Q22/1

Summary and scope

This is a selective invitation to quote for the Supply of Travel Booking Services for Broken Hill City Council. Respondents will be required to demonstrate in their Quotation that they have the necessary resources, skills, experience, financial capacity, insurances, licences and accreditation's etc to fulfill the quotation requirements. Broken Hill City Council invites quotations from selected Booking Agents to undertake booking services to meet Council’s travel requirements. Scope of Work Quotation is invited for the supply of travel booking services for the following as tabled in Annexure 1 in the attached 'Request for Quotation' documentation and listed below: • Accommodation bookings; • Flight bookings; • Hire car bookings; • Travel Cancellations; • Emergency 24/7 support; • Unused ticket tracking and management; • Chargeback Invoicing; • Online Booking Tool; • Travel consultancy; • Real time web-based reporting; • Financial reporting. Respondents will be required to demonstrate in their Quotation that they have the necessary resources, skills, experience, financial capacity, insurances, licences and accreditation to fulfill the quotation requirements. The Respondent warrants and represents that it will, prior to submission of quotation, obtain any further information and documentation relevant to the services, contingencies and other circumstances having an effect on its Quotation. Accommodation Bookings: In accordance with Broken Hill City Council’s Employee Travel Policy; all accommodation is to be arranged based on cost and convenience. Council will pay for accommodation tariff only. It is the responsibility of the traveller to recover any out of pocket expense prior to check out. For example: meals, minibar and telephone calls. Flight Bookings: Where practical flights are to be booked within normal business hours of Council, being 8.30am to 5pm, with the exception of the traveller being able to travel to their destination and return to Broken Hill at the conclusion of their meeting/conference/workshop within the same day or where the traveller is able to return to Broken Hill at the conclusion of their meeting/conference/workshop saving a further night accommodation being required. Flights are to be booked at the most cost effective price and are to include luggage. Council also requires the option to place the flights in credit for future use due to cancellations. Council does not cover travel insurance on ticketed flights. When booking flights through Regional Express Council’s Corporate Frequent Flyer number is to be used at all times for each booking. Hire Car Bookings: Where required, the Booking Agent will be responsible for the booking of car hire for the traveller, with the standard preferred size hire vehicle being a small to medium vehicle inclusive of required registration and insurances. Hire car bookings will only be covered by Council for the period that the traveller is attending to Council business. Travel Cancellations: Should any booked travel be required to be cancelled, it will be the responsibility of the Booking Agent to cancel all travel arrangements and place any unused tickets in credit for future use by Broken Hill City Council. Emergency 24/7/365 Support: Emergency 24/7/365 emergency travel support. Unused ticket tracking and management. Ability to manage and track all unused tickets placed in credit. Chargeback Invoicing: A chargeback service is available for hotel invoices. Online Booking Tool: A flexible and easy to use Online Booking Tool that can be adjusted to a changing structure for the Broken Hill City Council. The Online Booking Tool should be able to streamline processes, apply policy, and be cost effective. Travel Consultants: A team of Travel consultants to provide recommendations and advice on the best accommodation and air fare routes available in accordance with Broken Hill City Council’s Policy. Real time web-based reporting: Accurate, real time and relevant Web-based reporting that provides access to travel data; schedule financial reporting; unused ticket reporting. Financial reporting: Mandatory comprehensive monthly reports on travel undertaken are required to be provided via email to travel@brokenhill.nsw.gov.au by the fourth business day of the month. Objective is to provide Broken Hill City Council with a combined travel management solution which includes both a travel consultancy service and an online Booking Tool for all of its travel requirements.