Introduction - Crown Commercial



Contents TOC \h \u \z Introduction PAGEREF _knkwr8l8d75o \h 2How to use this framework PAGEREF _czfh099f5asz \h 2Background PAGEREF _dcfikfi9wao6 \h 2Pricing PAGEREF _uw7ledai8y3v \h 3Award options PAGEREF _nqi25gpjrzy3 \h 3Finalising the call-off contract PAGEREF _7dptkgmzae52 \h 5What is Public Sector Global Travel & Venue Solutions (PSGTVS)? PAGEREF _cpfwa85eebxt \h 7Benefits of using PSGTVS PAGEREF _utwk955m49p6 \h 8Background PAGEREF _co3ozns6tah \h 8CCS Public Sector Negotiated Programmes PAGEREF _ysr2tnri7yrv \h 8Frequently Asked Questions (FAQs) PAGEREF _3mg38az5cykr \h 11Key abbreviations, terms & glossary PAGEREF _8nouvyo4poj7 \h 13Crown Commercial Service (CCS) PAGEREF _rjde6mpuz01 \h 14Background PAGEREF _lyibjs8ps1ub \h 14Advantages of buying through CCS PAGEREF _xtd455vo8lv6 \h 15Working with CCS PAGEREF _rza2qy5bxpqm \h 15IntroductionThis guidance document has been produced by the Crown Commercial Service (CCS) to help support your understanding of how to use the Public Sector Global Travel and Venue Services (RM6164) framework. We want to make the process of buying travel management services as easy for our customers as possible, so this document will provide you with all the information you need to use the framework.The guidance is not intended to provide specialised procurement, legal or other professional advice but provides you with the best practice approach to using the framework. If you have a particularly complex requirement you may wish to seek additional advice from your own commercial team.Our role is to provide you with advice and guidance on how to get the best out of this framework. We can help with any technical queries you may have, such as how to get the best value from the Supplier. We manage the overarching framework and the Suppliers at framework level.You will be responsible for managing your Supplier at a contract level, but we can help with any issues you may have that require escalating. If you have any queries please call the customer service team on 0345 410 2222 or email travel@.uk.You may also want to check our other travel frameworks - Public Sector Vehicle Hire Solutions (RM6013) offering vehicle hire in the UK and overseas or Public Sector Passenger Transport Services - Taxi & Coaches (RM6121), DPS offering a choice of national and regional passenger transport solutions like taxis, coaches, minibuses and private hire vehicles including executive cars and limousines. How to use this framework BackgroundThis Commercial Agreement can be accessed in different ways, dependent on different factors including scope of requirements, transaction volume and spend, customer drivers and targets, customer market knowledge, and customer preference. You must consider your organisation’s requirements in accordance with this guidance and the requirements of the Public Contract Regulations 2015.PricingFor pricing for Solution A please email info@.uk and for Solution B it can be accessed via CCS’s eSourcing tool. The pricing for this framework is considered to be commercially sensitive and could prejudice the commercial interests of the Suppliers involved if the information were to be made publicly available.Award optionsSolution ADirect award is the only award option under Solution A, as it is a single-Supplier lot. To access this solution, you should work with the Supplier to complete your call off contract. Solution BSolution B can be accessed in two ways - either by direct award or by running a further competition amongst the three Suppliers. Direct award is a quicker and more straightforward route than further competition. Direct AwardDirect awards is permitted if:you develop a clear Statement of Requirementsyour requirements can be met by the Suppliers’ catalogues and the description in Call Off Schedule 23 (Specification) and Framework Schedule 6 (Order Form)all the terms of the proposed Call Off Contract are laid down in Framework Contract and do not require amendment or any supplementary terms and conditions.Tendered Framework prices must be used (i.e. there is no scope to lower prices to secure business).To direct award, you may simply contact the Suppliers with your requirements, quoting the Framework Agreement reference number of RM6164.You should make your decision in line with your internal governance process and demonstrate Value for Money:cost effectiveness pricequalityAdvantages of the direct award include:agreements may be entered into more quickly than when further competitions are conductedyou don’t need to engage the travel market (or evaluate Suppliers) there’s no need to write a specification – the core statement of requirements can be usedideal for less-complex travel requirements and smaller expenditureFurther competitionFurther Competition is only allowed for Solution B and for customers who have additional service requirements that are not covered by the original scope. You can run your own further competition using the template provided in the CCS eSourcing Tool or your own template and/or processes. You can also contact CCS to