EMPLOYEES' STATE INSURANCE CORPORATION

HQRS. OFFICE : CIG ROAD: NEW DELHI - 110 002

(ISO: 9001-2008 Certified)

NOTICE INVITING TENDER FOR HOTEL TIE-UP ARRANGEMENT

Sealed Tenders are invited under two bids system ( in separate envelope)
for Hotel Tie-up arrangements from reputed Companies 1 firms 1 agencies that
have experience in providing such services to Government 1 Public Sector
Undertakings.

The tender document may be obtained from General Branch after making
payment of RS.5001- (Rupees five hundered only) either by Cash or D.O. in
favour ESIC Fund Alc No.1 or may be downloaded from www.esic.nic.in. Incase
tender document is downloaded the cost of the same worth RS.5001- (Rupees
five hundered only) through D.O. as above should be submitted along with the
tender document.

Eligibility conditions, instructions; terms and conditions are given in tender

document. Interested Agencies may submit sealed tenders to the undersigned
latest by 23-07-2014 till 1.00 PM along with E.MD. amount of RS.10,0001-
(Rupees ten thousand only) through Demand Draft 1 Banker's Cheque in favour
of ESIC Fund Alc No.1 The tender will be opened on the same day at 3.00 PM
in the presence of tenderers or their authorized representative who wish to
remain present.

I ~ ~ ~-~ q}l ~-.-

••••

I Weuslw Contents Management

-;SI'Rr "fi'. / Di~ry NO +.:t:b :.. .
.

( T.T.M. THARAKAN )

I r; '1Ffi / Date. .. ..·?::2J4:.·

········~··11 JT. DIRCTOR (GENL. )

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 TENDER DOCUMENTS
The Hqrs. Office ESI Corporation will enter into an agreement for hotel tie-
up arrangement with reputed hotel tie-up agency/agencies. The eligibility
conditions for tenderer agency are as follows:-

ELIGIBILITY CONDITIONS:-

1. The Agency must have at least three years of experience for providing
such services to Government / Public Sector Undertakings (attach proof)

2. The agency should be registered with appropriate authorities. and have

license for the same: The hotel tie-up agency has to furnish the detailed
---------J:p~rof.i.le of the agency and proof of their registration, etc.

I 3. The bidder should not have been blacklisted by any Central/State

I Government agency in the past three years (Attach self certificate).

I 4. The bidder should have a regular office with a functional telephone for

I ---------rrQ;Qu-Ad the clock booking of the requirements.

5. The bidder should be registered with the service tax department carrying a
valid Service Tax registration number.

6. The bidder must be carrying a PAN number.

Copy of requisite documents in support of above mentioned eligibility
conditions may be enclosed with the tender.

SCOPE OF WORK I SERVICES PROVIDED:-

The agency will provide hotel accommodation to the officers of Hqrs.

Office ESI Corporation on official tours at various places in the Country as well
as outside the country. They may also provide similar services to other offices of
the Corporation after executing separate agreements with such offices The
agency will provide the list of hotels with which the agency has the tie-up
arrangements.

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 INSTRUCTIONS TO TENDERERS:-
1. The officers of the Corporation will directly book the hotel accommodation

by communicating their tour programme to the hotel tie-up agency.

2. On receipt of request for hotel booking, the agency shall' get the

confirmation from the concerned hotel and issue a conformation slip to the

individual officers as per itinerary. The agency will normally provide room

accommodation on single occupancy basis,

3. The taxes as per actual will be reimbursed as per applicable Government

Rules. Service tax, if applicable, shall be payable extra as per prevailing

rules of the Government subject to production of paid challans ..

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4. The agreement

extendable

satisfactory
will

by allotller
and the Agency
be executed

year
for two year, initially

if th~ices

as well as ESI Corporation

of the Agency
which will

are found

is willing to extend
be

the same.

I 5. The successful bidder shall within 10 days of issue of letter of intent give

I his acceptance along with security deposit I Bank Guarantee of

I Rs.2,OO,OOOI (Rupees two lakhs on y In avo ESi~Fa-t~G-R,/=l.q"'t- ra.,., _

'Office with a validity of two years from the date of agreement.

6. The location of the Hotels must be near to the venue of the meeting I
office or as desired by the Authorized officer. The cost of the hotel room

must be within the entitlement limit of the person staying. The entitlement

limit must be confirmed from the authorized officer by the Agency. The

Agency must ensure all the facilities of the hotels to be provided to the

individual. The Agency must ensure quality service in the Hotels. The

Guest must feel comfortable and any complaint must be addressed on war

footing.

7. The agency shall provide complimentary facilities such as, complimentary

break fast and one Major Meal.

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 8. Sealed tenders along with E.M.D. amount of Rs.10,OOO/- (Rupees Ten

thousand only) through Demand Draft I Banker's Cheque in favour of

ESIC Alc No.1 shall be submitted latest by 23-07-2014 till 1.00 PM.

9. The tender document may be downloaded from www.esic.nic.in or

obtained from General Branch after making payment of RS.500/- (Rupees

five .hundered only) either by Cash or through Demand Draft payable in

favour of ESIC Fund A/c No.1. . Incase the' tender document is

downloaded, the same should be accompanied with D.O. as above worth

Rs.5001-(Rupees five hundered only) .:

PAYMENT PROCEDURE:-
I 1. The ESIC Officers shall not pay any money
I directly. However, they will verify their stay, type of room allotted and

I additional services if availed at the time of check-out. On the basis of

I verification slips, the agency shall raise the bill on ESIC.

