Request for Quotation Q2018-09€¦ · would reveal commercial-in-confidence information or...

D03035077

Request for Quotation Q2018-09

Travel Management Services Brief Issued: Thursday 19th October 2017 Closing Date: Thursday 2nd November 2017 Term: Twelve (12) months with one optional twelve (12) month

extension, offered at Council’s discretion Contact Officer: Ingrid Watling Phone: (02) 9093 6818 Email: [email protected] Postal Address: Randwick City Council

30 Frances Street, Randwick NSW 2031 Email: [email protected] Website: www.randwick.nsw.gov.au Please label all submissions as ‘Q2018-09 Travel Management Services’ and email to [email protected] by the abovementioned deadline. Note: Submissions received after the closing date and time will not be considered.

Trim Reference: F2017/00336

mailto:[email protected]

http://www.randwick.nsw.gov.au/

mailto:[email protected]

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1. INTRODUCTION

Randwick City Council invites suitably qualified suppliers to submit proposals for the provision of a local and personalised service for the following travel related services:

o air travel: both domestic and international, including transfers; o accommodation: both metropolitan and country destinations, as well as

international bookings; o rental cars: reservations made for domestic and international travel; and o management reporting and related services.

Government or discounted rates are to be applied, where applicable and available. Current spend on travel averages $30,000 per annum. The majority of travel consists of domestic air travel, accommodation and car hire. International travel bookings may be required but would likely be limited to one to two trips per annum for a minimal number of staff.

2. OBJECTIVES

Randwick City Council seeks suitable qualified suppliers to provide a local and personalised service for travel management services including but not limited to all bookings, tickets and delivery of associated documents for domestic and international travel arrangements. This includes air travel, accommodation, vehicle hire and travel insurance. The request for quotation process will enable Council to establish a standing offer agreement with a supplier at the agreed rates for a twelve month period with one optional twelve month extension offered at Council’s discretion.

3. REQUIREMENTS

1. Vendor to arrange all bookings, tickets and delivery of associated documents for domestic and international travel arrangements. This includes air travel, accommodation and rental cars.

2. Air Travel:

• provide bookings for both domestic and international travel;

• provide airport transfers, if requested;

• provide the ‘best fare’ of the day, regardless of the carrier but subject to availability;

• stipulate whether fares are flexible or fixed; and

• provide Government or discounted rates, where available.

3. Accommodation:

• Bookings at metropolitan or country destinations;

• International bookings;

• Provide best available rates of the day;

• Advice on inclusion of meals, if provided/offered;

• provide Government or discounted rates, where available; and

• provision for any special needs or requests, if required.

4. Rental Cars:

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• Vehicle hire for both domestic and international travel;

• NSW Government has an Australia-wide preferred supplier panel agreement with Avis, Budget and Hertz and these companies are to be used as the preference, where available.

5. Management Reporting:

• Provision of a monthly reporting function on current and completed bookings and annual Council expenditure to date.

• Departmental and Individual account details should be provided.

• Reports to be submitted electronically or be available for Council access via the Internet.

6. Group Bookings or Package Deals:

• Group bookings may be required for domestic or international air travel, accommodation, and car hire for groups of up to 30.

• Package deals should be offered, where available and cost effective to Council.

7. Payment:

• Council’s preferred payment option will be made via EFT (Electronic Funds Transfer).

8. Insurances:

• Council will require options for travel insurance for domestic travel.

• Council maintains appropriate insurance for international travel so only domestic travel insurance may be required.

9. Other services:

• Access to bookings for rail travel and coaches.

• Assist with visa applications, where required by the traveller.

4. PRICING

Please use Schedule 3 Pricing to outline your fees and charges for providing the required services, and state any other fees/charges or any discounts if applicable.

5. REFEREES

Please provide a minimum of two (non-Randwick City Council) references to other relevant work completed within the last 3 year period.

6. INSURANCES

Suppliers are required to have a minimum of $20M of Public Liability insurance, and Workers Compensation insurance (unless you are a sole trader). Please provide Certificates of Currency with your submission as proof of these insurances.

