TENDER DOCUMENT FOR Empanelment of Travel Agents with B a n k of India for Booking of Domestic and International Air Tickets Name of the firm: - Address: -... Contact Person: Phone/Mobile Fax nos.: E-mail Address: LAST DATE OF SUBMISSION: 1500 HRS ON AUGUST 29, 2018.
NOTICE INVITING TENDER FOR EMPANELMENT OF TRAVEL AGENTS WITH BANK OF INDIA FOR BOOKING OF DOMESTIC AND INTERNATIONAL AIR TICKETS Bank of India, Corporate office, Mumbai invites applications from well reputed authorized Travel Agencies 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 based on Agency s performance and subject to terms and conditions given below. Existing empanelled Travel agents with Bank of India can also apply. Tenders should be properly sealed and addressed to: The General Manager, Travel&Hospitality Department, Bank of India, Head Office, Star House II, C-5, G block 3rd Floor, Bandra Kurla Complex Bandra (East) Mumbai 400 051 The duly filled in Tender including technical bid and financial bid is required to be submitted on or before 15.00 HRS on August 29 th, 2018. The Technical Bid will be opened at 15:30 HRS on the same day. The Tenders received will be scrutinised by a Committee constituted for the empanelment. Travel Agencies not exceeding 3 (three) will be selected and suitably advised. Incomplete Tenders are liable to be rejected. No further correspondence will be entertained for rejected Tenders. The authorized representative of the applicants may attend the opening of Technical Bid & Financial Bid, if they so desire. The lowest rates 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 by the bank, will be issued offer for enlistment. The offer based on the lowest bid price 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. Page 2 of 12
TECHNICAL BID 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 should have experience of at least three years in the relevant field and providing such services to reputed Government Institution, customers like SIDBI, RBI, Exim Bank, IBA, IDBI/Public Sector Banks/ PSUs/MNCs and Large Corporates. 3. The Agency must quote the most competitive rates of Service Charges (inclusive of all taxes except GST) in the Performa enclosed for Financial Bid. The Bank will open Financial Bids of only those who have technically qualified as per prequalification criteria. Date & time of opening of Financial Bids shall be intimated to shortlisted Agencies separately. 4. The lowest rates 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. The offer based on the lowest bid price in 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. 5. The scope of work of the enlisted Agency is summarized hereunder: (i) Booking and issuing of international and domestic air ticket. (ii) Agency should be capable of doing the work like assistance for issuing/obtaining new passport/ renewal and miscellaneous passport related services, assistance for obtaining visa and for that purpose submitting and collecting passport at the embassies, Issuance of foreign exchange as per RBI guidelines, obtaining travel related insurance etc. and other related work. Payment for these services will be paid as per the rates prevailing in the market on case to case basis. No service charges will be paid for International air ticketing. (iii) Ensuring receipts of proper statement from airlines on discounts gained on deal codes secured by the Bank and ensuring proper utilization thereof. The agency to undertake to keep and hold Bank indemnified for any loss incurred arising out any use/misuse of Promo code. Page 3 of 12
6. The Agency will be available 24*7*365 days for booking /cancellation of both domestic & international air tickets and also make available dedicated staff for Bank's work. 7. 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. 8. 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 sublet 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. 9. (i) The Application money Rs.3000/- (non-refundable) and Earnest Money Deposit (EMD) of Rs.50,000/- (Rupees fifty thousand only) in the form of two separate Demand Draft/Pay Order drawn in favour of Bank of India payable at Mumbai, to be submitted along with the tender application. 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 without Application money and EMD would not be considered. (ii) The EMD shall be forfeited by the Bank in case: The Bidder withdraws his bid during the bid validity period; or The Bidder makes any statement or encloses any form which turns out to be false, incorrect and/or misleading at any time prior to signing of contract and/or conceals or suppresses material information; or The Successful Bidder fails to sign the contract or furnish performance security and other guarantee(s)/security in the form and manner to the satisfaction of Bank, as mentioned in the Bid Documents. 10. The offer should be valid for a minimum period of three months from the date of opening of technical bid. 11. 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. 12. If the registration certificate of IATA is withdrawn or cancelled during the contract period, then the contract of the Agency will automatically stand cancelled. 13. The Bank reserves the right to cancel the agreement by giving one month s notice in writing without assigning any reason whatsoever. Page 4 of 12
