TENDER DOCUMENT FOR Empanelment of Travel Agents with IDBI Bank Ltd. for Booking of Domestic and International Air Tickets Name of the Agency:- Address:-... Contact Person: Phone/ Mobile: E-mail Id: LAST DATE OF SUBMISSION: UPTO 1500 HRS ON DECEMBER 16, 2016
NOTICE INVITING TENDER FOR EMPANELMENT OF TRAVEL AGENTS WITH IDBI BANK LTD FOR BOOKING OF DOMESTIC AND INTERNATIONAL AIR TICKETS IDBI Bank Ltd, Corporate Centre, Mumbai invites applications from Authorised Travel Agencies with at least one service office in Mumbai/ Navi Mumbai dealing in Domestic and International air tickets for the purpose of empanelment by the Bank for two years, renewable at the Bank s discretion for one more year subject to Agency s performance, on the same terms and conditions as given in the tender. Existing empanelled Travel agents with IDBI Bank Ltd may also apply. Tenders should be properly sealed and addressed to: The Deputy General Manager, Administration Department, IDBI Bank Ltd, Corporate Centre, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai 400 005 Landline: 022-6619 4199 The duly filled in T ender including technical bid and financial bid is required to be submitted on or before 1500 HRS on December 16, 2016. The Technical Bid will be opened at15:30 HRS on the same day. The Tenders received will be scrutinized by a Committee constituted for the empanelment. Incomplete Tenders are liable to be rejected. No further correspondence will be entertained from rejected Tenderers. Page 2 of 14
HOW TO SUBMIT THE TENDER: The Tender/ Offer in a sealed envelope containing the sealed sub-envelopes, addressed to The Deputy General Manager, Administration Department, IDBI Bank Ltd, Head Office, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai 400 005 should be dropped in the tender box kept for this purpose on the Fourth Floor of IDBI Bank, IDBI Tower, WTC, Cuffe Parade, Mumbai-05. Tender should be duly filled in and signed on each page by the authorized person of the Agency and submit on or before 1500 HRS on December 16, 2016. The Technical Bid of tender will be opened at 1530 HRS on December 16, 2016 at above mentioned address. The Earnest Money Deposit amounting to Rs.50,000/- (Rupees Fifty thousand only) must be deposited by each tenderer. The EMD may be credited through electronic mode (NEFT) to IDBI Bank s Current Account No 0126102000001663, IFSC code IBKL0000126 at its branch situated at Cuffe Parade, Mumbai 400005. The receipt so obtained may be submitted in Envelope 1 of the tender. Tenders not accompanied with EMD s receipt and those received after due date as specified above will not be considered. The tenders shall be submitted in the following manner and shall contain details / documents as listed below: One sealed Master Envelope super-scribed Application for Empanelment of Travel Agents with IDBI Bank Ltd for booking of Domestic and International Air tickets containing the following two duly sealed sub-envelopes: i. Envelope-1: Technical Bid (Page 1 to 12; comprising of Prequalification Criteria, General Instructions and Annexure-I) and receipt of Earnest Money Deposit of Rs. 50,000/- (Fifty thousand only). ii. Envelope-2: Only Financial Bid (Page no. 13 to 14; comprising of Annexure-II) Note: Under no circumstance bid should be submitted through post/ courier or handed over to any staff of Bank. Bank will not be responsible for bids submitted through any mode other than specified tender box at Fourth Floor of Administration Department, IDBI Bank Ltd, Head Office, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai 400 005. Page 3 of 14
TECHNICAL BID Prequalification/ Eligibility criteria are as under: Documentary evidence should be provided in support of compliance of each eligibility criteria. All documents must be signed by the authorized signatory of the Travel Agent. Relevant portions, in the documents submitted in pursuance of eligibility criteria, should be highlighted. 1. The Agency should have experience of at least 5 (five) years in the relevant field and providing such services to reputed Government institutional customers like Financial Institutions/ Public Sector Banks/ PSUs/ MNCs/ Large Corporates. 2. The Travel Agency should have at least one office in Mumbai/ Navi Mumbai (Address of such service office and other details/ document to be provided). 3. The Travel Agency should be duly registered under the Shops and Establishments Act. 4. The Travel Agency should be a sole proprietor concern/ partnership firm/ company and should be registered with Registrar of Firms / Companies, wherever applicable. 5. The Travel Agency should have a valid Service Tax Registration Number, PAN Number, Sale Tax Number as applicable. 6. The Travel Agency should submit Balance Sheet/ Profit & Loss Account & Income Tax Return filed for the last three FYs i.e. 2013-14 (audited), 2014-15 (audited), 2015-16 (audited/ un-audited). 7. The Agency should have earned net profit in each of the last three financial years. Loss making entities will not be considered for empanelment. 8. The Agency must have an annual turnover of at least Rs. 30 crore p.a. in each of the last three FYs (2013-14, 14-15 and 15-16). 9. The Travel Agency must have experience of executing similar works during last three years ending March 2016 with annual billing of (i) more than Rs 10 crores for one Organisation or (ii) more than Rs. 5 crores each for two Organizations. Please submit documentary evidence pertaining to work order and billing. Similar works means booking of air ticket and related service for Government Page 4 of 14