discuss how we can help you run your further competition by emailing info@.uk. While CCS can manage your further competition on your behalf, you will need to provide a completed specification of your travel requirement to CCS in order for us to support you and provide subject matter experts for technical evaluation of the Suppliers’ bids.Further Competition is the desired route when you:require the Supplier to develop additional proposals or a solutionneed to amend or refine the Call-Off Contract to reflect your deliverablesrequire additional provisions that are not already included in the contract. For example:security requirements over and above those set out in Call Off Schedule 9 including staff security clearanceuse of Implantsuse of Ticket Printersadditional service levelsexecutive servicessocial responsibility requirementsIf you are awarding a Call-off Contract through a further competition procedure you shall:develop a statement of requirements and identify the Suppliers capable of providing themuse the Order Form to reflect its requirementsinvite Suppliers identified to submit a tender in writing You are required to set a deadline for the receipt by it of the tenders which takes into account factors such as the complexity of the requirements and the time needed to submit tenders. Each tender must be kept confidential until after the deadline.Suppliers are not obligated to bid, but must advise in writing by the applicable deadline date. Finalising the call-off contractDirect AwardIf you are direct awarding, contact your chosen Supplier to begin completing your Call-Off Contract Schedules. You should send a signed order form to your Supplier for signature. Order Form Template can be found in Framework Schedule 6. The Supplier shall accept the Call-Off Contract by signing and returning a copy of the order form to you.On the receipt of the countersigned order form from the Supplier, you should send a written notice of receipt to the Supplier within two working days and the Call-Off Contract shall be formed with the effect from the start date stated in the order form.Further competitionIf you are following the further competition route, it is best practice to run a ten day standstill period. If doing this, customers should send out an intention to award notice to the successful Supplier and an unsuccessful award notice to other Suppliers that submitted a response. These letters should provide details of the scores awarded for each weighted criteria compared to the successful potential provider and a rationale for each score. The rationale should be objective, and care needs to be taken to ensure that the scores and rationale is in line with your original further competition documentation.Once the ten day standstill period is complete, you should then send an award letter and begin completing the order form with the successful Supplier before sending to the Supplier for signature. Order Form Template can be found in Framework Schedule 6. The Supplier shall accept the Call-Off Contract by signing and returning a copy of the order form to you.On the receipt of the countersigned order form from the Supplier, you should send a written notice of receipt to the Supplier within two working days and the Call-Off Contract shall be formed with the effect from the start date stated in the order form.Access to Online Booking ToolFor Solution B, access to your chosen Supplier(s)’ Online Booking Tools will be via the CCS Digital Travel Solution (DigiTS) S must receive a copy of your completed and countersigned Call-Off Contract in order to set up access to the DigiTS platform. Your Supplier(s) will guide you through all the information you need to provide in order to be set up on DigiTS and access S will set up Customers on DigiTS a minimum of five (5) working days before the Call-Off Contract go-live date, to allow for system testing and training before the Supplier Booking Tool goes live.Because of the complexity and overseas points of sales, DigiTS set up is not required for Solution A. Process MapYou are independently responsible for the conduct of your award of Call-Off Contract under this framework.What is Public Sector Global Travel & Venue Solutions (PSGTVS)?Also known as RM6164, PSGTVS is a framework contract with a duration of 3 + 1 years providing you access to two lots. This framework allows customers to access Suppliers capable of providing a “one stop shop” for all travel booking needs.Solution / Lot Description SuppliersAProvides domestic and international travel (including air, rail and accommodation) and venue find (meeting space) booked from UK and overseas points of sale*FCM TravelBProvides cover domestic and international travel and venue find booked from UK point of sale onlyClarity Travel Management Click TravelTravel Planet *The point of sale is the time and country where a travel transaction is booked and paid for. For example a ticket can be booked from a French point of sale by a traveler based in France and invoiced in EUR (euros) or from a UK point of sale by a traveler based in the UK and invoiced