Guwahati Divisional Office, OS Deptt: 4th Floor, Jeevan Prakash Bldg., S S Road, Fancy Bazar, Guwahati--781001 Ph: 0361-2604806; mail : os.guwahati@licindia.com NOTICE FOR EMPANELMENT OF AIR/ TRAIN TICKETING AGENCIES LIC OF INDIA, Guwahati Divisional Office, OS Deptt 4 th Floor, Jeevan Prakash. S S Road, Fancy Bazar, Guwahati 781001 invites applications in sealed envelope for empanelment from reputed Firms / Agencies having establishment in Guwahati preferably in GMC area, for booking & supply of Air / Train Tickets for the office of LIC of India, Guwahati Divisional Office only. For details please log on to www.licindia.in and click Tender for details and forms. Forms are also available at OS Department, Guwahati Divisional Office, Guwahati. Last date for submission of Application Forms is 28.10.2016 upto 12.30 hours and date of opening of sealed envelope is at 15.00 hours on 28.10.2016. 1
Guwahati Divisional Office, OS Deptt: 4th Floor, Jeevan Prakash Bldg., S S Road, Fancy Bazar, Guwahati--781001 Ph: 0361-2604806; mail : os.guwahati@licindia.com Ref: GDO/OS/Empanel/Tickets/16-19 Date: 15.10.2016 RE: NOTICE FOR EMPANELMENT OF AIR/ TRAIN TICKETING AGENCIES LIC OF INDIA, Guwahati Divisional Office, invites applications in sealed envelope for empanelment of established agencies from Guwahati Guwahati Divisional Office, Life Insurance Corporation of India located at S S Road, Fancy Bazar, Guwahati -781001. 1. The Application form and terms and conditions applicable for empanelment may be downloaded from our website www.licindia.in. A non refundable application fee of Rs 100/- (Rs. One hundred only) should be paid by Demand Draft / Pay Order / Banker s Cheque drawn in favour of LIC OF INDIA payable at Guwahati 2. Instructions as regards submission of Application A. The Application in sealed envelope marked as Application for Empanelment of Ticketing Agencies is to be submitted to: The Manager (OS) LIC of India, Guwahati Divsional Office, O.S. Department S S Road, Fancy Bazar, Guwahati 781001 Phone No. 0361 2604806 B. Last date of submission of the Application: 28.10.2016 (up to 12.30 hrs.) C. Date of opening of sealed envelope: 28.10.2016 (at 15.00 hrs) C. Applicants should ensure that the applications are submitted before the date & time specified above. Application received late on account of any reason will not be entertained. Sr Divisional Manager 2
To The Manager (OS), LIC of India, Guwahati Divisional Office, O.S. Department, 4 th Floor S S Road, Fancy Bazar Guwahati 781001 APPLICATION (On letter head of Agent/ Farm) Sub: Application for Empanelment of Air / Train Ticketing agencies. Dear Sir, With reference to the above, having examined and understood the instructions, terms and conditions, nature of jobs as well as eligible criteria forming part of the notice for empanelment, I/we hereby enclose our application for empanelment as a agent/ service provider for booking and supply of Air/ Train Tickets for Guwahati Divisional Office, L.I.C. of India, Guwahati only. I/We enclose Demand Draft/Pay Order payable at Guwahati for Rs.200/- (towards nonrefundable application fee) Details of the same are as under: Details of Demand Draft Application Fee of Rs. 200/- Demand Draft / Pay Order No. Date of Demand Draft / Pay Order Name of Issuing Bank a. The information given by us is true to the best of our knowledge. b. We agree that this application does not entitle us automatically for being empanelled / short listed for the purpose as cited above. c. We understand that LIC OF INDIA, Guwahati Divisional Office, S S Road, Fancy Bazar, Guwahati 781001 reserves the right to reject our application without assigning any reason thereof and we agree to this. d. We agree for all the terms and conditions in the above referred notice unconditionally. Yours faithfully, Authorised Signatory (Name / Designation and Seal of the firm / company) Date: Important Note: This application should be complete in all respect and should not contain any information regarding rates/price. 3