It is acceptable to provide an undertaking to obtain the necessary insurance cover prior to contract commencement, if successful.

All insurances must be kept current for the duration of the Contract, and copies must be sent to Council as soon as they are renewed, extended, and/or changed.

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7. EVALUATION CRITERIA

The following criteria will be used to assess proposals:

• Compliance with all of Council’s requirements (as outlined in this document);

• Capacity to fulfil the requirements of this RFQ;

• Demonstrated knowledge and experience in the industry; and

• Value for money.

8. SUBMISSIONS

All submissions shall be in writing and should include the following:

• A completed response form Attachment A (includes all schedules);

• Copies of all insurance certificates as per Insurance Requirements; and

• Attach any additional documentation that supports your experience and capability to fulfil the requirements of this RFQ.

Please note: If you are carrying on an enterprise (this is usually a business) you are required to quote your Australian Business Number (ABN). If you do not quote your ABN and do not complete the Attachment B “Statement by Supplier”, Council will be required to withhold 48.5% from your payment and send the withheld amount to the Australian Taxation Office (ATO).

9. EVALUATION AND APPOINTMENT

After the closing date, Council’s evaluation committee will review the submissions received. Once the evaluation has been finalised, suppliers will be advised if they have been successful or unsuccessful.

Council will notify the successful supplier by way of an email, and if Council’s offer is accepted, thereafter the supplier will be engaged via a Council purchase order. Council’s Standard Terms and Conditions of Purchase will apply, and for reference this is available at:

http://www.randwick.nsw.gov.au/__data/assets/pdf_file/0004/173677/Randwick-Terms-and-Conditions-of-Purchase-July-2016.pdf

Special circumstances may arise where Council requires obtaining goods and/or services outside of this agreement.

Randwick City Council supports the initiative to shop local where possible.

10. STATEMENT OF BUSINESS ETHICS

Randwick City Council has adopted a "Statement of Business Ethics". This Statement defines the principles of conduct that are expected of both parties in order to ensure the integrity and professionalism of both organisations is enhanced and is a statement of Council’s values and systems of accountability. A copy of this statement is available at:

http://www.randwick.nsw.gov.au/__data/assets/pdf_file/0016/26161/Statement-of-Business-Ethics.pdf

Breaches of the Statement may constitute grounds for termination of a Service Agreement. All suppliers shall apply the “Statement of Business Ethics” in all their business practices/dealings with Council and its employees.

11. CLARIFICATIONS

No statement made by any member of Council’s staff may be construed as modifying this RFQ unless confirmed in writing by Council.

Any advice, given by Council to an applicant for the purpose of clarifying the meaning of, or containing information relevant to this RFQ, will also be given to all other applicants (without





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disclosing the name of the applicant who sought the clarification) in writing unless doing so would reveal commercial-in-confidence information or intellectual property of an applicant or sensitive information relating to an applicant.

12. ATTEMPTS TO INFLUENCE RFQ PROCESS

Any applicant who attempts to influence any Councillor or a Council staff member about this Request for Quotation will be disqualified from the process.

13. CONFLICT OF INTEREST

Applicants shall declare any conflict of interest (or any potential for a conflict of interest) concerning this Request for Quotation.

Further information regarding conflicts of interest is provided in the “Statement of Business Ethics”




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Q2018-09

Travel Management Services

Attachment A: Response Forms

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Schedule 1: Business Information

1. Business Name:

2. Trading Name:

(if different from above)

3. ABN:

4. If you do not have an ABN, you are required to complete Attachment B: Statement by a Supplier.

Yes No

Has this been completed and attached?

