Icai Tender
Icai Tender
Icai Tender
TENDER FOR
TRAVEL AND ALLIED SERVICES FOR TRAVEL WITHIN
INDIA AND ABROAD
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INDEX
PART – I
PART-II
Financial Bid
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THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA (ICAI)
Sealed tenders in prescribed format are invited from reputed, experienced and
financially sound travel agencies duly approved by IATA for providing travel
related services to ICAI. The last date for submission of tender documents is
27th December 2019 upto 3.00 PM. The detailed tender documents can be
down loaded from the ICAI’s website i.e. www.icai.org. Note :- Agencies which
can provide 24 hours helpline service only need to apply.
Deputy Secretary (Admin.)
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THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA, NEW DELHI
ICAI invites sealed tenders in 2-bid system (Technical and Financial bids in
two separate covers) from reputed, experienced and financially sound Travel
agencies duly approved by IATA for providing travel and allied services for
travel within India and Abroad.
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8. Contract Period : Contract shall initially be valid for a
period of one year. ICAI shall
evaluate the performance of the
contractor (Agency). If the Services of
the Agency are found satisfactory,
the contract may be extended for one
year or more on same terms and
conditions
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14. Stamp & Sign : The Bidder shall stamp & sign the
Tender Documents in places
indicated
Note:-
1. ICAI reserves all rights at any time to reject any tender / bid at any stage
and/or time fully or partly the whole process and/or for particular
Tenderer and also reserves all rights at any time to add, alter, modify,
change, edit & delete any condition at any stage and/or time or vary all
or any of these terms and conditions or replace fully or partly for whole
process and/or for particular Tenderer or vary all or any of these terms
and conditions or replace without assigning any reasons whatsoever. In
this regard, the decision of ICAI shall be final and binding on all the
participating bidders.
2. ICAI reserves right to reject any or all tenders / bids and the entire
Tender process without assigning any reason whatsoever.
4. ICAI or its representatives shall not entertain any Tenderer during the
period of the selection of Travel Agency.
5. ICAI reserves the right to verify the particulars furnished by the applicant
/ tenderer / bidder, independently.
8. ICAI reserves the right to award contract in full or in part to one or more
bidder without assigning any reason, whatsoever.
9. ICAI also reserves the right not to accept the lowest or highest bid as the
case may be.
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SECTION – I
INSTRUCTIONS TO BIDDERS
1. Sealed bids are invited under two bids system directly from the
registered, established, reputed and International Air Transport
Association (IATA) approved travel agencies for providing travel and allied
services for travel within India and abroad to the ICAI. Tender form can
be downloaded from the website of the ICAI i.e. www.icai.org. The cost of
tender document i.e. Rs. 1,180/- (Rupees One Thousand One Hundred
Eighty Only) in the form of Pay Order/ DD only from any scheduled bank
should be drawn in favour of ‘The Secretary, the Institute of Chartered
Accountants of India’ payable at Delhi is to be submitted along with the
duly filled in and sealed Bid. The non- submission of cost of tender form
may lead to rejection of the bid.
2. SUBMISSION OF BID
2.1 Tenderer shall go through the tender documents carefully. The Technical
and Financial bids shall be in two separate sealed envelopes clearly
mentioning as “Technical Bid” and “Financial Bid” on each envelope and
both the sealed envelopes to be placed in a third envelope super scribing
thereon as “Tender For Travel and Allied Services For Travel within India
and Abroad”. Initially, the Technical Bid will only be opened. Only after
the EMD and other required documents are found in order and the Bid
is found technically qualified, the financial bid will be opened. The
Earnest Money Deposit (EMD) of Rs.1,50,000/- (Rupees One Lakh
Fifty Thousand only) in the form of Demand Draft drawn in favour of
“The Secretary, the Institute of Chartered Accountants of India” payable
at New Delhi is to be submitted along with the Technical bid.
(A) First envelope shall have title ‘Technical Bid’ & would contain the
following:
1. D.D. of prescribed amount for Earnest Money as specified.
2. D.D. for Rs. 1,180/- against the cost of tender form.
3. Copy of the Registration of the Tenderer with IATA.
4. Copy of the Registration of the Tenderer with IRCTC.
5. Attested Copy of PAN/ GST Registration No.
6. Complete tender document duly signed & sealed.
7. Duly filled in Annexure – I.
8. Declaration letter Annexure-II).
(B) FINANCIAL BID ENVELOPE SHALL CONTAIN ONLY THE FINANCIAL BID
& rates be offered in unambiguous manner in the prescribed Schedule
of Rates.
