TENDER NOTICE Date: 05.03.2015 Request for quotation invited for IATA/IRCTC approved Travel Agency for booking of Domestic/International Air Tickets, Railway tickets, Hotel booking, Visa & Passport related assistance, Travel Insurance policy and/or Forex arrangement services. Broadcast Engineering Consultants India Ltd. (BECIL) a public sector enterprise under Ministry of Information & Broadcasting, Government of India has decided to engage the Agency for booking of Domestic/International Air tickets, Railway tickets, Hotel booking, Visa & Passport related assistance, Travel Insurance policy and/or Forex arrangement services for official uses at BECIL Bhawan, Noida as per the standards and specifications set out in this tender document in particular and good industry practice in general. BECIL invites sealed quotations to engage the Agency for above mentioned work. The following is RFP tentative schedule and critical dates:- i) Issue of RFP notification : 05.03.2015 ii) Last date of Submission of proposals : 1500 hrs on 23.03.2015 iii) Opening of bids : 1530 hrs on 23.03.2015 BECIL reserves the right to amend the RFP tentative schedule and critical dates. Tender document can be downloaded obtained from Corporate Office: BECIL Bhawan, 56- A/17, Block-C, Sector-62, Noida-201307, Uttar Pradesh on payment of Rs. 500/- in cash or through demand draft in favor of Broadcast Engineering Consultants India Ltd. and payable at New Delhi. Thanking you, Yours faithfully (Awadhesh Pandit) AGM (Fin. & Admin.) Page 1 of 15
RFP No. : BECIL/ Travel Services Agency/ 2015/15 Request of Proposal to engage the Agency for booking of Domestic/International Air tickets, Railway tickets, Hotel booking, Visa & Passport related assistance, Travel Insurance policy and/or Forex arrangement services for official uses at BECIL Bhawan, Noida. BROADCAST ENGINEERING CONSULTANTS INDIA LTD Corporate Office: 56-A/17, Block-C, Sector-62, Noida-201307 Tel: +91 120 4177850 Fax: +91 120 4177879 Head Office: 14-B Ring Road, IP Estate, New Delhi-110002 Tel: +91 11 23378823 Fax: 91 1123379885 Page 2 of 15
Request of Proposal to engage the Agency for booking of Domestic/International Air tickets, Railway tickets, Hotel booking, Visa & Passport related assistance, Travel Insurance policy and/or Forex arrangement services for official uses at BECIL Bhawan, Noida. 1.1. RFP Schedule and Critical Dates RFP tentative schedule and critical dates are shown below: i) Issue of RFP notification : 05.03.2015 ii) Last date of Submission of proposals : 1500 hrs on 23.03.2015 iii) Opening of bids : 1530 hrs on 23.03.2015 BECIL reserves the right to amend the RFP tentative schedule and critical dates. Before submitting the bids prospective bidders, if required may visit the Corporate office to understand scope of the work. 1.2. Intent of Request for Proposal Broadcast Engineering Consultants India Ltd. (BECIL) a public sector enterprise under Ministry of Information & Broadcasting, Government of India has decided to engage the Agency for booking of Domestic/International Air tickets, Railway tickets, Hotel booking, Visa & Passport related assistance, Travel Insurance policy and/or Forex arrangement services for official uses at BECIL Bhawan, Noida as per the standards and specifications set out in this tender document in particular and good industry practice in general. 1.3. Procedure for submission of bids and terms and conditions The bids are to be submitted in a sealed outer cover clearly marked Bid for appointment of Travel Agency for booking of Air/ Railway tickets, Hotel booking Services and addressed at the following address:- The Asstt General Manager (Fin.&Admn.), Broadcast Engineering Consultants India Limited, 56-A/17, Block-C, Sector -62, Noida -201307 (U.P.) Email: admin@becil.com 1.3.1. Late bids will not be considered. It shall be responsibility of the bidder to ensure that the bid has been received on time and at proper place before the deadline. Bids submitted through fax and e-mails will not be considered. Page 3 of 15
