Committee Reports > List of Committees > Dáil > 1985 > Committee on Public Expenditure > Report - Review of Exchequer Costs of Travel and Subsistence

APPENDIX III

SUBMISSION BY LEP TRAVEL

“Proposal for handing the Department of Foreign Affairs Business Travel Account”

CONTENTS

SCHEDULE

SCHEDULE 1

1.1 COMPANY STRUCTURE AND BRIEF HISTORY

Lep Travel was formed in 1924 and is a well established Travel Company which has pursued a programme of controlled expansion over 60 years and currently has a network of offices in the following locations:-

The gross turnover in the last financial year was over £3 million with the latest projection for the current year being some £4 million.

Lep Travel is a wholly owned subsidiary of Lep Transport Ireland who in turn are a wholly owned subsidiary of The Lep Group of Companies, a well respected and successful International Freight Forwarding and Allied Services Company.

1.2 COMMERCIAL INFLUENCE

In terms of size of operation, turnover, profitability and influence we rank as one of the leading and most reputable travel companies in The Republic of Ireland.

The close links we have established with airlines, transportation companies and hotels enables us to demand the very highest standards of service for our clients and often enables us to pull strings to obtain reservations during critical periods.

1.3 TECHNOLOGY

With the rapid advance of technology in the travel industry, Lep Travel are pleased to announce that we have now commenced a programme of updating our present computer equipment in our offices here in Ireland to take advantage of the latest advances.

With the installation of The TIMAS System, Lep Travel will not only continue to be able to have access to International Airlines, but also for the first time be able to directly book services such as package holidays and other ancillary products. These developments we believe will allow Lep Travel to offer a much improved reservation system than has been possible in the past.

SCHEDULE 2

LEP TRAVEL LIMITED

COMPANY DATA

MEMBERSHIP

The Irish Travel Agents Association (I.T.A.A.)

LICENCES

In addition to I.A.T.A., we hold every conceivable licence to meet all travel requirements and are therefore able to provide travel tickets, reservations and related services for journies by land, sea and air on a worldwide basis.

SCHEDULE 3

3.1 OPERATIONAL PROPOSAL

To ensure The Department of Foreign Affairs receives an efficient, cost effective and streamlined service, we would propose the following operational services and procedures:-

1. Servicing Office

We would propose two alternatives in handling The Department of Foreign Affairs day to day travel requirements.

a)We would handle the above requirements at our Dublin 2 location which is specially equipped to handle high volume business travel in terms of servicing, specialised staff and computerisation.

b)We would propose to install within The Department of Foreign Affairs a travel desk manned by ourselves at our own expense. This desk would handle all ticket issues and other reservation matters and would be equipped with its own computerised reservation system for use by our own staff. This Travel Desk would be available on a 5 day a week basis from 09.00 - 17.30 hours.

The above services would also be backed up by the worldwide facilities of The Lep Group when and where necessary i.e. Freight Forwarding, Insurance, Personal Effects and other related services.

2. Account Executives

Experienced members of our Commercial Travel Personnel would be exclusively assigned to handling your account with the necessary support staff. This will include creating profile cards for clients with special requirements.

3. Free Direct Telephone Link

In the event that alternative (a), as shown above in Servicing Office, was to be utilised and subject to a satisfactory survey being completed by the telephone authorities, we would install and maintain at our own expense, a direct telephone line between The Department of Foreign Affairs and our Dublin 2 offices thus giving considerable savings in both time and cost.

4. Ticket Delivery

Lep Travel maintain an in-house messenger service and would deliver all documents to The Department of Foreign Affairs as and when necessary.

5. Contribution

Depending on the level of business generated by The Department of Foreign Affairs, Lep Travel would consider an incentive payment on all sales exclusive of travellers cheques, foreign currency and excess baggage which would be subject to negotiation.

Any such incentive would be paid quarterly, half-yearly or yearly in the form of a credit note.

We would also offer the facility, subject to negotiation, of a 5% discount on package tours for private holidays requested by the personnel of The Department of Foreign Affairs and their immediate family.

6. Cost Effectiveness

Above and beyond the incentive rebate scheme we would also undertake to utilise, where possible, the many promotional fares and tariffs that are available. We also have certain other facilities with operators and airlines which from time to time allow us to pass on certain savings directly to yourselves.

The key to the success of the above involves a degree of preplanning although in many cases the element of uncertainty deems this to be impractical. We feel sure that with our experienced and fully trained Consultants, the prospects of reducing your travel expenditure will be greatly enhanced although, of course, this is impossible to quantify in terms of percentages.

7. 24-Hour Service

The Department of Foreign Affairs would have access to our seven days a week emergency booking service.

8. Special Fares Department

Through our Special Fares Department savings of up to 20% can be achieved on many normal fares and in some cases are completely restriction free.

9. Manuals and Timetables

Technical publications, timetables, manuals and appropriate books of reference can be supplied to your offices if required, and of course, would be available for your perusal at the Lep Travel Implant at any time.

10. Monthly Credit Terms

Payment of all invoices is due on the 15th day of the following month of presentation. Fully comprehensive statement of accounts are normally presented at the end of each working month.

11. Provision of Information

Lep Travel produces on a bi-monthly basis an informative Travel Bulletin which gives the latest information on new services and facilities as offered by the Travel Industry as a whole which would be distributed to the appropriate personnel within The Department of Foreign Affairs.

3.2 STANDARD SERVICES

*DOCUMENTATION

A comprehensive itinerary is provided for all journies together with ticket wallets, baggage labels and any relevant travel leaflets.

*EXCESS BAGGAGE VOUCHERS AND EXCHANGE ORDERS are provided when required.

*HOTELS

We undertake to secure hotel reservations and make recommendations and provide confirmed vouchers in each case. The client may either pay the hotel direct or have all charges referred back to us for settlement.

*CAR HIRE

We make reservations and provide vouchers of confirmation for both self and chauffeur driven car hire.

*PASSPORTS, VISAS AND HEALTH REQUIREMENTS

We always offer advice on the latest passport, visa and health requirements.

*AIRPORT REPRESENTATION

We are able to provide representation at Dublin, Shannon or Cork Airports for VIP Meetings, organising group departures and giving general assistance.

*CURRENCY AND TRAVELLERS CHEQUES can be provided at no additional cost.

*COMPREHENSIVE INSURANCE can be arranged to cover most contingencies.

*AIR TAXIS/AIR CHARTERS

Lep Travel are able to provide competitive quotations on all charter requirements.

*VISITORS SERVICE

We will undertake all re-confirmations, re-bookings and re-issues for your overseas visitors, make hotel bookings and arrange any ancillary travel services they may require during their stay.

*QUOTATIONS

We will provide accurate quotations for any travel requirements.

*NEWSLETTER

Lep Travel produces, on a bi-monthly basis, a newsletter to keep our clients informed about the latest developments in travel.

3.3 SPECIALISED SERVICES

*Holiday Travel Service

Lep Travel, via their retail offices located in Dublin, Limerick and Cork, can offer a comprehensive holiday service which, subject to negotiation, could be available to your staff at a reduced cost.

*Specialised Travel Division

Lep Travel are able to cater for Conference and Incentive Travel, Trade Fairs, Exhibitions, Missions, Study Tours and incoming traffic.