F. No: AAVCHQ/ADMIN/2020/NVP To The Regional Executive Director Airports Authority of India NR/SRIWRIERINER The Airport Director Airports Authority of India Kolkata / Chennai The Principal CATC Allahabad The Executive Director (FIU) Airports Authority of India AIRPORTS AUTHORITY OF INDIA 05t January, 2021 The Executive Director (RCDU) Airports Authority of India New Delhi The General Manager (CRSD) Airports Authority of India New Delhi The Director IAA (NIAMAR), New Delhi ~~ The General Manager E&M Workshop, AAI New Delhi New Delhi Subject: Empanelment of Travel Agency - reg. Sir, In continuation to this office letter on even number dated 16.06.2020 and ‘subsequently dated 07.08.2020 on the subject mentioned above. 2. In:this connection, The Competent Authority has approved the empanelment of travel agency for a period of 15 months for providing the travel related services to AAI officials while on tour /training etc. The details of the travel agencies are as under: - 1. Mis Balmer Lawrie & Co. Ltd, having its registered address at NBCC Centre, 1st Floor, Plot No-2, Okhla, Phase-1, Delhi — 110020 i. ¢ Corporate Headquarters, New Delhi ii, Regional Headquarters, Northern Region ili, Regional Headquarters, Eastern Region iv. Regional Headquarters, North Eastern Region 2. Mis Ashok Travels & Tours, having its registered address at Room No 423, 4® Floor, Core 8, SCOPE Complex, Lodhi Road, New Delhi-110001 i. Regional Headquarters, Western Region ii, Regional Headquarters, Southern Region 3. The copy of Model MoU signed for CHQ is attached herewith. Similarly, separate MoU are being signed for each booking location aoe mith a maT eat HRT = Feet—110003 Rajlv Gandhi Bhawan Safdarjung Airport, New Delhi-110003 1 BEA : 24632950 Phone : 246329504, The details of the representatives of agencies are as mentioned for co-ordination and further necessary action for the purpose. 1, Mis Balmer Lawrie & Co. Ltd. * Shri Neerav Gupta, Head- Sales (Mob. 9818187245) * Shri Hemant Sharma, Dy. Manager (Mob. 9940068471) 2. Mis Ashok Travels & Tours * Ms, Janvi Mehta, (Mob.9867674824) © Shri Monimoy Bhattacharyya, Manager (Mob.9831215168) 5. The detailed SOP for booking of tickets is attached herewith vide Annexure ‘A’ (Cap' ite ali Executive Director (Admn. /HR) Enclosed: (1) SOP as Annexure ‘A’ (2) Copy of mode! MoU signed for CHQ Distribution: OSD to Chairman JGMIDGM (ES) to Member HR/Ops /Plg./ANS/Fin CVO ED (Fin.l) /ED(Fin.{I), ED (HR)-1/Jt.GM(MS). GM (IT)- for uploading on website. GS, AAEU /IAKU/AAIEGIGS, ATCG (I)/GS,AAISC/STE WA/GS,AAI SC/ST/OBC (NE)EWA * All Notice BoardsAnnexure — Sub: Standard Operating Procedure for travel Desk Airports Authority of India has awarded the Contract for Travel Management Services to AAl officials across India In order to ensure seamless transition from present system of Air ticket booking to newly introduced travel portal, a SOP is given below for circulation and necessary information to all officials. |. Nodal Officers will be nominated at each Regional Headquarters i.e. Northern Region, Westem Region, Southern Region, Eastern Region and North Eastern Region units to look after the travel bookings of all the Airports in the Region CHO also will have separate Nodal Officer for CH Bookings Il. The travelling official will send the filled Travel Requisition Form (TRF) (Copy attached) duly approved by the Competent Authority to the nominated Nodal Officers. The TRF shall be submitted well in advance as per the prevailing guidelines. lil. The official while deciding the itinerary shall take care & keep flexibility of two hrs time so that minimum fare ticket can be issued in that time zone. IV. The Nodal Officer will verify the TRF along with the approval received from the travelling official. After verifying, the same request will be forwarded to Agency's representative for booking of Air ticket V. Subsequently, Agency's representative will issue the ticket to the traveller through Email along with a copy to Nodal Officer for information. VI. Agency will submit bills on fortnightly basis to the Nodal Officers in the respective RHQ/CHQ as the case may be. After checking, Nodal Officer will post the above bill details in the SAP Module, for payment action, within 5 days of time from the receipt of the bills. Accordingly, Finance Directorate