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Chartered Accountants of India, ICAI Bhawan, Indraprastha Marg, New
Delhi – 110002 may be dropped in sealed tender box kept at the Ground
Floor of Annexe building of the Institute at ICAI Bhawan, Indraprastha
Marg, New Delhi – 110002. Alternatively, Tenderers may send the
documents through Registered Post with Acknowledgement Due or
Speed Post or through courier. Bids received late i.e. after the expiry of
the closing time shall not be entertained.
2.3 Submission of tender shall bind the tenderer to accept all conditions
specified in the tender documents.
2.4 ICAI reserves the right to waive of any condition/ formalities of the
Tender without assigning any reason whatsoever and does not bind it to
accept the lowest bid.
2.5 Finalization of any bid is the sole discretion of the ICAI. ICAI reserves the
right to cancel, reject the whole tender process without assigning any
reasons.
2.8 Rate shall be quoted in rupees (both in figures and in words) and no
amendment of quoted rates in “Rate of schedule” shall be permitted after
opening of the tender.
3. DOCUMENTS TO BE SUBMITTED
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e) D. D. of Rs. 1,180/- against the cost of tender form.
f) Copy of the Registration of the Tenderer with IATA.
g) Copy of the Registration of the Tenderer with IRCTC.
5. SIGNING OF TENDER
(i) The Tender shall contain the name, place of business and other
prescribed details of the person(s) making the Tender and shall be sent
by the Tenderer under his signature. Partnership firms shall furnish full
names of all the partners and shall annex a copy of the Partnership Deed
with the Tender. It shall be signed in the partnership name by all the
partners or by duly authorised representative followed by the name and
designation of the person signing. Tender by body corporate shall be
signed in the name of body corporate by a person duly authorised to do
so by a Board Resolution, certified copy whereof should be enclosed with
the bid.
(ii) All the pages/documents of the Tender should bear the signature of the
tenderer with date. All the entries by the tenderer should be in one ink
& legibly written. Any overwriting, corrections & cuttings should bear
dated initials of the tenderer. Corrections should be made by writing
again instead of shaping or over-writing.
(ii) Rates 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
shall be taken as final.
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SECTION - II
ELIGIBILITY CRITERIA
1. The bidder should be IATA and IRCTC registered (should be valid during
the period of contract). If the Registration Certificate of IATA is withdrawn
or cancelled during the period of contract then the contract will
automatically stand cancelled.
2. The Agency should have dedicated team for completing all Visa related
formality or have arrangement for completing the same within major
cities of India.
6. The Agency should have average turnover of Rs. 150 crores during the
preceding three financial years. Further, the agency should have
consistently acquired profits from its overall operations for the last
three preceding financial years. (Copy of audited accounts/
certificate from the statutory auditor to be furnished as
documentary evidence in both the matter).
9. The Agency shall be an IT assesse and should have filed Income Tax
Return for last three financial Years (certified copy of latest returns
should be attached as documentary evidence with the technical
proposal).
10. The Agency which can provide 24 hours helpline services only need to
apply.
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11. The agency should have branches in all major cities all over India &
presence in the World either direct or through tie up and
facilitating/assistance counters at the major Airports.
12. The agency should have own software/Portal for booking or cancellation
of tickets with information to Accounts & all the concerned users.
Further, the agency should have facility for providing various MIS
relating to booking and cancellation of tickets, cost comparison/analysis,
deviation report and providing the details thereof to all users on periodic
basis at least once in a fortnight for confirmation and verification by the
users and facilitating in the processing of monthly bills thereof.
Subsidiary/Auxiliary Criteria
1. The Agency should have facilities to provide cabs/cars at Airports and
hotels.
2. The Agency should have facilities to provide App based solution with
approval matrix
Note:
Attested Documentary proof in support of each of the above relevant criteria
should be attached with the technical bid.
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SECTION-III
SCOPE OF WORK
I. Air Tickets:
• Booking of Air tickets for International and Domestic destinations
including pre- paid tickets.
