reserve bank of india department of corporate services
TRANSCRIPT
Reserve Bank of India Department of Corporate Services
Central Office
Notice Inviting Tender for Empanelment of Travel Agencies for 2019-2022
E-Tender No: RBI/CO/DCS/No./2018-2019
Reserve Bank of India (RBI), Department of Corporate Services invites e-Tender from bonafide
and reputed Company/Firm for Empanelment of Travel Agencies for 2019-2022 (July 1, 2019 to
June 30, 2022), the details of which are available in this tender document.
Tender document may be downloaded from RBI or MSTC website from the following URL:
www.rbi.org.in or https://www.mstcecommerce.com/eprochome/mstc
Corrigenda or clarifications, if any, shall be hosted on the above-mentioned websites only. RBI
reserves the right to accept or reject any tender.
Last date and time of submission of online tenders: 1700 hrs of June 24, 2019
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SCHEDULE OF TENDER (SOT)
1. E-Tender No. / Event No. RBI/CO/DCS/No./2018-2019
2. Mode of Tender e-Procurement System online submission
of Part I - Technical Bid and
Part II - Price Bid through
https://www.mstcecommerce.com/eproch
ome/mstc
The intending bidders are required to
submit their offer electronically through this
e- tendering portal.
No physical technical/price bid would be accepted by RBI.
3. Date of publication of e-Tender through publication in RBI websites and Procurement Portal
June 03, 2019
4. Date of availability of NIT to the Vendors for downloading
1100 hrs of June 03, 2019
5. Date of Starting of e-Tender for submission of Online Technical and Price Bid at https://www.mstcecommerce.com/eproc
home/mstc and www.rbi.org.in
1100 hrs of June 03, 2019
6. Date of closing of Online e-tender for submission of Technical Bid & Price Bid
1700 hrs of June 24, 2019
7. Date & time of opening of Part - I (Technical Bid)
1100 hrs of June 25, 2019
8. Date & time of opening of Part-II (Price Bid)
1100 hrs of June 27, 2019
9. Earnest Money Deposit (EMD) Rs. 3 lakh (EMD in a separate envelop, shall be part of the Technical Bid) by a Demand Draft in favour of “Reserve Bank of India” payable at Mumbai. EMD of unsuccessful bidders will be returned immediately after technical evaluation. However, EMD of five successful bidders will be returned after submission of BG of equivalent amount by them.
10. Transaction Fees (to be paid to MSTC through NEFT)
Rs. 1,500/- only
11. Date and time of Pre-Bid meeting 1500 hrs on June 07, 2019
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Note:
1. In the event of any unforeseen closure of work/ holiday on any of the above days, the same will be
opened / held on the next working day.
2. The bidders shall submit their tenders online on or before 1700 hrs of June 24, 2019
3. Only technical part shall be opened on the tender opening date.
4. Tenders received after due date and time shall be rejected.
5. Tenders not complying with the provisions of bidding documents are liable to be rejected.
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Important instructions for E-procurement
Bidders are requested to read the terms & conditions of this tender carefully before submitting
online tender.
Sl. No.
Process
1 Process of E-tender :
A) Registration: The process involves vendor’s registration with MSTC e-procurement
portal which is free of cost. Only after registration, the vendor(s) can submit
his/her/their bids electronically. Electronic Bidding for submission of Technical Bid
as well as Price Bid will be done over the internet. The Vendor should possess
Class III signing type digital certificate. Vendors are to make their own
arrangements for bidding from a computer connected with Internet. RBI/MSTC is
not responsible for making such arrangements. (Bids will not be recorded without
Digital Signature).
SPECIAL NOTE: THE TECHNICAL BID AND THE PRICE BID HAS TO BE SUBMITTED
ON-LINE AT https://www.mstcecommerce.com/eprochome/rbi
1). Vendors are required to register themselves online with
https://www.mstcecommerce.com → e-Procurement →PSU/Government Departments →
Select RBI Logo-Register as Vendor -- Filling up details and creating own user id and
password→
Submit.
2). Vendors will receive a system generated mail confirming his/her/their registration
through email which has/have been provided during filling the registration form. In case of
any clarification, please contact RBI/MSTC (before the scheduled time of the e- tender).
Contact person ( RBI): 1. Mr. Jai Nandan Kumar (Asst. General Manager):022-22694484 ([email protected])
2. Smt. Chitra S Patankar (Manager):022-22603223 ([email protected])
3. Mr. Vinod M T (Assistant Manager) :022-22603639 ([email protected])
Contact person (MSTC Ltd): 1. Ms Archana, Asst. Manager- [email protected] - Mobile- 09990673698
2. Ms. Rupali Pandey, Asst. Manager- [email protected] – Mobile -9458704037
3. Mr. Abhishek Kr. Kanaujia, Executive – Mobile - 9953089772
4. Helpdesk – Landline -- 022 22870471/22886266
Google hangout ID- (for text chat)- [email protected]
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B) System Requirement:
i) Windows 7 or above Operating System
ii) IE-7 and above Internet browser.
iii) Signing type digital signature
iv) Latest updated JRE 8 (x86 Offline) software to be downloaded and installed in
the system.
