Provision of Travel and Transport Bookings

Location

Cardiff and Vale of Glamorgan:

Description

CVUHB is seeking a professional provider to manage all aspects of travel and transport logistics. The provider will be responsible for booking and coordinating national and international travel, arranging local transport within the UK, and offering responsive support throughout the travel process. The service must be efficient, cost-effective, and fully compliant with CVUHB’s travel policies. Scope of Work: The appointed provider will oversee the full range of travel logistics, including booking international and domestic flights for authorised travellers. They will also arrange train and coach travel for journeys within the UK, and coordinate airport transfers, hotel-to-venue shuttles, and other local transport needs. All travel must be planned in accordance with CVUHB’s policies, ensuring value for money and accommodating any special requirements. These may include accessibility needs, dietary considerations during transit, and baggage allowances for medical or research equipment. The provider will offer a dedicated point of contact for travel-related queries, including last-minute changes or cancellations. They will work closely with CVUHB staff to manage travel approvals, documentation, and itinerary planning. Clear and consolidated travel itineraries must be provided to all travellers in advance. In the event of travel disruptions, the provider will be expected to respond promptly, offering re-booking options and alternative arrangements to minimise any impact on CVUHB’s operations. Output Required: The appointed provider will be expected to deliver a range of outputs that ensure transparency, efficiency, and ease of coordination across all travel activities. For every individual and group journey, the provider must produce comprehensive travel itineraries that clearly outline all segments of the trip, including departure and arrival times, transport modes, accommodation details, and any relevant instructions or contact information. In addition to itineraries, the provider must supply formal booking confirmations for all flights, train journeys, and local transport arrangements. These confirmations should be timely, accurate, and accessible to both the traveller and relevant CVUHB administrative staff. To support financial oversight and demonstrate value for money, the provider must maintain a documented record of all travel-related costs. This should include a breakdown of expenses per trip, as well as any savings achieved through negotiated rates, group bookings, or policy-compliant alternatives. These records will be used to monitor budget adherence and inform future travel planning.

Renewal Options

Primary contract period:1st December 2025 – 30th November 2030 Extension period 1: 1st December 2030 – 30th November 2031 Extension period 1: 1st December 2031 – 30th November 2032 Extension period 1: 1st December 2032 – 30th November 2033

Award Criteria

CPV Codes

• 60000000 - Transport services (excl. Waste transport)
• 55110000 - Hotel accommodation services

Indicators

• This is a recurring contract.
• Renewals are available.

Other Information

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