Invitation to Tender for the Provision of

Bookings & Reservation Services

(Ref: BRS-17)

Please include this reference on the outside of the envelope when you return your tender documents

To be supplied to CPI (Crisis Prevention Institute)

This document is proprietary to CPI (Crisis Prevention Institute) and the Information contained herein is confidential

Without CPI prior written permission, this document, either in whole or part, must not be reproduced in any form or by any means or disclosed to others. It may not be disclosed to any third party.

Whilst care and attention has been exercised in the preparation of this document, it remains subject to contract and all warranties whether express or implied by statute, law or otherwise are hereby disclaimed and excluded.

Any proposal received by CPI is subject to contract with CPI.

Date: 17thNovember 2017

Table of Contents

ITT Letter3

Introduction & Overview4

Company Background

Overview

Timetable4

Award Criteria5

Price

Organisational

Reporting

Respondent Instructions6

Briefings for Unsuccessful Participants6

Annex 1. Company and Tender Information Form7

Laura Tonkin

CPI (Crisis Prevention Institute)
15-17 Britannia Road

Sale

Manchester

M33 2AA

Dear Sir/Madam

Invitation to Tender for the Provision of Bookings & Reservation Services

You are invited to submit a tender fortheProvision of Bookings & Reservation Servicesto CPI (Crisis Prevention Institute) for a period of two years.

By participating in this tender you are indicating your acceptance to be bound by the guidelines set out in this letter and attachments. We provide below the key details of CPI’s requirements, which you should take into account in your response. Please acknowledge via email safe receipt of this letter within two working days together with your confirmation of your intention to tender.

To simplify exchange of information regarding this Invitation to Tender (ITT) please nominate a Bid Manager and relevant contact telephone number(s) and email addresses.

Please direct any questions regarding the ITT content or process toCPI representatives named below. You should not contact other CPI personnel unless directed to do so by theCPI representative. CPI reserves the right to disqualify and reject proposals from suppliers who do not comply with these guidelines. All questions should be submitted in writing to the email address below.

Only communications made by your Bid Manager (or their deputy) to our named representative, Laura Tonkin, Team Leader of Financial Accounting & Operationswill be taken into account during the pre-contract tender period.

As part of this tender process CPI makes no obligations in any way to:

(i)pay any vendor for any ITT response; or

(ii)award the contractbased solely on the lowest bid; or

(iii)accept any ITT information received from vendors; or

(iv)include vendors responding to this ITT, in any future invitation; or

(v)any other commitment to vendors whatsoever.

I look forward to receiving your response.

Yours sincerely,

Laura Tonkin

Team Leader of Financial Accounting & Operations

Email address:

Tel:+44 (0)161 870 0706

  1. Introduction & Overview
  1. Company Background

CPI is an international organisation committed to the best practice and safe behaviour management methods that focus on prevention and de-escalation. Through a variety of specialised offerings and innovative resources, our programmes educate and empower, creating safe and respectful work environments. With this knowledge and the skills learned professionals are able to enrich both their own lives, and the lives of the individuals in their care.

For more than 30 years, we have been dedicated to creating crisis prevention and intervention training and resources that support the work of human services professionals and those they serve. We remain dedicated to continuing research, developing support, and improving the delivery of the highest quality behaviour management training and resources, serving as an essential agent in creating person-centred approaches to crisis prevention that reduce the need for restraint.

b.Overview

CPI is looking for a single supplier to provide all its venue booking and accommodation reservation requirements for the next two years. This includes venues and associated facilities for our training events andconferences, catering as required, and hotel accommodationand more.