To disable “Protected Mode” for DSC to appear in The signer box following settings may
be applied.
• Tools => Internet Options =>Security => Disable protected Mode If enabled- i.e,
Remove the tick from the tick box mentioning “Enable Protected Mode”.
• Other Settings:
Tools => Internet Options => General => Click On Settings under “browsing history/ Delete
Browsing History” => Temporary Internet Files => Activate “Every time I Visit the
Webpage”.
To enable ALL active X controls and disable ‘use pop up blocker’ under Tools → Internet
Options → custom level (Please run IE settings from the page
https://www.mstcecommerce.com once)
2 The Technical Bid and the Price Bid shall have to be submitted online at
https://www.mstcecommerce.com/eprochome/mstc. Tenders will be opened electronically
on specified date and time as given in the Tender.
3 All entries in the tender should be entered in online Technical & Price Bid Formats without
any ambiguity.
4 Special Note towards Transaction Fee:
The vendors shall pay the transaction fee using “Transaction Fee Payment” Link under “My
Menu” in the vendor login. The vendors have to select the particular tender from the event
dropdown box. The vendor shall have the facility of making the payment either through
NEFT or Online Payment. On selecting NEFT, the vendor shall generate a challan by filling
up a form. The vendor shall remit the transaction fee amount as per the details printed on
the challan without making change in the same. On selecting Online Payment, the vendor
shall have the provision of making payment using its Credit/ Debit Card/ Net Banking.
Once the payment gets credited to MSTC’s designated bank account, the transaction fee
shall be auto authorized and the vendor shall be receiving a system generated mail.
Transaction fee is non-refundable. A vendor/bidder will not have the access to online e-tender without making the payment
towards transaction fee.
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NOTE Bidders are advised to remit the transaction fee well in advance before the closing time of
the event so as to give themselves sufficient time to submit the bid.
5 Information about tenders /corrigendum uploaded shall be sent by email only during the
process till finalization of tender. Hence the vendors are required to ensure that their
corporate email id provided is valid and updated at the time of registration of vendor with
MSTC.
Vendors are also requested to ensure validity of their DSC (Digital Signature Certificate).
6 E-tender cannot be accessed after the due date and time mentioned in the notice for this tender.
7 Bidding in e-tender :
a) Vendor(s) need to submit necessary EMD, Transaction fees to be eligible to bid online
in the e-tender. No interest will be paid on EMD. EMD of the unsuccessful vendor(s) will be
refunded.
b) The process involves Electronic Bidding for submission of Technical and Price Bid.
c) The vendor(s) who have submitted transaction fee can only submit their Technical Bid
and Price Bid through internet in MSTC website.
https://www.mstcecommerce.com → e-procurement →PSU/Government Departments →
Login under RBI→My menu→ Auction Floor Manager→ live event →Selection of the live
event.
d) The vendor should allow running JAVA application. This exercise has to be done
immediately after opening of Bid floor. Then they have to fill up Common
terms/Commercial specification and save the same. After that click on the Technical bid. If this application is not run then the vendor will not be able to save/submit the Technical bid.
e) After filling the Technical Bid, vendor should click ‘save’ for recording their Technical bid.
Once the same is done, the Price Bid link becomes active and the same has to filled up
and then vendor should click on “save” to record their Price bid. Then once both the
Technical bid & Price bid have been saved, the vendor can click on the “Final submission”
button to register their bid.
f) Vendors are instructed to use “Attach Doc button” to upload documents. Multiple
documents can be uploaded.
g) In all cases, vendor should use their own ID and Password along with Digital Signature
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at the time of submission of their bid.
h) During the entire e-tender process, the vendors will remain completely anonymous to
one another and also to everybody else.
i) The e-tender floor shall remain open from the pre-announced date & time and for as
much duration as mentioned above.
j) All electronic bids submitted during the e-tender process shall be legally binding on the
vendor. Any bid will be considered as the valid bid offered by that vendor and acceptance
of the same by the RBI will form a binding contract between RBI and the Vendor for
execution of the job.
k) It is mandatory that all the bids are submitted with digital signature certificate otherwise
the same will not be accepted by the system.
l) RBI reserves the right to cancel or reject or accept or withdraw or extend the tender in
full or part as the case may be without assigning any reason thereof.
m) No deviation of the terms and conditions of the tender document is acceptable.
n) Submission of bid in the e-tender floor by any vendor confirms the acceptance of terms
& conditions for the tender by him/her.
8 Any order resulting from this tender shall be governed by the terms and conditions mentioned therein.
9 Vendors are requested to read the vendor guide and see the video available on the MSTC website.
1. INTRODUCTION
RBI is the Central Bank of the country and is an incorporated body in terms of RBI Act 1934,
having offices in most of the state capitals (about 30). Additionally, it has 32 Central Office
Departments which are located in Mumbai. RBI intends to appoint five experienced Travel
Agencies for procurement of Domestic/International Air Tickets and Train Tickets initially and
other related services, for the period July 01, 2019 to June 30, 2022 which may be extended for
a further period of one year at the sole discretion of RBI at the mutually agreed terms and
conditions upon satisfactory performance of contract by the agency/ies.