Terms and conditions : 1. Application should be in sealed envelope marked as Application for Empanelment of Air / Train Ticketing agencies. i) Application should be sent along with Annexure-I to IV duly filled in and signed on all pages and all the supporting documents. All the required documents should be attached in proper serial order and duly indexed. ii) Demand Draft / Pay Order / Banker s Cheque towards application fee (non refundable) of Rs. 100/- in favour of LIC OF INDIA should be attached with the application. Applications will be opened at 3.00 PM on 28.10.2016 One representative of the applicant may remain present at the time of opening of application. 2. ELIGIBILITY CRITERIA: a) The agency shall have at least three years experience in the field. b) The agency must have an annual turnover of Rs 75 lacs (Rupees Seventy Five Lacs Only)) for Air Ticketing & Rs. 25 Lacs ( Rupees Twenty Five Lacs Only) for Train Ticketing during last three FYs. (2013-14, 2014-15, 2015-16) c) The Agency should be certified by IATA for Air Ticketing and IRCTC for Train Ticketing. Sub-agencies will be rejected. d) The Agent should be equipped with the requisite infrastructure in the form of Airline Computerised Reservation Systems (CRS), electronic mail and other modern communication systems. e) The Agency should be providing domestic/international ticket booking services and Railway Ticket Booking to reputed institutional customers e.g. Public Sector Banks /Public Sector Undertakings/Multi National Companies (MNCs) /Large Private Sector Corporates etc. f) The agency should be capable of providing services like VISA arrangement and other related documentation work in Guwahati. g) The agency should preferably have an office in Guwahati Municipal Area. h) The firm / Agency should be capable to render service 24x7x365 services including Sundays/holidays 3. Corporation reserves the right to reject any or all applications for empanelment without assigning reasons thereof. Conditional /incomplete/late received applications will be straightway rejected. 4
4. PERIOD OF EMPANELMENT: The empanelment shall be valid for a period of 3 years commencing from the date of empanelment. The validity of the empanelment may be extended by one more year. However, LIC reserves its right to review and terminate the panel at any time before completion of the said period. 5. Nature of Job: LIC of India intends to avail agents services as detailed below: a) Booking of air tickets (domestic and international) for air travel of our officials. b) Booking of railway tickets for travel of our officials. (During 2015-16 total no. of tickets booked by LIC Guwahati Divisional Office was-air tickets approximately 100 and Railway tickets approximately 200) c) The agency should identify the lowest airfare of various airlines and inform the comparative fares to LIC. Booking of air tickets should be done in a cost effective manner. Agency s personnel dealing with the booking should be conversant with our corporate deals, tour code etc. The agency should ensure that appropriate tour code is incorporated while booking the air tickets and confirm that the corporate discount has been allowed by the airline. Tour code number and base fare should appear in the Air ticket. LIC has tie ups with most major airlines operating in domestic sectors. Agency has to put the Deal Codes as advised by LIC from time to time. d) The Agency shall be obliged to suggest economical /better plan only under refundable basis. In case confirmed tickets are not available, efforts are to be made by the agency for getting confirmed tickets and to ensure providing tickets as advised in case of urgent requirement. IATA affiliation is compulsory. e) All tickets requested by our officials should be mailed to the given e mail IDs. Related invoices should reflect the name of the person who has given the booking. 6. LICENCES FROM VARIOUS AUTHORITIES: The Agency should have all related licenses / permissions from local authorities, including shop and establishment license required for the profession. The agent / Service Provider should have the necessary registration of Service tax, Income Tax PAN etc. Agent /Service provider shall follow all rules/regulations in force and it will be the sole responsibility of agent / service provider to abide by the provisions of all such regulations. IATA affiliation is compulsory. IATA affiliation is compulsory (IATA CODE NO, GDS / CRS, Back Office Pseudo Code are to be furnished). 7. VERIFICATION OF INFRASTRUCTURE: The applications received will be scrutinized by a committee constituted for the purpose. Members of duly constituted committee of LIC may visit agent s premises as well as his existing clients to ensure availability of infrastructure & standard of services specified by the Agent. Report of the committee would form a part of qualification for empanelment. 8. CORRECTIONS OR ALTERATIONS: The details in the Annexure must be completely filled up. The corrections or alterations, if any should be authenticated. In the case of the corrections / alteration not properly authenticated, the application will be rejected. The Corporation reserves the right to call for missing/ additional requirements or otherwise, from the applicant at the time of analysis of the applications received in response to this notice. 5
