Buying Solutions - The National Procurement Partner for UK Public Services

1.

What are the benefits of using the travel frameworks?

There are a range of benefits available to customers using the travel frameworks such as:

All framework users will enjoy reduced costs based on automatic volume breaks.

2.

What is the role of Government Procurement Service?

As the contracting authority, we will maintain and develop the supplier relationship at a framework level. This includes monitoring the travel booking agents’ performance and collating management information across the frameworks.  Our travel team will continue, throughout the lifetime of the framework agreements, to seek out opportunities to maximise savings opportunities for customers, ensuring that any developments keep pace with changes in the market and industry innovations.

We will also support customers in the resolution of contractual matters including intervention with Travel Management Service Providers if necessary.

3.

Who is responsible for pricing negotiations with the travel suppliers?

Government Procurement Service is the only party able to enter into pricing related discussions with suppliers, therefore prices are fixed unless agreed with us. This provides the opportunity to maximise on the aggregated spend across the framework which all our customers, regardless of individual spend levels, benefit from.

4.

What level of commission will  be charged to customers who use the travel frameworks?

How will the commission be collected?

Commission payable is 0.5% of the total cost of the booking payable by the customer (net of VAT) to the supplier. 

The commission payable covers our operational costs and allows us to invest in deals established through the frameworks.

The commission is paid directly by the travel booking agent to Government Procurement Service on a regular basis.

5.

Why do I need to sign a call-off contract?

Drawing up your call-off contract is extremely important as it is the legal binding document defining the roles and responsibilities of both yourselves and your chosen travel booking agent.  We will provide you with the call-off contract.

6.

Where does the contractual relationship reside?

Once the call-off contract is established between your department and the travel booking agent, the contractual relationship in terms of day to day management resides with you and your chosen travel booking agent, as with all framework arrangements.

7.

What is the minimum and maximum length of time I can stipulate for my call-off contract?

This depends on which framework you choose:

a) Travel Management Service Providers (lot based): It is recommended that your call-off contract should be for a minimum of 1 year to ensure you gain maximum cost effectiveness from the arrangement.

The maximum term for your call-off is 5 years or 1 year after expiry of the framework, whichever is the earliest.

b)  Travel Management Services (One Stop Shop):  Your call-off contract will be either 4 years from the start date of the framework (2 March 2009) or 1 year after the expiry of the framework agreement whichever is the earliest. 

8.

On what basis can I go directly to one supplier (avoiding further competition) and justify that choice?

Further competition is not mandatory.  We recommend direct award. Prices are fixed and non-negotiable except at framework level.  You can go direct to one supplier if you can identify from the information provided which travel booking agent is best able to meet your requirements and offer best value for money.

9.

Has the Government’s green agenda been considered?

Yes, as per the service specification.

10.

Will the travel booking agents be able to provide crisis management support?

Yes, as per the service specification – within one hour following a crisis situation all suppliers are able to provide a list of staff and bookings made.

11.

Will I be able to specify the format and frequency of management information (MI) from each of the travel booking agents?

Yes, in whatever format you require.

12.

Will each of the travel booking agents be able to provide savings reports?

Yes, this requirement should be highlighted for discussion at your implementation meeting.

13.

I want to tailor the service delivery requirements to meet my organisation’s particular needs. How much scope do I have to personalise the service delivery so it best meets our operational requirements?

The specification and service delivery levels can be modified for your organisation’s specific needs, providing any changes do not compromise the original OJEU and evaluation criteria; and do not seek to add anything not covered in the service specification.

The travel team can provide further clarification on this matter.

14.

What considerations have been made in respect of invoicing?

This should be part of your supplier selection process.  The specification has made provision for traditional and electronic transactions.

15.

Can I still use my payment card to pay for my travel bookings?

Yes, suppliers accept all major cards.

16.

The industry is moving towards online booking services. Are there provisions within the travel frameworks to enable us to book our travel requirements online?

The pricing structure has been incentivised to encourage online booking, and to take full advantage of the inherent efficiency savings.  

There is a range of services available directly from each of the suppliers and you can discuss your own particular requirements with them.

17.

Why is it necessary to have a strong travel policy?

A travel policy is essential to:

1. Ensure all travelling employees have a clear and consistent understanding of how to comply with your organisations travel rules as defined in your policy.
2. Safeguards the well being, comfort, safety and security of employees.
3. Communicates obligations to sustainability issues.
4. Facilitates the provision of enhanced supplier service levels at the lowest possible cost.

We can provide advice on establishing and implementing travel policy.

18.

Staff from our organisation travel overseas on business. Has a provision for overseas travel been made within the travel frameworks?

Overseas booking is included.

19.

Are UK Government Departments based overseas able to utilise the frameworks?

Yes, all public sector departments, whether based in the UK or overseas, are able to use the frameworks for UK and overseas services.

20.

Do all suppliers offer national coverage?

Yes.

21.

Will the suppliers be able to provide 24 hour service?

Service delivery will be available for all customers 8am to 6pm Monday to Friday, supported with a 24/7 emergency service. Online booking is of course available 24 hours.

Please note there are often additional charges for ‘high touch’ bookings made out of core hours.

22.

What provision has been made in the frameworks for KPIs?

These can be discussed and agreed with your supplier as part of the selection process.

23.

What are service credits?

Service credits will give you the peace of mind of knowing that if your chosen supplier under performs on agreed service levels you can request a financial credit.

24.

What is gain share?

Gain share means you’ll be able to agree an incentive model with your chosen supplier to help drive down costs.  For example, if your average hotel rate is £90 you can agree a target of £80 with your supplier and share the benefit of saving.

25.

What is the difference between PER TICKET for rail and PER TRANSACTION for rail?

PER TICKET -

This is the fee for booking each separate ticket. For example a return journey booked as two singles would incur two charges.

PER TRANSACTION -

This is the fee for the booking part of the 'transaction': up to 8 passengers, travelling at the same time, for journeys between the same locations and paid for as one payment. For example two single tickets for up to four people or 8 return tickets booked at the same time.

26.

What is TOD?

Ticket on Departure (TOD) is the cost of a ticket to be collected from a kiosk at the station.

27.

Please explain: -

Air – Domestic           

Air – Regional

Air – International

Domestic = Travelling by air in the UK

Regional = Travelling by air in Europe

International = Long haul (outside of Europe)

28.

What does GDS mean?

Global Distribution System – a worldwide computerised reservation network used as a single point of access for reserving airline seats, hotel rooms, rental cars, and other travel related items by travel agents, online reservation sites and large corporations. The main GDS are Amadeus, Galileo, Sabre, and Worldspan which are owned and operated as joint ventures by major airlines, car rental firms, and hotel groups. GDS can also be called automated reservation system (ARS) or computerised reservation system (CRS).

29.

What does low touch and high touch mean?

Low touch – booking online

High touch – booking over the telephone (manual intervention)

30.

What does BTC mean?

Business Travel Centre (BTC)