INSTITUTE OF URBAN TRANPORT (INDIA) Notice Inviting bids for engagement of Travel Agent for the year

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1 INSTITUTE OF URBAN TRANPORT (INDIA) Dated: 16 th April, 2014 Notice Inviting bids for engagement of Travel Agent for the year Institute of Urban Transport (India) is a not-for-profit society registered under Societies Registration Act, Secretary, Ministry of Urban Development, Government of India is its ex-officio President. The objective of the Institute is to promote, encourage and coordinate the state of the art of urban transport including planning, development, operation, education, research and management. Institute of Urban Transport (India) invites sealed bids from reputed firms for engagement as travel agents. For further details about the qualifying requirements and method of submission please refer to our announcement on the websites and The last date of receipt of bids is 16th May, Executive Secretary

2 INSTITUTE OF URBAN TRANSPORT (INDIA) 1st Floor, Anand Vihar Metro Station Building,(Entry adjacent to Gate No 1) Delhi Tel.: (91) (10 lines) Fax: (91) Website : Dated: 16 th April, 2014 TENDER INVITATION Invitation Institute of Urban Transport (India), (IUT) invites sealed tenders from reputed travel agents in Delhi for providing domestic airline and rail booking services for various business related travels in India of its Executives / Officers/invitees. During the financial year , the expenditure incurred by IUT on travel was approx. Rs. 50 Lakh. Requirement Following services will be required; 1. Booking and issuing of Domestic airline tickets. 2. Cancellation of Domestic airline tickets. 3. Booking and arranging for railway tickets. 4. Cancellation of railway tickets. 5. T o provide 24 hours service i.e. tickets before and after office hours also 6. Assistance for issue/obtaining new passport/ renewal and miscellaneous passport related services. 7. Assistance for obtaining visa and submitting passport at the embassies. No conveyance charges will be paid by IUT. 9. Obtaining travel related insurance including overseas medical insurance. 10. To provide online hotel booking services. The requirement for international travel was marginal last year. Hence services as per items 6 to 9 will be rare and if needed, the agent shall provide these services on a complimentary basis. Eligibility Criteria for bidding: 1. Agency should have minimum (4 plus) years experience in travel booking. 2. Membership with IATA. 3. Minimum combined turnover of Rs. 15 crore in the last three Financial Year s.

3 Award Criteria for Technical Bid Marks Scheme Experience Marks Combined Turnover of last 3 F.Y s Marks Upto 4 years 0 Less than 15 crores 0 4 > 10 years to 30 crores > 15 years to 45 crores 50 More than 15 years 40 More than 45 crores 60 Total Marks Grand Total 100 A firm securing a minimum of 80 marks shall be considered as technically qualified. Duration of Contract: Initially, the contract will be for 12 months, which may be extended on yearly basis, subject to yearly review for a further period up to two years on mutually accepted terms. No revision of service charge will be permitted during the period of the contract. Guidelines for submission of Tender bids: Tenders should be submitted in a 2- packet system, viz. Technical and Financial bids, separately in sealed envelopes as under: Envelope A Shall consist of Technical bid i.e. Agent details as per Annexure-I attached super-scribed Technical bid. Envelope B Shall consist of the Commercial / financial bid as per Annexure-II attached super-scribed Financial bid. A Tender Processing Fees by way of Demand Draft for Rs. 1000/- (Rupees One thousand Only/-) in favour of Institute of Urban Transport (India) is to be placed in the Envelope A- Technical Bid. Envelopes A & B shall be placed in another sealed envelope super-scribed as BID FOR ENGAGEMENT AS TRAVEL AGENT. Last date for submission of tender: BID FOR ENGAGEMENT AS TRAVEL AGENT should be submitted in one original, each page signed by authorized signatory and two photo copies on or before Hrs on to: The Executive Secretary Institute of Urban Transport (India), 1 st Floor, Anand Vihar Metro Station Building, (Entry Adjacent to Gate No. 1), Delhi Offers received through fax/ or through open letter will be ignored. Date / Time of opening of Technical bids: , Hrs at the IUT Office. Date / Time of opening of Commercial bids:

