THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA (ICAI)

TENDER FOR
TRAVEL AND ALLIED SERVICES FOR TRAVEL WITHIN
INDIA AND ABROAD

PART-I (TECHNICAL BID)

LAST DATE FOR SUBMISSION : 27th December 2019

OF SEALED BIDS upto 3.00 pm

TOTAL NUMBER OF PAGES : 28 pages

(Including Part I & II)

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA

‘ICAI Bhawan’, Indraprastha Marg, New Delhi – 110002

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 INDEX

PART – I

Technical & Commercial Conditions

Description Page Nos.

Notice Inviting Tender 03-06

Section – I : Instructions to Bidders 09
Section – II : Eligibility Criteria 10-11
Section – III : Scope of Work 12-14
Section – IV : General Conditions of Contract (GCC) 15-19

Annexure–I : Submission of Information about the 20-22

Tenderer
Annexure-II: Declaration Letter 23-24
Section – V : Bid Evaluation Process 25

PART-II

Financial Bid

Description Page No.

Schedule of Rates 27-28

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 THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA (ICAI)

NOTICE INVITING TENDER

(Press)

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

NOTICE INVITING TENDER FOR TRAVEL AND ALLIED SERVICES FOR

TRAVEL WITHIN INDIA AND ABROAD

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.

1. Scope of Work : Providing travel and allied services

for travel within India and Abroad
(booking of Air Tickets, Hotels on Pan
India basis and abroad, complete
Passport and Visa related Services,
travel Insurance, forex, vaccination
and other allied facilities/services
pertaining to travel within India and
Abroad.

2. Availability of Tender : Tender Documents can be

downloaded from the website of ICAI
i.e. www.icai.org.

3. Cost of tender : Rs. 1,180/- (Rupees One Thousand

One Hundred Eighty only) (non-
refundable) in the form of Pay Order/
Demand Draft only in favour of
‘Secretary, The Institute of Chartered
Accountants of India’ payable at
Delhi.

4. Submission of Tender : Sealed tender including both Part I

and Part II shall be submitted in Two
separate sealed covers as per
Instructions to Tenderers on or
before 27th December 2019 upto 3.00
PM

5. Opening of Tender : The intimation regarding opening of

Technical bids / Financial bids will
be hosted on the ICAI website.

6. Validity Tender shall be valid for 90 Days for

acceptance from the date of opening
of the Financial bid.

7. TDS (Income Tax) : As Applicable

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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

9. Earnest Money Deposit : Earnest Money Deposit of

Rs.1,50,000/- (Rupees One Lakh
Fifty Thousand only) shall be paid
along with duly filled in and sealed
Bids by way of DD only issued by a
scheduled Bank in favour of ‘The
Secretary, The Institute of Chartered
Accountants of India’ Payable at New
Delhi’

10. Performance Security : EMD of the successful Bidder shall

be converted into Security Deposit
and shall be retained for the entire
period of contract without any
interest thereon. In addition to the
above, performance guarantee
equivalent to 5% of the annual
contract value or Rs. 30 lakhs
(Thirty lakhs) whichever is higher
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.

11. Amount in words : Bidder shall write amount in figures

and in words. In case of any
discrepancy, amount in words
shall be considered as final and
binding on both parties.

12. Out of pocket expenses : All out of pocket expenses shall be

borne by the agency only

13. Overwriting : Over writing must be avoided. In

case of overwriting, the same shall be
signed by the Bidder at each place

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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.

3. Canvassing in any form in connection with tender is strictly prohibited

and the tender submitted by a Tenderer who resorts to canvassing is
liable to be rejected.

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.

6. In no case, the request of Tenderer for change or modification in any

terms and conditions related to payment shall be entertained.

7. In case of change/amendment in any of the condition(s) of the Tender,

ICAI may issue corrigendum to this tender by notifying the same at
www.icai.org.

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.

2.2 Tender received in “sealed cover only” shall be accepted up to 3.00 PM

on 27th December 2019. The sealed envelope containing the Bid
documents addressed to Deputy Secretary (Admin.), the Institute of

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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.

2.6 Acceptance of Bid will be intimated to the successful tenderer through a

letter of intent (LOI) duly signed by the authorized signatory of the ICAI.
The work may be awarded to more than one tenderer on the lowest rate
approved by the competent authority of the ICAI in the interest of the
ICAI to have better service/ options. The successful tenderer(s) is/are
required to execute the agreement as per the specified format on a
nonjudicial stamp paper within the time specified in the LOI with the
agreed rates.

