Tender Cost – Rs. 500/-

TENDER DOCUMENT

EMPANNELMENT OF PARTIES

For Ticketing, Tour & Travel arrangements

Institute of Company Secretaries of India,

22, Institutional Area, Lodi Road, New Delhi - 110003

Tender No. ICSI/ADMN/TTT/1111/2015

(General Conditions of Contract)

Issued by

(Dte. Of Administration), ICSIFax: 011 – 46561092Tel: 011 – 45341023

E-mail: kailash.kaushik@icsi.eduVisit us at https://www.icsi.edu

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NOTICE INVITING TENDERS 

No. ICSI/ADMN/TTT/1111/2015 March 11, 2015 The Institute of Company Secretaries of India (ICSI) is a statutory body constituted under an Act of Parliament i.e. the Company Secretaries Act, 1980. It is functioning under the administrative jurisdiction of Ministry of Corporate Affairs, Government of India having its headquarters located at “ICSI House” 22 Institutional Area, Lodi Road New Delhi-110 003.

Sealed tenders are invited by the Chief Executive & Officiating Secretary of the ICSI from the experienced agencies to be empanelled in the Institute of Company Secretaries of India (ICSI) for arrangement of Tickets, Tour and Travel, for travelling of its Members, employees & others located at its head quarter at ICSI House, 22, Institutional Area, Lodi Road, New Delhi 110003. C - 37, Sector 62 Noida, CCGRT, Navi Mumbai, its for 4 Regional offices, around 70 Chapters all over India and in certain cases also for abroad.  Tender documents shall be available at the office of Deputy Director - Administration, Institute of Company Secretaries of India, 22, Institutional Area , Lodi Road, New Delhi-110003, on payment of non-refundable tender cost of Rs. 500/- [Rupees Five Hundred only] by Cash / Demand draft drawn in favour of “the Institute of Company Secretaries of India”, payable at New Delhi. Sale period of tender document:   From March 11, 2015 to March 27, 2015 between 10.00 AM and 1.00 PM on all working days (Except Saturday, Sunday & Gazetted Holidays) Complete tender documents are also available on the website of the ICSI i.e. https://www.icsi.edu  The documents downloaded by the parties from the website shall be valid for participation in the tender process. Those making use of the tender documents downloaded from the website shall have to pay the tender cost of the documents i.e. Rs. 500/- [Rupees Five Hundred only] in the form of a demand draft drawn as mentioned above, in a separate envelope along with the tender (technical bid). Tender received without the requisite fee shall be considered as invalid [ab-initio] An Earnest money amounting to Rs. 50,000/-  (Rupees Fifty Thousand Only) by demand draft in favour of THE INSTITUTE OF COMPANY SECRETARIES OF INDIA, payable New Delhi shall be submitted along with the quotation in a separate envelope. The sealed tenders duly superscribed, “Tender for Empanelment for Ticketing, Tour & Travel Arrangements”, should be addressed by name to Shri Sutanu Sinha, Chief Executive & Officiating Secretary, the ICSI and sent at the Institute’s address given below either by registered post/speed post/or by dropping in the tender box placed at IIIrd floor of Institute’s Headquarter & should reach on or before 3:00 PM on March 27, 2015

Address: Shri Sutanu Sinha, Chief Executive & Officiating Secretary The Institute of Company Secretaries of India ICSI House, (IIIrd Floor: Tender Box) 22, Institutional Area, Lodi Road New Delhi-110003

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Tenders received without EMD/inadequate EMD shall not be considered. The earnest money of unsuccessful parties will be refunded without any interest/bank commission/collection charges within 30 days after the empanelment of successful bidder / parties.

The ICSI shall not be liable for any postal loss/delays what so ever and tender received after the stipulated date and time shall not be entertained.

1. Eligibility Criteria  

1 [Please mention the number of years of experience] Experience of having successfully arranging Air Ticket , DOMESTIC AND INTERNATIONAL and Rail ticket, Hotels, DOMESTIC AND INTERNATIONAL in low price and in time, Passport, Visa Facilitation etc. : -

Three similar completed or ongoing assignments each costing not less than Rs. 5 lakh per month or

Two similar completed or ongoing assignments each costing not less than Rs. 5.0 lakh per month  or

One similar completed assignments costing not less than Rs.15.00  lakh per annum Should be registered with Service Tax Authority , Proof of registration or having experience in carrying out similar type of

assignments2 Bidders declared by Government of India to be ineligible to participate for unsatisfactory

past performance, corrupt, fraudulent or any other unlawful or unethical business practices shall not be eligible.

