TENDER FOR TRAVEL SERVICES

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1 Cost of the Tender Form - Rs.500/- (Rupees Five Hundred only) Tender Form No.MCI/TS/2011 TENDER FOR TRAVEL SERVICES NOTICE INVITING TENDERS & TERMS AND CONDITIONS OF TENDER MEDICAL COUNCIL OF INDIA POCKET 14, SECTOR 8, PHASE 1, DWARKA NEW DELHI Ph.: , 35, 36, 37; Fax: ; Website: LAST DATE FOR SUBMISSION OF SEALED OFFERS: 10/02/2011 AT 3.00 PM ***** Tender Form submitted by M/s Medical Council of India (1)

2 Medical Council of India (2)

3 MEDICAL COUNCIL OF INDIA POCKET-14, SECTOR-8, PHASE-I, DWARKA, NEW DELHI TENDER NOTICE Sealed tenders in prescribed format are invited from reputed and financially sound travel agents duly approved by IATA for carrying out travel services for the Council. The last date of submission of tender documents is 10/02/2011 on or before 3.00 pm. The detailed tender documents can be down loaded from the Council s website Deputy Secretary (Admn.) Medical Council of India (3)

4 General conditions /instructions for submission of bids/tenders 1. The Agency must quote the most competitive rates of Service Charges in the Performa enclosed in Annexure-I. 2. The agency should be having experience at least 5 years in relevant field and must doing such services for various reputed organizations /Department of Government of India/Autonomous Organization/ Public Sector Undertakings /statutory bodies/mncs. 3. The details of inputs /informations required to be submitted by the agency is as per the Annexure-II 4. The details of current /previous clients are to be submitted as per the following format: (i) Name of the company /organization /office (ii) Contact person with telephone number and IDs (iii) Contract Period 5. The agency would ensure booking of tickets /confirmation of waitlisted tickets, delivery of tickets mainly at Council's office during working hours /holidays/ after office hours (at the expense of the agency), collection of tickets for cancellation, getting visa, passports, confirmation/cancellation, up gradation/revalidation of tickets, delivery of tickets, documents. The scope of work of the agency in brief is as under: (i) Booking and issuing of international/domestic air ticket including pre paid tickets (ii) Booking and arranging for domestic railway tickets /foreign (including European railway tickets). (iii) Assistance for issue/obtaining new passport/ renewal and miscellaneous passport related services. (iv) Assistance for obtaining visa and submitting passport at the embassies. (v) Issuance of foreign exchange as per RBI guidelines. (vi) Obtaining travel related insurance including overseas medical insurance. (vii) The agency will be available at all times for booking /cancellation of both air and railway tickets. (viii) Submission of a formatted monthly statement of bills raised showing discount provided to the Council. In addition to the above, the statement should also include the cost of ticket of airline / railway. (ix) Ensuring receipts of proper statement from airlines on points gained on deal codes secured by the Council and ensuring proper utilization thereof. (x) Assisting the Council in securing deal codes with other airlines. (xi) Assisting MCI s representatives in getting enrolled in frequent flyer programmes. 6. The travel agency will be responsible for compliance 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. 7. The travel agency shall not assign the contract or any part thereof without the prior written consent /approval of the Council. The travel agency shall also not sublet the work or part of the work except with the written consent of the MCI and such consent even if provided shall not relieve the travel agent from any liability or any obligation under the contract. Medical Council of India (4)