2.7 Tender without Certificate of IATA registration and bids not

accompanied with the prescribed EMD shall be summarily rejected.

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.

2.9 The tender document is non-transferable.

2.10 Conditional tenders shall be rejected.

3. DOCUMENTS TO BE SUBMITTED

The following self-attested documents must accompany the tender

documents:

a) Copy of certificate of registration/incorporation of the firm /

organization.
b) Copy of GST Registration number
c) Copy of Permanent Account Number (PAN)
d) D.D. of prescribed amount for Earnest Money as specified.

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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.

The details of inputs /information required to be submitted by the Agency are

as per the Annexure (I).

The details of current /previous clients are to be submitted as per the

following format:
(a) Details of Major Current clients
(i) Name of the company /organization /office
(ii) Contact person with telephone number and Email Ids
(iii) Contract Period
(iv) Copy of contract/ agreement/ experience certificate to be enclosed
(b) Details of Major Previous clients (last 3 years)
(i) Name of the company /organization /office
(ii) Contact person with telephone number and Email Ids
(iii) Contract Period
(iv) Copy of contract/ agreement/ experience certificate to be enclosed

4. In case of failure in submitting EMD in the prescribed manner and the

documents enumerated above, the financial bid shall not be opened and
the tender shall be summarily rejected.

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

The Agency shall meet the following mandatory 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.

3. The Agency should have Computer Reservation Ticketing Facility.

4. The Agency should be registered with the Ministry of Tourism, Govt. of

India.

5. The Agency should have at least 5 years relevant experience in providing

Travel and other related services as per the scope of work for at least
three organizations of Govt/ Public Sector Undertakings/ Autonomous
Institutions and Corporate Sector (Work order/agreement copy/
certificate from other employers indicating details of work, value and
tenure etc. done in last three financial years should be attached as
documentary evidence with the technical proposal).

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).

7. The Agency must provide mobile application platform exclusively for

ICAI.

8. Registration under GST and other required authorities / departments,

as applicable for the trade.

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.

Non-compliance with any of the aforementioned conditions by the bidder shall

amount to non-eligibility and such tender shall be summarily rejected.

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

3. The Agency should have facilities to provide MIS on mis-saving with

documentation about comparable fares

However, preference will be given to the bidders who fulfill

subsidiary/auxiliary criteria mentioned herein above while awarding the work

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

The scope of work shall include as under:

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.

II. Railway Tickets:

• Booking and arranging for domestic/foreign railway tickets
• Ensuring confirmation of waitlisted tickets, delivery of tickets

III. Visa:

• Rapport with different VFS/Embassies so as to have a good grasp on the

Embassies thereby facilitating swift Visa processing.
• Assistance for issuance of new passport/ renewal and miscellaneous
passport related services
• Submitting passport at the Embassies/VFS for travel by ICAI
Representatives, followed by stamping of Visa and Collection of Passport.
• Visas applications to be processed from different locations in India as per
place of issuance of passport.
• Without office/branch in particular locations, Agency should be able to
manage for 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:

• Provide Competitive and lowest tariffs of International and Domestic

hotels from online/offline available rates
• Negotiate rates with the Hotels to avail the best corporate room rate.
• Arranging of centralized located hotel across the globe under different
ranges.
• Provide facility to hold the room/s in hotel for a span of time
• Arrange tentative hotel bookings for visa purpose under Free
Cancellation
• Arrange for free cancellation hotel bookings with pay later option for
actual confirmed Hotel bookings.
• Assistant in getting duplicate invoices from hotels whenever required.

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.

VI. Foreign Exchange

 Provide competitive and lowest rates of exchange for major currencies

(USD, GBP, EUR, CHF, AUD, NZD, CAD, AED, SGD, JPY, etc.)
 Deliver the forex to ICAI offices and Residential Addresses of ICAI
representatives in all major cities.

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.

IX. Onsite Staff:

• Provide adequate onsite staff at ICAI Headquarters for international and

domestic air Ticketing
• 24x7 support in the office/from home for all travel related services
• Deputation of appropriate No. of staff in the Institute (Head quarters) to
look after all the travel related work of the Institute in coordination with
the concerned officials of the Institute and with back end staff support
from the Office of Agency. (Only sitting arrangements will be provided
by the Institute).
• The staff of the agency shall be available at all times (in person/mobile)
for booking amendments /cancellation of both air and railway tickets.

X. LTC – 80 and LTC services

• 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.