3 Tenderer should not be black listed by the Govt. / Autonomous body / Statutory body.

4 Tenderer should submit the details of his litigation for last five years if any

2. SUBMISSION OF BID

Sealed offer shall be submitted in two separate envelopes.

Envelope 1 super scribed as PART-1 (Technical bid) and Envelope 2 super scribed as PART-II (Financial Bid).

Technical bid should contain Profile of the Bidder Company in brief, Tenderer’s Appraisal, Technology Details, cost of Form and other details as mentioned in eligibility conditions and documents to be furnished for technical evaluation’. EMD should be put in envelope No. 1. (Please mark the envelope as “PART – 1, Technical Bid”)

Envelope No. 2 is the Price bid should be mark as “Part –II, Financial Bid”.

The Envelope No. 1 and 2 should be superscripted with the Tenderer’s Name and Address and sealed separately. Both the sealed envelopes bearing No. 1 and 2 are to be put in main envelop i.e. Envelope No. 3. This envelope should bear the inscription “Tender for Empanelment for Ticketing, Tour & Travel Arrangements” and sent to Chief Executive, The Institute of Company Secretaries of India, 22, Institutional Area, Lodi Road, New Delhi.

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a. The rates quoted in the tender document shall expressly be inclusive of all statutory taxes, fees, cesses, duties, levies, charges, surcharges inclusive of all statutory and other components etc. (net to Institute) No component of cost / tax shall be paid by the ICSI unless the same is included specifically in the quotations.

b. The technical bid shall be opened at 11: 00 AM on March 30, 2015 in the presence of bidder or their authorized representatives present at the time of tender opening.

c. Incomplete quotations shall be rejected out rightly. No alterations, amendments or modifications shall be made by the tenderer in the Notice Inviting Tenders, Instructions to the Tenderers, Contract Form, Conditions of the Contract, and if any such alterations are made or any special conditions attached, the tender is liable to be rejected without reference to the tenderer.

d. At any time prior to the last date for receipt of Bids, the ICSI, may, for any reason, whether at its own initiative or in response to a clarification requested by the Bidders, modify the Tender by issuing an addendum/corrigendum. Any such amendment issued along with the original Tender document will constitute Revised Tender. The addendum/corrigendum will be uploaded on the ICSI website. The Bidders are requested to visit the website frequently to check for any amendments.

e. The ICSI may at any time during the Tendering process but before opening the technical bid request the Bidders to submit revised Technical / Commercial Bids and/or Supplementary Commercial Bids, in case of change in Scope of Work, without thereby incurring any liability to the affected Bidder or Bidders.

f. The ICSI shall have the right to assess the competencies and capabilities of the Bidder /s by going through the credentials given in the Technical Bid and on the basis of other such credentials. The ICSI may reject the candidature of any or all Bidder /s without assigning any reason. In such case(s) the Financial Bid shall not be opened for that particular Bidder /s. The Financial Bid of only those parties who qualify in the technical scrutiny shall be opened and time and date for opening the financial bid shall be intimated separately.

g. The right of acceptance of a tender shall rest with the ICSI. ICSI does not bind itself to accept the lowest tender and reserves to itself the right to reject any or all the tenders received without assigning any reason(s) whatsoever and any notice to tenderer. Non acceptance of any tender shall not make the ICSI liable for compensation or damages of any kind. ICSI further reserves the right to accept a bid other than the lowest or to annul the entire bidding process with or without notice or reasons. Such decisions by ICSI shall be final and bear no liability whatsoever consequent upon such decisions.

h. ICSI reserves the right of accepting the tender in whole or in part without assigning any reason and such decision shall be final. The part acceptance of the tender shall not violate the terms and conditions of the Tender / contract and the bidder shall execute the work at the specified rates without any extra charges or compensation within the stipulated period.

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i. The whole work included in the Tender shall be executed by the Bidder and the Bidder shall not directly or indirectly transfer assign or sublet the contract / work or any part thereof or interest therein without the written consent of ICSI.

j. A bid determined as substantially non-responsive shall be rejected by the ICSI.

k. The Bidder who provides as required above will technically qualify subject to the submission of satisfactory report by ICSI’s Inspection Committee after site inspection if required, otherwise not.

l. The issue of letter of intent shall constitute the intention of the ICSI to place the purchase order / work order with the successful bidder/bidders.

m. The bidder shall give his acceptance within 10 days of issue of letter of intent along with security deposit of Rs 1, 00,000/- (Rupees One Lakh only) or Bank Guarantee if any in conformity with the bid documents.