Note: The agent / Service provider shall submit the application duly signed and stamped on all the pages by authorized signatory. 9. SERVICE CHARGES FOR BOOKING OF TRAIN / AIR TICKETS: The agent / vendor should mention amount of Service Charge per head for providing train tickets only. No service charge will be paid for booking Air Tickets. 10.SERVICE AGREEMENT: Selected agent /service providers shall enter into SERVICE AGREEMENT with the Corporation 11. DISPUTES & DIFFERENCES: In case of any dispute, the same shall be referred to the Sr. Divisional Manager, (Guwahati Divisional Office) of LIC and his / her decision will be final and binding on both the parties. 12. OTHER CONDITIONS: a) LIC of India would review the performance of the empanelled Air / Train Ticketing Agents periodically. LIC of India reserves the right to terminate the services of any of the agent without assigning any reason whatsoever at time during the tenure of the contract. b) Apart from Guwahati Divisional Office, any other office of LIC of India, if so desires may utilize the services of the empanelled agency with same rates, terms & conditions. c) The Agent should be in a position to make available dedicated staff for servicing the ticketing and travel related needs of the LIC of India. 13. PAYMENT TERMS: The selected service provider will be paid on fortnightly basis through NEFT/ RTGS/ E- MODE for the services rendered during the particular month for which he shall submit the bill promptly. No advance payments will be made. The refunds of cancelled tickets should be credited to our account promptly and in any case, on fortnightly basis. For cancelled tickets, the details of cancellation fees charged by the airlines must be submitted. 14. TERMINATION: i) The contract can be terminated by either party by giving one months notice. ii) The contract is also liable to be terminated by the Corporation if a)the Agency abandons the work or b) The Agency assigns or sublets the work in whole or in part thereof, or c) The Agency makes default in proceedings of the work under the contract, at any time during the contract period, and continues to do so even after a notice is issued by the Corporation, or d) The Agency becomes bankrupt or insolvent or goes into liquidation or is ordered to wind up or has a receiver appointed on its assets or the Agency persistently disregard the instructions issued by the Corporation, or e) The Agency fails to adhere to the agreed schedule of the work, or f) The information submitted by the Agency in the Tender is found to be incorrect, or g) The Agency fails to perform its obligations as per terms of the contract. 6
Annexure-I TICKETING AGENT/ SERVICE PROVIDERS PROFILE SR Information Sought NO 1 Name of the Firm/Air / Train Ticketing agency (in Block letters) 2 Date of Establishment/ Incorporation of the Firm 3 Correspondence address & telephone no & E-Mail Id 4 Address of Head Office( if separate) and telephone / Mobile no. 5 Status : Proprietary/ Partnership/ Private Ltd company/ Public limited company 6 Names of the Partners /Directors/ proprietor 7 Name of Chief Executive with his present addresses and telephone / Mobile no 8 Name of Representative (s) with designation, Mobile No, Telephone No who would be calling on us and attending to our jobs. 9 Bank Details ( A/c No, Type of A/c, Name of Bank & Branch Address, IFSC Code, 10 Is the Firm registered under the Factory Act? Yes / No a) License number b) Date of last renewal of license( copy of license to be enclosed) c) ESIS No if any d) EPF registration no. if any e) Service Tax registration no. 11 a) PAN No of Income Tax Dept (copy to be enclosed) b) Labour License no and validity under section of Labour Laws.(enclose photo copy) 12 Whether holding trade license under Shops & Establishment Act duly renewed (copy should be enclosed) 13 Valid certificates of IATA & Railway authority showing authorization no. Furnish IATA NO, GDS / CRS, Back Office Pseudo Code Information Provided 14 Furnish the photo copies of Income Tax Assessment Return for last three years i.e. F.Y. 2014-15 F.Y 2013-14 F.Y. 2012-13 7