in GBP (pounds sterling).The choice of Solution and of Supplier on Solution B, is your decision as the Customer and depending on your travel needs. If using Solution B, your organisation (or CCS acting on your behalf if requested) can undertake a further competition between all three Suppliers if your call-off:Requires the Supplier to develop additional proposals or a solution;Needs to amend or refine the Call-Off Contract to reflect its deliverables;Requires additional provisions that are not already included in the contract. This could include the provision of Customer-specific processes, services and/or additional commercial benefits, but must be compliant with Public Contract Regulations and must not substantially change the original terms of the procurement. This framework can be used by any CG department, ALB, NDPB, executive agency, Wider Public Sector or third sector organisation.Benefits of using PSGTVSBackground There are a number of benefits of using this framework. First of all, whether you have complex travel requirements or not, we can offer you a compliant route. You have a choice of two solutions and four excellent suppliers that will do their best to meet your needs. The framework also offers a choice of security assurance levels.Solution A offers for the first time to the public sector a global travel management Supplier capable of providing local / regional services in all geographic regions. This allows any customer with travelers based overseas to have a single Supplier capable of providing complex travel services locally, global contract management and access to consolidated management information to support the optimisation of a global travel program and a customer’s duty of care to all travellers.Solution B combines business travel booking services with meetings and venue find services, offering a true one-stop shop to all customers travel needs. Solution B provides access to the Suppliers online solutions through CCS’s Digital Travel Solution (DigiTS).The digital booking of travel is now widespread and frequently used by people for leisuretravel. The majority of customers expect their staff to self-serve by booking their own travel online. Therefore we made our solutions intuitive and easy to access. DigiTS provides access to PSGTVS and we continue to build on and enhance our digital platform, retaining the single sign on that gives the customer access to a choice of solutions and suppliers, including PSTVS (RM6016), our other travel framework and PSVHS (RM6013) offering access to a wide range of short and long-term hire vehicles.PSGTVS provides you access to commercial benefits of up to 13% through the awarded best in class Suppliers and the Public Sector Negotiated Programmes. CCS continues to focus on negotiating rail fares, air fares and hotel rates that make up the CCS Public Sector Programmes. These programmes are exclusively available to CCS S Public Sector Negotiated ProgrammesCreating more opportunities for cost savings and added value benefits, CCS have agreed special pricing arrangements with a wide range of accommodation providers and airlines that make up a centrally managed and contemporary air and accommodation programme accessible through PSGTVS framework. The programs are inclusive of different fare and rate types, enhanced terms and conditions and available for worldwide travel requirements To date, benchmark reports have told us that airfares through the programme are 9% lower than our peers and we pay lower rates for accommodation across major cities in the UK, for example; rates as low as 4% cheaper in London compared to peers.Access to the programmes is via your appointed PSGTVS Supplier and is available for online and offline bookings.Air Programme The Negotiated Programme - Air is a ‘Best in Class’ programme (peer benchmark by an incumbent Supplier), offering access to discounts over 1,200 routes across 40+ airlines. In addition to the range of fares available, the programme also offers a variety of benefits that include; additional baggage allowance, reduced fees for excess baggage, waivers on change fees and reduced fees for ticket amendments, waitlist clearance and many S Public Sector Negotiated Air Programme Suppliers include:Aer LingusAir AstanaAir CanadaAir ChinaAir FranceAlitaliaAmerican AirlinesANA All Nippon AirlinesAustrianAviancaBritish AirwaysBrussels AirlinesCathay PacificChina AirlinesDelta AirlinesEastern AirwaysEasyjetEmiratesEtihadFinnairGulf AirIberiaJapan AirlinesKenya AirwaysKLMKorean AirlinesLATAMLoganairLOT PolishLufthansaMalay*sia AirlinesNorwegianOman AirPhillipine AirlinesQANTASQatar AirwaysRoyal Brunei AirlinesRoyal JordanianSaudi Arabian AirlinesScandinavian (SAS)Singapore AirlinesSouth African AirwaysSwissThai AirwaysTurkish AirlinesUnitedVirgin AtlanticWestjet*programme subject to changes Accommodation Programme The Negotiated Programme - Hotel and Accommodation, negotiated and managed by CCS for all public sector customers under PSGTVS, is constantly expanding and evolving to adapt to evolving travel requirements. The programme covers