1.3.2. Bids shall be opened on the same day at 1530 hours in the presence of bidders who may choose to be present. 1.3.3. BECIL reserves the right to alter/modify the scope of work mentioned in this RFP document at any state of the bidding process and contract. 1.3.4. For evaluation and comparison of tenders, BECIL may ask bidders individually for clarification of their bid documents, including breakdown of rate. The request for clarification and the response shall be in writing, but no change in the price or substance of the tender shall be sought, offered or permitted except as required to confirm the correction of arithmetical errors discovered by the BECIL during the evaluation of the tenders. 1.4. Eligibility Criteria a) Agency should be registered under the Companies Act 1956. b) The agency should have IATA membership, IRCTC Agency. c) The Agency should have registered with Service Tax or other Govt. Authority as required. d) The Bidder shall have adequate experience for providing services at least 3 Govt. offices / PSUs etc. during last Three years. e) The agency should have annual turnover of minimum Rs. 1 Crore (One Crore) for booking of air ticket / railway ticket/hotel bookings during the last 03 financial years i.e. 2011-12, 2012-13 & 2013-14. f) The agency should have a good running office in Delhi & NCR within radius of 10 Km. from BECIL Bhawan, sector-62, Noida. g) The bidder should not have been barred or black-listed by any of the central govt. departments/organizations/central PSUs in the past. h) Proposal will be selected based on their past performance of the Agency. i) Bidder is expected to examine all instructions, forms, terms, specifications, and other information in the bidding documents. Failure to furnish all information required by the bidding document or to submit a bid not substantially responsive to the bidding documents in every respect will be at bidder s risk and may result in the rejection of Bid. j) The following documents should form part of the Tender Notice :- Page 4 of 15
a) Pre-qualification requirements for award of Contract for booking of air ticket / railway ticket/hotel bookings (Technical Bid) Annexure - I b) Proforma for quoting rates (Financial Bid) Annexure - II Agency should submit duly filled up and signed Annexure-I and Annexure-II towards your acceptance to the general terms and conditions. Technical bid respectively should be in one envelope, duly signed and filled up Annexure-II (Financial Bid) in another envelope. Please mention on first envelop - TECHNICAL BID and on second envelope - FINANCIAL BID. Both the sealed envelopes be placed in another sealed cover super scribing Quotation/Rates for Appointment of Travel Agency for Booking of Air tickets / Railway tickets / Hotel bookings, etc. and the same may be sent to BECIL Bhawan, C-56/A-17, Sector-62, Noida 201 307, so as to reach on/before 23.03.2015 (up to 1500 Hrs). 1.5 Scope of Work The agency would ensure booking of tickets /confirmation of waitlisted tickets, delivery of tickets collection of tickets for cancellation, getting visa, passports, confirmation/cancellation, up gradation/revalidation of tickets, delivery of tickets, documents at BECIL's office during working hours /holidays/ after office hours (at the expense of the agency). The scope of work of the agency in brief is as under: a) Booking and issuing of international/domestic air ticket including pre paid tickets. b) Booking and arranging for domestic railway tickets (normal and Tatkal) / foreign (including other country railway tickets). c) Assistance for issue/obtaining new passport/ renewal and miscellaneous passport related services. d) Assistance for obtaining visa and submitting passport at the embassies. e) Issuance of foreign exchange as per RBI guidelines. f) Obtaining travel related insurance including overseas medical insurance. g) The agency will be available at all times for booking /cancellation of both air and railway tickets. h) Submission of a monthly statement of services provided to BECIL alongwith Invoice raised, clearly mention discount provided to the BECIL, the cost of ticket and service charge incurred for airline / railway/hotel booking. i) Assisting the BECIL in securing deal codes with other airlines. j) Assisting travellers in getting enrolled in frequent flyer programmes. k) The Agency will have to ensure fast and timely delivery of tickets by hand in BECIL, Noida office free of charge. However if agreed by the management in writing for any specific case the tickets can be sent through electronic mode also. The management may require the agency to book ticket or to provide other related services at very short notice (i.e. 1-2 hour). Page 5 of 15