Organisation/ Financial Institutions/Public Sector Banks/ PSUs/MNCs/ Large Corporates. 10. The Travel Agency should be approved by IATA and / or as applicable and Central Government authorities for overseas/ domestic air ticket bookings. 11. The Travel Agency should be equipped with the requisite infrastructure in the form of Airline Computerised Reservation Systems (CRS), electronic mail and other modern communication systems. 12. The Travel Agency should be prepared to deliver the requisite services through 24X7 call centre/ helpdesk facility even on Sundays / Holidays also, if so required by the Bank. 13. The Travel Agency should be in a position to make available dedicated staff for servicing the needs of the Bank and place implant(s) as per requirement in the Bank s Corporate Office. 14. The Travel Agency should be a direct agent of major airlines. 15. The Travel Agency should not have been blacklisted or removed by any Government/ PSU/Bank or Reserve Bank of India/IBA for corrupt or fraudulent practices or non delivery or non performance during the last three years as on the date of issuance of this tender. 16. The Travel Agency should be in a position to provide credit limit for a period of four weeks. Page 5 of 14
General conditions/ instructions for submission of bids/ tenders: 1. The details of inputs/ information required to be submitted by the Agency is as per Annexure-I of Technical Bid. 2. The Agency must quote the most competitive rates in the Performa enclosed in Financial Bid (Annexure-II). The Bank will open Financial Bids of only those Agencies who have technically qualified as per prequalification criteria. Date & time of opening of Financial Bids shall be intimated to shortlisted Agencies separately. 3. The best competitive rates in each category will be determined from the quotations received from technically qualified bidders. The Agencies (not exceeding three) willing to extend their services at the determined rates will be issued offer for enlistment. In case agencies qualifying in tender are more than Bank s requirement, the selection of agency will be done on the basis of turnover or as decided by Bank. The offer based on the best competitive rates in each category or any other price to be decided by Bank would need to be accepted within seven working days from the date of issue of the offer. Failure to accept the offer within this period will automatically result in cancellation of the offer. 4. The scope of work of the enlisted Agency is summarized hereunder: (i) Booking and issuance of international and domestic air ticket including pre paid tickets. (ii) Assistance for issuing/ obtaining new passport/ renewal and miscellaneous passport related services. (iii) Assistance for obtaining visa and for that purpose submitting and collecting passport at the embassies. (iv) Issuance of foreign exchange as per RBI guidelines. (v) Obtaining Travel related insurance including overseas medical insurance. (vi) Ensuring receipts of proper statement from airlines on discounts gained on deal codes secured by the Bank and ensuring proper utilization thereof. (vii) Assisting the Bank in securing deal codes with other airlines. 5. The Agency will be available 24X7X365 days for booking /cancellation of both domestic & international air tickets and also make available a dedicated staff/implant at IDBI Bank's Office. Page 6 of 14
6. The Travel Agency will be responsible for compliance with all central and state laws as per rules/ regulations / bye-laws and order of the local authorities and statutory bodies as may be in force from time to time during the contract period. 7. The Travel Agency shall not assign the contract or any part thereof to any other Agency/party without the prior written consent/approval of the Bank. The Travel Agency shall also not sub-let the work or part thereof except with the prior written consent of the Bank and such consent, even if provided, shall not relieve the Travel agent from any liability or any obligation under the contract. 