XI. Concessions/Deal Codes

• The agency shall pass on to ICAI all concessions /facilities extended by

the airlines to the passenger on air journeys booked by ICAI.

• Ensuring receipts of proper statement from airlines on points gained on

deal codes secured by the Institute and ensuring proper utilization
thereof.

• 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.

XII. App & MIS Facilities

• To provide App based solution with approval matrix.

• To provide MIS on mis-saving with documentation about comparable
fares pertaining to booking/amendments & cancellations.

GST compliant invoices/ bills are to be provided to us by the Travel

Agent only.
If any of your services are found to be unsatisfactory during the contract
period, ICAI is free to take the said services from any other vendor.

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 SECTION-IV

GENERAL CONDITIONS OF CONTRACT (GCC)

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

If the Bidder is a Partnership Firm/Company/LLP, the full details of the

composition of the organization in detail should be submitted along with copy
of the Articles of Association /MOA/Partnership Deed/Power of Attorney/any
other relevant document as the Case may be.

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.

7. SUBMISSION, RECEIPTS AND OPENING OF BIDS

Technical and financial bids must be submitted in sealed envelopes. The bids
shall be opened on the specified date & time at the designated venue.

8. DEADLINE FOR SUBMISSION OF BIDS

Bids from Bidders, complete in all respects must be received by the ICAI at
the address and by the date specified herein.

9. EARNEST MONEY AND PERFORMANCE SECURITY AMOUNT

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.

9.3 EMD/Security Deposit/Performance Security is liable to be forfeited in

case:

16
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.

9.4 No interest shall be paid on the amount of Earnest Money and

Performance Security Deposit.

10. Acceptance of tender shall be intimated to the successful tenderer

through a Letter of intent (LOI) duly signed by the authorized signatory
of the ICAI. The successful tenderer is required to execute the agreement
on a non-judicial stamp paper within the time specified in the LOI.

11. TERM/ PERIOD OF CONTRACT

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. PAYMENT OF BILLS

12.1 The GST tax invoices duly pre-receipted should be submitted on

fortnightly basis in triplicate along with three copies of delivery challans.

12.2 The payment shall be made by NEFT.

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.

12.4 TDS shall be deducted as per the prevailing rate.

12.5 The Agency shall submit a formatted monthly statement of bills

showing discount provided to the ICAI. In addition to the above, the statement
should also include the amount of expenses on ticket booking airline wise/
domestic/international/railway.
12.6 The bill is to be raised by mentioning the ICAI GST number.

13. LIQUIDATED DAMAGES/PENALTY

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.

14. PRICE VALIDITY

Rates/Discount quoted by the bidder shall remain firm throughout the

currency of the contract. However, ICAI reserves the right to review the rates
in case of need, market exigency or otherwise.

15. TERMINATION OF CONTRACT

15.1 If the IATA registration certificate of Agency is withdrawn or cancelled

during the contract period, then the contract of the Agency shall automatically
stands cancelled.
15.2 ICAI reserves the right to terminate the agreement by giving one month
notice in writing without assigning any reason.
15.3 Notwithstanding anything contained hereinabove, ICAI reserves the
right to terminate the contract forthwith, if the services of the Agency are not
found satisfactory or the Agency changes the rate/discount of contract during
the contract period.

16. COMPLIANCE OF LAWS

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:

That in the event of any question, dispute or differences arising out of or in

connection with any of the terms and conditions of the Tender document or
the Agreement arising there under, in the first instance, the parties hereto
shall try to resolve the same by mutual consultation, failing which the same
shall be referred to the sole arbitrator to be appointed mutually by the parties.
The Arbitration and Conciliation Act, 1996 and any statutory modification or
re-enactment thereof, shall apply to these arbitration proceedings. Arbitration

18
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.

20. FORCE MAJEURE

No Party shall be liable for delay in performance or for non-performance

caused by circumstances beyond the control of the Party affected, including
but not limited to weather, wars, acts of terrorism, fires, floods, earthquakes,
change in Government Regulations, government action. The Party affected
shall immediately inform the other Party, indicating the expected duration
and extend reasonable action to settle such contingencies so that the
performance of obligations under this Agreement can be resumed as quickly
as possible. In case a force majeure conditions exists for a period more than
15 days, ICAI may terminate the Contract.

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.

22. OTHER CONDITIONS

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 vendor has to provide the travel Insurance to the travellers.

o The vendors may have tie ups with hotels within India and preferably
outside India also.