1.6 Earnest Money Each bidder is required to submit earnest money deposit of Rs. 50,000/- (Rupees, Fifty Thousand only). EMD should be in the form of demand draft from Nationalized/Scheduled Bank valid for a period of one month beyond the date of opening of bids and in favour of Broadcast Engineering Consultants India Limited payable at New Delhi and this EMD shall be part of the technical bid. Bids not accompanied with EMD shall stand summarily rejected. EMD of unsuccessful tenderers will be returned without interest. EMD of successful tenderer will be retained. The EMD of successful tenderer will be forfeited in case he fails to accept the order. 1.7 Performance Bank Guarantee Successful bidder shall have to furnish an upfront Performance Bank Guarantee (PBG) or Demand Draft of Rupee One Lakhs in favour of Broadcast Engineering Consultants India Limited, 56-A/17, Block-C, Sector-62, Noida-201307(U.P.) for the period of Contract awarded for this purpose. 1.8 Payment Terms a) The payment shall be made on monthly basis within 7 days of next month subject to submission of valid proof of actual fare paid/payable to the Airlines/IRCTC/Hotel. b) All bills shall be made in the name of, BECIL and delivered to the Corporate Office situated at C-56A/17, Sector -62, NOIDA- 201307, UP and shall be accompanied by the written instruction of the Company to provide the service against which the bill has been generated. c) No advance payment will be made for any kind of booking. d) The Agency will inform the Traveller about cancellation/ rescheduling of flights by the Airlines/Railways. e) The Agency will also be required to co-ordinate for Visa or any other formalities required for International visits. f) In case the tickets are not delivered within time the Agency will be solely responsible for the same and no payment will be made. In that case the Agency may be liable to Penalty Clause mentioned hereinafter. 1.9 General terms and Conditions a) The financial bids of technically qualified tender will be opened on the day intimated over phone, through web site, through letter or through email. The bidders qualified in technical bids may attend the opening of financial bids Page 6 of 15
either on their own or through an authorized representative on the notified date and time. b) Agencies who do not fulfill the Pre-qualification requirement will not be considered. Financial bids of only those agencies will be opened who furnish the information and fulfill the terms and conditions of pre-qualification (Annexure I). c) BECIL reserves the right to accept or reject any or all the quotations without assigning any reason whatsoever. d) Tenders which do not fulfil all or any of the above conditions or are incomplete in any respect, are liable to summary rejection. e) Contract will be signed for a period of one year (12 months) and no change in the rates will be allowed during the contracts period. f) One month notice in writing will be required from either side to discontinue the services. g) Successful bidder is required to submit interest free security money deposit/performance guarantee of Rs. 100,000/- (Rupees, One Lakh thousand only) in the form of demand draft from Nationalised / Scheduled bank valid for a period of one year which will be refundable after expiry of contracts. h) The Agency shall be responsible for faithful compliance of the terms and conditions of this agreement. In the event of any breach of the agreement, the same may be terminated and the security deposit will be forfeited and further the work may be got done from another agency. i) No revision of rates will be permitted during the period of the contract. The contract will be valid for one year from the date of award of contract. The management may, if think fit, extend the period of contract for a further period of one year up to maximum period of 03 years on mutually agreed terms and conditions. j) In addition to discounts mentioned in rates quoted, the Agency shall intimate and transfer all additional discounts that are given by authorities/airline to BECIL including reward/mileage points. k) In case of cancellation, the proof of actual cancellation charge, charged by Airline/Railways/Hotels shall have to be provided and BECIL will pay the actual cancellation charges only. 1.10 Method of evaluation and award The proposals will be evaluated with reference to the eligibility criteria and technical requirements as specified as well as past experience and the commercial bids. Offers incomplete in any respect are liable to be rejected. Page 7 of 15