8. (i) The Earnest Money Deposit amounting to Rs.50,000/- (Rupees Fifty Thousand only) must be deposited by each tenderer. The EMD may be credited through electronic mode (NEFT) to IDBI Bank s Current Account No 0126102000001663, IFSC code IBKL0000126 at its branch situated at Cuffe Parade, Mumbai 400005. The EMDs of the unsuccessful bidders will be refunded without any interest. The EMD of the successful bidder would be converted into an interest-free Security Deposit and shall not carry any interest and would be refunded at the time of end of the contract period. Tenders not accompanied with EMD s receipt and those received after due date as specified above will not be considered. (ii) The interest-free Security Deposit shall be forfeited by the Bank incase: The Agency withdraws its services within first year of contract after acceptance of offer; or The Bidder makes any statement or encloses any form which turns out to be false, incorrect and/or misleading at any time and/or conceals or suppresses material information; or The Successful Bidder fails to sign the contract, as mentioned in the Bid Documents. The bidder s performance is found to be sub-standard. 9. The offer should be valid for a minimum period of three months from the date of opening of technical bid. 10. The contract will be initially valid for a period of two year and extendable for one more year entirely at the Bank s discretion, subject to the satisfactory performance of the Agency. Page 7 of 14
11. If the registration certificate of IATA is withdrawn or cancelled during the contract period, then the contract of the Agency will automatically stand cancelled. 12. The Bank reserves the right to cancel the agreement by giving one month s notice in writing without assigning any reason whatsoever. 13. The bills complete in all respect should be presented to Bank on fortnightly basis and payment of the bills will be made after scrutinizing and verifying the bills within a period of fifteen days from the date of receipt of the bill. 14. The Travel agent will have to provide prescribed travel related services in time. If the Agent fails to provide tickets and other Travel related services within the scheduled time, the Agency will be solely responsible for the same and no payment will be made for it. 15. The losses to the Bank which are directly attributable to the Agency shall be deducted from the bills /adjusted from the performance guarantee. 16. The Travel Agency should have Computer Reservation Ticketing facility of all airlines for domestic and international Travel along with provision for on line booking facility for the same to be extended to Bank at its Corporate Office through dedicated staff/ implant. 17. The Agency shall be obliged to suggest cost-effective ticketing plan only under refundable basis. All tickets requested should be mailed to airbooking.admin@idbi.co.in in addition to the applicant employee. These tickets/ related invoices should reflect the name of the person who has given the booking. 18. The Travel Agency will have to submit monthly statement of bills raised showing the amount of expenses on ticket booking airline wise/ sector wise/ booking type/ domestic/ international/ sector-wise. 19. Applicable taxes will be deducted at source at the time of settlement of bills unless the bidder produces a certificate to the contrary from the Income Tax authorities. TDS certificate will be issued by IDBI Bank. 20. The Travel Agency should be in a position to provide credit limit for a period of four weeks, as the Bank requires time for processing the bills. Page 8 of 14
21. The tender document may be downloaded from our website: www.idbi.com 22. The last date of receipt of offer in a sealed envelope as mentioned above is on or before 1500 HRS on December 16, 2016. The tender shall be dropped in the tender box kept at the Fourth Floor of Administration Department, IDBI Bank Ltd, Head Office, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai 400 005. Under no circumstance bid should be submitted through post/ courier or handed over to any staff of Bank. Bank will not be responsible for bids submitted through any mode other than specified tender box at Fourth Floor of Administration Department, IDBI Bank Ltd, Head Office, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai 400 005. 23. All the pages/ documents of the Tender documents should bear the signature and date of the tenderer. All the entries by the tenderer should be in one ink & legibly written. Any over-writing, corrections & cuttings should bear initials and date of the tenderer. Corrections should be made by writing-again instead of shaping or overwriting. Conditional/ Incomplete / late Tender application form will be immediately rejected. 24. Rates of service charges and percentage discount in financial bid (Annexure-II) should be quoted both in figures as well as in words. In case the rates quoted in words & figures are at variance, the rates written in words will be taken as final. 25. The Bank reserves the right to reject or accept any or all tenders without assigning any reasons and to restrict the list of pre-qualified Agencies to any number deemed suitable by it, if too many tenderers/ bidders are received satisfying the basic eligibility criteria. Signature of the authorized signatory of the Agency Official seal/ stamp Page 9 of 14
