Travel Management Services

Framework Scope

The framework agreement is pending award, suppliers to be confirmed asap.

The framework provides customers with a one-stop-shop offering a range of travel solutions enabling them to research, book, and manage all their travel requirements along with any additional supporting services they require whether via an online booking tool or an offline booking service. The framework offers sustainable travel options with carbon reporting and accessible services for customers.

Services may include but are not limited to, the following:

Accommodation Booking

• Apartments
• Guesthouses
• Hotels

Air Travel

Includes a range of both domestic and international flight ticketing options along with other related services including:

• Baggage and excess baggage
• Flexible and non-flexible ticket options
• Low-cost carriers and web fares
• One way and round-trip options

Rail Travel

Includes a range of ticketing options along with other related services including:

• Advance tickets (single and return)
• Discounted railcards
• Digital tickets, e.g. e-tickets or mobile tickets
• Flexible returns
• Option to choose and reserve seat
• Option to receive ticket by post, email, mobile app, printer, or collection

Venue Sourcing

Includes sourcing and booking suitable venues for meetings, events or conferences as required.

Supplementary Services

In addition to offering the above services, customers may require additional services including, but not limited to:

• Airport lounge access
• Carbon emissions reporting
• Coach travel
• Consolidated invoices
• Currency exchange
• Delegate management and support
• Event co-ordination and execution
• Event planning and logistical support
• Ferry services
• Guest and attendee management
• Inflight meals
• Marketing and communication
• Online check-in
•       Post-event support
• Pre-event support
• Real time data and analytics
• Seat reservations
• Sourcing and booking parking at airports, railway stations and ferry ports
• Sourcing and booking rental cars
• Sourcing and booking taxi transfers
• Special assistance
• Technical setup
• Traveller tracking tools and travel alerts
• Travel visas and passport services
• VIP services

Sustainability and Carbon Reporting:

Carbon Emissions Tracking and Reporting:

• Detailed and periodic carbon emissions reports for customers, outlining emissions per trip and per mode of transport. These reports align with UK government sustainability targets, international standards such as ISO 14064 (GHG emissions tracking), and the reporting requirements set out in PPN 06/21

Carbon Reduction and Offsetting Initiatives:

• Optional carbon offsetting mechanism for customers wishing to reduce their travel footprint.

Accessibility and Inclusivity

Services provided are accessible to a diverse range of users, including those with disabilities.

Accessible Booking Systems:

• Online booking tools compliant with Web Content Accessibility Guidelines 
• Ability to modify font size, contrast, and language settings to accommodate diverse needs.

Accessible Travel Arrangements:

• Options for wheelchair-accessible transport and priority seating.

Customer Support and Inclusive Communication:

• Dedicated customer support for travellers requiring special assistance, with accessible communication channels.

What are the benefits of using this framework?

• All our frameworks are free to access.
• This framework is fully compliant with the PCR 2015.
• Authorised participants can re-open competition within the framework, removing the need for a full tender exercise or lengthy supplier evaluation each time they have a travel management service requirement, saving time and costs associated with procurement exercises.
• Direct Award capability – giving you a quick, easy and PCR 2015 compliant route to procurement.
• The terms and conditions are safe and designed to protect you.
• Free and full support on using the framework through the Procurement Services team.
• You are able to benefit from aggregated spend and lower pricing based on the value of the overall contract, even on low spend orders.
• The framework will be managed and monitored by Procurement Services (acting for Kent County Council) on behalf of our customers and your views and requirements will be taken into account when reviewing and developing the contract.

Who can use this framework?

All public bodies have access to this framework with the agreement of the contracting authority (KCS Procurement Services). Those organisations who may wish to access this framework will be the police service, the fire service, the NHS & NHS trusts, third sector organisations, academic centres (including academies), publicly funded organisations and publicly owned private companies, operating within the geographic boundaries of the United Kingdom, Channel Islands and Northern Ireland.

The framework is also open for use by all other local authorities and public sector bodies. Full details of the classification of potential contracting bodies and end user’s geographical areas and organisation classifications can be found in the FTS notice.

Supply of Travel Management Services Y25011 - Find a Tender