- Background
Newable Trade Limited, on behalf of Innovate UK, will be organising and delivering at least one Global Business Innovation Programme (GBIP).
The GBIPs, delivered by the Innovate UK London team, aim to help innovative UK businesses to grow and scale globally. The GBIPs access global innovation collaboration and partnership opportunities through a programme approach, encompassing a visit to a global market and wrap around support from a specialist adviser. Harnessing the expertise of Innovate UK, businesses are provided support to help build capacity through a three-phase programme – get ready for the market; visit the market; and exploit the opportunity.
As part of this GBIP, Innovate UK will be organising one overseas market visit. The aim is to invite up to 15 UK SMEs to the visit, accompanied by one to five members of staff.
The purpose of this tender is to invite proposals from organisations that can satisfy the specification of requirements and can demonstrate their ability to meet the key output and quality measures within the budget guidelines. The tender process allows Newable Trade Limited to evaluate proposals in an objective, neutral and consistent way.
The tender sets out a clear timeframe for responses and required content for submissions. The tender will provide the basis for evaluating proposals and ensuring best value to Newable Trade Limited. The specification of requirements will form the basis of our agreement and terms with the preferred supplier.
We reserve the right to request a similar service for up to three additional GBIPs different from the one highlighted in this tender. These three GBIPs might have delegate numbers and budgets similar to that outlined in this tender, or twice that in the case of some of them.
- Aim
Newable Trade Limited is seeking a third-party provider to source and manage return flights, accommodation, transfers for one overseas delegation as outlined in the key service requirements below. Please note that in all cases the requirements, dates of travel and markets are provisional and subject to change.
- Key service requirements
All arrangements will be made in collaboration with the Newable Team, recognising that you have extensive experience and expert travel management capabilities.
Potential suppliers are invited in their tender submission to outline their experience in providing support to delegations travelling overseas, how their internal processes support management of this process and how they will manage the budgets in line with the values outlined below including details of their own management fees.
We encourage potential bidders to include any other relevant information in support of their tender.
Accommodation in the UK for Get Ready Workshop
- Accommodation for one get-ready workshop in London providing hotel accommodation in a central location.
- Require two options to be provided with dinner bed and breakfast rates and a delegate rate of overnight accommodation with bed and breakfast rates.
| Get Ready Workshop Sector | Destination | Dates | Number of delegates |
|---|---|---|---|
| Semiconductors (Japan) | London central location hotel (In the Barbican area) | Tuesday 4 – Wednesday 5 November 2025 | 10–20 travellers |
IMPORTANT: All dates and locations are correct as of the date of publication of this tender and subject to change.
Overseas visit details
| Destinations | Departure/return dates
(Subject to change) |
Number of Travellers |
| Semiconductors – Japan, Tokyo | Friday 12 – Friday 19 December 2025 | 10-20 travellers |
IMPORTANT: All dates and destinations above are correct as of the date of this tender and subject to change.
Hotels
- Accommodation for all participants based on single occupancy in the same venue.
- Must include breakfast, have good internet connection and business facilities.
- Flexible COVID-19 cancellation/rebooking policy.
Flights
- Economy Return flights from any London airport.
- Some additional delegates based outside of London may require travel from different airports, please can you also provide costs for delegates potentially departing from any major UK airport.
- Some additional delegates may also want to adjust arrival and departure dates, please provide an explanation of the process for this.
- Flexible COVID-19 cancellation/rebooking policy.
In-Market transfers (should this service be required)
- In-market airport transfers to be arranged between airport and accommodation both ways.
- In-market transport – as required. Details will be confirmed once the in-market programme of activities has been finalised.
- Where possible, we prefer the delegation to travel in a mini-bus style transfer.
- Any private taxi transfers must be pre-agreed with and approved by the Event Lead for each visit.
We reserve the right to request a similar service for up to three additional GBIPs different from the one highlighted in this tender, with delegate numbers and budgets either similar to those outlined in this tender, or twice that.