4 The date will be intimated to the technically qualified bidders. Award Criteria: Technical bids shall be opened first and evaluated, Commercial / Financial bids of only technically qualified bids will be opened. From amongst technically qualified bidders, the one with the lowest service charge on airline bookings shall be treated as L-1. However, for booking of Railway tickets, they shall be paid at the lowest rate quoted by other bidders. Bidders shall study the terms and conditions carefully and then submit bids. IUT reserves the right to reject / accept any tender without assigning any reason whatsoever. IUT s decision in this regard shall be final. General terms and conditions: 1. On receipt of approved programme for travel, the Agent shall work out various options for the lowest fare and take further necessary action for booking as advised by IUT. Wherever excursion fares are available the Agent shall advise the same also. 2. The agent should offer the best promotional fare at the time of issuing the tickets to IUT. 3. The Travel Agent will inform the Traveller about cancellation/ rescheduling of flights by the Airlines/Railways. 4. Travel agent may at its own discretion arrange personal booking of train / airline tickets for the staff of IUT. However, IUT will not take any responsibility for recovery of payment in respect of such bookings. 5. Normal Services shall be available to IUT for all the 7 (seven) days in a week from 9.30 a.m. to 6.30 p.m. 6. Until an agreement is signed and executed, this Bid together with the written acceptance thereof for notification of award shall constitute a binding contract between the successful Travel Agent and IUT. 7. IUT reserves the right to get the services by any other AGENT, if the calls/complaints are not attended within 24 hours and debit the costs to the Agent. 8. The Travel Agent shall not assign this contract or any part of it to any other party or firm without prior written consent of competent authority of IUT (I).

5 Payment 9. Travel Agent is required to submit the bills showing the service charges separately. 10. Travel Agent is required to submit fortnightly bills in respect of tickets booked during the fortnight, quoting IUT s reference number, within a maximum period of 30 days from the close of the said period. Credit notes in respect of cancelled tickets are to be submitted along with the bills for the respective booking. 11. No advance payment will be made for any kind of booking. The credit period will be 15 days after receipt of the bill in IUT. 12. Travel Agent shall generate computerized billing and maintain data on travel for various MIS reports required by the IUT. 13. Travel Agent should prepare daily statement of ticket bookings and cancellations, arranged in the order of IUT s reference numbers, and submit the same to the travel desk of the IUT on the same day itself. 14. Travel Agent should submit Monthly statement of airline wise tickets booked and submit the same to the Travel Desk of the IUT before 5th of succeeding month. 15. In case of cancellation, the actual cancellation charge, by Airline/Railways shall have to be provided and IUT will pay the actual cancellation charges only. 16. Refund of Cancelled Tickets: - Travel Agent shall make the refund for the tickets cancelled within 4 (six) weeks of the receipt of tickets from IUT office, otherwise it will be adjusted against the bills of the Travel Agent. 17. PENALTY CLAUSE: In case the tickets are not delivered within time the AGENT will be solely responsible for the same and no payment will be made. In that case the AGENT may also be liable to Penalty Clause mentioned hereinafter. 5% in case of each airline ticket booking. In case of railway tickets, reservation charges. 18. TERMINATION: In case of unsatisfactory services i.e. non-booking of the Airline / Railway tickets as per requirement of IUT, the contract will be terminated by giving notice of 30 days. 19. In case of any dispute the decision of the Director General, IUT will be final.

6 TECHNICAL BID ANNEXURE - I 1. Name / Address of Travel Agent with Tel. No, Fax No. and Mobile No. 2. Type of Organisation (Whether proprietorship, partnership, private limited, limited company) 3. Name of Proprietor/Partners/Directors and their designation 4. Branches in other cities in India and abroad 5. Contact person with Contact Details 6. Nature of any Business other than travel 7. No. of Employees on travel business 8. Annual turnover for the last 3 years Banker s name and address hour helpline numbers, if any 11. On line booking facility, if available 12. Any other information which may help in assessing bidder s capability. 13. IATA Registration No. 14. Service Tax Registration No. 15. PAN No. Experience profile The bidder will submit a List of major clients in the Past 3 years for similar services indicating the no. of bookings made and value of business for each. (Also mention telephone number and contact person of such clients). Undertaking: I/We hereby certify that all the information furnished above is true to my/our knowledge. I/We have no objection if IUT verifies any or all the information furnished in this document with the concerned authorities, if necessary. I/We understand that the contract will be awarded to me/us only on production of documentary evidence of all the above listed information/claims in original to the entire satisfaction of IUT I/We also certify that I/we have understood all the terms and conditions indicated in the tender document and hereby accept the same completely. Place : Date : Signature of Authorised Signatory with Seal / Stamp Enclosure: Demand Draft of Rs. 1000/- in favour of Institute of Urban Transport (India)

7 Financial Bid ANNEXURE II A. Domestic Airline Tickets: Service charge/ Discount on Domestic airline tickets irrespective of the airline: B. Railway Tickets Service charge per person per ticket on all routes on various class of travel. Note: No other charges like IRCTC Service, Bank Transaction Charges will be admissible on Railway Tickets. Undertaking: I/We hereby certify that all the information furnished above is true to my/our knowledge. I/We have no objection if IUT verifies any or all the information furnished in this document with the concerned authorities, if necessary. I/We understand that the contract will be awarded to me/us only on production of documentary evidence of all the above listed information/claims in original to the entire satisfaction of IUT I/We also certify that I/we have understood all the terms and conditions indicated in the tender document and hereby accept the same completely. Place : Date : Signature of Authorised Signatory with Seal / Stamp

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