2.1 CHECK LIST OF DOCUMENTS REQUIRED FOR TECHNICAL SCRUTINY

The list of documents required to be enclosed with technical bid for getting eligible to be considered for technical scrutiny: -

 I. List of Current Clients with complete address and contact details executing similar

works/Assignments. (Attach Documentary proof).

II. Performance certificates from existing clients for successfully executing similar works/Assignments.

III. Details of successfully executed similar work along with Certified Copies of the work order (s) as mentioned in Notice Inviting Tender (NIT).

IV. Demand draft of Rs. 500/-(Rupees Five Hundred Only) drawn in favour of Institute of Company Secretaries of India, payable at New Delhi in case tender document is downloaded from ICSI website.

V. Demand draft of Earnest Money Deposit Rs 50,000/- (Rupees Fifty Thousand Only). drawn in favour of ‘Institute of Company Secretaries of India’, payable at New Delhi

VI. A Certified Copy (s) of Registration Certificate with Service tax, and, PAN etc.

VII. Duly filled in and signed acceptance certificate, as per Performa enclosed.

VIII. Solvency Certificate from Nationalized/Scheduled Bank minimum of Rs. 2,00,000 (Rupees Two Lakh only).

IX. Complete copy of tender document duly signed each of the pages.

X. The Complete details set up and establishment of the agency

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XI. Audited financial statement including profit and loss account and balance sheet for last successive three years ending 31.03.2014.

XII. Details of his litigation for last five years if any.

Note: - The Bidder who provided as required above will technically qualify subject to the submission of satisfactory report by ICSI’s Inspection Committee after site inspection, if required, otherwise not.

Any dispute, difference, controversy or claim (“Dispute”) arising between the Parties out of or in relation to or in connection with this Tender Document, or the breach, termination, effect, validity, interpretation or application of this Tender Document or as to their rights, duties or liabilities hereunder, shall be addressed for mutual resolution by the authorised official of the parties. If, for any reason, such Dispute cannot be resolved amicably by the Parties, the same shall be referred to the sole arbitration of the Secretary of the Institute of Company Secretaries of India or any other person appointed by him as Sole Arbitrator. The provisions of the Arbitration and Conciliation Act, 1996 or any statutory modifications on re-enactment thereof as in force will be applicable to the arbitration proceedings. The venue of the arbitration shall be at New Delhi. The cost of the Arbitration proceedings shall be shared equally by both the parties. The language of the arbitration and the award shall be English. The decision / award of the arbitrator shall be final and binding.

3. CONDITIONS OF CONTRACT  

3.1 PLACE WHERE WORK TO BE UNDERTAKEN.

The Institute of Company Secretaries of India, 22, Institutional area, Lodi Road, New Delhi-110 003, C-37, Sector 62 Noida, ICSI-CCGRT, Pl,ot No. 101, Sector-15, Institutional Area (Near Total Car Mall), Palm Beach Road, CBD Belapur, Navi Mumbai - 400614 and Four Regional Offices Located at Delhi, Mumbai, Kolkata & Chennai, around 70 Chapters all over India and in certain cases in abroad also after qualifying the technical Bid, the parties will be empanelled on the basis of low service charge and Highest Discount. All the parties who are to be empanelled must agree to the Least Service Charge and Highest Discount offered by the bidders during this tender process.  

3.2 SCOPE OF WORK

(i) To Book Air tickets (Domestic and International), Train Tickets for the ICSI and/or arrange the same on immediate basis.

(ii) To book train ticket on tatkal at 10:00 am / when the Tatkal service opens and round the clock

(iii) To book Train ticket round the clock. (iv) To provide other Tour and Travel related services. (v) To provide Visa Facilitation as and when required.(vi) To provide renewal / fresh passport services(vii) Any other Job related to clauses (i), (ii) & (iii) above.

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(viii) Coupons to be provided for Business class and Economy Class for the Airlines like Jet airways, Air India

(ix) Airport Assistance to be given by Travel Agent(x) Ticket to be issued with 15-30 minutes of giving of requisition for booking of ticket.(xi) Software/Database to be provided by the Travel Agency wherein all the details of

travel of particular pax are given or sector wise details can be taken out or monthly or quarterly travel can be taken out etc.

