Travel management services

The European Training Foundation (ETF) has issued a call for tenders designated ETF/2025/OP/0008 for travel management services within a framework contract. This opportunity is structured as an open procedure requiring electronic submission, with the objective being to sign a contract with a single service provider to manage travel agency services according to the foundation's policies. The estimated total contract value is €3,000,000 over a maximum duration of 48 months.

The deadline for tender submissions is set for May 27, 2025, at 16:00 Europe/Rome, with the public opening scheduled for May 28, 2025, at 10:00 Europe/Rome. Following the deadline, the contracting authority will not respond to questions submitted after May 19, 2025, at 05:00 Europe/Rome.

The selection criteria include the suitability for professional activity, economic and financial standing, and technical and professional ability, which must be detailed in the procurement documents available for download. The award will be based on the best price-quality ratio methodology.

The maximum duration of the framework contract allows for possible extensions, and there is no co-funding requirement specified. Tenderers are advised to electronically submit comprehensive documentation, including an invitation letter, technical specifications, and a draft contract.

The service provider will need to arrange comprehensive travel management services that include timely visa provisions and adherence to scheduled travel policies set by ETF. Among the frequently traveled destinations identified for ETF staff are Belgium, Italy, Egypt, and several others across Europe, Africa, and Asia.

The tendering process permits the submission of up to 200 documents, and utilizes a secure online platform that supports all EU official languages. To enhance competitiveness, tenderers are encouraged to suggest improvements to the minimum service requirements during their offers.

Overall, the ETF aims to establish a reliable partnership with a qualified service provider who can efficiently manage its travel operations while adhering to established guidelines and policies.

The European Training Foundation (ETF) has issued a call for tenders, ETF/2025/OP/0008, for travel management services. The procedure is an open procedure with electronic submission. The objective is to establish a framework contract with a single service provider to handle travel agency services according to ETF policies. The estimated total value of the contract is 3,000,000 EUR. The TED publication date is 18/04/2025, with TED reference number 77/2025 257872-2025. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio, using a framework agreement without reopening of competition.

The deadline for receipt of tenders is 27/05/2025 at 16:00 Europe/Rome. The date and time of the public opening is 28/05/2025 at 10:00 Europe/Rome. The contracting authority is not obligated to answer questions submitted after 19/05/2025 at 05:00 Europe/Rome.

Selection criteria include: Suitability to pursue the professional activity, Economic and financial standing, and Technical and professional ability. Detailed information on these criteria can be found in the procurement documents.

The following documents are available for download:
ENETF2025OP0008 Invitation TravelInvitation letter, published on 18/04/2025, Version 1, No translations available
ENETF2025OP0008 Technical specs TravelTender specifications, published on 18/04/2025, Version 1, No translations available
ENETF2025OP0008 Draft contractDraft contract, published on 18/04/2025, Version 1, No translations available
ENAnnex B Contact details, published on 18/04/2025, Version 1, No translations available
ENAnnex C - Decl. Exclusion-selection, published on 18/04/2025, Version 1, No translations available
ENAnnex D - Financial solvency table, published on 18/04/2025, Version 1, No translations available
ENAnnex E - Business partner modules, published on 18/04/2025, Version 1, No translations available (three versions of this document are listed)
ENAnnex F - ETF travel policies, published on 18/04/2025, Version 1, No translations available

Submissions must be sent electronically to the specified address.

Questions and Answers (Q&A)
A compilation of questions and answers related to the tender has been published. Some of the key clarifications are:

65093: The fee for visa provision covers only the cost of the tenderer to provide the services. The cost of the visa and any eventual fee applied by intermediaries will be reimbursed at cost.
65087: Information related to 2024 ticket transactions: Italy: Flights 58, Bus 24, Train 4. Europe: Flights 326, Bus 7, Train 10. Africa: Flights 119, Bus 1, Train 1. Asia (Middle East, Central Asia): Flights 146.
65005: The ETF shall approve or reject the monthly report and proceed to the payment of the invoice within thirty (30) days from receipt.
65000: Tenderers are required to provide their offers directly in Annex A their proposed improvements to the minimum service requirements.
64991: Tenderers are required to sample invoice and monthly report reflecting the requirements described in the Terms of reference.
64990: For reporting requirements, refer to the technical specifications: paragraph 2.13 on page 11, paragraph 5. on page 13, paragraph 6.Payment plan on page 13.
64987: The financial proposal shall be presented as per paragraph 11.2 on page 21 of the technical specifications.
64753: The fee for visa provision is only one, independently of the complexity of the visa required.
64752: If the traveller asks the contractor to provide an insurance policy in order to obtain a visa, the fee for insurance provision will be applied.
64751: During the implementation of the framework contract the ETF might choose to join the EC contract.
64750: The ETF expects to receive separate monthly invoices per service.
64745: The 2-hour SLA for providing the service does not apply to the provision of visa.
64742: The service provider must arrange the provision of visa in time for departure.
64740: Normally, ETF staff place of departure is Turin or Milan.
64540: The 2-hour response time applies regardless of the departure date.
64539: Additional or more detailed contract implementation modalities may need to be agreed after a trial of the internal ticketing system proposed by the tenderer.
64489: If you attach a copy of a recent bank statement, the stamp of the bank and the signature of the bank's representative are not required.
64468: The fee is applicable for each operation (issuance, modification, cancellation) of travel tickets.
64467: The ETF does not have an online booking tool. The tenderer may provide a self booking tool as an improvement to the services requested.
64262: Most requested destinations in 2024: Belgium (103 missions), Italy (52), Egypt (22), Moldova (19), Serbia (18), Albania (17), France (17), Hungary (17), Greece (15), Germany (14), Georgia (13), Spain (13), Turkey (12), Morocco (12), Armenia (11), North Macedonia (11), Tunisia (9).
64260: Exceptions to the two-hour response time may be envisaged if duly justified.
64259: Currently the ETF envisages to book services via an online self-booking tool that will be made available by the tenderer (or in alternative via email).
64258: Points 1, 2 and 3 on page 12 of the technical specifications are applicable for travel services for non-ETF staff.
63673: The maximum response time described in paragraph 2.1, page 6 of the technical specifications, is correct. There is a typo in paragraph 2.9, page 10 of the technical specifications.
63047: The maximum budget available under the framework contract is € 3,000,000 during a period of 48 months.