  1. Timetable

General
Confirmation of receipt of this document / Email confirmation to:
Deadline for submissions / 12th January 2018 at 5.00pm.
Review period / 15th – 19th January 2018
Shortlisted candidates contacted: / 19th January 2018
Onsite presentations from shortlisted candidates / 22nd – 26thJanuary 2018
Contract award date / 1st February 2018
Contract implementation date / By 5thFebruary 2018
Full contact details for return of completed Tender documents / Laura Tonkin
Team Leader of Financial Accounting & Operations
CPI (Crisis Prevention Institute)
15-17 Britannia Road
Sale
Manchester
M33 2AA

3. Award Criteria

Award of the Contract shall be based on the following criteria (not in order of significance):

Price

  • Ability to offer the services at an economically advantageous price to CPI.
  • Additional services that the provider would be willing to provide CPI at no cost (for example, free training).
  • Note. We require the facility for staff members to be able to pay for their accommodation using their own CPI company credit cards.

Organisational

  • Financial and organisational strength demonstrated across your structure. Please include your company’s revenue and net results for the last two years in answer to Question 5on the Company and Tender Information Form (Annex 1).

Booking Process

  • We’re looking for a simple, accessible and flexible process that offers a high number of hotels via booking.com or hotels.com or similar aggregation sites.

Reporting

  • Ability to supply accurate and timely monthly financial reports, in line with our reporting needs.

Additional Benefits

  • Any other benefits you can offer, not included under the criteria above.

4. Respondent Instructions

Please can you ensure that your submission includes the following elements:

  • A completed Company and Tender Information Form (Annex 1).
  • Anybrochures or other supporting material provided should be individually marked with your company details and included with your tender proposal.

Please sendyourwritten responses and electronic copy on a memory stick to:

Laura Tonkin

Team Leader of Financial Accounting & Operations

CPI (Crisis Prevention Institute)
15-17 Britannia Road

Sale

Manchester

M33 2AA

Email:

CPI reserves the right to disregard any response submitted after the timetable deadline.

You are expected to supply all required information, or clearly state the reason for being unable to do so.

Any assumptions used in preparing responses should be clearly stated. Any appropriate supporting documents, eg. brochures etc, should be included.

Questions relating to clarification of the ITT will only be accepted in writing (via email is fine) to CPI representative by 30th November 2017. Likewise, all responses from CPI will be written and may also be made available to other vendors (subject to confidentiality). In the event that any answer materially affects the ITT specifications, an amendment to the original requirement will be escalated to all vendors. CPI will answer any questions submitted within 3 working days of receipt; otherwise it will respond within that timescale notifying you of the estimated time to obtain the information.

CPI reserves the right to modify the provisions of this ITT at any time prior to the scheduled date for written responses. Additional scope and requirements can be added. Notification of such changes will be provided to all vendors.

Should you wish to propose a deviation from the specification please ensure that you clearly identify and highlight where appropriate in your response.

By submitting a response, you are committing to an understanding that you understand the requirement and have sufficiently addressed all aspects of the tender and information and that you have checked all stated details, such as prices, to be correct and as intended.

All information supplied by CPI in this tender to date, and any further information supplied during the tender process is subject to the confidentiality agreement you have signed.

5. Briefings for Unsuccessful Participants

CPI intends to offer a feedback to every unsuccessful Bidder as requested.CPIreserves the right to control the format and content of any such feedback, and to limit it in any way believed by CPI to be appropriate.

Annex 1. Company and Tender Information Form
1. Company name.
2. Company contact details. Please include main office address, website, and phone.
3. Name and contact details of elected Bid Manager.
Company Overview
4. Year of formation.
5. Revenue and Net Results from the past two years. / 2015:
2016:
6. Number of:
  • Full time employees
  • Part time employees

Tender Information
7. PRICE
Please provide costs of your booking services based on booking 1,500 nights per year. Please also give any details of your pricing process.
8. BOOKING PROCESS
Please give step-by-step details of your booking process from searching for appropriate accommodation to confirmation of booking
9. REPORTING
Please indicate what procedures you have in place to ensure quality the quality of your service, paying particular attention to your monthly reporting process.
10. QUALITY
Are you an ISO registered company? If so, please give details of the standards to which you are registered. If not, please give details of how your company assures the quality for the customer.
11. ADDITIONAL INFORMATION
Please include any additional information in support of your application, highlighting any additional benefits(such as the provision of a mobile app) not covered in the questions above.
Signed:
Date:

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