Work has started at the University to award the next travel management company (TMC) contract. The contract for Clarity – our current TMC – ends in October 2025 and this re-tender is a standard process to find the University’s next travel company.
The review has involved inviting 22 staff, representing all faculties and professional services directorates of the University, to join a travel user group. Some of the user group members are frequent travellers and bookers.
As well as updating the specified requirements of a supplier, the user group has now held six, one-hour sessions with prospective suppliers to see their booking systems in action and to understand what the suppliers could offer the University in terms of service.
Wendy Appleby, Vice-President (Operations) and Travel Sponsor says:
“It’s important in this re-tender that we listen to a diverse range of people across the University, including those who travel frequently, our experts on health and safety, accessibility and sustainability.
This will ensure we get a good understanding of our requirements for a new TMC provider, on topics ranging from service levels to accessibility, usability of booking system to traveller safety.
It’s been a helpful process which will ensure we can write the best possible specification for our travel requirements that incorporates everyone’s needs.”
What are the next steps?
July-September 2024 – the Procurement team will start to draft the tender specification, with help from the user group. They will structure the tender to include weightings for usability of system, quality and price. Detailed requirements related to sustainability and accessibility will also be added to the specification.
December 2024 – publication of the final tender which means potential travel companies can apply to the University to be considered for the contract.
Spring 2025 – award the contract to new supplier – this date will allow for any supplier changeover by Oct 25, when the current contract expires.