Travel Management Services Procurement - Sheffield Hallam University
Summary
Sheffield Hallam University has issued a Preliminary Market Engagement (PME) notice under the Procurement Act 2023 seeking a Travel Management Company (TMC) to provide comprehensive travel management services. The estimated contract value is £100,000-£120,000 excluding VAT, with a proposed contract term from September 2026 to July 2030 (potentially extendable to 2032).
What changed
Sheffield Hallam University is conducting Preliminary Market Engagement (PME) to gather market insight for developing future Travel Management Services procurement. The University requires an end-to-end travel management solution covering flights, rail, ground transportation, accommodation, online booking tools, policy compliance, duty of care obligations, and management reporting. The estimated total contract value is £100,000 excluding VAT (£120,000 including VAT), with an anticipated start date of 1 September 2026 and contract duration of approximately 5 years 11 months.
Prospective suppliers interested in participating in this market engagement should submit their responses by the engagement deadline of 15 April 2026. While this is a preliminary notice under the Procurement Act 2023 and does not yet constitute a formal tender, interested TMCs should monitor the Find a Tender portal for the subsequent procurement notice. The contract locations span all English regions (UKC-UKK), indicating potential for both domestic and international travel requirements.
What to do next
- Review the Preliminary Market Engagement notice and assess capability to provide end-to-end travel management services
- Submit market engagement response by 15 April 2026 deadline if interested in future tender opportunity
- Monitor Find a Tender portal for subsequent formal procurement notice (reference: 029362-2026)
Source document (simplified)
Planning
Travel Management Service
- Sheffield Hallam University UK2: Preliminary market engagement notice - Procurement Act 2023 - view information about notice types
Notice identifier: 2026/S 000-029362
Procurement identifier (OCID): ocds-h6vhtk-067868
Published 30 March 2026, 7:58pm
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Contents
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Reference
2526-07-FIN-COR-OA
Description
The University requires a Travel Management Company (TMC) to deliver a comprehensive travel management service supporting both staff and student travel across a wide range of academic, research, and operational activities.
This requirement forms part of the University's wider objective to implement a travel management service that improves the overall booking experience, enhances visibility and control of travel activity and expenditure, and strengthens the support available to travellers.
The TMC will be expected to provide an end-to-end travel management solution that includes:
Booking flights, rail, ground transportation, accommodation, and associated travel services
Supporting both individual and group travel requirements for staff and students
Providing intuitive online booking tools alongside assisted booking support for complex itineraries
Ensuring compliance with University travel policies, approval workflows, and financial controls
Negotiating competitive rates and delivering demonstrable value for money
Providing responsive support for last-minute changes, disruptions, and emergency situations
Supporting the University's duty of care obligations, including traveller tracking and risk management
Delivering comprehensive management information and reporting to support monitoring, analysis, and continuous improvement of travel activity and spend
Travel is a key enabler of the University's teaching, research, and student experience. Staff travel supports conferences, research collaboration, and operational activity, while student travel underpins field trips, placements, and academic programmes.
The Authority anticipates that travel management services will be delivered through a transaction-based or percentage fee model,
Total value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 July 2030
- Possible extension to 31 July 2032
- 5 years, 11 months
Main procurement category
Services
CPV classifications
Travel agency and similar services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Engagement
Engagement deadline
15 April 2026
Engagement process description
The University is conducting a Preliminary Market Engagement (PME) to gather market insight and inform the development of a future Travel Management Service for staff and students.
This engagement allows suppliers to:
Share expertise, service models, and innovations
Provide feedback on the proposed service scope
Highlight best practices in travel management
The University will also engage internal stakeholders to ensure the service reflects user needs and addresses current challenges.
Feedback from this process will be used to:
Refine requirements
Design a service that is efficient, compliant, and user-focused
This is not a call for competition and will not be used to evaluate suppliers.
Further details and invitations will be shared with suppliers who register their interest.
Submission of Expressions of Interest
Suppliers wishing to participate should register their interest through the University's procurement portal.
https://in-tendhost.co.uk/sheffieldhallamuniversity/aspx/Home
Upon registration, suppliers will be given access to the PME documentation and any supporting materials.
Clarification Questions and Feedback
Suppliers may submit clarification questions and feedback through the procurement portal by the stated deadline in the PME document.
Responses to clarification questions may be shared with all participating suppliers to ensure transparency.
Important Notice
This engagement exercise is being undertaken in accordance with the principles of the Procurement Act 2023 and does not constitute a formal call for competition.
Participation in this exercise will not influence the evaluation of any future procurement process.
Contracting authority
Sheffield Hallam University
- UK Register of Learning Providers (UKPRN number): 10005790
- Public Procurement Organisation Number: PVMW-4512-JZYY City Campus
Sheffield
S1 1WB
United Kingdom
Email: strategicprocurement@shu.ac.uk
Website: http://www.shu.ac.uk
Region: UKE32 - Sheffield
Organisation type: Public authority - sub-central government
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