1.11 Penalty Clause If at any point of time it is found that the bidder has suppressed or misrepresented any material fact or made a statement which is factually incorrect or if the bidder doesn t comply the terms and conditions of the tender document or work order, BECIL may reject the bid or cancel the contract with immediate effect, forfeit the EMD deposited by the bidder and / or debar the bidder from bidding prospectively for a period as decided by the BECIL or take any other action as deemed necessary. In case the agency is not able to supply tickets or book hotel or provide other services as mentioned in the tender document on time, the penalty will be as under: a) 10% of the cost of the ticket in case of non delivery of ticket in time. b) 10% of the value of the per day hotel charges in case of non-booking of hotel in time. c) Any amount as decided by the CMD, BECIL in case of default in any other services beyond reasonable time period. d) In case of unsatisfactory services i.e. non-booking of the Air / Railway tickets/hotel Bookings within time as per requirement of BECIL etc. the contract shall be terminated by giving notice of 10 days. 1.12 BECIL Obligations BECIL reserves the right to accept any bid, reject any or all bids and to annul the bidding process at any time prior to the award of the contract without there by incurring any liability to the affected bidder/bidders or any obligations to inform to the affected bidder/bidders of the grounds for BECIL s action. Bidders are however free to address their queries on bidding conditions, bidding process and/or rejection of their bid by addressing appropriate communication addressed to Director(O&M), BECIL for requisite information. 1.13 Commencement of the Service: The successful bidder shall have to commence the work immediately on receipt of work order as per general guidelines. BECIL reserved the right to disqualify any bidder without assigning any reason thereof. 1.14 Arbitration - Settlement of Disputes a. Amicable Settlement Performance of the work order under this RFP shall be governed by the terms and conditions of the RFP, in case of dispute arises between the parties regarding any matter under the work order, either Party may send a written Notice of Dispute to the other Party. The Party receiving the Notice of Dispute will consider the Notice and respond to it in writing within fifteen (15) days after receipt. If that Party fails to Page 8 of 15
respond within fifteen (15) days, or the dispute cannot be amicable settled within Thirty (30) days following the response of that Party. b. Arbitration In the case of dispute arising upon or in relation to or in connection with the work between BECIL and the successful bidder, which has not been settled amicably, any Party can refer the dispute for Arbitration under (Indian) Arbitration and Conciliation Act, 1996. The Arbitration and Conciliation Act, 1996 and any statutory modification or reenactment thereof, shall apply to these Arbitration proceedings. Arbitration proceedings shall be held in India at New Delhi and the language of the Arbitration proceedings and that of all documents and communications between the Parties shall be English. The decision of the arbitrator shall be final and binding upon both Parties. The expenses of the arbitrator as determined by the arbitrator shall be shared equally by BECIL and the Delivery Partner. However, the expenses incurred by each Party in connection with the preparation and presentation shall be borne by the Party itself. All Arbitration awards shall be in writing and shall state the reasons for the award. Notwithstanding any references to arbitration, the parties shall continue to perform their respective work / obligation under the Contract. Authorized signatory of the agency Official seal/ stamp Date: Place: Page 9 of 15
Annexure I Technical Bid 1. ABOUT THE AGENCY: a. Name of the Agency/Company b. Address of the Agency/Company c. Branches in other cities in India and abroad d. Distance in Km. from agency to BECIL corporate office, Noida e. Company CIN no. and Date of Incorporation f. Name of the Directors g. Authorised Contact person h. Telephone no. / Mobile no. (Office & residence) i. In case of emergency booking please specify contact person and their contact no. (24 hour helpline numbers) j. Fax no. and e-mail K. Service Tax Regn.No. l. PAN m. Bank RTGs Details like Bank name, A/c no. and IFSC code n. o. p. Registration Number of the Agency with IATA/IRCTC MSME Certificate to be enclosed (if applicable) Any other Page 10 of 15
