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Scottish Procurement Directorate (DOC)


      Scottish Procurement and Commercial Directorate
      Collaborative and Scottish Government Procurement

      T: 0131-244-7216

      By email.


      Dear Colleague

      National Contract for SP-11-003 Travel Services

      I am pleased to forward this letter to accompany and support the award of the
      National contract agreement for Travel Services which will go live on 1st July 2011

      Scottish Procurement (formerly Procurement Scotland), supported by the Travel
      Services National Category Forum, has awarded a contract for the supply of Travel
      Services under the Buying Solutions Travel Management Framework - Lot 6 All
      Services (one-stop shop).

      Scottish Procurement has produced the attached background and guidance on how
      organisations should commence migration to the new agreement.

      It should be noted that organisations were previously requested to indicate their
      participation in utilising the new agreement. Only those organisations that completed
      the relevant documentation can access the Scottish Procurement call-off.

      I would like to thank the National Category Forum and the Scottish Public Sector in
      general for their continued assistance and input throughout the process.

      Yours faithfully

      Phil Norman
      Portfolio Manager – Corporate Services

The national strategy for the procurement of Travel Services was developed by
Scottish Procurement in collaboration with key stakeholders across the Scottish
Public Sector and representatives from industry suppliers. This engagement was
supported by sector workshops conducted in June 2010 highlighting potential
benefits from utilising the Buying Solutions Framework. It was agreed that the
optimal approach to market to meet the requirements of end user organisations
would be to conduct a mini competition under the current Buying Solutions
Framework for Travel Services, for a one-stop shop solution.

This mini competition has now been concluded and details of the proposed contract
award to Expotel Ltd, which have been endorsed by the National Category Forum,
are outlined below.

The contract will go live on 1 July 2011.


This communication provides an overview of the agreement, and how and when
organisations will be able to access relevant information. The award is for the 106
cross sector public sector organisations who participated in this mini competition, this
communication is targeted at Heads of Procurement and Travel Managers.

It is expected that Heads of Procurement in buying organisations will undertake
relevant local actions to enable purchasing from this agreement, and again details of
this are presented in the Migration section of this announcement.


Supply of Travel Services (including Accommodation) has been awarded to Expotel

This award demonstrates a potential annual saving to the Scottish Public Sector of
circa 15% on transaction fees. This is based upon organisations ordering
electronically via Expotel’s self-booking tool. The proposed agreement will
commence from 1 July 2011 and will be in place for 3 year with the option to extend
for a further 12 months.


The Travel Services agreement provides a one stop shop solution for travel and
accommodation requirements, the following key services are available:

                     - Travel: Rail, Air, Ferry, Bus, Coach, Underground
                     - Accommodation: Hotel, B&B, Serviced Apartments
                     - Conference Venues
                     - Travel related services: Visas, Meet & Greet, Airport Parking
The full scope of agreement can be found within the following document.

   Travel Services
-Buying Solutions Specification.doc


Expotel Ltd
Albert Chambers, Bath Street, Glasgow, G2 1HY

Expotel Account Manager
 Account Manager                      Siobhan Ferguson
 Mobile No                            07785 972015
 Tel No                               0141 331 5240
 E-mail Address             

Procurement Scotland Contacts
          Job Title         Contact phone
                            number                      Contact email address
          Portfolio Manager
 Phil     - Corporate
 Norman   Services          0131 244 7216     
          Senior Portfolio
          Specialist –
 Tabitha  Corporate
 Scott    Services          0131 244 7210     

Participation Documentation
To access this agreement, end user organisations were required to formally submit a
‘participation’ document and their travel profile. In total, 106 organisations, detailed in
Appendix A, provided their travel profile to take to the market-place through the
Buying Solutions framework. In monetary terms this equated to circa £35m travel
spend per annum. It is stressed that only those organisations who submitted a
‘participation’ document are entitled to participate in the Scottish Procurement

Supplier - Expotel Ltd
Expotel Ltd is the chosen supplier for travel and accommodation services. Expotel
will provide a comprehensive travel and accommodation solution to participating
organisations. Moving this spend to the new contractual arrangements represents a
potential saving against transactional fees of 15%. Further savings opportunities
may also be realised through the on going demand management programme.

Agreement details
The new contract is subject to the Terms and Conditions set out under the original
Buying Solutions Framework.

Buyer’s guide
Expotel have produced an implementation guide, which details the information
organisations need to provide to them. Bookers guides are also available from
Expotel for both on and off-line booking.

Organisations may approach Expotel to discuss their mobilisation plans now,
although they will not be able to commence using the agreement until the 1 st July.
Expotel have been provided with details of those organisations who completed
participation documents and they will be in contact with these organisations over the
coming months. Organisations are however, encouraged to make contact with
Expotel as soon as possible to ensure a smooth transition to the new arrangement.

The agreement provides organisations with the option of either placing bookings via
Expotel’s self-booking tool or via the more traditional methods of phone or email.
Utilising the self-booking tool offers organisations the opportunity to make savings of
circa 15%. Organisation’s interested in utilising the self-booking tool should speak to
Siobhan Ferguson, Expotel’s account manager for further information.