more than 1,200 locations with over 6,200 negotiated room rates across more than 3,000 properties. In addition to VAT inclusive rates, the programme also offer a variety of benefits to travellers such as room only or breakfast inclusive rates, rates for single and double rooms, last room availability and allocations*. *Added Value benefits are dependent on the hotel & accommodation providerCCS Negotiated Accommodation Programme Suppliers / locations include:Suppliers include but are not limited to:TravelodgeIHG Premier InnAccor Jurys InnHiltonWyndham Hotel Group RadissonMillennium & CopthorneMarriottVillage HotelsNumber of properties with negotiated rates in top 10 high volume locations:320 in London104 in Manchester 97 in Birmingham 48 in Bristol 69 in Leeds/Bradford 57 in Newcastle 86 in Glasgow 77 in Liverpool 77 in Cardiff 94 in Edinburgh *programme subject to changes Frequently Asked Questions (FAQs)Q1. What's the difference between PSTVS (RM6016) and PSGTVS (RM6164)?Public Sector Travel & Venue solutions (RM6016)Public Sector Global Travel & Venue solutions (RM6164)Contract typeCommercial Agreement, customers sign an enabling agreementFramework, Buyers sign a call off contract independent from CCSMeeting and EventsAvailable with Calder under Solution 5Available in both Solution A & BDomestic Vehicle HireAvailable under Solution 4 (through an enabled CCS Vehicle Hire framework)Available in both Solutions A & BInternational Vehicle HireAvailable under Solution 4Available in both Solutions A & BSecurity requirementsCyber essentialsSolution A offers Cyber essentials Plus Solution B offers Cyber essentials (same as PSTVS)SuppliersAllows access to a specialist Supplier or a TMCOne stop shop onlyLength of buyer/customer contractPSTVS has a planned end date of Feb 2022, plus an additional 12 months termination assistanceNo maximum call off period in PSGTVS, however CCS recommends that where possible customers should ensure their Travel contract is up to date and competitive by retendering every 4 years. (Note, the term is also subject to the supplier’s acceptance and OJEU threshold)Q2. Has the Government’s CO2 / Green agenda been considered? Yes, this agenda formed a key part of our procurement process. The drive to reduce the need to travel, or to travel in a more environmentally friendly way, has also been incorporated. Q3. Has the Government’s SME objectives been considered?Yes, 2 out of the 4 Suppliers are SMEs. In addition, the inclusion of more independent hotels, B&Bs and apartments as part of the Crown Programmes for Accommodation will further support this.Q4. Will the Suppliers be able to support our duty of care requirements? Yes, reports will be immediately available to pinpoint the expected location of all travellers in the event of a security incident. It is up to the Buyer to discuss this with the Supplier and agree at call off level, the requirements and process to be followed.Q5. How much importance has been placed on the capability of the Suppliers’ online booking tool technology and how it delivers competitive rates / fares? A key element of the procurement process was to ensure that the Suppliers have an extensive range of content within their online solutions. With the drive to increase online adoption being a high priority due to the reduced or free online booking fee and ‘visual guilt’ element when a traveller makes the final choice on which rate/fare to book, it is proven this can reduce overall travel costs CCS recommends that during the discovery stage, the Buyer should have a demo of the Supplier’s online booking tool so that the Supplier can demonstrate how they can help with the organisation's key travel pain points. They should also extend an invitation to key travellers to assist with the OBT evaluation. In order to deliver competitive rates/fares, price match is available to customers and the PSGTVS Suppliers have access to the CCS negotiated rates programmes. The Framework contract managers at CCS have a mechanism in place to carry out audits with the Suppliers OBT’s to check the availability of these competitive rates.Q6. Who is responsible for pricing negotiations with travel service providers (airlines, rail, hotel)? CCS is the owner of the Public Sector Negotiated Programmes. We work with Suppliers to obtain discounted fares on key air routes and reduced rates at hotels in a multitude of locations in the UK and around the world. If a buyer has either an air route or a city where we do not have any discounted rates, the buyer should contact CCS so that we can endeavour to leverage our bulk buying power and negotiate a rate on their behalf. Q7. Who manages the Suppliers? Once the Call off is completed with the Supplier, the relationship in terms of the day-to-day service delivery resides between you (the buyer) and the Supplier. However, CCS can be used as an escalation point to support any contractual or unresolved issues if required. Q8. What is the maximum term we can stipulate for the Call off? There are no maximum term call off restrictions, however CCS recommends that where