will make the payment within 7 days of time from the posting of bills. VII. In case of any cancellation / rescheduling of booked tickets, Travel Agency will issue credit note to AAI within 7 working days from the cancellation / rescheduling of ticket. On the basis of credit note, the amount will be adjusted into the next billing cycle. Vill. Payments will be made to the travel agency from the respective account of RHQ unit along with GST reconciliation for obtaining input tax credit IX. Bill and payment related issues will be reconciled on monthly basis with the Uae En)A AIRPORTS AUTHORITY OF INDIA 4 aw i Travel Requisition Form (TRF) EMPLOYEE DETAILS Region Gender .... Employee No. WP octet pitdcdetce a Name Basic Pay Designation. Level Mobile No..... email ID Department. Purpose of Travel (Tour/Training/Transfer/Others). Tour Approval & related documents attached TRAVEL DETAILS Date & Day of From To | AirlineName& | Dep. Remarks Travel Fit No. Time I { | _ | EE peer eae Jecreeeaee cere eee eee eeeee ee ee - Remarks (If any) Submitted by Verified by Approved by Date: Date: Date:MEMORANDUM OF UNDERSTANDING Between AIRPORTS AUTHORITY OF INDIA AND BALMER LAWRIE & CO. LTD (FROM JANUARY 2021 TO APRIL 2022) Date of signing MoU 4" January, 2021MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding (hereinafter referred to as "MOU’) is made on this 4 January of Two Thousand Twenty One between the Airports Authority of India, Rajiv Gandhi Bhawan, a statutory body incorporated under Airports Authority of India Act 1994 having its registered office at Rajiv Gandhi Bhawan, Safdarjung Aiport, New Delhi -110003 represented by the Chairman (Airports Authority of India), hereinafter called the ‘AAI’ (which terms shall, unless excluded by or is repugnant to the context, be deemed to include its Executive Director (Admn) . officers or any of them specified by the Competent Authority in this behalf. and shall also include its successors and assigns) of the First Part. AND Mis Balmer Lawne & Co. Ltd, having its registered address NBCC Centre, 1st Floor, Plot No 2. Okhla, Phase - 1, Delhi - 110020 represented by Shri Mahesh K. Neralkar, Vice President & Business Head ~ Travel S/o Late Shri Madhukar Rao Neralkar Residents of C-491, ist Floor, CR. Park, New Delhi— 110019 of the other part, hereinafter called the ‘Agency’ (which terms shall unless excluded by or is repugnant to the context, be deemed to include its heirs. representatives, successors and assigns of the Second part. WHEREAS AA desirous of getting the Air Travel related facilities for its officials while on tour, training or travelling for any other official purpose WHEREAS Agency has agreed to provide the Air travel services for Corporate Headquarters, New Delhi, AAI office Both the parties have agreed on the terms and conditions appearing hereinafter: 1. SERVICE TERMS: Mls Balmer Lawrie & Co. Ltd. will provide the following services to Airports Authority of India, Ne (otInternational and Domestic Ar Tickets Travel Insurance ‘Special Domestic / International Tour Packages Assistance to get Corporate deal from Airlines 2. PAYMENT TERMS: - Mis Balmer Lawrie wil charge the following rates with regards to services provided to AAI + Domestic Airlines - INR 100/- Per person/ Per ticket (Non-refundable) ‘+ International Airlines — INR 300/- Per person/ Per ticket (Non-refundable) * Travel Insurance -NIL 3. CREDIT PERIOD: * Balmer Lawne will submit bills on weekly basis and Airport Authority of India will release payment within 15 Working days after the receipt of the bills, 4 REFUND ON CANCELLATION AND RESCHEDULING OF AIR TICKETS; + Balmer Lawrie will generate credit note against the cancelled tickets and the same credit note (physical/original) will be submitted on fortnightly along with the bills. * On the basis of credit note, AAI will adjust the cancellation amount in the next billing cycle + Allthe cancellation charges/ Date Change / Sector Change/ Flight Change will be as per airlines policy only Mis Balmer Lawrie will also provide assistance to AAI in finalization of MoU’s with Airlines, 5. GOODS & SERVICES TAX (GST): ‘+ AAI intend to claim Input Tax Credit (ITC) on GST. Hence. the agency shall provide the complete GST details in the bill after depositing the same * GST on the service fee will be applicable