- Selected supplier responsibilities
- Organising, booking and management of accommodation, flights and transfers.
- Payment of all accommodations, flights, and transfers within agreed budgets.
- Liaison with the Newable Team and businesses to ensure delivery of a successful event.
- Budget and invoicing
See below detailed budget for each visit, including any taxes and third-party fees. These are the maximum costs allowable per cost category, per activity and are inclusive of VAT.
For the three potential additional GBIPs, budgets would be similar to the budgets outlined below, or twice that if the number of delegates is increased.
IMPORTANT – Budgets cannot be transferred between GBIPs or cost categories.
Accommodation in the UK for get ready workshop
| Get Ready Workshop Sector | London Accommodation Bed & Breakfast | London Accommodation Dinner, Bed & Breakfast |
| Semiconductors (Japan) | £4,180.00 | £4,940.00 |
Overseas visit
| GBIP Location | Participant & Staff flights | Participant & Staff accommodation | In market Transport |
| Semiconductors – Japan, Tokyo | £20,900.00 | £21,660.00 | £1,600.00 |
- Payment
To process payments, Newable Trade Limited will require a valid VAT invoice addressed to:
Newable Trade Limited
140 Aldersgate Street
London
EC1A 4HY
We require each cost category to be invoiced separately for each visit.
Each invoice must include a Purchase Order number, which will be provided by the Event Lead, in order for payment to be made.
The Event Lead for each visit will provide you with the requested wording for the service description to be included in each invoice.
We will pay invoices by bank transfer 30 days after the receipt of the VAT invoice. We are unable to pay via other means or under different terms.
By providing Newable Trade Limited with a quote, you are accepting our invoicing requirements and confirm you can make any amendments needed to your invoicing system to meet these requirements.
Please explicitly confirm that you can meet our invoicing requirements in your returning proposal.
A payment plan will be established with the selected supplier, which may include setting payment milestones or periodical instalments.
- Cancellation
Innovate UK is the funding organisation for the Global Business Innovation Programme and retains the final decision-making power on these visits. Any decision made by Innovate UK to cancel the GBIPs included in this tender is outside our control.
In the unlikely event that it is necessary for us to cancel a GBIP and we no longer require your services, we will notify you as soon as possible in writing.
If this is the case, and you have already started working on delivering the services mentioned in this tender, any invoices will be required to be submitted by yourselves within five working days for Newable Trade Limited to review and process for payment.
- Tender Evaluation procedure
Suppliers that wish to bid for this contract should first consider their capacity to deliver against the requirements set out in this document and then take the following actions:
- Complete the Tender Submission Proforma and send it by email to: businessevents@newable.co.uk
- Submit your Tender with all supporting evidence by Friday 11th July at 4.00 pm.
- If bidders have any questions about the content of this tender, these can be submitted by email to: businessevents@newable.co.uk
Please note that, in the interest of fairness and transparency, any questions and any related responses will be sent by email to all parties that have indicated their intention to bid.
IMPORTANT: No tender received after the tender closing date and time for receipt of tenders will be considered.
Proposals will be assessed and evaluated using the evaluation matrix in Appendix 1.
Each criterion will be scored using the Marking Criteria set out in Appendix 1.
All tenders submitted will be formally scored by a tender evaluation panel. The members of the panel will undertake a “conflict of interest” assessment prior to tender evaluation to assess whether they are in situations in which personal or financial interests may compromise professional judgement and integrity.
The final scoring results will be made available to unsuccessful tenderers should they require feedback on their rating. Bidders’ identities will not be released to other parties.
A third-party risk assessment will be carried out on the chosen supplier.
- Timetable
| ACTION | DATE |
| Tender issued to potential suppliers | 30/06/2025 |
| Tenders return deadline: | 11/07/2025 4pm |
| Confirmation of receipt will be sent by email | 13/07/2025 |
| Supplier appointed: | 23/07/2025 |
GBIPs FY 25-26 Invitation to Tender Travel Agent