Travel management services

The bidder and its representatives, management or supervisory board members, and persons with powers of control or decision-making must not have been finally convicted during the last five years of participating in a criminal organisation, corruption, fraud, terrorism-related offences, money laundering, terrorist financing, or offences involving child labour or human trafficking. An ongoing exclusion period is also relevant. Where applicable, the bidder must describe measures taken to restore its reliability and provide supporting evidence.\n\nGrounds for exclusion may include tax or social security payment debts; breaches of environmental, social or labour law; bankruptcy or other insolvency proceedings; liquidation; an agreement with creditors; assets managed by a liquidator or court; suspended business activities; serious professional misconduct; agreements restricting competition; a conflict of interest; or prior involvement in preparing the procurement. Exclusion may also result from a material or repeated breach of a previous contract, early termination, damages or penalties, false information, failure to provide required information or documents, or improper attempts to influence the contracting authority’s decision-making.\n\nThe bidder must confirm that concluding the contract would not breach international or Estonian sanctions. The bidder must not involve subcontractors or suppliers accounting for more than 10% of the contract value if they are Russian citizens, residents or entities established in Russia, are directly or indirectly more than 50% owned by such persons or entities, or act as their representatives or under their instructions. A tender may be rejected and the resulting contract may be void under the applicable law because of sanctions.\n\nThe bidder must provide the required self-declarations in the European Single Procurement Document and answer all exclusion-ground questions truthfully. Any specific evidence and electronically verifiable information must be submitted as required by the tender documents.

The bidder must provide a free 24/7 customer support system allowing telephone contact and operational access by customer service staff to an online booking system for changing or cancelling bookings and making new bookings. The tender must include a free-form description covering the system’s functionality, the number of customer service staff during the day and at night, and access to online order reporting.\n\nThe service provider must hold IATA accreditation or equivalent accreditation. The bidder must provide confirmation of the accreditation and the IATA code or equivalent supporting details.\n\nAt least two travel consultants must participate in contract performance. They must have Estonian language skills at least at C1 level and English language skills at least at B1 level, IATA accreditation, a valid CTC certificate or an equivalent quality-level certificate, and at least 3 years of experience as business travel consultants.\n\nWhere applicable, the bidder must provide the names and personal identification codes of authorised persons who are not visible in the commercial register or equivalent register extract, or confirm that no such persons exist. The tender must include a properly completed travel management services price form: the service fee for initial travel arrangements as a percentage and the fee in euros per request for changes, cancellations or refunds. Both fees must be non-negative figures with no more than two decimal places; where no fee is charged, 0 must be entered. The stated fees are binding maximum fees.\n\nThroughout the contract period, the bidder must make a credit limit of EUR 30,000 excluding VAT available for ordering services. The tender must be unconditional and comply with the procurement documents. For a joint tender, a power of attorney for the joint tenderers must be submitted. The bidder must describe any trade secrets or confirm that the tender contains no trade secrets.