2. Past experience in travel related services, if any (attach documentary proof for satisfactory services provided to the Company):- 3. Current List of clients: Period Nature and Volume of Booking From To Air Railway Hotel a) Govt. Deptt. / Ministries b) Public Sector Undertaking 4. Details of turnover of the Agency for the last three years: (Enclose copy of Audited Accounts) Year Total Amount (Rs. In crore) 2011-12 2012-13 2013-14 5. List of enclosure/disclosure:- S.NO. ITEMS Yes/No 1. Registration Certificate for : a) Incorporation of the Company b) IATA/IRCTC c) Service Tax d) PAN 2. Past experience in travel related services, if any (attach documentary proof for satisfactory services provided to the Company) 3. Income tax return for the last three financial years (to be enclosed) 4. List of Cliental 5. MSME Certificate (if applicable) 6. Memorandum and Articles of Association of the Company 7. Audited Annual Reports/Balance Sheet of the Company (Last Three years) 8. If any Disclosure:- 9. Whether the Agency can provide round the clock service for booking Air/Rail tickets: If no, the service timings may be indicated. 10. Other Service, if required a) Hotel booking facility at the place of tour b) Hiring of vehicle at the place of tour c)airport Transfer facility Page 11 of 15
d) Other facilities 12. Whether the Agency will be providing a 24X7 help line/emergency service numbers/help desk so that BECIL can contact in case of any urgency. 13. Earnest money of Rs. 50,000/- (Rupees Fifty Thousand only) in favour of Broadcast Engineering Consultants India Limited payable at New Delhi. Pay Order/ Demand Draft no. dated & Issuing Bank Tender cost of Rs. 500/- 14. Whether the bidder have been barred or blacklisted by any of the central govt. departments/organizations/central PSUs in the past. 15. Whether the Agency is agreed to submit valid proof of actual fare paid/payable to the Airlines/IRCTC/Hotel. 16. Whether Agency have any objection if BECIL forfeit the security deposit/emd/pbg on A/c of non compliance of terms & conditions of the tender 17. Any other information Undertaking: I hereby certify that all the information furnished above are true to the best of my knowledge and belief. I have no objection to BECIL verifying any or all the information furnished in this document with the concerned authorities, if necessary. I also certify that, I have understood all the terms and conditions indicated in the tender document and hereby accept the same completely. Authorized signatory of the agency Official seal/ stamp Date: Place: Page 12 of 15
Annexure II FINANCIAL BID (A) Air Ticket (I) Domestic Tickets: a) Service charge on Basic Air in Domestic tickets on different airlines (In percentage) S. Name of the Airline No. 1 Air India 2 Jet Airways 3 Kingfisher 4 Spice Jet 5 Indigo 6 Go Air 7 Other Airlines (OAL) ECONOMY CLASS Normal Promotional/A PEX BUSINESS/EXECUTIVE CLASS Normal Promotional/APEX b) In case agency offered discount please mention here the rate of discount in %age and also give your justification in case extra ordinary discount mentioned here:- ECONOMY CLASS BUSINESS/EXECUTIVE CLASS S. No. Name of the Airline Normal Promotional/APEX Normal Promotional/APEX 1 Air India 2 Jet Airways 3 Kingfisher 4 Spice Jet 5 Indigo 6 Go Air 7 Other Airlines (OAL) 8 Formula of discount offered by the Agency 9 Justification in case extra ordinary discount mentioned here Page 13 of 15
(II) International Tickets: a) Service charge on Basic Air in International tickets on different airlines (In percentage) S. No. Name of the Airline 1 Air India 2 Jet Airways 3 Kingfisher 4 Spice Jet 5 Indigo 6 Go Air 7 Other Airlines (OAL) Normal ECONOMY CLASS Promotional/APEX BUSINESS/EXECUTIVE CLASS Normal Promotional/APEX b) In case agency offered discount please mention here the rate of discount in %age and also give your justification in case extra ordinary discount mentioned here:- ECONOMY CLASS BUSINESS/EXECUTIVE CLASS S. No. Name of the Airline Normal Promotional/APEX Normal Promotional/APEX 1 Air India 2 Jet Airways 3 Kingfisher 4 Spice Jet 5 Indigo 6 Go Air 7 Other Airlines (OAL) 8 Formula of discount offered by the Agency 9 Justification in case extra ordinary discount mentioned here Page 14 of 15
(B) Railway Ticket: Service charge per person per ticket on all routes (In percentage) S. No. CLASS NORMAL QUOTA TATKAL QUOTA 1. 2 nd Seating (2S) 2. 2 nd Sleeper 3. AC Chair Car (CC) 4. 3 rd AC (3 AC) 5. 2 nd AC (2 AC) 6. 1 st AC (1 AC) Hotel Bookings: Minimum discount on Rack Rates (In percentage) Budget 3-Star 4-Star 5-Star Remarks Other Services: S. No. Scope of work Service charge (%) Remarks 1 Visa & Passport related assistance 2 Insurance Policy Comprehensive Domestic & International Air tickets 3 FOREX (as per RBI guidelines) 4 Credit Period UNDERTAKING: I hereby confirm that I and authorized to offer the above mentioned quotes to BECIL and same has the prior sanction of the Competent Authority of my agency. It is further certify that rates/fare of airlines shall be as per the lowest tariff of respective airline. Date: Place: Authorized signatory of the agency Official seal/ stamp Page 15 of 15