5 8. Acceptance of tender will be intimated to the successful tenderer through a letter of intent (LOI) duly signed by the authorized signatory of the Council. The successful tenderer is required to execute the agreement on a non judicial stamp paper within the time specified in the LOI. 9. (i) The EMD of the successful tenderer will be converted into performance guarantee and shall be retained for the entire period of contract. The agency shall not be entitled to any claim or receive any interest on the amount of performance guarantee. (ii) The EMD shall be forfeited to MCI in case: (a) if the tenderer withdraw their offer during the period of tender validity. (b) if after submission of quotation the tenderer fails to owner the contract or refuses to comply with any or all terms and conditions of the tender. 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 one year and after expiry of six months Council will evaluate the performance of services of the agency. If the services are found satisfactory, the Council reserves the right to extend the contract for another six months on the same terms & conditions. 12. If the registration certificate of IATA is withdrawn or cancelled during the contract period, then the contract of the agency will automatically stands cancelled. 13. (i) The Council reserves the right to cancel the agreement by giving one month notice in writing without assigning any reason whatsoever. (ii) The contract shall be terminated if the service of the agency is not found satisfactory or the agency changes the rate of contract during the contract period. 14. The bills complete in all respect should be presented to MCI on fortnightly basis and payment of the bills will be made after scrutinizing and verifying the bills within a period of twenty one days from the date of receipt of the bill. TDS will be deducted as per the prevailing rate. 15. The travel agent will have to provide the travel related services in time. If the agent fails to provide tickets and other travel related services after the scheduled time, the agency will be solely responsible for the same and no payment will be made for it. 16. The losses to the Council which are directly attributable to the agency shall be deducted from the bills /adjusted from the performance guarantee. 17. The travel agency should have Computer Reservation Ticketing facility of all airlines for domestic and international travel and providing on line booking facility for the same to the Council. 18. In case of any dispute or difference arising in relation to meaning or interpretation of this order, the same shall be referred to a sole arbitrator to be appointed by the Chairman, Board of Governors. The Arbitration and Conciliation Act, 1996 will be applicable to the arbitration proceedings and the venue of the arbitration shall be at New Delhi. The award of the arbitrator shall be final and binding. Medical Council of India (5)

6 19. The travel agency will have to submit a monthly statement of bills raised showing the amount of expenses on ticket booking airline wise/ domestic/international /railway. 20. Tender document may be purchased from the Council office on payment of Rs.500/- by cash or by way of Pay Order/Demand Draft in favour of Secretary, Medical Council of India payable at New Delhi. The tender document may also be downloaded from the Council s website: mciindia.org and the downloaded tender document should accompany Pay Order/Demand Draft of Rs.500/- in favour of Secretary, Medical Council of India, payable at New Delhi. 21. The last date of receipt of sealed offer in a sealed envelope as mentioned above and addressed to the Secretary, Medical Council of India is on or before 10/02/2011 at 3.00 pm. in a sealed tender box kept in the ground floor of building of the Council at Pocket- 14, Sector-8, Dwarka, New Delhi The Earnest Money Deposit (EMD) of Rs.50,000/- (Rupees Fifty Thousand only) in the form of Demand Draft/pay order drawn in favour of The Secretary, Medical Council of India payable at Delhi only is to be submitted along with the tender. 23. The EMDs of the unsuccessful bidders will be refunded without any interest. 24. All the pages/documents of the Tender should bear the dated signature of the tenderer. All the entries by the tenderer should be in one ink & legibly written. Any over-writing corrections & cuttings should bear dated initials of the tenderer. Corrections should be made by writing-again instead of shaping or over-writing. 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. 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 pre-requisite criteria. Deputy Secretary (Admn.) Medical Council of India (6)

7 Annexure I S. No. Scope of Work 1. All International Air Tickets issue & delivery 2. All Domestic Air Tickets issue & delivery 3. Visa & Passport related assistance 4. Airport facilitation Insurance Policy- 5. Comprehensive Domestic & International Tickets 6. Rail Tickets for all routes Financial Offer Service Charge Rs. Remarks Date: Place: Signature of the authorized signatory of the agency Official seal/stamp Medical Council of India (7)

8 Annexure-II Details of Informations to be provided by the tenderer S. No. Items Information /inputs to be filled by the tenderer 1. Name and address of the agency, telephone number, fax, mobile number, address 2. Type of organization (Whether proprietorship, partnership, private limited, limited company) 3. Name and address of the directors/ proprietor /partners 4. Year of formation of the company/ experience as a travel agency 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) Total number of employees of the firm 24 hour helpline numbers 12. Income tax return for the last three financial years (to be enclosed) 13. Total turnover of the travel agency during last three financial years (Minimum average turnover should be 10 crore) On line booking facility 14. Medical Council of India (8)

9 15. Service tax number/ certificate and PAN number (copy to be enclosed) Undertaking: I hereby certify that all the informations furnished above are true to the best of my knowledge and belief. I have no objection to MCI 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. Date: Place: Signature of the authorized signatory of the agency Official seal/ stamp Medical Council of India (9)

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