S. Items Annexure-I Details of Information to be provided by the tenderer No. 1. Name and address of the Agency, telephone number, fax, mobile number, email address 2. Type of organization (Whether proprietorship, partnership, private limited, public limited company) 3. Name, address and contact detail of The directors/proprietor partners and contact person Information to be filled by the tenderer 4. Year of Incorporation/ Constitution 5. Nature of business carried by the Travel Agnecy 6. Branches in other cities in India and abroad 7. Any sister concerns and their address 8 IATA registration (copy of valid registration to be enclosed) 9. Banker s name and address (Bank solvency certificate to be attached) 10. Total number of employees of the firm 11. 24 hour helpline numbers 12. Online booking facility 13. Income Tax-PAN No.(Attach copy of PAN) 14. Service Tax/ VAT No. (Attach copy of Service tax registration No./VAT No.) Page 10 of 14
15. PF/ ESI No. (Attach copy) 16. Whether registered with Registrar of Firms/ Companies. Date of Registration (Attach copy of Registration) 17. Whether the Agency is providing domestic/ international ticket booking services to reputed Government institutional customers like Financial Institutions/ Public Sector Banks/ PSUs/ MNCs/ Large Corporates. Give names of institutions and representatives where the Agency is empanelled/ providing such services. (Attach copy of Orders/ proof for last three financial years ending on March 31, 2016) 18. Whether the Agency has achieved annual sales turnover* of Rs. 30 crore in at least one of the last three financial years i.e. FY2015-16, 2014-15, 2013-14 and net profit in earlier there financial years. (Attach copy of P&L A/c of relevant year) *Sales including cost of tickets, inter alia YES/NO. Turnover for:- FY2015-16 Rs... FY2014-15 Rs... FY2013-14Rs... Net Profit For:- FY2015-16 Rs... FY2014-15 Rs... FY2013-14Rs... 19. Whether the Agency is an income tax assessee with valid PAN number and having filed its Income tax return for the last three FY i.e.2015-16, 2014-15, 2013-14 (Attach copy of Income Tax returns for all the three financial years) 20. Whether the Travel agent is equipped with the requisite infrastructure in the form of Airline Computerised Reservation System (CRS),electronic mail and other modern communication systems. Page 11 of 14
21. Whether the Agency is in a position to make available dedicated staff/ implants for servicing the need of the Bank. (Implant to be placed at Bank s Office) 22. Whether the Agency is already providing implants for other organization for air booking. Please provide details of organization with contact details. 23. Whether the Agency is prepared to provide the services on Sundays/ Holidays besides normal working days also, if so required by the Bank at no additional charge i.e. 24X7 service. 24. Whether the Agency is prepared to provide (Yes/ No) credit limit of four weeks. 25. Any other relevant 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 IDBI Bank Ltd verifying any 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 and unconditionally. Date Place Signature of the authorized signatory of the Agency Official seal/ stamp Page 12 of 14
FINANCIAL BID Annexure-II Sl. No. 1. 2. 3. 4. 5. 6. 7. Scope of Work Service Charge per Domestic ticket booking - issue & delivery (Rate per ticket) Service Charge per International ticket booking - issue & delivery (Rate per ticket) Visa & Passport related assistance (Service Charge Per Passport /Visa) Airport facilitation (Service Charge Per Facility) Insurance Policy- Travel/Comprehensive for International travel (Service Charge Per Facility) Percentage of discount on basic fare that will be offered to the bank, per domestic ticket Percentage of discount on basic fare that will be offered to the bank, per international Quote of Bidder (To be filled in figures and words) Rs.../- (Rupees...) Rs.../- (Rupees...) Rs.../- (Rupees...) Rs.../- (Rupees...) Rs.../- (Rupees...)... % (... percentage)... % (... percentage) Date ticket Place Signature of the authorized signatory of the Agency Official seal/ stamp Page 13 of 14
Note: 1. Service charge quoted by the bidder shall be applicable for each transaction of booking, cancellation or rescheduling of ticket per person. 2. The service tax, if any applicable to the service charge as per prevailing statutory provisions will be paid by the Bank. No other taxes or charges will be borne by the Bank. 3. Discount to be offered will be applicable on the Basic fare for each valid ticket booking made by the Bank. 4. The best competitive rate in each category will be determined from the quotations received from technically qualified bidders. The Agencies (not exceeding three) willing to extend their services for all categories at the above determined rates will be issued offer for enlistment. The offer based on the best competitive rate discovered in each category or any other price to be decided by Bank would need to be accepted within seven working days from the date of issue of the offer. Failure to accept the offer within this period will result in automatic cancellation of the offer. 5. The terms and conditions contained in the tender document are acceptable to me/us. Date Place Signature of the authorized signatory of the Agency Official seal/ stamp **** Page 14 of 14