2. SCOPE OF WORK
Broadly, the agency would ensure booking of tickets/confirmation of waitlisted tickets, issue
/ delivery / cancellation / up gradation / revalidation of tickets and documents; collection of
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tickets for cancellation, getting visa, passports during working hours/holidays/after office
hours (at the expense of the agency). The scope of work of the agency in brief are as
follows:
a. Services shall be provided to all the offices of RBI and as per the instructions of the officer
concerned of the RBI.
b. Booking and issuing of domestic/international air ticket and train tickets (e-ticket /on the
counter) including pre-paid tickets.
c. Assistance for issue/obtaining new passport/renewal and miscellaneous passport
related services.
d. Assistance for obtaining visa and submitting passport at the embassies.
e. Issuance of foreign exchange as per RBI guidelines. The Agencies should have valid
license for foreign exchange issued by RBI from time to time.
f. The agency will be available at all times for booking/cancellation of Air Tickets and Train
Tickets.
g. Delivery of the tickets and travel documents at the respective RBI Offices through
internet/mail or as may be directed, for which expenses shall be borne by the Agency.
h. Providing travel services to RBI on 24 hours x 7 days basis.
3. ELIGIBILITY
1. The Travel Agency must have been approved by Government of India.
2. Bidder shall be a Company/Firm engaged in Tours and Travels (Domestic/ International
Airlines and Railway Tickets) for last five years.
3. The Agent must have authorization from International Air Transport Association (IATA).
Relevant document should be uploaded as a proof of having IATA authorization.
4. The bidder should have an average annual turnover of 100 crore for the last 3 years i.e.
2015-16, 2016-17 and 2017-18 from corporate air ticketing business. They should
submit audited balance sheets/profit & loss accounts and certificate from Charted
Accountant regarding minimum annual turnover.
5. The agency should be a profit making entity and should not be in loss since last three
years i.e. from 2015-16 to 2017-18 (documents i.e. Balance sheet, IT Returns should be
submitted as proof). Loss making entities will not be entitled for empanelment.
6. The Travel Agency should be a direct agent of at least three Airlines in India.
7. The Agency should have been empanelled with not less than 5 Institutions/Corporates.
8. Bidder must have executed at least 3 (three) orders of similar job in the last 3 (three)
years, out of which 1 (one) order should have been of a Government Depts./PSEs/
Public or Pvt. Ltd. Companies of value 10 crore or more in one organization; or more than
6 crore each in 2 (two) organizations in preceding 3 (three) financial years (i.e. in the
year 2015-16, 2016-17 and 2017-18) (Documentary proof may be uploaded).
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9. The Travel Agency should have the facility/arrangement to provide foreign exchange for
International Travel. Agency should be capable of providing such services like credit
days, arrangement of foreign exchange, travel insurance service, Visa arrangement and
related work on PAN India basis.
10. The Bidder/s are expected to provide airport assistance services (meet and
assist/escort) for RBI’s Top Executives as permitted by their internal policy.
11. Bidder should have valid PAN Number and GST Number.
12. Bidder should have 24 hours Helpline numbers and be able to render 24 hours service
for 365 days.
13. The agency should be able to take requisition for air tickets/train tickets/visa/passport
from the authorized person of Administration Division or any person designated by RBI to
be making requisition of tickets. Any tickets made from unauthorized requestor shall not
be considered for payment, modalities would be worked upon mutual discussion.
14. The Agency should preferably have ISO/IEC 27000 compliance/certification for entire
data security.
15. As and when RBI decides to opt for Self Booking Tool (SBT), the agency may customize
SBT as per RBI requirements as soon as possible, the outer limit being within a month’s
time after sharing of relevant data by RBI. The agency should also be able to provide for
submission of bills online including files in format specified by the Bank.
16. The travel agency should be in a position to provide credit facility upto four weeks.
RBI reserves the right to carry out capability assessment of the Bidder and RBI’s decision
shall be final in this regard.
4. DURATION OF CONTRACT PERIOD
The proposed contract shall be valid for a period from July 01, 2019 to June 30, 2022, which
may be extended for a further period of one year at the sole discretion of RBI on the
mutually agreed terms and conditions; and satisfactory performance of contract by the travel
agency.
5. VALIDITY OF PROPOSAL
The following will be considered for the validity of the proposals deemed submitted:
a. Proposals shall remain valid for a period of 90 days from the date of opening of Proposal.
b. RBI reserves the right to reject a proposal valid for a shorter period as non- responsive.
c. In exceptional circumstances RBI may solicit the Bidder’s consent to an extension of the
period of validity. The request and the response thereto shall be made in writing.
6. RIGHT TO ACCEPT OR REJECT ANY PROPOSAL
RBI reserves the right to annul the Tender process, or to accept or reject any or all the
proposals in whole or part at any time without assigning any reasons and without incurring any
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liability to the affected Bidder(s) or any obligation to inform the affected Bidder(s) of the
grounds for such decision.
