EBA欧洲银行-02.-Tender-Specifications-030316_44页_746kb

Travel Management Services Tender Summary for the European Supervisory Authorities (ESA)

Core Content

This document outlines the Tender Specifications for the Travel Management Services procurement by the European Supervisory Authorities (ESA), which include the European Banking Authority (EBA), European Securities and Markets Authority (ESMA), and European Insurance and Occupational Pensions Authority (EIOPA). The goal is to award a framework contract with a travel agency capable of providing travel and accommodation services for ESA staff on business missions.

The tender is open to all natural and legal persons within the scope of the EU Treaties and those from third countries with special procurement agreements. Only one tender per economic operator is allowed.

Main Purpose of the Procurement

• To establish a framework contract with a travel agency that can provide travel and accommodation services for ESA staff.
• The contract will be signed by EBA on behalf of all ESA, and will be valid for 12 months, renewable up to three times, with a maximum duration of 48 months.
• The estimated value of the framework contract is EUR 8,000,000, which may be increased in the future through negotiated procedures.

Key Requirements for the Tender

Minimum Requirements

The tenderer must be able to:

• Research and respond to travel and accommodation enquiries within specified timeframes.
• Provide travel and accommodation options with prices.
• Book selected options and ensure compliance with ESA’s Mission Guidelines.
• Issue and deliver electronic tickets and confirmations in English.
• Offer an online travel research and booking tool.
• Comply with response time KPIs:
  • Travel enquiry: 2 hours
  • Urgent travel enquiry: 30 minutes
  • Change of ticket or route: 2 hours
  • Ticket issuance: 1 hour
  • Urgent ticket issuance: 15 minutes
  • Paper ticket delivery: 72 hours before departure
• Provide 24-hour assistance to persons on mission.
• Support substitute journeys for private reasons, ensuring no additional cost to the ESA.
• Maintain up-to-date traveller profiles including contact details, dietary requirements, and seat preferences.
• Implement environmental practices as outlined in the ESA Mission Guides.
• Comply with applicable environmental, social, and labour laws.
• Provide after-sales service and assist with visa applications.
• Facilitate web check-in and provide transport information at destination.

Additional Requirements

• Comply with working hours and confidentiality obligations.
• Support the ordering and invoicing procedures of each ESA.
• Provide staff for the implementation and management of the contract.
• Ensure that travel arrangements are cost-effective and in line with the most convenient travel schedule.

Contract Implementation and Evaluation

• The contract type is a framework contract.
• The implementation must be in accordance with the ESA Mission Guidelines.
• Subcontracting is permitted, but must be declared in the tender.
• Joint offers by consortia are allowed.
• The award criterion is based on the most economically advantageous tender, using a best price-quality ratio.
• The tender evaluation includes both technical and financial assessments.

Tender Submission and Process

• Tenders must be submitted in English.
• The tender must be packaged and dispatched according to specified guidelines.
• Proof of dispatch is required.
• Communication between EBA and tenderers is allowed before and after the deadline, subject to the rules.
• Tenderers must provide the following in their proposals:
  • Technical Proposal (including service solutions, response times, and support for ESA requirements)
  • Financial Proposal (including pricing and cost structure)

Evaluation and Timetable

• The public opening session and tender evaluation session are outlined in the document.
• The timetable for the procurement process is detailed, including key milestones and deadlines.
• The successful tenderer will be required to implement the contract and comply with all ESA procedures.

Legal and Compliance Framework

• The ESA must comply with the Public Procurement Directive and their financial regulations.
• Confidentiality and data protection are ensured through compliance with Directive 95/46/EC and Regulation (EC) No 45/2001.
• Eligibility and capacity of tenderers are assessed based on exclusion criteria and selection criteria.

Conclusion

This tender aims to select a service provider that can efficiently and cost-effectively manage travel and accommodation for ESA staff, while ensuring compliance with EU procurement rules, environmental considerations, and internal ESA workflows. The evaluation will be based on a combination of technical and financial criteria, with a focus on delivering the best price-quality ratio.