14. All the bills complete in all respect should be presented to Bank on fortnightly basis on our official e-mail address. Similarity in case of cancellation of ticket, credit note of the related sector should be forwarded immediately along with concern invoices. The payment of the bills will be made after scrutinizing and verifying the bills. 15. 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. 16. The loss to the Bank which is directly attributable to the agency shall be deducted from the bills /adjusted from the security deposit. 17. 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. 18. The Agency shall be obliged to suggest cost-effective ticketing plan only under refundable basis. All tickets requested should be mailed to ho.travel@bankofindia.co.in in addition to the applicant employee. These tickets/related invoices should reflect the name of the person who has given the booking. 19. 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. 20. 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 Bank of India. 21. All disputes will be subject to Courts having jurisdiction of Mumbai city. 22. The tender document may be downloaded from our website: www.bankofindia.co.in 23. The last date of receipt of offer in a sealed envelope as mentioned above is on or before 1500 HRS on August 29 th, 2018. The tender are to be submitted in the sealed tender box kept at the 3 rd, Floor of Premises Department, Bank of India, Head Office, Star House II, C-5, G- block, Bandra Kurla Complex, Bandra (East), Mumbai-400 051. 24. 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 over-writing. Page 5 of 12
Conditional/Incomplete/ late Tender application form will be immediately rejected. 25. Rates of service charges 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. 26. 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. General Manager Page 6 of 12
Prequalification / Eligibility criteria are as under: 1. The Travel Agency should have their well-established office in Mumbai. 2. The Travel Agency should be a sole proprietor concern/ partnership firm/ company and should be registered with Registrar of Firms / Companies, wherever applicable. 3. The Travel Agency should have a valid Goods & Service Tax Registration Number, PAN Number, IATA Registration. 4. The Travel Agency should submit Balance Sheet/ Profit & Loss Account & Income Tax Return filed for the last three FYs i.e. 2014-15 (audited), 2015-16 (audited), 2016-17 (audited/ un-audited). 5. The Agency must have an annual turnover of at least Rs. 15.00 crore p.a. in one of the last three FYs (2015-16, 16-17, 17-18). Due weightage will be given to applicants with higher turnover for ranking purpose.(please enclose turnover certificate from your Statutory Auditors) 6. The Travel Agent should be approved by IATA and / or as applicable and Central Government authorities for overseas air ticket bookings. 7. The Travel agent should be equipped with the requisite infrastructure in the form of Airline Computerised Reservation Systems (CRS), electronic mail and other modern communication systems. 8. The Agency should have been providing domestic / international air ticket booking services, to reputed Government institutional and customers like RBI/.SIDBI/Exim Bank/IBA/IDBI/ Public Sector Banks/ PSUs/MNCs/ Large Corporates during each of the last three financial years ended 2017-18. Agency should be empanelled with not less than two Institutions. 9. The Travel Agent should be prepared to deliver the requisite services on Sundays / Holidays also, if so required by the Bank. 10. The Travel Agent should be in a position to make available dedicated staff for servicing the needs as per requirement of the Bank s Corporate Office. Selected agencies will have to install offline portal at bank s office. 11. The Travel Agency should be a direct agent of major airlines. Documentary evidence should be provided in support of compliance of each criteria. Page 7 of 12