7. SECURITY DEPOSIT
Rs.3 lakh (EMD in a separate envelop, shall be part of the Technical Bid) by a Demand Draft
in favour of “Reserve Bank of India” payable at Mumbai. The EMD of unsuccessful bidders
will be returned immediately after technical evaluation. The EMD submitted by the
successful bidder/s will be returned after submission of a BG equivalent to the amount of
EMD and retained as Security Deposit.
8. PREPARATION OF PROPOSAL
The Bidder must comply with the following instructions during preparation of Proposals:
a. The Bidder is expected to carefully read all the instructions, guidelines, terms and
conditions and formats of the Tender Document. Failure to furnish all the necessary
information as required by the Tender Document or submission of a proposal not
substantially responsive to all the requirements of the Tender Document shall be at Bidder’s
own risk and may be liable for rejection.
b. No Bidder is allowed to modify, substitute, or withdraw the Proposal after its submission.
9. SUBMISSION OF PROPOSAL
Bidders shall submit their Proposals on or before the last date and time for receipt of proposals
mentioned in SOT. The Proposals should not contain any irrelevant or superfluous
documents. Proposals shall be submitted in two parts as detailed below:
Part-I: Technical bid will be opened electronically on specified date and time as given in the
SOT. Bidder(s) can witness online electronic opening of bid.
Part-II: Price bid will be opened electronically of only those bidder(s) whose Part I -
Technical Bid is found to be acceptable by RBI. Such bidder(s) would be intimated the date
of opening of Part II Price bid, through valid email.
10. CLARIFICATIONS & AMENDMENTS IN TENDER
a. During the process of evaluation of Proposals, RBI may, at its discretion, ask Bidders
for clarifications on their proposal. The Bidders are required to respond within the prescribed
timeframe. However, seeking of clarifications cannot be treated as acceptance of proposal.
b. RBI may for any reason, modify the Tender Document from time to time. The
amendment(s) to the Tender Document would be clearly spelt out and the Bidders may be
asked to amend their proposal due to such amendments.
11. EVALUATION PROCESS
Bidders will have to satisfy the prequalification criteria specified in page 21 of the Tender
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Document for their Technical and Price Bids to be considered. RBI will employ Techno Commercial evaluation method for evaluating bid, Bidders will have to satisfy all the eligibility criteria prescribed and fulfill the requirements in the Technical Evaluation to qualify for the Price Bid. Incomplete submission/non-submission of any of the details required below could lead to non qualification for the Price Bid. The first shortlisting will be done using the eligibility criteria. The bidders are required to submit the documents as proof of their meeting the eligibility criteria. Only those bidders who meet the eligibility criteria will be considered for further processing of the bids
A. Technical Evaluation The Bidder has to fulfill the following criteria to qualify for the Price Evaluation
Details
1. The Travel Agency must be approved by Government of India
2. Should be a profit making entity during the last 3 years duly certified by Chartered Accountant 3. Should be a Direct Agent of at least 3 airlines
4. Should be empanelled with atleast 5 institutions/corporates
5. Provide MIS on the spot reporting to designated person
6. Foreign Exchange facilities/Foreign Exchange licence.
7. Provision for SBT as per requirement of RBI as and when required.
B. Price Evaluation sheet
Sr.No
Transaction type Weighing coefficient
(a)
UNIT RATE in figures to be entered
by the bidder (b)
a. Service charge on Ticketing (Domestic Economy/Premium Economy/Business Class) per transaction
70
b. Service charge on Ticketing (International- Economy/Premium Economy/Business Class)
20
c. Cancellation Charges for air Travel 5
d. Visa Assistance 2
e. Service charge on Rail Ticketing 3
Total (C) 100
To assist in the scrutiny, evaluation and comparison of offers, RBI may, at its discretion, ask
some or all bidders for clarifications. The request for such clarifications and the response will
necessarily be in writing. RBI may also ask service providers to demonstrate their service
and/or undertake inspection of the establishment of the service provider, if necessary, at any
stage of the bidding process.
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EVALUATION OF TECHNO-COMMERCIAL BID
RBI will employ techno-commercial evaluation method for evaluating the bids. RBI may
constitute Evaluation Committee to evaluate the Proposals submitted by Bidders for a
detailed scrutiny. Subject to terms mentioned in the Tender Document, a two stage process,
as explained below, will be adopted for evaluation of Proposals submitted by the vendors.
Technical evaluation will be done based on the fulfilment of the technical parameters specified
in Technical evaluation table. Bidders will also have satisfy all the eligibility criteria specified in
para 3 of the Tender document and also furnish the documentary evidence in support of the
same. Only those bidders who satisfy all the eligibility criteria and submitted the necessary
documentary proof will qualify for the price bid.
Commercial Bid
As specified in para 11 B, certain weightage has been allocated to various parameters for
which the bidder has to quote. The L1 will be determined on the basis of the sum of the
combined value quoted for various services after application of the weightage co-efficient.