5. Company Address

6. Contact Details

Contact Person:

Phone:

Mobile:

Email:

7. Bank Details for EFT Payments

Bank Account Name:

BSB:

Account Number:

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Yes No

8.1 Do you have the required Public Liability insurance coverage?

8.2 Have you attached a Certificate of Currency with your submission?

8.3 If ’NO’, are you prepared to obtain the required insurance coverage prior to contract commencement?

Yes No

9.1 Are you a sole trader?

(if ‘NO’, move to 9.2)

9.2 Do you have Workers Compensation insurance?

9.3 Have you attached a Certificate of Currency with your submission?

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Schedule 2: Experience and Capability

2.1 Please state if you comply with the service specifications outlined in this RFQ document under 4. Requirements:

Yes

No

Please state if you comply with the terms and conditions outlined in this RFQ document and Randwick City Council’s Standard Conditions of Purchase (as per the link provided):

Yes

No

If NO is ticked above, please outline any areas of non-compliance.

2.2 Experience 2.2.1 Please describe your suitability in delivering the services required, including

references to other relevant work of a similar nature.

2.2.2 When did your organisation commence providing the goods and services sought in this Quotation?

2.3 Booking Process

2.3.1 Booking procedures: Please provide an overview of the booking procedures and include a sample travel profile.

2.3.3 What is your process for handling urgent bookings (ie: within 24 hours)?

2.3.4 What is the procedure for making changes to existing bookings?

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2.3.6 Do you source all available options in terms of airlines and accommodation? Generally, how many options are offered per booking request?

2.4 Payment and Refunds

2.4.1 Will you accept Randwick Council’s preferred payment in the form of EFT (Electronic Funds Transfer)?

2.4.2 Please provide information on your refund policy.

2.5 Reporting

2.5.1 Provide details on Management Reporting that will be provided to Council

2.6 Contact Details, Customer Service and Emergency Contact

2.6.1 Please provide contact details of key personnel such as:

Account Manager / Primary Contact Person

Name Title

Phone Facsimile

Mobile No. Email Address

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Secondary Contact Person

Name Title

Phone Facsimile


Other Contact Person (if applicable)

Name Title

Phone Facsimile


2.6.2 Who do we contact if we have problems that have arisen while traveling?

2.6.3 What hours do you operate and who do we contact in an emergency?

Is there a cost for after-hours contact and/or assistance?

If YES, please advise any costs in Schedule 3 Pricing.

2.7 Additional Information

2.7.1 Any other additional information Council should consider

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Schedule 3: Pricing

3.1 Service pricing

All pricing provided must be GST exclusive and a detailed description must be provided for any other fees or surcharges.

Rate

(ex GST)

Comment

1. If service fees and charges are Transaction Fee based, please provide the following information:

Domestic Fee

Trans Tasman Fee

International Fee

Other applicable fees (describe)

2. If online bookings are available, provide details on the applicable charges.

Domestic Fee

Trans Tasman Fee

International Fee

Other applicable fees (describe)

3. Please provide details of any surcharges or additional fees that may apply.

4. Please indicate all of your options for payment, and payment terms and conditions.

5. If applicable, are Transaction Fees per person based, therefore inclusive of all air segments and land content?

If not, please describe how Transaction Fees are charged.

6. If applicable, please provide information of when Transaction Fees do not apply.

7. If service fees and charges are not transaction based, please provide detailed information on how charges are applied.

8. What options are available for domestic travel insurance? Are there standard rates?

9. Additional information

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3.2 Any Government discounts offered? YES NO

If yes, please provide details of any Government discounts offered.

Schedule 4: References

Please provide a minimum of two (non-Randwick City Council) references to other relevant work completed within the last 3 year period.

Reference 1

Contact Name Title

Organisation Name Email Address

Phone Mobile No.

Description of Project / Key Deliverables

(Outline major challenges and how these were responded to)

Reference 2

Contact Name Title

Organisation Name Email Address

Phone Mobile No.

Description of Project / Key Deliverables

(Outline major challenges and how these were responded to)

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Schedule 5: Declaration

Declaration

I have read and understood the Statement of Business Ethics and agreed to abide by these conditions in all dealings with Council.

I also state the information provided in this response is accurate, to the best of my knowledge.

Signature

Name

Position

Date

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Attachment B: Statement by a Supplier

Request for Quotation Q2018-09€¦ · would reveal commercial-in-confidence information or...

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