• Ensuring delivery of tickets mainly at ICAI’s campus during working
hours /holidays/ after office hours (at the expense of the agency),
collection of tickets for cancellation
• Up-gradation/revalidation of tickets
• Issuance of Boarding Passes
• Allocation of preferred seat in International Airlines at the time of booking
tickets.
• Working on software (Amadeus, Galileo etc.)
• Provide Discount on tickets for International/Domestic destinations
• Assist in Cancellation/Amendment/No show of Air tickets
Confirmation of wait listed seats in Airlines.
• Ok to board updation in the tickets for which visas have not been applied
by vendor.
• Assist in Airport transfers to Hotel or Place of work.
• Assist in tracking and getting back the missing baggage and belongings
during travel.
• Limo transfer confirmations for specified Airlines.
• Updating the Deal Code in different airlines (advise benefits and
differences if ICAI provide the deal code or Agency updates its own).
• The Agency shall have Computer Reservation Ticketing facility of all
airlines for Domestic and International travel and on line booking facility
to render travel related services to the ICAI.
III. Visa:
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• Collection of Visa documents from ICAI offices and Residential Addresses
of ICAI representatives visiting abroad and delivery of Passport after
obtaining the Visa.
• Complete Visa form filling (online and offline) and processing of
photographs for visa
• Knowledge of Business & Tourist Visa requisites of all the countries
across the world.
• Knowledge of tentative processing time of visas of different countries
• Urgent visa cases to be processed on top most priority.
• Knowledge of Vaccination process for required countries and allocation
of assistant representatives in the desired locations accordingly.
• Time to time update about holidays of different embassies/ VFS and any
change in visa requirements, formalities, processing etc.
• Assist ICAI Representatives visiting Embassies/ VFS for submitting their
visa applications or biometrics in person.
IV. Hotel:
V. Travel Insurance:
• Arrange for cost-effective annual/specific period travel insurances
including overseas medical insurance for people of all age groups.
• Assistance in getting claim from Travel Insurance companies whenever
necessary.
VII. Vaccination
Assist ICAI Representatives in getting Yellow Fever and Polio Vaccination
at their respective locations for travelling to African and Asian Countries.
Payment of Vaccination Fees Online/ offline wherever required.
VIII. Billing:
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• Processing of bills on fortnightly basis
• Reply to ICAI Office/Audit Committee regarding their queries in the bills
• Submission of bills with all supporting documents i.e. air ticket, visa
(Visa copy & Visa receipt) hotel confirmation, travel insurance, forex etc.
• Submission of original hotel bills.
• To provide and arrange for hassle free services for LTC and LTC-80
scheme for the employees of ICAI starting from all metro cities. If any
problem arises for the same, the solution is to be provided at the earliest.
• Assisting the Institute in securing deal codes with other airlines in which
prices as offered by respective Airlines for different sectors shall apply as
in contrast to open market rates.
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SECTION-IV
1. APPLICATION
These general conditions shall apply to the extent that provisions in other
parts of this document do not supersede them. For interpretation of any
clause in the Tender or the Agreement arising there under, the interpretation
/clarification of the ICAI shall be final and binding on the Bidder.
2. CLARIFICATIONS
During technical evaluation of the bids, ICAI may, at its sole discretion, ask
Bidders for clarifications on their bids. Any word used in singular shall have
the connotation of plural as well.
3. AMENDMENTS
At any time prior to deadline for submission of bid, ICAI may for any reason,
modify the Tender conditions. The Bidders shall be notified of the
amendments by posting the same at ICAI’s Website www.icai.org and such
amendments shall be binding on them and if the amendments are notified
after submission the Bids, the bidders shall follow the instructions as may be
issued by ICAI.
4. PARTNERSHIP /COMPANY
5. DISQUALIFICATIONS
The ICAI may, at its sole discretion and at any time during the evaluation of
Bid, disqualify any bidder, if the bidder has; Submitted the Bid documents
after the response deadline; Made misleading or false representations in the
forms, statements and attachments submitted in proof of the eligibility
requirements; Exhibited a record of poor performance such as abandoning
works, not properly completing the contractual obligations etc. in any project
in the preceding three years; submitted bid that is not accompanied by
required documentation or is non-responsive; Failed to provide clarifications
related thereto, when sought; Submitted more than one Bid; Declared
ineligible by the Government of India or any other body for corrupt and
fraudulent practices or blacklisted; or modified the terms and conditions of
RFP.