19
20
 ANNEXURE – I

(Information to be provided by the Bidder)

(Note: Bidder must read the enclosed Terms and conditions before filling
up the particulars in this form. Please attach extra sheet wherever
necessary)

S. Items Information /inputs to be

No. filled by the tenderer
1. Name and address of the agency,
telephone number, fax, mobile
number, email 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 and Offices in cities in

India and abroad.

7. Related organizations/sister
concerns and their addresses

8 (a) IATA registration (copy of

registration to be enclosed).

8 (b) Details of registration/ membership

of any other body/organization like
PATA,
TAAI, TAFI, etc.

8 (c) IRCTC registration (copy of

registration to be enclosed).

21
9. Banker’s name and address
(The successful bidder shall
produce Bank solvency certificate at
later stage)

10. 24 hour helpline numbers

111. Income tax return for the last

three financial years

12. Assessment orders issued by the

CIT for the last three financial years

13. TDS Account, if any

14. Total turnover of the travel agency

during last three financial years :
2016-17
2017 -18
2018 -19
(Attach certified copy of the
Statutory Auditor)
15. Total net profit on the overall
operations during the last three
financial years :
2016-17
2017 -18
2018 -19
(Attach certified copy of the
Statutory Auditor)
16. On line booking facility (24 X 7)

17. GST Registration No. / certificate

and PAN number

18. Online billing of Tickets through a

separate and Dedicated Portal

19. Validity period of travel insurance

20. Dedicated Staff (Minimum Two) at

ICAI Office from 9.00AM. to
9.00P.M.

22
 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)

25. Details of Payment of Tender Fee

and EMD fee

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.

Signature of the authorized signatory of the agency

Official seal/ stamp

Telephone / Mobile No.

Date:
Place:

23
 ANNEXURE-II

Declaration from the Bidder

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.

24
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 confirm having enclosed herewith a Demand Draft

No………….dated…………for Rs. 1,180/-(Rupees One Thousand One Hundred
Eighty only) in favour of ICAI against the cost of Tender Form.

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,

Signature(s) of the Tenderer(s)

Name and Designation of authorized Person

Signing the Tender on behalf of the Tenderer(s)

Full Name and Address of the Tenderer(s)

25
 SECTION – V

BID EVALUATION PROCESS

Evaluation Process

Response to this Tender would be evaluated in two phases. Initially technical

bids will be opened and evaluated. Those bidders who satisfy the technical
requirements of the work, as per the requirements/specifications and the
terms and conditions of this Tender, shall be short-listed. Financial bids shall
be opened only for the short-listed bidders who have qualified in the technical
bid.

Technical Evaluation

The bids will be technically evaluated on various components. Each response

to the Tender from each bidder will be judged on its own merit. As part of the
Technical Bid Evaluation, bidders may be required to demonstrate to the ICAI,
their works of similar nature, which forms part of the knowledge base of the
bidder for the work and also exhibits bidder’s domain expertise.

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.

26
 PART – II (FINANCIAL BID)

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA

‘ICAI Bhawan’, Indraprastha Marg, New Delhi - 110002

27
 PART - II

FINANCIAL BID

PART- A (Domestic Travel)

S. Item Unit Discount offered
No. pe ticket/charges
per Air ticket
A. Air travel (Domestic)
1. For booking of domestic Percentage of
air tickets in all classes discount per
Air ticket
2. For cancellation of Charges
domestic air tickets in all
classes
B. Railway tickets
1. Train ticket booking Service charges
charges for tickets
(a) Indian Railways
2. Train ticket cancellation Service charges
charges per tickets
(a) Indian Railways
C. Other Services
3. Hotel Booking Discount
throughout India.
4. Cab facility from Delhi
Airport to the offices of
ICAI /place of work in
Delhi/NCR.
5. Any other related service
charges

PART – B (For travelling abroad)

S. Item Unit Discount offered

No. per
ticket/charges
per Air ticket
A. Air travel
(International)
1. For booking for Percentage of
international air tickets discount per
Air ticket

28
 2. Cancellation charges for Charges
international air tickets
B. Railway tickets
1. Train ticket booking Service charges
charges for tickets
(a) Foreign Railways

2. Train ticket cancellation Service charges

charges for tickets
(a) Foreign Railways

C. Other Services
1. Visa service Charges
2. Passport service Charges
3. Hotel Booking Discount Abroad

4. Travel Insurance Charges

5. Foreign Exchange Charges
6. Any other related service Charges
charges

Signature of the authorized signatory of the agency

Date:
Official seal/stamp
Place:

29