(xii) Travel Agency to provide 24 hours (24*7* 365) service round the clock including after official working hours, holidays, Gazetted holidays, National Holidays.

(xiii) The name of the official of the Agency to be exclusively deputed for ticket booking etc , his name , e-mail id, official no., mobile no. etc. to be provided.

(xiv) In case of holidays or after working hours if the person deputed is not working then the other official name who will be looking after the booking etc. to be provided, his name , e-mail id , mobile no. etc.

(xv) The booking to be made as soon as possible against the requisition for booking is given; failing which the Institute will have the right to impose the penalty.

3.3 PAYMENT TERMS

a) Generally payment shall be made on monthly basis within 30 working days after submission of bills. Credit note to be submitted with every cancelled ticket.

b) The agency shall submit the bill with particulars of the booking, use, timing, etc as desired by the officer in fortnight basis.

c) In case the Taxi and Hotel rates are fixed at the ICSI end through its own contract, then the agency will only charge the service charge on the bills as per the agreed terms and conditions in writing. However, the agency will have to provide all the details on individual names of users.

d) In case of cancelled tickets the credit note shall be served within 15days of the cancellation and the same will be submitted along with the submission of the whole bill.

e) The bills shall be verified by the concerned officer and approved by the competent authority by the ICSI.

f) All the payments shall be made by the ICSI through ECS mode and the agency will provide their ECS mandate for the release of the payment.

g) In the Invoices given the Travel Agent would write down the break up of the fare , like base fare, various types of taxes detail and the total Air fare amount.

Note: Billing Amount:  Separate Bill for

Hotel / Guest House Bill

Train Tickets Bill

Air Tickets Bill

Tour and Travels Bill

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3.4 PERIOD OF CONTRACT

The Contract shall be initially for a period of one year and the same may be cancelled by the ICSI by giving one month notice in writing.

Further, the ICSI at its discretion may extend the contact for further period of two years on the terms and conditions as mutually agreed between the parties in writing.

3.5 PRE-BID INSPECTION / SURVEY

3.5.1 The bidder may visit the ICSI to have an understanding of the requirement, during working hours 9.am-5.00 pm excluding lunch time 5 days a week except Saturdays, Sundays and other Gazetted Holidays.

  3.6 DAMAGE CAUSED TO INSTITUTION

In case of any damage caused to the Institution due to negligence, carelessness or inefficiency of staff of the agency the agency shall be responsible to make good the loss. The ICSI shall have right to adjust the damage / loss suffered by it from the security deposit or / and to charge penalty as decided by the Institute. Decision of the ICSI in this respect shall be final & binding on the agency.

 3.7 VALIDITY OF THE BID

Bid shall remain valid for 120 days after the date of bid opening. The bid valid for a shorter period shall be rejected by the ICSI as non-responsive. In exceptional circumstances, the ICSI may request the consent of the bidder for an extension to the period of bid validity. A bidder accepting the request and granting extension shall not be permitted to modify his bid.

3.8 TERMINATION OF CONTRACT

The Secretary or Chief Executive of the ICSI reserves the right to terminate the contract with an advance notice of one month without assigning any reason. The contract can also be terminated at the request of agency, with an advance notice of three month falling, which, the agency shall liable, to pay liquidated damages besides forfeiture of security deposit. The termination of contract shall not affect the work order already undertaken by the agency. 

3.9 FORCE MAJEURE

The Parties shall not be liable for any failure to perform, any of its obligations under this Agreement if the performance is prevented, hindered or delayed by a Force Majeure event (defined below) and in such case its obligations shall be suspended for so long as the Force Majeure Event continues. Each party shall promptly inform the other of the existence of a Force Majeure Event and shall consult together to find a mutually acceptable solution.

"Force Majeure Event" means any event due to any cause beyond the reasonable control of the Party, including, without limitation, unavailability of any communication system, sabotage,

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fire, flood, explosion, acts of God, civil commotion, strikes or industrial action of any kind, riots, insurrection, war or acts of government.

 3.10 GENERAL LINE

Whenever under this contract any sum of money is recoverable from and payable by the agency, the ICSI shall be entitled to recover such sum by Appropriating in part or in whole from the security deposit of the agency. In the event of the security being insufficient or if no security has been taken from the agency, the balance or the total sum recoverable, as may be, shall be deducted from any sum due to the agency or which at any time thereafter may become due to the agency under this or any other contract with the ICSI. If this sum is not sufficient to cover the full amount recoverable, the agency shall pay the ICSI on demand the remaining balance due along with penalty.