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2. Normally e Ins of~-A-geney-sI9a1+-ge-Glea.r.e.cLw· . a eriod of two
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weeks.

3. The agency shall raise the bill of the stay of Hotel and submit the hotel bills

as appendix I enclosure on fortnight basis.

4. The Agency will submit the original hotel bill showing luxury & other taxes

along with the bill.

5. The agency shall ensure the availability of the verification slips at the hotel

with which tie-up arrangements are made. Alternatively, if the verification

slip is not available due to certain contingencies, the ESIC Officer would

record his stay on ESIC letter head. The prevailing entitlements of the

officer are enclosed as Annexure to this terms and conditions.

6. The Agency will charge the actual rent paid to the Hotel limited to the

entitlement of officer+ Taxes+Service Charges.

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DISPUTE SETTLEMENT:-

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

connection with this Agreement .shall be settled by mutual discussions and
negotiations if such disputes and differences cannot be settled and resolved by
discussions and negotiations then the same shall be referred to the Sole
Arbitrator appointed by the DG, ESIC whose decision shall be final and binding
on both the parties.

FINANCIAL BID:-

The financial bid of the tenderers, whose technical bid is found to be

eligible, will be opened ill tile presence of the teR~o choose to attend
the opening of financial bid. Which shall be intimated separately.

The tender will be awarded to the Agency who quote the lowest service
charges per booking.

( T.T.M. THARAKAN )
JT. DIRECTOR (GENL.)

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 ANNEXURE-A

S.No .. Category of Officers Lodging charges admissible on tour per

day on actual basis
Station classified as A-1, All other Cities
A, 8-1, 8-2 for the purpose (in Rs.)
of HRA by the Govt. of (8)

I India (in Rs.)

(A)

I 1. Director General ITDC Hotel Rates in Hotel

Ashoka, Delhi or actual
Actual
expenditure
expenditure In any hotel
I not exceeding Rs.9,000/-
2. Principal Officers of the Rs.6,300/- Rs.4,400/-
Corporation namely: .
FC/IC/MC
.., J\.rlrli+i,...,,"'1
v. ,~~ Commissioner Rs.4400/- Rs.3200/
& Other SAG Level (old
scale) Officers
Rs.18400-22400
Rs.16400-20000
Rs.14300-18300
4. Regional Directors / Jt. Rs.3200/- Rs.2200/-
Director & officers in the
v~SRt-&GaJe
(old scale)
Rs.12000-16500/-
Rs.10000-15000
5. Dy. Director / Asstt. Rs.2200/- Rs.1600/-
Director (old scale)
Rs.8000-13500
Rs.6500-10500
6. Officers drawing Grade Upto Rs.750/- Rs.750/-
Pay of Rs.4200/- to
Rs.4600/-
7. Officers drawing Grade Rs.450/- Rs.450/-
I Pay below Rs.4200/-

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 ANNEXURE-B

TECHNICAL BID

HOTEL TIE-UP ARRANGEMENT OF ESIC HQRS. OFFICE

1. NAME OF TENDERING
COMPANY / FIRM / SELECTED
TENDERERS

2. ADDRESS OF OFFICE/OFFICES

3. REGISTRATIO~ DETAILS:

(A) PAN / GIR NO.

(B) SERVICE TAX NO.

4. WHETHER DEBARRED /BLACK

LISTED BY ANY
CENTRAL/STATE GOVT.
AGENCY DURING THE PAST
THREE YEARS, IF SO FULL
DETALS MAY BE FURNISHED
5. DETAILS OF EARNEST MONEY DEPOSIT
(A) AMOUNT(RS.)
(B) D.O. / P.O. NO. AND DATE
(C) DRAWN ON BANK

6. Details of Balance Sheet during last three years

Income Expenditure Net Profit / Loss
a) 2011-12 - Rs.

b) 2012-13 - Rs.
c) 2013-14 - Rs.

7. Work experience during last three years.

S.No. Name & Address of Value of Duration of Contract

the Organisation Contract From To

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8. Details of Satisfactory Performance Certificate from PSU/Govt. Companies

where the Tenderer has worked during last three years.

Signature of Owner/Managing Partner/Director

Name:
Date:
Seal:
Place:

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ANNEXURE-C

FINANCIAL BID

HOTEL TIE-UP ARRANGEMENT OF ESIC HQRS. OFFICE

1. SERVICE CHARGE (IN %) ON

ACTUAL ROOM RENT PAID TO THE
HOTEL
2. THE RATES/CELLING 'FIXED
CATEGORY WISE (AS PER ANEXURE- YES/NO
A) BY THE ESIC ARE ACCEPTABLE.

Signature of Owner/Managing Partner/Director

Date: Name:
Place: Seal:

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DECLARATION

1. I, Son I Daughter of
Shri Proprietor/Part
net/Director/ Authorized Signatory of
am competent to sign
this declaration and execute this tender document;
2. I have carefully read and understood all the terms and conditions of
the tender and hereby convey my acceptance of the same.
3. The information I documents furnished along with the above
application are true and authentic to the best of my knowledge and
belief. I t we, am / are well aware of the fact that furnishing of any.
----------_false information / fabricated document would lead to rejection of
my tender at any stage besides liabilities towards prosecution un er
appropriate law.
4. I have apprised myself fully about the job to be done during the
currency of the period of agreement and also acknowledge to bear
consequences of non-performance or deficiencies in the services
on my part.

Signature of authorized person

Date: Full Name:

Place: Company's Seal:

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

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