Invitation to Tender (ITT)

Transcription

1 Invitation to Tender (ITT) Travel Agents Services Respite Holidays Launched: Monday 30 th March 2015 Deadline: Friday 17 th April Introduction County Durham Community Foundation (CDCF) is inviting suitably qualified organisations to submit proposals to be their preferred supplier of travel agents services to assist grant recipients, awarded respite holiday funding, to book suitable UK and overseas holidays that suit their individual needs, as outlined in their individual grant offer letters. 2.0 Background Established in 1995, CDCF is an independent leading and local grant-making charity. We promote lasting charitable giving by bringing together donors with their chosen causes, through well-targeted grants that make a genuine difference to the lives of local people. We act as a vehicle for individuals, families and companies who want to put something back into their community, either in their lifetime, or through leaving a legacy. CDCF distributes on average 2.5 million each year in grants to support community projects and individuals in County Durham and Darlington. Our grants are specifically targeted in ways that will enable people and communities to fulfil their potential. CDCF manages about 200 funds donated by individuals, companies, trusts and other organisations. Our 2013/14 income from grants, new funds being set up and investment income amounted to 4.6 million, with expenditure on projects and running costs of 3 million. Our aim is to continue to grow the scale both of our endowment fund and of our overall charitable activity. CDCF is a registered charity (Charity Number ) and a company limited by guarantee. We have a board of 12 Trustees which meets quarterly. We employ 13 full-time staff and two part-time staff, based in offices just outside Durham. Our overhead costs are funded through agreed contributions from the funds that we manage. We are one of around 46 Community Foundations in the UK, each is independent and operates within specific geographical boundaries, but we are connected via a network of UK community foundations. 3.0 Services Required - Summary One of that funds that CDCF administers: John T Shuttleworth Ropner Memorial Trust - provides respite holiday grants to individuals based in Tees Valley who are ill, elderly or disabled (also, where relevant, their carers and immediate family). CDCF would like to ensure that these respite grant recipients receive the best possible travel advice and booking services available to meet both their individual needs and holiday preferences, whilst at the same time, reducing the administrative burden associated with multiple individual payments currently experienced for each grant. A professional travel agent will be required to support our grant recipients identify a suitable holiday, at market rates, provide the necessary travel booking arrangements and ensure a simple payment process is established. 1

2 4.0 Respite Fund History In 2002 CDCF became the Trustees of the the John T Shuttleworth Ropner Memorial Trust, following the closure, and the sale, of the Ropner Convalescence Home. The Ropner Convalescence Home was originally founded by Sir Emil Hugo Oscar Robert Ropner, 1st Baronet Sir Robert was a British shipbuilder, ship-owner. He was known simply as Robert Ropner. He was born c.1838 in Magdeburg, Prussia. He emigrated to England and worked for a coal export concern before building up a fleet of colliers and founding the Ropner Shipping Company in Hartlepool in Robert Ropner was also a philanthropist and was involved in many philanthropic activities including the Roper Park in Stockton and also the Roper Convalescent Home, situated near the Village of Middleton-one-Row. The Roper Convalescent Home was first established in 1897; it has given rest and recuperation to tens of thousands of people aged nine years and upwards. There was no charge for patients and the home provided around 500 people every year with a two week full-board respite stay. The home accepted up to 39 people every two weeks between the months April and November. The Trustees of the home wanted Robert Ropner s respite legacy support to continue and, following the closure and sale of the home, the proceeds were invested in an endowment fund that would continue the work, in some context, of the Convalescence Home, whilst taking into account changing tastes and requirements. The annual yield from this endowment fund is used to provide respite holidays for eligible grant recipients. 4.1 Respite Grants Each year, CDCF opens the fund up and invites eligible applicants to apply for a grant that will provide a respite holiday. Applicants can choose where they would like to go either in the UK or overseas (usually within Europe) and have the choice, based on their individual needs and preferences, to take a short weekend break or a longer one or two week break in the UK or overseas. The key fund criteria states that: The fund provides grants of up to 1,000 to ill, elderly or disabled individuals Eligible individuals are identified as who are in need of respite care, or who need temporary support following hospitalization, bereavement or because of dependency treatment. Eligible individuals need to be living in the following areas: Darlington Hartepool Middlesbrough Redcar & Cleveland Stockton-on-Tees The fund was first launched in 2003 and, since that time, has awarded grants to the value of 403,000. The total yearly balance of grant-funding available varies on the level of yield available - however it is typically in the range of 30,000 to 35,000 2

