Overseas Educational Travel Services

Location

Edinburgh

Description

The City of Edinburgh Council is publishing this Prior Information Notice to advise the market of its intention to tender a contract for the provision of Overseas Educational Travel Services and to invite engagement from suitably qualified and experienced providers ahead of a formal procurement exercise.

Total Quantity or Scope

The services will support overseas curriculum-linked trips and educational visits undertaken by pupils attending Edinburgh primary and secondary schools. The scope is expected to include: End-to-end itinerary design, coordination, and management for overseas school trips Booking and management of transport (air, rail, and coach as appropriate) Sourcing and quality assurance of accommodation suitable for school groups Organisation of excursions, cultural visits, and curriculum-linked activities Preparation of destination-specific risk assessments and travel safety documentation Arrangement of appropriate travel insurance covering pupils, accompanying staff, and supervisors 24-hour in-trip emergency support and crisis management capability Compliance with all relevant child protection, safeguarding, and health and safety requirements applicable in Scotland Trips will be principally within Europe, though the contract may also accommodate occasional longer-haul visits. The City of Edinburgh Council operates a sizeable school estate of over 100 primary and secondary schools across the city.

CPV Codes

• 63510000 - Travel agency and similar services
• 63511000 - Organisation of package tours
• 55110000 - Hotel accommodation services
• 60400000 - Air transport services

Indicators

Other Information

Interested organisations should note interest and may be contacted for further follow up information prior to a tender process. It is expected that any formal procurement will require tenderers to demonstrate, as a minimum: Valid ATOL protection and ABTA membership (or equivalent bonding and consumer protection arrangements) sufficient to cover the services provided Compliance with the Package Travel and Linked Travel Arrangements Regulations 2018 Demonstrable experience of designing and delivering overseas group travel for school-age children on behalf of local authorities or equivalent public sector clients Robust safeguarding, child protection, and group supervision procedures — including, in respect of any staff engaging in regulated roles with children, compliance with the Protection of Vulnerable Groups (Scotland) Act 2007 and the mandatory PVG scheme membership requirement in force from April 2025 Comprehensive public liability, employers' liability, and professional indemnity insurance at levels proportionate to the contract value Clear escalation and 24/7 emergency response protocols for incidents occurring overseas Hold current STF Assured Membership, or be able to demonstrate equivalent independently audited safety management standards, financial protection, and educational travel competence as assessed against the STF Code of Practice NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=832866. (SC Ref:832866)