The University of Southampton
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Travel Management Company – update

Following 18 months of Pre-Market and Stakeholder engagement, Procurement have finished capturing the University requirements for a Travel Management Company (TMC) and  writing the Specification for the tender to find the University’s next TMC contract.

The University will be inviting suppliers to tender for the opportunity in January 2025.

University of Southampton blue sign in foreground with foliage and building 37 behind.

Why are we looking for a new travel company?

The current TMC contract with Clarity ends in October 2025, and as such the University is now re-tendering to award a new contract.

In order to maximise market engagement, drive competition and deliver a value-for-money service, the University is utilising the Open Tender procedure. This will allow any suitably qualified TMC, including Clarity, to submit a tender.

What’s in the specification?

The specification outlines the University’s requirements and expectations for the services provided by a TMC.

The specification has been written following an extensive consultation with the University’s TMC User-Group. The TMC User-Group comprised 25 staff with representation from across faculties, to ensure that the needs and requirements of all staff have been considered in the specification.

The TMC User-Group have provided valuable input to the specification, to ensure that the University’s requirements will be met and that the TMC contract will deliver a service that will benefit as many staff as possible.

The key focus of the specification are Service and Usability, with consideration given to Accessibility, Traveller Safety, Sustainability and Value for Money.

If I’m a traveller or regularly book travel, do I need to do anything now?

All travellers and bookers will continue to use our current Travel Management Company, Clarity, until services under the new contract start in October 2025. Further advice will be made available to travellers and bookers following the contract award decision.

What are the next steps?

January 2025 – The tender will go live, allowing interested Travel Management Companies to review our requirements and prepare their tender submissions.

The tender will open which means interested travel companies will have five weeks to submit their applications. During that time they will need to make their systems available so the University can check whether they fit our specification.

February 2025 – The Suppliers will need to submit their tender for the University to evaluate.

March – April 2025 – The University will evaluate the submitted tenders, and Suppliers will have their proposed booking systems tested by University user groups.

May 2025 – Following evaluation and system testing, the new TMC Contract will be awarded to the successful supplier.

June to September 2025 – Implementation Phase.

October 2025 – The new contract will start.

 
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