The formula applicable being (0.7*a+0.2*b+0.05*c+0.02*d+0.03*e)
The price quoted by the bidder having the least score in the Commercial Evaluation (CE) will
be considered as L1. These rates will be offered to four vendors in descending order of CE,
provided they are willing to provide services at the prices quoted by L1 vendor. If any of
vendor is not willing, offer will be given to remaining vendors in the same order. The final
empanelment will be made by the Evaluation Committee constituted after scrutiny and
considering various aspects and their decision in this regard will be final.
12. AWARD OF WORK
a. The agency shall make the tickets on the least cost basis. Any change in requirement
must be addressed on priority.
b. For assistance in obtaining Visa/Passport, VFS service charges on approved
rates/prescribed by VFS centers will be paid by the RBI.
c. No alternative offer shall be considered.
d. Failure to furnish all information required and/or false/incorrect information and/or
submission of bid not substantially responsive to the bidding document in every respect will
be at the bidder’s risk and may result in rejection of its bid.
e. The Agency must comply with the tender specification and all terms and conditions of
the contract. No deviation in terms and conditions of the contract shall be entertained unless
specially mentioned in the bid.
f. The Agency should comply with all Central and State laws as per
rules/regulations/byelaws and order of the local authorities and statutory bodies as may be in
force from time to time during the contract period.
g. The service provider shall be solely responsible for compliance with the
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provisions of all central and state laws, various taxes (Income tax, etc.,), labour and
industrial laws, such as minimum wages, compensation, EPF, Bonus, Gratuity, etc. such as
Contract Labour (R &A) Act 1970, Contract Labour (Regulation and Abolition) Central Rules,
1971; Child labour (Prohibition and Regulation) Act, 1986; Minimum Wages Act (Central)
Rules, 1950; Payment of Wages Act ,1936; Minimum Wages Act, 1948; Employee Liability
Act, 1938; Workmen’s Compensation Act, 1923; Industrial Dispute Act, 1947; Maternity
Benefit Act 1961, and any other act/rules of state/central Government, /Municipal
Corporation prevailing under the jurisdiction, relating to persons deployed for providing
services to RBI.
h. The travel agency shall not assign the contract or any part thereof without the prior written
consent/approval of the RBI. The travel agency shall also not sublet the work or part of the
work except with the written consent of RBI and such consent even if provided shall not
relieve the agency of successful execution of the contract.
i. Withdrawal or cancellation of registration certificate of IATA during the contract period
will automatically result in cancellation of RBI contract.
13. TERMS OF PAYMENT
a. Travel Agency shall provide credit facility of 30 days (thirty days) and bills shall be
raised on monthly basis. Bills shall be raised by the Travel Agency as per contract.
Consolidated and correct bills with relevant documents (Credit Notes/ Cancellation of
Tickets etc.) complete in all respect shall be submitted by the Travel Agency to the
respective offices/departments of RBI which shall be paid online only subject to all
statutory deductions. No advance payment shall be made to the Travel Agency.
b. Income Tax deduction/statutory deductions as applicable shall be made from the bills of
the agency as per Government Rules/Acts.
c. The applicable taxes (GST, etc.) will be paid extra to the Travel Agency provided it is
shown separately in the invoice. The GST Number shall be mentioned on the entire
invoice itself.
14. PERFORMANCE
RBI shall assess the agency’s overall performance with respect to quality and adherence to
time schedule of work done at regular interval and take a decision regarding assigning further
work to it. In case the performance of the agency is found to be unsatisfactory, RBI may
terminate the contract with the Travel Agency.
15. CONFLICT OF INTEREST
a. The selected Firm/Agency should provide professional, objective and impartial service and
hold RBI’s interest paramount.
b. The selected Firm/Agency shall not downstream or outsource any part of the scope of work.
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However the selected entity may engage professionals of required expertise on contractual
basis.
c. Non-disclosure of such an association will lead to termination of Agency.
16. TERMINATION OF CONTRACT
RBI reserves its right to terminate the contract for any reason at its absolute discretion including,
but not limited to the following:
a. If the Travel Agency is adjudicated insolvent by a Competent Court or files for insolvency or
the Travel Agency’s Company is ordered to be wound up by a Competent Court.
b. Travel Agency commits any material breach of the terms of this contract with RBI or if found
guilty of any malpractice in the performance of the contract.
c. If any charge-sheet is filed by the competent authority of the Government against the
Travel Agency or Travel Agency is convicted by a criminal court on grounds of moral
turpitude.
d. In the event of unsatisfactory service or failure on the part of the Travel Agency or if the
Agency neglects to execute the work with due diligence or expedition or refuses or
neglect to comply with any reasonable order given to him by RBI in connection with work or
shall contravene the provisions of the contract, RBI shall have the option to declare the
contract as cancelled and may get the work executed by any alternate sources at the
Travel Agency’s risk and cost. In such event the Travel Agency shall have no claims
whatsoever against RBI in consequence of such termination of the contract. The decision
of RBI in terminating the contract will be final and binding on the Travel Agency.
e. In the event of Termination of contract under clauses 16(b), 16(c) or clause 16(d), Security
Deposit shall be forfeited and Travel Agency shall not have any claim in this regard.