3 CDCF has, on-average, awarded circa 40 grants, in each financial year since the fund s inception, with a grant of up to 1,000 to enable the eligible individual (and their immediate family and or carers, where relevant) to take a holiday in the UK or overseas. Grant recipients have been able to choose their own holiday including travel preference, destination, and accommodation type and board preference. Holidays chosen have been quite varied, ranging from short weekend breaks in London and the Lake District to 2-week overseas beach holidays, self-catering through to all inclusive, with or without transport to airports, some with daily living allowances, some with additional funding for trips and excursions 5.0 Services Required - Detail CDCF is looking to simplify the grants process by retaining the services of a suitably qualified local travel agent to provide respite grant recipients with a personal service to enable them to book a holiday of their choice. The main services required as part of this tender for preferred travel agent supplier, will be to provide both tailor-made and package-holiday options for both UK and overseas holidays including: holiday destination information and advice to grant recipients travel bookings local transfers hotel or other accommodation choices and their various board option basis issuing holiday booking details/tickets and all relevant booking documentation providing advice on insurance travel arrangements and arranging holiday insurance where relevant CDCF is also looking to appoint an organisation who can provide itemised invoicing and receive payment, via BACS. 5.1 Proposals must include Proposals are welcomed from organisations with the appropriate expertise and experience located within the area of eligibility for the grant recipients (namely Darlington, Hartepool, Middlesbrough, Redcar & Cleveland and Stockton-on-Tees). In addition to this, the Foundation has other smaller Funds that also on occasion support respite holiday grants for people living in the wider North East of England. We would also be interested to know about your branch network and coverage across the North East Your proposal should include the following minimum information: 1. Details about your organisation, staff numbers, geographical locations, organisation turnover and what recognised travel agent protection certificates you hold, such as ATOL 2. Staff skills, knowledge and experience connected to the travel industry and understanding of the holiday and travel needs of individuals with additional needs such as individuals who are ill, elderly or have physical or mental disabilities 3. Describe both your tailor-made holiday booking services and package holiday options 4. List your offer of UK & overseas destinations and major tour operators 5. Please provide examples of any similar types of contracts 3

4 6. Please describe how staff will be able to help our grant recipients book the best possible holiday destination and choices that suit their needs, with the minimum administrative burden. 7. Please describe how your organisation can provide an invoicing and admistrative service that will assist CDCF to distribute the grant funding with the minimum administration time required. Proposals will be scored on the following criteria 1. Compliance with the key requirements as detailed in section CDCF is likely to favour organisations that have accessible travel agent shop premises in the geographical eligible locations of the respite fund. Please see section 4.1 above. 3. Demonstrated experience of providing a range of UK and overseas tailor-made and package holiday services. 4. Demonstrated experience of supporting individuals who may need additional advice and booking arrangements to meet any disabilities or ill health they may have. 5. A clear and simplified invoicing arrangement. 5.2 Submitting a Proposal Proposals can be submitted by , post or hand-delivered and must be received no later than 4pm on 17 th April Please mark your submission Travel Agents Services for Respite Funding for the attention of: Jo Dalton, Fund Manager County Durham Community Foundation Victoria House, Whitfield Court St. John s Road, Meadowfield Durham, DH7 8XL Telephone: / jo@cdcf.org.uk 5.3 Key dates for applicants are: Deadline for return of proposals 17 th April 2015 Interviews with shortlisted applicants 20 th April 2015 Appointment of Travel Agent Services 22 nd April 2015 Administration & Invoicing Protocols Agreed 1 st May 2015 Holiday bookings resulting from respite grant awards from end May

5 6.0 Financial CDCF will not guarantee any sum of money to the appointed preferred travel agents services supplier. CDCF will not pay any additional booking fees for travel services other than the market advertised price of the holiday. CDCF will provide a two year initial contact to the chosen supplier with a review after 12 months. 7.0 Termination of the contract CDCF reserves the right to terminate the contract (giving one week s notice in writing) should it feel that the services provided are not to its satisfaction. --- END --- 5