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Notice Summary

United Kingdom-Portsmouth: Travel Management and Employee Expenses Solution and Services
429836-2018
University of Portsmouth
03 October 2018
30 October 2018
Contract Notice - Open Procedure
No

Notice Abstract

travel management and employee expenses solution and services. The University wishes to implement an integrated, user friendly expenses and travel management solution. We are interested in a single contractor to provide a seamless solution covering both expenses and travel management and that has appropriate and established and successful working relationships with any required subcontractors The University of Portsmouth is looking to acquire a hosted solution to:(i) Provide a full travel management solution and(ii) Digitise the employee expenses process; this specifically relates to the submittal and authorisation of expenses claims through authorisation structures. It is also essential that any system helps to consistently enforce both regulatory (HMRC) and university policy.To express an interest in this project please register on the University of Portsmouth In-Tend webpage Please find the weblink for our webpage below: https://in-tendhost.co.uk/port/

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

University of Portsmouth

University House Winston Churchill Avenue

Portsmouth

PO1 2UP

UK

Contact person: Karen Eastaff / Sarah McGrady

Telephone: +44 2392843173

E-mail: procurement@port.ac.uk

NUTS: UKJ31

Internet address(es)

Main address: www.port.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/port

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://in-tendhost.co.uk/port


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://in-tendhost.co.uk/port


Tenders or requests to participate must be sent to the abovementioned address


I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Education

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Travel Management and Employee Expenses Solution and Services

Reference number: 17/KE/094

II.1.2) Main CPV code

63516000

 

II.1.3) Type of contract

Services

II.1.4) Short description

travel management and employee expenses solution and services. The University wishes to implement an integrated, user friendly expenses and travel management solution. We are interested in a single contractor to provide a seamless solution covering both expenses and travel management and that has appropriate and established and successful working relationships with any required subcontractors The University of Portsmouth is looking to acquire a hosted solution to:

(i) Provide a full travel management solution and

(ii) Digitise the employee expenses process; this specifically relates to the submittal and authorisation of expenses claims through authorisation structures. It is also essential that any system helps to consistently enforce both regulatory (HMRC) and university policy.

To express an interest in this project please register on the University of Portsmouth In-Tend webpage Please find the weblink for our webpage below: https://in-tendhost.co.uk/port/

II.1.5) Estimated total value

Value excluding VAT: 17 500 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.3) Place of performance

NUTS code:

UKJ31


Main site or place of performance:

II.2.4) Description of the procurement

Travel management and employee expenses solution and services. The University wishes to implement an integrated, user friendly expenses and travel management solution. We are interested in a single contractor to provide a seamless solution covering both expenses and travel management and that has appropriate and established and successful working relationships with any required subcontractors. The University of Portsmouth is looking to acquire a hosted solution to:

(i) Provide a full travel management solution and

(ii) Digitise the employee expenses process; this specifically relates to the submittal and authorisation of expenses claims through authorisation structures It is essential that any solution is scalable to meet the institution's changing needs and that any solution is intuitive and requires minimal training for staff to adopt. The supplier will, however, be expected to provide a range of training and guidance materials. Ideally, any solution should provide a front end which has a consistent look and feel throughout (for both travel and expense claims), as well a comprehensive on screen help function to build familiarity quickly. It is also essential that any system helps to consistently enforce both regulatory (HMRC) and university policy. The University would like to see consistent efficiency and cost saving improvements throughout the contract, the immediately identifiable available improvements include, but not limited to:

— contract and policy compliance,

— travel and expenses policy compliance,

— documentation and guidance, internal travel and expenses processes,

— enhancement of travel services through the TMC services, communication and presence,

— travel and expenses system, scope of requirements is detailed in the documents to express an Interest in this project please register on the University of Portsmouth In-Tend webpage and express an interest in this project.

Please find the weblink for our webpage below: https://in-tendhost.co.uk/port/

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 84

This contract is subject to renewal: Yes

Description of renewals:

The Contract awarded will be for a duration of 3 years with an option for an extension for up to an additional 4 years, forming a potential of 7 years in total, subject to agreement between the Parties.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

II.2.14) Additional information

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents


III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 30/10/2018

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 120 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 30/10/2018

Local time: 12:00

Place:

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

VI.4) Procedures for review

VI.4.1) Review body

University of Portsmouth

Winston Churchill Avenue

Portsmouth

PO1 2UP

UK

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:

VI.5) Date of dispatch of this notice

28/09/2018