17. SUBLETTING OF CONTRACT
The Travel Agency shall not assign and or sub-let contract or any part thereof or any benefit
or interest therein or there-under without the prior written consent of RBI, and such consent
shall not relieve the Travel Agency from any liability or obligation under the contract and it
shall be fully responsible for the acts/defaults and neglects of its agents, servants or workmen
as if they were the acts, defaults or neglects of the Travel Agency.
18. FORECLOSURE OF CONTRACT
RBI shall have the right to foreclose the Contract at any time during the tenure of the contract
without assigning any reasons whatsoever by giving notice of at least thirty days to the Travel
Agency of its intention to do so, without any claim of damages by the Travel Agency. The
Travel Agency may also foreclose the contract by giving at least three months advance notice
to RBI without assigning any reasons.
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19. OTHER TERMS AND CONDITIONS
a. Cancellation charges of all Domestic Air and Railway Tickets will be paid as per
norms/agreement signed with concerned Airlines.
b. Validity period of all classes of international Air tickets shall be duly mentioned on the ticket.
c. If during the visit abroad any Air Ticket Coupon/s for any sector/s remain unused, the same
would be passed on to the agency for refund and the agency shall arrange refund to RBI.
d. The booking for Air Travel/ Train Travel can also be passed on to the agency over
telephone by authorized representative of RBI and the same will be arranged by the
agency within the specified time. The agency will deliver the tickets in RBI or if required at
the residence of employees in time and in case of any change or cancellation, the agency
shall arrange for collection of the ticket and do the needful as per direction of
RBI/authorized officer.
e. The travel agency must submit relevant documents as a proof for ALL eligibility criteria.
f. Eligible Travel Agencies must submit their applications online along with the relevant
documents by 1700 hrs on June 24, 2019. They are required to preserve the originals of
submitted documents ready for verification by the Bank at any point of time.
g. Technical bid (Part I of the tender) will be opened on 1100 hrs June 25, 2019.
Commercial bids (part II of the tender) would be opened only for those tenders who are
found eligible after scrutiny of their part I tenders on any subsequent working day, which
would be intimated to all the eligible tenderers.
h. The tenderers must use only the forms downloaded/issued by the RBI to fill in the rates.
The tender form must be filled in Hindi/English. If any of the documents is missing or
unsigned, the tender may be considered invalid by the RBI in its discretion. All erasures
and alterations made while filing the tender must be attested by initials by the tenderer.
Overwriting of figures is not permitted. Failure to comply with any of these conditions will
render the tender void at the RBI’s option. No request for any change in terms and
conditions after the opening of the part II tender will be entertained. The rates quoted
shall be binding without any escalation whatsoever till June 30, 2022.
i. The successful tenderer shall execute an agreement with the RBI on stamped paper
within fifteen days of receipt of letter of acceptance. However, the issue of letter of
acceptance by the RBI shall be construed as a binding contract, as though such an
agreement has been executed and all the terms and conditions stated herein shall apply
to the contract.
j. The travel agencies must submit their bills to the respective Regional offices/Central
Office departments/ Training establishments of RBI from where the request for booking of
tickets has been raised, along with proof of bookings on or before 10th day of every month
for all the booking made during the immediate preceding month as applicable.
k. The RBI reserves the right to verify the relevant records of the Travel Agency at any point
of time and the Travel Agency shall cooperate with the officers of the RBI.
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l. Interested tenderers can attend tender opening process. Only one representative from
each Travel Agency shall be permitted during tender opening.
m. The RBI may for any reasons whatsoever or without assigning any reason discontinue the
arrangement before the expiry of the period mentioned in this Tender by issuing a notice
of 30 days to the service providers and Travel Agency cannot claim
damages/compensation for such early termination.
n. The RBI shall make claims, if any, in writing — (a) within 30 days from the date of
payment of the relative bill, if the claim relates to excess payment, damage (luggage etc.)
or delay (flight), (b) Any such claim lodged by the RBI shall be settled by the service
provider within a period of one month.
o. The offer should be valid for a minimum period of three months from the date of opening
of technical bid.
p. AII pages of the bid including all enclosures should be numbered (except printed
leaflets/catalogue) and must be duly filled in, signed and stamped by the bidder or by his
authorized representative. Offers received without signature and seal on all pages are
liable to be rejected.
q. Bidders are requested to see the tender site www.rbi.org.in regularly before the due date
of submission for changes, if any, which may be uploaded subsequently in respect of this
tender.
r. In case the contract is terminated prematurely by the act/omission on the part of the travel
agency, it has to make temporary arrangement for the services provided by it for a period
of three months or till the RBI appoints new service provider whichever is earlier.
s. In case any empanelled Travel Agency is not responding to the quotation/inquiry by the
RBI on three occasions, the RBI can delist such Travel Agency from the panel without
any further notice.
t. The RBI reserves the right to seek clarification from any Travel Agency at any point of
time.