as per Government of india directives6. BILLING PROCESS: © Balmer Lawrie & Co Ltd wil’ submit physical/original bills on fortnightly basis for payment process ‘* Submission of bills and credit notes will be on Per Passenger basis and per Sector of booking 7. REVIEW OF ACCOUNT: © Both the party will review account after every one month and will settle all the reconciliation issues ‘+ If the bills are not settled/adusted within the time limit, M/s Balmer Lawrie will have the right to automatically stop the credit limit at that location and only re-start after receiving of payment or reconciliation of account 8. NOMINATION OF NODAL OFFICER FOR ISSUING BOOKING INSTRUCTIONS & PAYMENT OF BILLS: + Both the parties will nominate one authorized nodal officer from each side for each MoU Location, who will be responsible for looking after the travel bookings and payments of bills ete 9. IMPLANT OFFICE: - «Balmer Lawrie & Co. Limited will arrange one dedicated Implant staff at Delhi office for the services without any charges. However, for requirement of additional implant cost will be borne by AAI 10. VALIDITY PERIOD «This MOU is valid for the period of 15 months from 4" January, 2021 to 3° April 2022. Service charges fee will remain same during the period +The terms and conditions can also be reviewed and changed with mutual acceptance of both the parties mal Tesh slo)+1 NODAL AGENCIES 12. 13, + For Balmer Lawrie ~ To be nominated by Balmer Lawrie * For AAI, CHO ~ to be nominated by Executive Director (Admn /HR) TERMINATION CLAUSE AA\ shall at any time terminate this agreement by giving 30 days’ notice without assigning any reasons. In case of termination of this agreement. ‘Agency shall be compensated by AAl for the services performed up to the date of Termination FORCE MAJEURE Any delay in or failure of performance by either party to this agreement, shall not constitute default hereunder or give rise to any claims for damages/compensation against said party if and to the extent caused by ‘matters beyond the control of said party, including, but not limited to pandemic. acts of God, general strikes or other concemed acts of workmen, lockouts. fires. floods, explosions, riots, war (declared or undeclared), rebellion sabotage, extra ordinary severe weather and civil commotion Both parties shall keep a record of circumstances referred to above which are responsible for causing delays in performance and shall give notice to the other party of any such cause as soon as it occurs An event of Force Majeure where so ever it occurs, provided it affects either party in fulfilling its obligations under this agreement, will justify the affected party's claim of Force Majeure If one or both the parties is prevented from fulfiling their contractual obligations by a state of Force Majeure lasting continuously for one month the parties shall consult with each other regarding the future execution of this agreement and if no satisfactory solution is arrived at between the parties within a period of three months, either party shall have the right to terminate this agreement14, DISPUTE RESOLUTION Al disputes arising out of or in connection with the present agreement, arising between the parties shall be first referred to by either party for its resolution through Administrative Mechanism for Resolution of CPSEs Disputes (AMRCD). 45. GOVERNING LAW & JURISDICTION This agreement shall be governed by and construed according to the laws in force in India. The parties hereto hereby agree to submit to the jurisdiction ofthe Courts situated at New Delhi for the purposes of actions and proceeding arising out ofthis agreementand the Courts atNew Delhi only will have the jurisdiction to hear and decide each actions and proceedings In witness whereof, the parties to this MOU through their duly authorized representatives have executed this MOU on the days and dates set out below, and certify that they have read, understood, and agreed to the terms and conditions of this MOU as set forth herein. For BALMER LAWRIE & CO. LTD For AIRPORTS AUTHORITY OF INDIA, NEW DELHI \ . Lo (Mahesh K. Neralkar a ez (Capt RajK Malik, OS SN Vice i a £—cxecutwe Director (admnJiR) OL). ea 1 & shaw | Capt. RAL «VALI eres Pn (tt nent rac tm Saree Peet afer Aapors Aton fe Trae one we 7 Fe ‘Shiawen ‘wort we afer me en ie