ELECTRONICS AND COMPUTER SOFTWARE
EXPORT PROMOTION COUNCIL
NEW DELHI
INDIA SHOW – INDIASOFT 2012
MARCH 28-29, 2013
MUMBAI, MAHARASHTRA
BIDS FOR
TRAVEL & RELATED SERVICES
OPENING & CLOSING DATES FOR
BIDS
10.06.2013 AT 09.30 AM
01.07.2013 AT 10.30 AM
TOTAL NUMBER OF PAGES
1 TO 7
COST OF BID DOCUMENTS
(non-refundable)
Rs. 5000/-
NOTICE
“Sealed bids in prescribed format are invited from reputed and financially
sound travel agencies for carrying out travel and related services to Foreign
Delegates being hosted for an International IT Exhibition & Conference
during November 2013 at Mumbai. Detailed bid documents are available on
www.indiasoft.org and the last date of submission of bids is 01.07.2013 on or
before 10.30 am.”
BRIEF NOTE ON ESC
Electronics and Computer Software Export Promotion Council (ESC) is a private industry
association registered under the Societies Registration Act 1860. The Council has a
membership base of over 2300 Indian Electronics and Information Technology Exporters
across the country.
ESC is organizing International IT Exhibition & Conference – INDIA SHOW :
INDIASOFT 2013 during November 2013 at Mumbai, Maharashtra. The event
would attract over 350 Hosted Buyers from over 60 countries and over 150 Indian
Exhibitors would be showcasing their products and services during the event. Further, the
Council also proposes to organize Curtain Raisers / Road Shows to sensitize the event and
Reverse Buyer Seller Meets (RBSMs) coinciding with the event for the benefit of its
membership.
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ELECTRONICS AND COMPUTER SOFTWARE
EXPORT PROMOTION COUNCIL
NEW DELHI
General conditions /instructions for submission of bids
1. Sealed quotations are invited directly from the established, reputed and
International Air Transport Association (IATA) approved travel agencies for
providing Travel & Related Services for INDIA SHOW – INDIASOFT 2013
MUMBAI.
2. The bid should be in sealed envelopes clearly mentioned as “BID FOR TRAVEL
& RELATED SERVICES FOR INDIA SHOW 2013”.
3. The last date of receipt of sealed offer in a sealed envelope as mentioned above and
addressed to Manager (F&A) is delivered to ESC Office at 3rd Floor, PHD House,
Opp Asiad Village, New Delhi 110 016 on or before 01.07.2013 at 10.30 am.
4. All bids must accompany Bid Security of Rs. 5 lakh/- (Rupees five lakh only) by
way of Bank Guarantee / DD in favour of “Electronics and Computer Software
Export Promotion Council, New Delhi”. The bidder agrees that bids once
dispatched/submitted shall remain irrevocable and open for acceptance for a period
of 60 days from the date of opening of bid. If any bidder withdraws his bid before
the said period or makes any modifications in the terms and conditions of the bids,
which are not acceptable to the ESC, the ESC shall, without prejudice to any other
right or remedy, be at liberty to forfeit the bid deposit absolutely. Bid Securities of
the unsuccessful bidders shall be returned after expiry of the final bid validity or
maximum on or before the 30th day after the award of the contract.
5. The successful bidder will have to deposit an Interest Free Performance Guarantee
(PG) of Rs. 12,00,000/- (Rupees Twelve lakhs only) in the form of Demand
Draft/Pay Order drawn in favour of “Electronics and Computer Software Export
Promotion Council” payable at New Delhi at the time of collecting the Letter of
Intent to be issued by the Council. The said PG (interest free) shall remain at the
disposal of ESC / used at the discretion of ESC till the satisfactory execution of the
project.
6. Bids will be opened on 2nd July, 2013 at New Delhi.
7. All the pages/documents of the Bid should bear the dated signature of the bidders.
All the entries by the bidders should be in one ink & legibly written. Any overwriting corrections & cuttings should bear dated initials of the Bidder. Corrections
should be made by writing-again instead of shaping or over-writing.
8. 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 will be taken as final.
9. ESC reserves the right to reject or accept any or all application(s) without
assigning any reasons and to restrict the list of pre-qualified agencies to any
number deemed suitable by it, if too many bidders are received satisfying the basic
pre-requisite criteria.
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Bid
Terms & Conditions
1. The agency should be having experience at least 5 years in relevant field and must
doing such services for various reputed organizations / Chambers of Commerce /
National Leading Industry Associations / Department of Government of India/
Public Sector Undertakings /statutory bodies/MNCs.
2. The details of inputs / information required to be submitted by the agency is as per
the Annexure 1.
3. 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
(iii)
Contract Period
(b) Details of Major Previous Clients
(i)
Name of the Company / Organization / Office
(ii)
Contact Person with telephone number
(iii)
Contract Period
4. 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 Council and
such consent even if provided shall not relieve the travel agent from any liability or
any obligation under the contract.
5. Acceptance of bids will be intimated to the successful bidder through a Letter of
Intent (LOI) duly signed by the authorized signatory of the Council.
6. The successful bidder will have to deposit an amount of Rs. 12,00,000/- (Rupees
Twelve lakhs only) towards Performance Guarantee, which shall be at disposal /
retained with ESC 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.
7. The quoted rates, with clear indication of validity period, should be inclusive of all
taxes (including service tax) related to the above mentioned scope of work.
8. If the registration certificate of IATA is withdrawn or cancelled during the contract
period, then the contracts of the agency will automatically stands cancelled.
9. (i) The Council reserves the right to accept / decline any proposal 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
and forefeit the entire / part amount of Performance Guarantee.
10. The bills complete in all respect should be presented to ESC on fortnightly basis
and payment of the bills will be made after scrutinizing and verifying the bills
within a period of two weeks from the date of receipt of the bill. Any statutory tax
will be deducted as per the prevailing rate.
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11. 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.
12. Before issuing the air ticket to the foreign delegate, the travel agency must ensure
that the delegate / traveler has all the valid documents required to perform the
journey including valid passport (with six months or more validity as per rules),
Travel Visa for India, Transit Visa for any connection country, if any etc. Any
failure in this regard will liable the agency for non-payment of the ticket cost by
the Council.
13. The losses to the Council which are directly attributable to the agency shall be
deducted from the bills /adjusted from the performance guarantee.
14. 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.
15. Disputes, if any, will be subject to the jurisdiction of Delhi Courts only.
SCOPE OF WORK
The agency selected is required to provide “Travel & Related Services”. The agency
should also have specialization / capabilities to assist ESC in MICE activities. The scope
of work of the agency, in brief, is as under:
SERVICES TO FOREIGN DELEGATES
 To contact all the foreign delegates, as per the list to be supplied by ESC, with
suggestive travel routing (strictly by economy excursion class / shortest and
cheapest route / airline).
 Finalize the travel itinerary with individual delegate and issue the e-tickets
within one / two weeks of providing the list by ESC. All delegates needs to be
arrived in Mumbai a day prior to the start of event and depart late night of the
closing day or the next day of the closing of the event.
 To ensure that individual delegate is advised to procure necessary visas for
traveling to India, including transit visas, if any – based on their final travel
schedule and validity of their travel documents / passport.
 To assist them in organizing / booking hotel accommodation, preferably within
the budget indicated by individual delegate on direct payment basis (unless in
the cases where the delegates are covered for providing accommodation under
the MDA / MAI Scheme). No liability in this regard shall be accepted by the
Council.
 To assist them in organizing airport transfers in India / local transport at
reasonable charges on direct payment basis.
 To set-up “INDIASOFT Facilitation Desk” with adequate manpower at the
respective Airports in India to ensure smooth and comfortable transfers of
Foreign Delegates.
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 To ensure presence of all the Foreign Delegates at the Show Venue between 10
am to 6 pm on the show dates.
 To set up “Facilitation Desk” at the Show Venue to assist the Delegates (Space
/ Counter to be provided by ESC).
 To organize and offer pre / post event Sight Seeing Tours to the Foreign
Delegates at reasonable charge (direct payment basis). However, the agency
needs to strictly ensure that no tours are offered during the Show Dates.
 To provide a list of Foreign Delegates alongwith their Room Numbers in
individual hotels to ESC a day prior to the start of event.
SERVICES TO INDIAN EXHIBITORS / DELEGATES
 To assist all Indian Exhibitors / Delegates in arranging hotel accommodation /
air tickets / local transport etc., if required, on direct payment basis.
 To assist all Delegates in any requirement related to travel / tours.
Annexure 1
ESC Bid Fee Receipt No. ………… dated………………..
Details to be provided by the Bidder
(Reprint / Use separate A-4 plain paper sheet, if required – However, this sheet must be
attached alongwith the reprinted / separate sheet, in original)
Sr Items
Information / Inputs to be
No.
filled by the Bidder
Name and address of the agency, telephone
1.
number, fax, mobile number, email address
Type
of
Organization
(Whether
2.
proprietorship, partnership, private limited,
limited company)
Name and address of the directors/ proprietor
3.
/ partners
Year of formation of the company/ experience
4.
as a travel agency
Nature of business carried by the company
5.
Branches in other cities in India and abroad
6.
Any sister concerns and their address
7.
IATA registration Number (ESC may ask a
8.
copy of the Registration Certificate from the
successful bidder)
Details of registration/ membership of any
9.
other body/organization like PATA, TAAI,
TAFI, etc.
10. Banker’s name and address
11. Total number of employees of the firm
12. 24 hour helpline numbers
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13.
14.
15.
Total turnover of the travel agency during last
three financial years (Minimum average
turnover should be 20 crore)
On line booking facility / CRS System
Service tax and PAN number
Undertaking:
I hereby certify that all the information furnished above is true to my knowledge. I have no
objection to ESC 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 Bid document and hereby accept the same completely.
Signature of the authorized signatory of the agency
Official seal/ stamp
Date:
Place:
REGION
COUNTRY
AIR FARE
AIRLINE
ROUTE
REMARKS, IF ANY
LAC
1
ARGENTINA
2
BRAZIL
3
CHILE
4
CUBA
5
ECUADOR
6
HONDURAS
7
MEXICO
8
PERU
AFRICA
1
ALGERIA
2
BOTSWANA
3
EGYPT
4
GHANA
5
NAMIBIA
6
NIGERIA
7
TANZANIA
8
TOGO
9
SOUTH AFRICA
10
ETHIOPIA
CIS
1
KYRGYSTAN
2
Uzbekistan
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3
RUSSIA
4
KAZAKHSTAN
5
UKRAINE
ASEAN
1
AUSTRALIA
2
MALAYSIA
3
INDONESIA
4
SIGNAPORE
5
THIALAND
6
VIETNAM
7
BRUNEI
6
MYANMAR
SAARC
1
BANGLADESH
2
SRI LANKA
EUROPEAN UNION
1
BULGARIA
2
Czech Republic
3
FRANCE
4
GERMANY
5
SPAIN
6
NETHERLAND
7
FINLAND
8
AUSTRIA
9
DENMARK
10
SWEDEN
11
ITALY
12
MALTA
13
UK
OTHER COUNTRIES
1
JAPAN
2
3
HONG KONG,
CHINA
USA
4
UK
5
UAE
6
SYRIA
7
IRAN
8
OMAN
There may be changes in the above list in as per actual visiting delegates
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