u. The RBI reserves right for empanelment, of more than one Travel Agency, based on the
Techno-commercial evaluation, as deemed fit. The lowest rates in each category will be
determined from the quotations received from technically qualified bidders. The agencies,
not exceeding five, willing to extend their services at the determined rates will be issued
offer for empanelment. The offer based on the lowest bid price (inclusive of all taxes
except service tax) in each category or any other price to be decided by the RBI would
need to be accepted within seven 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.
v. The vendor whose commercial Offer has been determined to be the lowest evaluated
offer will be called L1 and empanelled. Others will be ranked L2, L3, L4 etc. for that item
in increasing order of their commercial bid. The chance to match L1‘s offered rate to
provide travel services to Reserve Bank of India will be offered to others. Bank will offer
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L2 first, then L3 next, then L4 and so on in ascending order. The process will continue
until the Bank gets five vendors empanelled all at L1 price. The Bank reserves the right to
empanel more than five vendors for some items, if it is needed.
w. The travel agency will be required to submit MIS on bookings on monthly basis or at the
frequency as decided by the RBI from time to time in the format as prescribed by the RBI.
x. All disputes shall be settled through mutual discussions. In case the disputes are not
settled through mutual discussions the matter shall be referred to arbitration.
y. Empanelment of travel agency will not confer any right to it/them to claim for business and
the RBI reserves the right to utilize services of other travel agents, in case it desires so.
z. The agreement to be entered with the travel agency/s on selection shall be stamped as
per the Maharashtra Stamp Act and the stamp duty shall be borne by the Travel Agency.
20. PENALTY
a. In case of failure on the part of Travel Agency to deliver the ticket(s) within the required
time or well before the reporting time of the flight/train, resulting in cancellation of the trip
of the Employee of RBI, the Agency shall be liable to bear the cancellation charges of all
the air ticket(s) as levied by the airline and in addition, pay a penalty of Rs.1000/-
(Rupees One Thousand Only) to RBI. In such event, Travel Agency will not be entitled
for service charge on the transaction.
b. In case of wrong entry by the Agency of name/flight/train/date of travel etc. other than as
communicated by the Executing Authority resulting into modification of air/railway tickets,
all cancellation/modification charges levied by the airline/railway shall be borne by the
Agency. In such event, Travel Agency will not be entitled for service charges on the
transaction.
c. In case of any failure on the part of the agency in cancelling the air/train tickets as per the
instruction, only the cancellation charges as applicable will be paid by RBI to the Travel
Agency.
d. In case of any failure on the part of the Agency to book and deliver the air/train tickets as
per the itinerary in time, the additional cost if any, for procurement of the air/train tickets
from other sources would be recovered from the running bills of the agency. Such failure
may also call for termination of the contract.
21. FRAUD & CORRUPTION
It is required that the Bidders submitting Proposal and Agency selected through this Tender
must observe the highest standards of ethics during the process of selection and during the
performance and execution of the Work Order.
For this purpose, definitions of the terms are set forth as follows:
a. "Corrupt practice" means the offering, giving, receiving or soliciting of anything of value to
influence the action of RBI or its personnel in Work Order executions.
b. "Fraudulent practice” means a misrepresentation of facts, in order to influence an selection
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process or the execution of a Work Order, and includes collusive practice among Bidders
(prior to or after Proposal submission) designed to establish Proposal prices at artificially
high or noncompetitive levels and to deprive RBI of the benefits of free and open
competition.
c. “Unfair trade practice” means supply of services different from what is ordered on, or
change in the Scope of Work.
d. “Coercive practice” means harming or threatening to harm, directly or indirectly, persons or
their property to influence their participation in the selection process or execution of the
Work Order.
e. RBI will reject a proposal for award, if it determines that the Bidder recommended for
award, has been determined to having been engaged in corrupt, fraudulent or unfair trade
practices.
f. RBI will declare a Firm/Agency ineligible, either indefinitely or for a stated period of time,
for awarding the Work Order, if it at any time determines that Firm/Agency has engaged
in corrupt, fraudulent and unfair trade practice in competing for, or in executing the Work
Order.
22. JURISDICTION
a. The contract for empanelment of travel agency for Domestic and International air ticketing
and other related services; shall be governed and interpreted in accordance with the Laws
of India. The court at MUMBAI shall have exclusive jurisdiction to entertain and try any
matters arising out of the contract.
b. Neither party shall be liable for any delay in performance of its obligations or for failure to
perform obligations if the failure results from any of the following (whether happening in
India or elsewhere) reasons of FORCE MAJEURE, viz, acts of God, acts of Government,
acts of public enemy, war, hostility, civil commotion, blockage, sabotages, riots, fire,
floods, earthquake, explosions, epidemics, strike and lawful lockout or anything beyond
the control of either party. The parties hereto shall make all reasonable endeavours to
minimize any such delay. Upon cessation of the event giving rise to the delay, the parties
shall, in so far as may be practicable under the circumstances, complete performance of
their respective obligations as described in these terms and conditions.
23. ARBITRATION
Any disputes, differences, whatsoever, arising between the parties out of or relating to the
construction, meaning, scope, operation or effect due to signing of Agreement, after
empanelment of the agency shall be settled between RBI and the Travel Agency amicably.