possible customers should ensure their Travel contract is up to date and competitive by retendering every 4 years. Q9. Is there a minimum spend level for a Further Competition? There is not a minimum spend, however Buyers should only run a further competition if they meet the requirements as set out in this guide. Suppliers can decline to compete in a further competition if they think the criteria has not been met.. Q10. What is DigiTS? The DigiTS portal is an online "front end" to the multiple CCS travel category commercial agreements Suppliers' booking tools. It provides a single sign on to all enabled booking tools and will allow organisations to collate MI from the multiple providers into one report as needed. More information is available from the CCS Travel team, please contact travel@.uk.Q11. Who do I contact if I’m having trouble accessing DigiTS? The CCS Customer Service Desk is the first point of contact for any DigiTS related queries contact Customer Service Centre: 0345 410 2222, or email: Info@.uk. For any problems that occur after the punch-out from DigiTS, in the Supplier’s Online Booking Tool, you will need to contact the Supplier directly details of which is held in the DigiTS user guide made available to your admin user. Q12. What are my options for invoicing and payment? Invoicing and payments terms are to be agreed between you (the Buyer) and the Supplier at the Call-off. Crown Commercial Service provides a range of Payment Services available to customers, including Fuel Cards and ePurchasing Cards, which you may wish to consider using. More information on these is available in our Payment Services brochure. Key abbreviations, terms & glossaryListed below are a number of key abbreviations and terms which we use in this document that you may find helpful.TermALBArms’ Length Body (of a Central Government department)CCSCrown Commercial ServiceCGCentral GovernmentDigiTSDigiTS is short for Digital Travel Solution and is a platform that is an online "front end" to the multiple CCS travel category commercial agreements Suppliers' booking toolsFAQFrequently Asked QuestionsKPIKey Performance IndicatorsNDPBNon Departmental Public BodiesPSGTVSPublic Sector Global Travel and Venue Solutions (RM6164)PSTVSPublic Sector Travel and Venue Solutions (RM6016)PSVHSPublic Sector Vehicle Hire Solutions (RM6013)SLAService Level AgreementSMESmall and Medium-sized EnterpriseCrown Commercial Service (CCS)BackgroundCCS plays an important role helping the UK public sector save money when buying common goods and services.We are the biggest public procurement organisation in the UK. We use our commercial expertise to help buyers in central government and across the public and third sectors to purchase everything from locum doctors and laptops to police cars and electricity.The collective purchasing power of our customers, plus our procurement knowledge, means we can get the best commercial deals in the interests of taxpayers.A framework comprises a description of common public sector requirements, a list of Suppliers who have been evaluated as capable of delivering the requirements, and standardised contract terms. Frameworks are often divided into lots, typically by product or service type.Advantages of buying through CCSThere is no doubt that buying though CCS can bring a number of benefits, including:buyers get competitive prices because Suppliers can sell large volumes of their products and services to UK public sector organisations as though they were supplying a single customerCCS vets and reviews Suppliers regularly. This saves you time finding Suppliers and checking their reliabilitya large number of Suppliers from multinational companies to small and medium sized business (SMEs)contracts include performance management, obliging Suppliers to improve value and service over timecontracts comply with public sector procurement regulationsstandardised contract terms reduce administrationfree to use for public sector and third sector organisationsWorking with CCSCCS will manage the performance of this framework by:Undertaking regular reviews with Suppliers to:review SLAs / KPIs measures, complaints, implementation and go live progress and monthly data provision.identify opportunities for greater contractual efficiencies and Supplier continuous improvementsidentify areas where customers can improve efficiencyWorking closely with our customers to:share Supplier feedback on potential efficiencies, supporting savings and best buying practicegain feedback on Supplier performance under Solutions A and B to support performance management and ensure Customer satisfaction.act as an escalation point for contractual or performance issues - the CCS travel team will work with both you and your Supplier(s) to help resolve issues / concerns.Further informationIf you require any further information please contactinfo@.uk 0345 410 222 You can also learn more about Crown Commercial Service at:Website: .ukTwitter:@gov_procurementLinkedIn:Crown Commercial Service49244258086725 ................
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