Agreed Transactional Pricing with Expotel
The travel services agreement will operate on a transactional fee basis. The
transaction fee pricing is currently fixed until August 2012. The Buying Solutions
Framework is structured in such a way that as spend reaches pre-agreed thresholds,
the transaction fee value reduces. Scottish Procurement will advise customers of
any changes to the transaction fees, as and when they are agreed. Please contact for further information.

     Organisations entitled to access the Scottish Procurement Agreement

                              Organisations Participating

                     Sector                                     Organisation
Central Government                     Accountant in Bankruptcy
Central Government                     Additional Support Needs Tribunal for Scotland
Central Government                     Architecture and Design Scotland
Central Government                     Calmac
Central Government                     Creative Scotland
Central Government                     Crofters commission
Central Government                     Crown Office & Procurator Fiscal Service
Central Government                     Disclosure Scotland
Central Government                     Forrestry Commission
Central Government                     General Register Office for Scotland
Central Government                     Her Majesty's Inspectorate of Education
Central Government                     Highlands and Islands Airport
Central Government                     Highlands and Islands Enterprise
Central Government                     Historic Scotland
Central Government                     Learning and Teaching Scotland
Central Government                     Mental Welfare Commission for Scotland
Central Government                     Mobility and Access Committee
Central Government                     National Archives of Scotland
Central Government                     National Galleries of Scotland
Central Government                     National Library of Scotland
Central Government                     National Museums Scotland
Central Government                     Office of the Scottish Charity Register
Central Government                     Police Complaints Commissioner for scotland
Central Government                     Registers of Scotland
Central Government                     Rent Assessment Panel
Central Government                     Risk Management Authority
                                       Royal Commission on the Ancient and Historic Monuments of
Central Government                     Scotland
Central Government                     Scotland Office
Central Government                     Scottish Boundary Commission
Central Government                     Scottish Charity Appeals Panel
Central Government                     Scottish Children's Reporter Administration
Central Government                     Scottish Commission for the Regulation of Care
Central Government                     Scottish Courts
Central Government                     Scottish Criminal Case Review Commission
Central Government                     Scottish Further and Higher Education Funding Council
Central Government                     Scottish Futures Trust
Central Government                     Scottish Government
Central Government                     Scottish Housing Regulator
Central Government                     Scottish Law Commission
Central Government                     Scottish Natural Heritage
Central Government                     Scottish Parliament
Central Government                     Scottish Police Services Authority
Central Government                     Scottish Prison Services
Central Government                     Scottish Public Pensions Agency
Central Government          Scottish Qualifications Authority
Central Government          Scottish Environmental Protection Agency (SEPA)
Central Government          Skills Development Scotland
Central Government          Scottish Legal Aid Board (SLAB)
Central Government          Scottish Social Serivces Council
Central Government          Social Work Inspection Agency
Central Government          Sport Scotland
Central Government          Student Loan Company
Central Government          Students Award Agency Scotland
Central Government          Transport Scotland
Central Government          Visit Scotland
Fire                        Central Scotland Fire and Rescue Service
Fire                        Grampian Fire and Rescue Service
Fire                        Highlands and Islands Fire and Rescue Service
Fire                        Lothian and Borders Fire and Rescue Service
Fire                        Tayside Fire and Rescue Service
                            NHS Scotland - 22 health boards
                            NHS 24, NHS Ayrshire and Arran, NHS Borders, NHS
                            Dumfries & Galloway, NHS Education for Scotland, NHS Fife,
                            NHS Forth Valley, NHS Golden Jubilee Hospital, NHS
                            Grampian, NHS Greater Glasgow & Clyde, NHS Health
                            Scotland, NHS Highland, NHS Lanarkshire, NHS Lothian,
                            NHS National Services Scotland, NHS Orkney, NHS Quality
                            Improvement Scotland, NHS Scottish Ambulance Service,
                            NHS Shetland, NHS Tayside, NHS The State Hospital, NHS
Health                      Western Isles.
Local Authority             Aberdeen City Council
Local Authority             Aberdeenshire Council
Local Authority             City of Edinburgh Council
Local Authority             Dundee City Council
Local Authority             Falkirk Council
Local Authority             Fife council
Local Authority             Highland Council
Local Authority             Perth and Kinross Council
Local Authority             Scottish Borders Council
Local Authority             South Lanarkshire Council
Local Authority             West Lothian Council
Local Authority             Western Isles Council
Police                      Central Scotland Police
Police                      Lothian and Borders Police
Police                      Northern Constabulary
Third Sector                Strathclyde partnership for travel
Universities and Colleges   Heriot Watt University
Universities and Colleges   Inverness College
Universities and Colleges   Perth College
Universities and Colleges   Robert Gordon University
Universities and Colleges   University of Edinburgh
Universities and Colleges   University of Glasgow
Universities and Colleges   University of Stirling
Universities and Colleges   Stevenson College

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