15 Turn over for last 3 financial years F.Y. 2015-16 F.Y. 2014-15 F.Y. 2013-14 16 Total Number of Employees: 17 Whether blacklisted by any Govt Deptt/Public Sector Company? 18 CST No / VAT No/ Service Tax Regn. No /TAN No 19 Are you agreeable to make deliveries or provide service to Corporation s Offices within Guwahati and out of Guwahatii when so directed. 20 Are you agreeable to abide strictly by the Terms and conditions for application for empanelment? 21 If your firm is empanelled with any office of LIC of India or any other PSU please give name and address 22 Name, addresses and telephone nos of three of your most valued clients ( separate list may be attached) 23 Is your agency equipped with the requisite infrastructure like Airline Computerized reservation system, Online booking facility, electronic mail etc. 24 Whether the agency is prepared to provide dedicated staff specially for LIC servicing. 25 Are you prepared to provide services 24x7 including Sundays /holidays if required by LIC. 26 State your no. of branch offices in India 27 Mention any other specialties of your Establishment 28 Mention IATA NO, GDS / CRS, Back Office Pseudo Code ( Copy to be submitted) Place: Date: Authorised Signatory (Name / Designation and Seal of the firm / company) 8
ANNEXURE-II DECLARATION 1. I / We have read the instructions appended to the Proforma and I / We understand that if any false information is detected at a later date, any future contract made between ourselves and Corporation, on the basis of the information given by me / us can be treated as invalid by the Corporation and I / We will be solely responsible for the consequences. 2. I / We agree that the decision of the Corporation in finalizing the empanelment of Service providers will be final and binding on me / us. 3. All the information furnished by me/us hereunder is correct to the best of my/our knowledge and belief. 4. I / We agree that I / We have no objection if enquiries are made about the work performance with clients mentioned in ANNEXURE- III. PLACE: DATE: Authorised Signatory NAME & DESIGNATION: SEAL OF THE FIRM / COMPANY: 9
ANNEXURE-III Details of existing clients: (Separate page must be submitted for each Client) Name of the Client Company Address of the Client Company Name, designation of contact person with telephone no. and e-mail ID of Client company. Name: Designation: Landline No.: Cell No. : Email ID: Details of services provided in last 2 years ( Ref No, Date of purchase order with photo copies thereof) Place: Date: AUTHORISED SIGNATORY NAME / DESIGNATION AND SEAL OF THE FIRM / COMPANY Page 10 of 11 10
ANNEXURE- IV Requirements to be submitted with application Parameter Requirements Document enclosed YES/ NO/ N.A. 1. Application Application on vendor s letterhead as per enclosed proforma. 2. Service provider s profile Service provider s profile as per Annexure I. 3. Declaration by service provider Declaration by service provider as per Annexure II. 4. Details of existing clients. Details of existing clients as per Annexure III 5. Registration in case of Partnership Firm / Company Copy of Partnership deed, Certificate of Incorporation, etc. 6. Copies of audited balance sheet & P&L A/c. Certified copies of audited balance sheet & P & L A/c for the 3 F.Y. 2012-13, 2013-14 & 2014-15. 7. Application fee DD/Pay Order of Rs.200/- towards 8. Minimum annual turnover of Rs. 75 Lacs for Air Ticketing & Rs.25 Lacs for Train Ticketing during in each of the last three years. application money ( non refundable) Certificate from Chartered Accountant stating Turnover for last 3 Financial Years. 9. IATA approval/other Certified copies of certificates authorizations ( for Railways) 10. Office in Guwahati GMC Area Certified copy of shops and establishment license. 11.Other travel infrastructure Self undertaking available 12. Prepared to give 24x7 Self undertaking services including Sundays/holidays 13. PAN Card Certified copy of PAN Card 14. Income Tax Returns Certified copies of IT Returns of last 3 FYs i.e. 2013-14, 2014-15 & 2015-16. 15.Service tax registration Certified copy of Service tax registration 16. Trade License Details under Shop & Establishment Act 17. Whether the Firm/Agency is registered under MSME? If yes, then submit documents. Place: Date: AUTHORISED SIGNATORY NAME / DESIGNATION AND SEAL OF THE FIRM / COMPANY Page 11 of 11 11