HOW TO SUBMIT THE TENDER: The Tender/ Offer should be placed in a sealed envelope containing the sealed sub-envelopes, should be addressed to The General Manager, Travel & Hospitality Department, Bank of India, Head Office, Star House, C-5, G- block, Bandra Kurla Complex, Bandra (East), Mumbai-400 051.and should be dropped in the tender box kept for this purpose on the 3rd Floor of Bank of India Premises Dept. Star house II building. Tender should be duly filled in and signed on each page by an authorized person of the Agency and submit on or before 1500 hrs. of August 29 th, 2018. The Technical Bid of tender will be opened at 1530 HRS on August 29 th, 2018 at above mentioned address. Tenderers are also required to pay an Application money Rs.3000/- (non-refundable) and Earnest Money Deposit of Rs. 50,000/- (Rs.fifty thousand only) by way of two separate Demand Draft / Pay order favouring BANK OF INDIA Payable at Mumbai. Any bid without Application money and EMD will be automatically rejected. The tenders shall be submitted in the following manner and shall contain details / documents as listed below: One sealed envelope super-scribed Application for Empanelment of Travel Agents with Bank of India for booking of Domestic and International Air tickets containing the following duly sealed subenvelopes: i. Envelope-1: Technical Bid (Page 1 to 11; comprising of General Instructions, Prequalification Criteria and Annexure-I) and two separate DD/PO (1) Application money Rs. 3000/- (three thousand only) and (2) Earnest Money Deposit of Rs 50,000/- (Fifty thousand only). In favour of BANK OF INDIA 2. Envelope-2: only Financial Bid Page 8 of 12
Annexure-I Details of Information to be provided by the tenderer S. Items 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) Information to be filled by the tenderer 3. Name, address and contact detail of The directors/proprietor partners and contact person 4. Year of Incorporation/Constitution 5. Nature of business carried by the company 6. Branches in other cities in India and abroad 7. Any sister concerns and their address 8 IATA registration (copy of 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. On line booking facility 13. Income Tax - PAN No. (Attach copy of PAN) 14. GST No. (Attach copy of GST registration No.) Page 9 of 12
15. Whether registered with Registrar of Firms/Companies.Date of Registration (Attach copy of Registration) 16. Whether the Agency is providing domestic / International ticket booking services to reputed Government institutional customers like RBI/SIDBI/IBA/IDBI/Public Sector Banks/ PSUs/MNCs and Large Corporates. Give names of institutions and representatives where the Agency is empanelled/providing such services. (Attach copy of orders / proof. Agency should be empanelled with not less than two Institutions.) 17. Whether the Agency has achieved annual YES/NO. sales turnover of Rs. 15 crore in at least Turnover for :- one of the last three financial years i.e. FY 2017-18, 2016-17, 2015-16. FY 2017-18 Rs... FY 2016-17 Rs... (Please enclose turn over certificate from FY 2015-16 Rs... your Statutory Auditors) 18. Whether the Agency is an income tax assesse with valid PAN number and having filed its Income tax return for the last three assessment years i.e. 2013-14, 2015-16, 2016-17 (Attach copy of Income Tax returns for all the three assessment years). 19. 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. 20. Whether the Agency is in a position to make Available dedicated staff for servicing the need of the Bank. (Portal to be placed at Bank s office) Page 10 of 12
21. Whether the Agency is already providing Implant/portal for other organization for air booking. Please provide details of organization with contact details. 22. 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. 365*24*7 service. 23. 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 Bank of India 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 and unconditionally. Date Place Signature of the authorized signatory of the Agency Official seal/ stamp Page 11 of 12
Annexure-II FINANCIAL BID S. Scope of Work Service Charges (Rs.) Remarks No. (inclusive of all taxes except GST) (if any) 1. All Domestic Air Tickets- issue & delivery (Rate per ticket) Rs.../- (Rupees...) Date Place Signature of the authorized signatory of the Agency Official seal/ stamp Note: Based on the lowest quotes received from the technically qualified bidders, Bank will approve the rates and make a panel of three agencies. The 1st three agencies i.e. the 1 st lowest, the 2 nd lowest and the 3rd lowest will form the panel subject to they agree to the rates approved by the Bank. If any of the agencies does not agree to the Bank s approved rates, preference will be given to the next lowest bidder agreeing to the rates approved by the Bank. Failure to accept the offer within seven days from the date of offer will result in automatic cancellation of the offer. Page 12 of 12