3.11 NOTICES & NOTIFICATIONS:

 All notices, notifications, request, consents or other communications required or permitted to be given to either party pursuant to this Contract shall be in writing and shall be delivered personally or sent by Registered Post with acknowledgement due, Speed post or by courier to the addresses indicated in this Agreement. Any change of Address should be notified to each other.

3.12 ALTERATION AND MODIFICATION

Any alteration or modification or waiver in connection with this Contract will not be effective unless made in writing and signed by both the parties.

3.13 ARBITRATION

a) In the event of any dispute arising between ICSI and the agency in any matter covered/ touched by this contract or arising directly or indirectly there from or connected or concerned with the said contract, the matter shall be referred to The Chief Executive of the ICSI who may himself act as sole arbitrator or may name as sole arbitrator an officer of ICSI notwithstanding the fact that such officer has been directly or indirectly associated with this contract. The decision / award of the Arbitrator shall be final and binding on the parties. Cost of Arbitration will be shared equally by the parties.

b) The place of the arbitration shall be at The ICSI House, 22, Institutional Area, Lodi Road, New Delhi.

c) The Arbitration proceeding shall be governed by the Arbitration and Conciliation Act of 1996 as amended from time to time.

d) The proceedings of arbitration shall be in English language.

3.14 JURISDICTION

All disputes arising out of or relating to the Contract shall be deemed to have arisen in New Delhi and only courts having jurisdiction over Delhi shall determine the same. 

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3.15 TERMINATION FOR DEFAULT

The ICSI may, without prejudice to any other remedy for breach of contract, by written notice of default, sent to the agency, terminate this contract in whole or in part:a. If the agency fails to deliver any or all the services within the time period(s) specified it

the contract, or any extension thereof granted by the ICSI.b. If the agency fails to perform any other obligations under the contract and c. If the agency, in either of the above circumstances, does not remedy his failure within a

period of 15 days (or such longer period as the ICSI may authorize in writing) after receipt of the default notice from the ICSI.

d. Without any notice or on a notice period of maximum of 30 days.

3.16 TERMINATION OF CONTRACT

In the event the ICSI terminates the contract in whole or in part pursuant to above para the ICSI may hire the agency at the risk and cost of working agency under contract as ICSI deems appropriate. However the agency shall continue the performance of the contract to the extent not terminated.

3.17 BLACKLISTING

The ICSI may by notice in writing blacklist the Service Provider for suitable period in case Service Provider fails to discharge its obligation under this Contract without sufficient grounds or found guilty for breach of condition(s) of the agreement, negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct by Service Provider or by its staff or agent or in case there are more than two penalties on the Service Provider in any month.

3.18 COMPLIANCES OF LAW:- “A. Service Provider shall carry out the Services in strict compliance with all relevant laws and regulations of the State or Territory within India where the Services are being rendered and in accordance with the conditions of any permit, license or concession relating to any part of the Services, whether held by Service Provider, ICSI or any other concerned party.

B. Service Provider shall indemnify and hold ICSI harmless from and against any liability, penalty, cost or expense suffered or incurred as a result of Service Provider failing to comply with any law, or regulation, or such permit or license relating to any part of the Services.”

3.19 GOVERNING LAW

The Agreement shall be interpreted in accordance with and governed by the laws of India

3.20 INTELLECTUAL PROPERTY RIGHTSService Provider shall ensure that it holds all necessary patents, licence rights and other proprietary rights required in respect of any device or method used by it while conducting the Services. Service Provider shall indemnify and hold ICSI harmless from and against any liability, penalty, cost or expense suffered or incurred as a result of Service Provider failing to comply with this obligation.

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3.21 CONFIDENTIALITY OF INFORMATION

a. During the term of this Agreement and thereafter, any disclosing party's Confidential Information received by the receiving party, under and by virtue of this Agreement, shall be maintained in the strictest confidence and trust and shall not be disclosed to a third party without the prior written consent of the disclosing party, unless such information is required to be disclosed in pursuance of the order of a competent court, tribunal or other regulatory authority exercising valid jurisdiction, in which case the party required to make the disclosure shall promptly notify the other Party in writing of such disclosure. For purposes of this agreement "Confidential Information" means information that: (i) is sufficiently secret to derive economic value, actual or potential, from not being generally known to other persons who can obtain economic value from its disclosure or use; and / or (ii) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy or confidentiality.

b. Any software / hardware material, product specifications, financial information, documents covered under this agreement shall be confidential information and deemed to be in private domain and it shall not be made public or shared with any other party without the prior written consent of the ICSI. All such information/material shall be treated as confidential for a minimum period of two years after this agreement comes to an end or as agreed from time to time.

c. Provided that upon the expiration, cancellation, or termination of this Contract, each party shall, upon the written request of the other party, return or destroy, to the satisfaction of the other Party, all Confidential Information, documents, manuals and other materials specified by the other Party.