If however, RBI and the Travel Agency, are not able to resolve their dispute/differences
amicably as aforesaid the said dispute/differences shall be settled through the process of
Arbitration of a Sole Arbitrator to be appointed/ nominated by RBI. The venue of such
Arbitration proceedings, if any, shall be at the Central Office of RBI at Mumbai and the
costs of Arbitration shall be borne equally by the parties. The provisions of the Arbitration
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Conciliation Act, 1996 and the Rules framed more under or any amendment here to shall
apply to such Arbitration proceedings. The award of the sole Arbitrator shall be binding on
all the parties. During the pendency of the Conciliation or Arbitration proceedings both the
parties (i.e. the Travel Agency and RBI) shall continue to perform their obligations as per
the Agreement. RBI and the Agency should agree for the exclusive jurisdiction of court of
MUMBAI (with exclusion of all other court) for all matter of dispute.
24. PROVISIONS RELATED TO SEXUAL HARRASMENT:
a. The Contractor / Agency shall be solely responsible for full compliance with the
provisions of “the Sexual Harassment of women at workplace (Prevention, Prohibition and
Redressal) Act, 2013”. In case of any complaint of sexual harassment against its employee
within the premises of the Bank, the complaint will be filed before the Internal Complaints
Committee constituted by the Contractor / Agency and the Contractor / Agency shall ensure
appropriate action under the said Act in respect to the complaint.”
b. Any complaint of sexual harassment from any aggrieved employee of the contractor
against any employee of the Bank shall be taken cognizance of by the Regional Complaints
Committee constituted by the Bank.
c. The contractor shall be responsible for any monetary compensation that may need to
be paid in case that incident involves the employee of the contractor, for instance any
monetary relief to the Bank’s employee, if sexual violence by the employee of the
contractor is proved.
d. The contractor shall be responsible for educating its employees about prevention of
sexual harassment at workplace and related issues.
e. The contractor shall provide a complete and updated list of its employees who are
deployed within the Bank’s premises.
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Check list for submission of documents to be filled and uploaded (to be required as pre-qualification criteria)
Sl. No Items Information
to be filled
1. Name and address of the agency, telephone number, fax, mobile number, e-mail id
2. Experience in the field of Tour and Travels (please upload documents for proof)
3. Type of organization (Whether Proprietorship, Partnership, Private Limited, Public Limited Company) (Please upload documents/evidence)
4. IATA registration No. (copy of registration to be
uploaded)
5. 24 hour helpline numbers
6. Annual Turnover for the last 3 years: 2015-16: 2016-17: 2017-18: (Please upload documentary evidence)
7. Experience of similar work in the field during the last three years. Bidder must have executed at least 3 (three) orders of similar job in the last 3 (three) years, out of which 1 (one) order should have been of a Government Depts./PSEs/ Public or Pvt. Ltd. Companies of value 5 crore or more in one organization; or more than 3 crore each in 2 (two) organizations in preceding 3 (three) financial years.
8. GST No. (Please upload & furnish a copy of registration)
9. Income Tax Permanent Account No. (Please upload and furnish copy of PAN Card)
10. Whether ISO 27000 compliant/certified (if yes, please upload document for proof)
11. Name of CEO/Directors, their addresses, shareholding percentage, PAN number, contact numbers
a. RBI may, at its discretion, call for additional information from the Bidder(s). Such
information has to be supplied within the set out time-frame, otherwise the Evaluation
Committee shall make its own reasonable assumptions at the total risk and cost of the
Bidders and the Proposal is liable to be rejected. Seeking clarifications cannot be treated
as acceptance of the proposal.
b. For verification of information submitted by the Bidders, the Committee may visit Bidder’s
offices at its own cost. The Bidders shall provide all the necessary documents, samples
and reference information as desired by the Committee. The Bidders shall also assist the
Committee in getting relevant information from the Bidders references, if desired.
c. Bidders fulfilling pre-qualification criteria shall be eligible for evaluation of Technical Bid
and Price Bid.
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PART I FORMAT FOR TECHNICAL EVALUATION
Details Details to be filled by the bidder
1. Travel Agent to be approved by Government of India
2. Net Profit earned by the agency in the last 3 financial years
3. Number of Airlines to whom the bidder is Direct Agent
4. Number of Institutions empanelled with the Agency
5. Provision of MIS on the spot reporting to designated person at RBI.
6. Foreign Exchange facilities/Foreign Exchange licence
7. Provision of SBT as per requirement of RBI as and when required and charges thereon
Note: please upload supporting document pertaining to abovementioned requirements.
PART II FORMAT FOR PRICE BID
Sr.No
Transaction type UNIT RATE in figures to be entered by the bidder
(b) a. Service charge on Ticketing (Domestic
Economy/Premium Economy/Business Class) per transaction
b. Service charge on Ticketing (International- Economy/Premium Economy/Business Class)
c. Cancellation Charges for air Travel
d. Visa Assistance
e. Service charge on Rail Ticketing
Note:
1. GST and Cess will be payable separately by RBI as per prevailing rates.
2. Offer Bid should not contain any terms and conditions, notes etc. other than service charge rate.