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6. PREPARATION OF BID
The Bidder shall comply with the related information during preparation of
the Bid. The Bid and all associated correspondence shall be written in English
and shall conform to prescribed formats. Any interlineations, erasures or over
writings shall be valid only if they are initialled by the authorized person
signing the Bid. The Bid shall be typed or written in indelible ink and shall be
signed by the Bidder or duly authorized person(s) to bind the Bidder to the
contract. The letter of authorization shall be supported by written power of
attorney and shall accompany the Bid.
Bidders are not permitted to modify, substitute, or withdraw bids after its
submission.
Technical and financial bids must be submitted in sealed envelopes. The bids
shall be opened on the specified date & time at the designated venue.
Bids from Bidders, complete in all respects must be received by the ICAI at
the address and by the date specified herein.
9.1 A sum of Rs.1,50,000/- (Rupees One Lakh Fifty Thousand only) has to
be deposited as earnest money deposit in the form of the demand draft
drawn on any Nationalized/Scheduled Bank drawn in favour of ‘The
Secretary, the Institute of Chartered Accountants of India’, payable at
New Delhi in original with the Bid. EMD is to be submitted by all bidders
including those who are registered under MSME.
9.2 The EMD of unsuccessful bidder shall be returned only after finalization
of the tender process. The EMD of successful bidder shall be converted
into performance security deposit and shall be retained for the entire
period of contract. In addition to the above, performance guarantee
equivalent to 5% of the annual contract value or of Rs. 30 lakhs in the
form of bank guarantee issued by a scheduled Bank in favour of
Secretary, The Institute of Chartered Accountants of India, New Delhi
has to be submitted by the successful bidder within seven (7) days of the
receipt of the Letter of Intent.
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a. The successful bidder withdraws its/his offer during the period of tender
validity (The offer shall be valid for a minimum period of 90 days from
the date of the opening of the Financial Bid).
b. The successful bidder refuses/fails to execute the Agreement or furnish
the Performance Guarantee.
c. The successful bidder fails to honour the contract or refuses to comply
with any or all terms and conditions of the tender.
The contract shall be initially valid for a period of one year. On expiry of one
year period, the ICAI shall evaluate the performance of services of the Agency.
If the services are found satisfactory, the ICAI reserves the right to extend the
contract for another one year or more on the same terms and conditions or
the terms as may be mutually agreed.
12.3 The payment will normally be made within 21-30 working days of ICAI
on receipt of pre-receipted GST tax invoices and also duly pre-audited.
13.1 Agency shall endeavor to offer best discounted rates as prevailing at the
time of booking of flights and cases found in contravention thereof shall
attract double the penalty of excess amount charged.
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13.2 The Agency shall provide the travel related services in time. If the agency
fails to provide tickets and other travel related services within the scheduled
time, the Agency shall be solely responsible for the same and no payment
shall be made for it.
13.3 In each case of rejection of any visa due to fault of the Agency, the
Agency shall be liable to pay a penalty of Rs. 10,000/-.
13.4 The losses to the ICAI which are directly attributable to the agency shall
be deducted from the bills/adjusted from the performance guarantee.
The Agency shall be responsible for compliance with all central, state laws,
rules/regulations / byelaws and orders of the local authorities, Regulatory
bodies and statutory bodies as may be in force from time to time during the
contract period.
17. The Agency shall not assign the contract or any part thereof without the
prior written consent of the ICAI. Such consent even if provided shall not
relieve the Agency from any liability or any obligation under the contract.
18. ARBITRATION:
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proceedings shall be held at Delhi and the language of the arbitration
proceeding shall be English. The arbitral award shall be final and binding
upon both the parties. All arbitration awards shall be in writing and shall
state the reasons there for.
19. JURISDICTION
Subject to the arbitration clause contained herein above, any dispute between
the parties arising out/or in connection with the Tender/contract shall be
subject to the exclusive jurisdiction of the Courts at Delhi only.
21. INDEMNITY
The Agency shall, at all times, indemnify the ICAI and shall keep it indemnified
against all actions, suits and proceedings and any costs, charges, expenses,
loss or damages incurred, caused to/ sustained by ICAI by reason of any
default or breach or lapse or negligence or non-observance of any rules,
regulations, laws, bye-laws etc. or non-performance or any non payment by /
on behalf of the Agency.
o The price of air ticket billed to ICAI should be less than/equal to the
quoted at Air line original price and not more than that. The agency should
have good understanding /grasp/hold with airlines.
o The vendor should have offices in major metro cities in India and/or tie
up with other organization for outsourcing the work in time bound manner.
The vendor will be responsible for complete Visa application processing till
collection of passport and approval of Visa.
o The vendor has to ensure that person(s) should be specifically dedicated
for completion of Passport and Visa related work in time bound manner.
o The vendors may have tie ups with hotels within India and preferably
outside India also.
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ANNEXURE – I
(Note: Bidder must read the enclosed Terms and conditions before filling
up the particulars in this form. Please attach extra sheet wherever
necessary)
7. Related organizations/sister
concerns and their addresses
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9. Banker’s name and address
(The successful bidder shall
produce Bank solvency certificate at
later stage)
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21. Details of Major Current clients
(Please refer point no. 3 of section
I to Instruction to Bidders)
22. Details of Major Previous clients
(Please refer point no. 3 of section
I to Instruction to Bidders)
23. Whether registered with the
Ministry of Tourism, Govt. of
India.
24. International partners (If any)
Undertaking:
I/We hereby certify that all the information furnished above are true to my
knowledge. I/We have no objection to ICAI verifying any or all the information
furnished in this document with the concerned authorities, if necessary.
I/We also certify that I/we have understood all the terms and conditions
mentioned in the tender document and hereby accept the same completely.
Date:
Place:
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ANNEXURE-II
Date...................
From:
..............................
..............................
..............................
..........................
To,
The Secretary,
The Institute of Chartered Accountants of India
ICAI Bhawan, Indraprastha Marg, New Delhi – 110002
Dear Sir,
Sub: Tender for Travel And Allied Services For Travel Within India and
Abroad
Having examined the Tender Documents for Travel Related Services for the
Institute of Chartered Accountants of India, consisting of Notice Inviting
Tender(s), Instructions to Tenderer (s), General Conditions governing Tender,
Eligibility Criteria, Scope of work, having understood the provisions of the
said tender documents and having thoroughly studied the requirements of
Travel Related Services, I/We hereby submit my/our offer in accordance with
the terms and conditions and within the time mentioned in the Tender
Documents at the price quoted by me/us in the Financial Bid being submitted
separately duly signed in a sealed cover as required along with Technical bid.
I/We have enclosed herewith the tender document duly signed along with the
required documents and the following:
1. Technical Bid and
2. Financial Bid
I/We hereby undertake that the statements made and the information given
therein are true in all respect and that in the event of any such statement or
information being found to be incorrect in respect of any of particulars, the
same may be construed to be a misrepresentation entitling the ICAI to avoid
any resultant contract/to terminate the contract and I/we shall compensate
the ICAI for any loss/damage caused due to such misrepresentation and the
ICAI may also, at its discretion may blacklist my/our agency and forfeit EMD.
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I/We, in terms of provision of tender conditions, hereby enclose a Demand
Draft No………….dated…………for Rs.1,50,000/- (Rupees One Lakh Fifty
Thousand only) in favour of ICAI against Earnest Money Deposit.
I/We further note that ICAI can amend/alter/ modify the conditions in its
discretion. I/ We also agree that the ICAI reserves the right to cancel the entire
process of tender without assigning any reason.
I/We hereby accept all the terms and conditions of the Tender Document.
Yours faithfully,
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SECTION – V
Evaluation Process
Technical Evaluation
Financial Evaluation
The Financial Bids shall be opened of only those Bidders who have been found
to be Technically Eligible. The Financial bids of the short listed bidders will
be evaluated on the basis of the rate of discount offered per Air ticket.
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PART – II (FINANCIAL BID)
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PART - II
FINANCIAL BID
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2. Cancellation charges for Charges
international air tickets
B. Railway tickets
1. Train ticket booking Service charges
charges for tickets
(a) Foreign Railways
C. Other Services
1. Visa service Charges
2. Passport service Charges
3. Hotel Booking Discount Abroad
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