make a single award decision for all of them. Afterwards, a framework interinstitutional service contract will be signed by the European Commission, represented by the Director of the PMO. The European Commission will be the main contractor, responsible for managing the framework contract, and representing in this regard all the participating contracting authorities. The operational aspects of the contract will be the responsibility of each participating contracting authority, acting in complete autonomy. This framework contract will apply to all the institutions designated as contracting authorities below which have given a mandate in this regard. This list will not be altered except in the event of the creation or acquisition of financial autonomy of an institution subsequent to the launch of this contract. In such cases, the new institution may also benefit from the services under the framework contract on condition that, on the one hand, it is authorised by the Commission on the basis of information regarding its legal personality and the legal basis of its creation and, on the other hand, that the value of any future contracts would not exceed 10% of the contract volume (all institutions, bodies and agencies taken together). The rider enabling the new institution to adhere to the framework contract will be signed and managed by the European Commission. A reserve of 10% for unforeseen needs and additional services will also be taken into account to define the contract volume. In accordance with Article 134, paragraph 1, point e) and paragraph 4 of the Commission Delegated Regulation (EU) No 2015/2462 of 30.10.2015, amending the Commission Delegated Regulation (EU) No 1268/2012 of 29.10.2012 on the rules for implementing Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union, the contracting authority may use a negotiated procedure without prior publication of a contract notice for the award of new services consisting in the repetition of similar services entrusted to the economic operator awarded the initial contract by the same contracting authority. This procedure can only be used during the execution of the initial contract and for a maximum period of 3 years after the signing of the initial contract.
Notices
Reference Notice type Publication date
2018/S 095-214656 Contract notice 19/05/2018