Travel Management Services

The University of Edinburgh is awarding a comprehensive Travel Management Services contract to cover all Business and Student Group Travel. Many of our students and staff travel as part of their studies, research, or to develop important connections across the UK and internationally. We are committed to supporting our community to do so as safely and efficiently as possible.

At the same time, we remain steadfast in achieving our ambitious sustainability goals, which include reducing carbon emissions related to travel. As transport costs increase worldwide, this service will support our work to safeguard our community, reduce University expenditure, and provide high-quality data for carbon and travel reporting.

The University has included buffers within the value to account solely for potential increases in travel volumes or rising costs to mitigate future contract modifications.

The anticipated contract value is not a commitment or a guaranteed level of spend. Potential fluctuations in travel demand, internal policy changes and external factors may result in lower spending.

The contract period is 3 years, with the option to extend for an additional 4 x 1 year.

The core requirement of this project is to develop an integrated travel management platform that handles a variety of travel-related services.

• Online and offline booking capabilities.
• Rail travel (including cross-channel rail services).
• Air travel (domestic, European, and international).
• Accommodation bookings (domestic, European, and international).
• Dedicated Account Management, Online and Offline teams who will serve as the direct contacts.

The need for a robust travel management system is driven by the complexity of travel arrangements, sustainability targets, enhanced duty of care, improved user experience and driving financial and administrative efficiencies.

The objectives and goals of the UoE Sustainable Travel Policy are threefold:

1. Delivering on ambitious sustainability goals by reducing carbon emissions related to business travel and providing high-quality data for carbon and travel reporting.

2. Supporting the University's duty of care for staff and students, particularly those travelling overseas, ensuring their safety and well-being.

3. Providing value for money by improving cost efficiency and streamlining the administration of reimbursements within the University's large, complex organisational structure.

Lot Description

Lot 1 – Business Travel Services - This lot provides Members with access to a fully managed service for all UK and International travel and associated services. The Member will be able to research and book using an online tool and/or via offline booking channels using a traditional call centre/agent type operation (on the lowest cost non-Premium Line telephone number). This lot will cover UK and International Air, Rail, and Hotel services; Ferry services; Eurostar; International Vehicle Hire; Visa services; and relevant professional advice to all clients.

Initial contract length 3 years, with the option to extend for an additional 4 years ( 4 x 12 month extensions)