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In summary, this is a call for tenders by the European Training Foundation (ETF) to find a single service provider for comprehensive travel management services. The contract is a framework agreement with a maximum budget of 3 million euros over 48 months. The tender is open to all eligible organizations that can demonstrate the required professional, economic, and technical capabilities. The selection will be based on the best price-quality ratio. Tenderers must submit their proposals electronically by the deadline, following the guidelines and requirements detailed in the tender documents. The ETF is seeking a reliable partner to manage its travel needs efficiently and in accordance with its established policies.

Eligible Applicant Types: The eligible applicant types are not explicitly stated but implied to be service providers capable of delivering travel agency services. The selection criteria mention "Suitability to pursue the professional activity," suggesting that eligible applicants must be businesses or organizations with the legal and professional capacity to operate as a travel agency.

Funding Type: Procurement. The opportunity is described as a "call for tenders" with the objective of concluding a "framework contract," indicating a procurement process for services.

Consortium Requirement: The tender aims to conclude a framework contract with "one service provider," indicating that a single applicant is required.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU funding opportunity, it is likely open to entities registered in the EU and potentially EEA countries. The high number of destinations within Europe suggests a focus on service providers within the European region.

Target Sector: The target sector is travel agency, tour operator, and tourist assistance services, as indicated by the CPV code 63500000.

Mentioned Countries: Belgium, Italy, Egypt, Moldova, Serbia, Albania, France, Hungary, Greece, Germany, Georgia, Spain, Turkey, Morocco, Armenia, North Macedonia, Tunisia, Uzbekistan. Also, Europe, Africa, Asia (Middle East, central Asia).

Project Stage: The project stage is not applicable, as this is a service contract. The selected service provider will be responsible for the ongoing provision of travel management services.

Funding Amount: The estimated total value of the framework contract is 3,000,000 EUR over a period of 48 months.

Application Type: Open call. The procedure type is explicitly stated as an "Open procedure."

Nature of Support: Non-monetary services. The selected tenderer will receive payments for services rendered under the framework contract.

Application Stages: The number of application stages is not explicitly mentioned, but it can be inferred that there are multiple stages involving the submission of a tender, evaluation of selection criteria (suitability, economic and financial standing, technical and professional ability), and award based on the best price-quality ratio.

Success Rates: The success rates are not mentioned.

Co-funding Requirement: Co-funding requirement is not mentioned.

Summary:

This is a call for tenders, procedure identifier ETF/2025/OP/0008, issued by the European Training Foundation (ETF) to establish a framework contract with a single service provider for travel agency services. The contract has an estimated total value of 3,000,000 EUR over 48 months. The procedure is an open procedure, and submissions must be electronic. The deadline for receipt of tenders is 27/05/2025 at 16:00 Europe/Rome. The award method is based on the best price-quality ratio. The service provider will be responsible for providing travel management services in line with ETF policies. The tender documents include an invitation letter, technical specifications, a draft contract, contact details, declarations, financial solvency table, business partner modules, and ETF travel policies. Tenderers must meet specific selection criteria related to their suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The ETF may choose to join the EC central travel management contract during the implementation of the framework contract. The most frequent destinations for ETF staff travel include Belgium, Italy, Egypt, Moldova, Serbia, Albania, France, Hungary, Greece, Germany, Georgia, Spain, Turkey, Morocco, Armenia, North Macedonia, and Tunisia. The ETF staff place of departure is normally Turin or Milan. The service provider must arrange the provision of visas in time for departure. The standard payment terms for airlines are 14 days. The ETF shall approve or reject the monthly report and proceed to the payment of the invoice within thirty (30) days from receipt. The maximum number of documents the system will allow you to upload per tender is 200 files. The Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). The system is multilingual and supports all 24 official EU languages. The system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism.