HEADQUARTER'S OFFICEEMPLOYEES' STATE INSURANCE CORPORATION

PANCHDEEP BHAWAN : CIG ROAD: NEW DELHI(ISO: 9001-2008 Certified)

NOTICE INVITING TENDER FOR APPROVEDTRAVEL AGENCIES / AIRLINES AGENCIES

Sealed Tenders in two bid systems are invited from leading Airlines &

Travel Agencies having lATA Certification for booking Air 1 Rail tickets for official

visits undertaken by the officers of ESI Corporation within India & Abroad.

Interested Agencies may submit tender to the undersigned latest by 15/09/2014

till 1.00 PM along with EMD amount of RS.2,00,0001- through Demand

Draft/Banker's Cheque in favour of ESIC Fund Alc No.1. The technical bid will

be opened on the same day at 3.00 PM in Room No.004, Hqrs. office of ESIC.

The tender documents may be obtained from General Branch after making

payment of RS.5001- through Cash/D.D.lBankers Cheque in favour of ESIC Fund

Alc No.1 or may be downloaded from www.esic.nic.in. Incase, tender

document is downloaded the cost of the same worth RS.5001- (Rupees five

hundred only) through D.D/Bankers cheque as above should be submitted along

with the tender document. Eligibility conditions, instructions, terms & conditions

are given in the tender document.

u~( T.T.M. THARAKAN )

JT. DIRECTOR (GENL.)

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TENDER DOCUMENTS

ESI Corporation, Hqrs. Office will enter into an agreement for booking of

Air/rail tickets for official visits undertaken by its officials within India & abroad.

The agency may provide similar services to other offices of ESI Corporation Viz.

Hospitals/Regional Offices/Sub-Regional offices/Directorates etc. after executing

separate agreements with such offices on the terms and conditions agreed by

them.

( A ) ELIGIBILITY CONDITIONS:-

1. The Agency must have at-least three years of experience for providingsuch services to Govt.lPSUs/Autonomous Bodies.

2. The Agency should have clientele of at-least five Govt.lPSUs/AutonomousBodies.

3. The Agency should have lATA approval/certificate.

4. Annual turnover of the Agency for last three years should be minimumRS.5.0 Crores per annum.(Balance sheet & P&L Account duly certified bythe Chartered Accountant to be attached).

5. The bidder should not have been blacklisted by any Central I State Govt.Agency in the past three years (attach self-certificate).

6. The bidder should have a regular office with a functional telephone forround the clock booking of the requirements.

7. The bidder should be registered with Service Tax Department with validService Tax Registration number.

8. The bidder must have a PAN number.

Copy of requisite documents in support of above mentioned eligibility

conditions may be enclosed with the tender.

( B ) PERIOD OF CONTRACT:-

The agreement shall be valid for a period of two years initially which will be

extendable by another year, if the services of the Agency are found satisfactory

and the Agency as well as ESI Corporation is willing to extend the same.

( C ) Obligation of Travel Agent :-

A. International I Domestic Travel

1. Performance Security of Rs.5,OO,OOOI- shall be deposited by the Agencyby way of Bank Guarantee from Commercial Bank which shall remain validfor period of 60 days beyond date of completion of contract.

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2. The payment of bill will be made strictly as per authentic airline ticketsshowing actual charges and not on self-generated tickets by the Agency.The bill must be supported by the Airline tickets showing actual chargesotherwise no bill will be entertained for payment.

3. Required tickets shall be booked for the lowest economy fare(cancellabletickets ), unless special request is made for booking in higher class. Inorder to book the tickets in lowest fare, the Agency must book the ticketsquickly, as soon as the request is made.

4. Shall suggest itineraries by shortest and economical routes and shall alsodepute representative to our office, as and when required along withnecessary information to facilitate drawing up itinerary.

5. Shall ensure that the bookings are made only on the basis of Bookingpassed on by the authorised person.

6. Shall provide passport services such as New Passports, renewal,extension, Extra pages and immigration clearance in accordance with theguidelines of passport office.

7. Shall inform the officer(s) traveling about the time difference of variouscountries, health requirements, weather, etc.

8. Shall provide assistance in completion of Tele Check-in/ City check-informalities for traveling passengers.

9. Shall arrange health insurance for the official visiting abroad, whereverindicated, without any extra service charges.

10. Shall arrange delivery of tickets in our office and/or at the residence of theofficial wherever schedule of journey so required without any servicecharges.

11. Shall ensure that the time schedule of the carriers booked andindicated on ticket/computer printout is the actual schedule.

12. Shall inform/provide status of the bookings at the earliest and not laterthan 6 hours with computer printout or the carrier(s) for which ticketing hasbeen done.

13. Shall keep information of the various incentive schemes offered by theairlines for the sector suggested to be booked or otherwise, which ESICcould make use.

14. Shall provide assistance in negotiating special corporate deals withairlines, whose benefits will be independent of the discount and servicesbeing offered.

15. Shall provide the full details (i.e. basic airfare, discount & taxes, etc.) of theamount of the tickets booked for domestic/international along with thetickets.

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16. The agency shall arrange delivery of tickets as desired by ESIC.

17. Shall charge rates of tickets as per approved lowest fare ofAirlines at that time & date of booking.

18. Shall book the tickets immediately, after receiving the request from ESICin event of increase in rates of tickets due to intentional delay the agencywill be liable for the difference and the ESIC will pay only the rate whichwas at the time of request.

19. Shall provide complimentary Time-table, Schedule for variousAirlines/Railways and copies of latest Incentive schemes offered byvarious Airlines from time to time like Super Saver.

20. Shall inform about various schemes providing packages, Concessionalticketing, promotional fare & allied benefits, announced by the differentairlines from time to time and pass on the concession to ESIC.

21. Any extra incentive/privilege like extra tickets, etc. (i.e. over and abovenormal incentive/discount to Travel Agents) given by the different airlines,will be passed on to the account of ESIC and not to the official for whomthe ticket was arranged by ESIC.

22. Shall submit statement of bills attaching therewith all bills for the servicesand travel arrangement made from 1st day to 15th and 16 to last day ofthe calendar month on or after 16th day of the same and 1st day of thefollowing month respectively.

23. Shall issue credit note(s) against the cancelled bookings within 7 workingdays from the date of cancellation.

24. Shall assist in confirmation, reconfirmation, arranging alternate bookingsfor foreign delegates of ESIC without any extra service charges.

25. Shall ensure that under no circumstances a ticket for air/railway journey isissued without OK/confirmed status. Any default on this account will betreated as a major default and would be viewed seriously.

26. Shall provide foreign exchange against any type of currency as per RBIguidelines, without any service charges.

27. Shall arrange Travel Insurance without any service charges.

28. May assist ~o utilize the frequent flyer points earned, if any.

29. Shall provide all type of transportation including cars & coaches all overIndia as may be require from time for which and only actual expenses maybe charged.

30. Incase of Customized Tour Arrangements, only actual expenses will bereimbursed and no service charges will be paid.

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31. Shall accept bookings for Travel only from the authorised official, inwriting.

D. Other charges:-

I. Travel Agency shall charge actual fee only on Passport & Visatowards Service charges and it shall also assist in obtaining Visa,Foreign Exchange as per RBI Rate Card.

E. Train Booking:-

1. Shall provide services of booking (subject to availability ofaccommodations)/cancellation of train tickets at quoted service charges.

2. Shall arrange prompt delivery of ticket(s) as desired by ESIC.

3. Shall submit photocopies of the train tickets booked/cancelled among withthe bill to verify the class of travel and early settlement. In absence ofphotocopy of ticket with the bills, ESIC will within its right to release only90% payment against the bill submitted and balance adjustment will bemade only on verification for the travel undertaken by the officials.

( F ) Termination:-

During the period of agreement, if it is found that the Agency is charging

by fraudulent manner or otherwise or not providing proper & prompt services,

the Security deposit of Rs.5.00 lakhs deposited with the ESIC shall be

forfeited in favour of ESIC and the agreement will be terminated after giving

15 days notice. The Agency may also be black listed.

(G ). OBLIGATION OF ESIC

i. Shall make payments of the bills submitted through statement of accountwithin the credit limit period of 30 days. If 30th day happens to be aholiday the payment will be made on next working day. The billssubmitted later than the schedule for the Agency, the payment schedulewill automatically get extended by the number of days the delay is causedin submission of the bills by the travel agent.

II. Shall keep the travel agent informed about the names and designations ofthe officers authorised to pass on the booking to the travel agent.

III. Shall make efforts to provide information on the arrangements givensufficient time, barring a few instances where the same is beyond thecontrol of ESIC and the travel is inescapable at short notice.

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H. DISPUTE SETTLEMENT

It is mutually agreed that all differences & disputes arising out of or in

connection with Agreement shall be settled by mutual discussions and

negotiations if such disputes & differences cannot be settled and resolved by

discussions and negotiations, then the same shall be referred to Sole Arbitrator

appointed by the Director General, ESIC whose decision shall be final and

binding on both the parties.

I. FINANCIAL BID

1. The Financial Bid of the tenderers, whose technical bid is found to be

eligible, will be opened in the presence of the tenderers, who choose to

attend the opening of Financial Bid, which shall be intimated separately.

2. The bids will be evaluated on the basis of parameter/weightage by

comparing service charges/Discount quoted in the financial bid for each

category of services as per the following details;

S.No. Particulars of Services

i) Booking of domestic airlines ticket

ii) Booking of International Airlines ticket

ii) Booking of railway ticket

weightage

85%

10%

05%

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ESIC reserves the right to cancel this tender at any point of time without

assigning reason thereof. ut--( T.T.M. THARAKAN )

JT. DIRECTOR (GENL.)

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ANNEXURE-A

TENDER FORM (TECHNICAL BID)

PARTICULARS TO BE SUBMITTED BY THE TRAVELAGENCIES/AIRLINES IN THE FOLLOWING FORMAT

PART-I

1. Name/Address / Particulars of theAgency/Airlines with Tel. Nos. & E-Mail

2. Name of contact Persons, Address,Tel. No. & E-Mail

3. PAN/ TAN No.

4. Service Tax Registration Details

5. Details of ESI/EPF Registration List of employees on regularpay roll of the Agency indicatingtheir PF/ESI Number, if any

6. Any other registration mandatory -particulars to be given

7. lATA approval/Certificate Copy to be attached.

8. List of Airlines through which servicesare to be provided

9. List of offices of the Agency spreadacross IndiaNVorld

10. List of Clients (at least 5 List to be attached.Govt./PSUs/Autonomous BodiesClientele)

11. Details of Balance Sheet during last three years

Income Expenditure Net Profit/Loss

a)2011-12 -Rs.

b) 2012-13 - Rs.

c) 2013-14 - Rs.

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12. Work experience during last three years with Govt./PSUs Departmentswhere the tenderer has worked (copy of Certificate of Satisfactory performanceby concerned Department be furnished).

S.No. Name & Address of Value of Duration of Contractthe Organisation Contract From To

13. Tender Cost

14. EMD

Signature of Owner / Managing Partner / Director

Date: Name:

Place: Seal

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(A)ANNEXURE-B

PART-II(FINANCIAL BID)

S.No. Particulars of Service *Discount (inservices Charge (in % age)

Rs.) On Basic Airfare(B)

01. Booking of AirlinesTicket (Domestic)

02. Booking of AirlinesTickets

(International)*Agencles are required to quote consolidated discount, If any, for all airlinestickets. In case discount is offered Airlines-wise (Domestic and Internationalboth) that shall not be entertained.(B)S.No. Particulars of services Service charges (in Rs.)01. Railway ticket

Booking/Cancellation charges perticket.

(C)S.No. Particulars of services Charges (in Rs.)01. Preparation of Passport &

Visa02. Foreign Exchange

(D) BOOKINGS UNDER PROMOTIONALICONCESSIONAL SCHEMES &POINTS EARNED BY THE FREQUENT FLYERS

1. Manner by which concessional schemes &points earned by frequently flyers are to beutilized

2. Period of billing & credit facility, etc.

Signature of Owner/Managing Partner/Director

Date Name

Place Seal

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DECLARATION

1. I, Son / Daughter of

Shri Proprietor/Part

ner/Director/ Authorized Signatory of

am competent to sign

this declaration and execute this tender document;

2. I have carefully read and understood all the terms and conditions of

the tender and hereby convey my acceptance of the same.

3. The information/documents furnished along with the above

application are true and authentic to the best of my knowledge and

belief. I/we, am/are well aware of the fact that furnishing of any false

information/fabricated document would lead to rejection of my

tender at any stage besides liabilities towards prosecution under

appropriate law.

4. I have apprised myself fully about the job to be done during the

currency of the period of agreement and also acknowledge to bear

consequences of non-performance or deficiencies in the services

on my part.

Date:Place:

Full Name:Company's Seal:

Signature of authorized person

N.B.: The above declaration, duly signed and sealed by the authorizedsignatory of the company, should be enclosed with Technical Bid &Financial Bid.