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Tender: Travel Management Services

Regional, 04 January 2017


Travel management services.


Provision of travel management services to provide corporate travel services to the Agency's staff and visitors on and outside its premises, primarily for air and train travels. EMA organises an average of 7 000 worldwide trips per annum.

Tenderers whose turnover per annum is less than 6 000 000 EUR for each of the last 2 financial years will not be considered.

Purpose and context of the invitation to tender

The European Medicines Agency (“the Agency” or “EMA”) is a decentralised agency of the European Union (EU) currently based in Canary Wharf in the Docklands area of London (E14). It began operating in 1995. EMA’s mission is the protection and promotion of public and animal health, through the evaluation and supervision of medicines for human and veterinary use.

  • supports medicines development by giving scientific advice and providing guidance to developers of medicines;

  • carries out robust scientific evaluations of medicines for human and veterinary use that are the basis of the European Commission’s decision on whether a medicine can be authorised for marketing throughout the EU;

  • monitors the safety of medicines in the EU throughout their lifespan; and

  • provides information on medicines to healthcare professionals and patients.

Service requirements

The Agency considers signing a contract with a provider of travel management services for a maximum duration of 4 years, in order to provide an estimated number of 7,000 travel tickets per annum.

The service covered by the contract shall include all the services normally offered by a travel management company in connection with:

  • Travel by EMA staff on mission;

  • Travel of candidates (i.e. job applicants)

  • Persons traveling at the request of the Agency to meetings and other events in London or elsewhere.

The Agency may in the future launch a separate tender procedure for the provision of hotel booking services. The winning tenderer for the travel management services would be expected to liaise closely with the provider of hotel booking services to ensure a seamless service.

The services required include:

  • Booking, changing and cancellation of transport and provision of travel documents in Member States of the European Union or in other countries worldwide;

  • Obtaining visas;

  • Production of statistics and report related to travel bookings, broken down into specific services (meetings, missions and candidates);

  • Tracking system to locate travellers in case of serious incidents, i.e. terrorist attack or business continuity situation;

  • Provision of a mobile application for personal devices to be able to do on-line check in, downloading of the boarding passes on smart phones, laptops, etc.

  • Advising on specific location information for travellers (security, health and safety) and any disruptions related to travel, whether by air, train, public transport, etc.

The place of performance of the services shall be the contractor’s premises.

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