4. GENERAL TERMS & CONDITIONS

a. The requisition for railway / air tickets/bus must be taken by the agency from the authorized person of Administration or any person designated by the Chief Executive of the ICSI in writing for making to be making requisition of tickets. Any booking of tickets or any other travelling arrangements made by the agency on the requisition of unauthorized person shall not be considered for payment by the ICSI.

b. The e-tickets which will be sent to ICSI must contain in the subject line Name of the traveler, Sector and Date. The email must be sent to the authorized requestor and the traveler.

c. The Agency shall send the date wise statement of tickets with sector, name, date, and amount and with complete details thereto on every fortnightly basis to the ICSI

d. The agency shall make the tickets available on the least cost basis preferably in refundable category. The ticket rate should not vary from the rate as given in the Airlines portal and if there is any difference of fare, the same to be informed to the concerned. Any change in requirement or schedule shall t be addressed by the agency at the war footing basis. The ticket shall be booked within an hour during the official hour and within a day during the holidays. In case of reschedule, cancellation and urgent booking the agency shall take all necessary steps to provide the ticket within one hour.

e. The agency shall submit the bill with the desired description in time to the Head of the Directorate of Administration of the ICSI or any other person authorized by the ICSI.

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f. The ICSI will deduct Income Tax at source under section 194- C of the Income Tax Act 1961 from the agency as per Govt. of India directions of such sum as income tax on the income comprised therein.

g. The Hotels/ Guest House or any accommodation if booked through the agency shall be near to the venue of the meeting/ office as desired by the Authorized Officer of the ICSI. The Agency shall ensure that the Cost of the hotel room or accommodation shall be within the entitlement limit of the person staying as per the ICSI Rules. The entitlement limit of the ICSI shall be taken by the Agency from the authorized officer of the ICSI. The agency shall ensure that all the facilities of the Hotels or accommodation to be provided to the individual(s) concerned. The agency shall be charge to ICSI hotel or accommodation charges only.

h. In case the Hotels/IIC/IHC etc. which have a rate understanding with ICSI, any service taken from the agency related to the same only service charge shall be paid by the ICSI.

i. The Agency shall ensure quality life in the Hotel/Guest House or accommodation. The agency shall ensure that the Guest must feel comfortable and any complaint shall be addressed on war footing basis.

j. The agency shall provide the visa facilitation services to ICSI on the requisition of the Authorised Officer of the ICSI. The service charge will be paid to the agency by the ICSI apart from the expenditure related to VISA processing.

k. Any requisition for Ticket or for any tour or travel arrangement shall be taken by the agency from the authorized Officer on of the ICSI.

l. The agency may be entrusted to make Tour &Travel programme of the ICSI on FIT or in Group basis and the agency shall ensure to provide the same at the sole prerogative of the ICSI.

m.The agency shall provide coupons of various airlines to the ICSI as per the demand and will endorse if required.

n. In case of any arrangement of ICSI with any airline for ticketing or any other privilege services, the agency party shall honor the same without any prejudice. Presently ICSI has its arrangement with Indigo Airlines.

o. The agency shall put a travel service desk in ICSI in its own cost and responsibility.

p. Other terms as deemed fit may be communicated to the agency as mutually agreed.

4.1 PENALTY

The agency and the employees of the agency shall be held responsible for guilty of fraud, mischief, misappropriation or any other type of misconduct or breach of condition on the part of agency or his employee. The Chief Executive the ICSI may impose for the aforesaid misconduct or breach of condition on the agency a penalty of Rs. 500/- per instance apart from the right to terminate the contract, blacklisting of agency, forfeiture of security deposit / EMD and claim damages.

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 4.2 SECURITY DEPOSIT

The agency shall deposit an amount of Rs. 1,00,000/- (Rupees One Lakh only) as Security within one month with the ICSI for the entire duration of the contract for which no interest will be payable failing, which the EMD amount will be forfeited and contract shall be terminated.  ICSI reserves the right to seize the security deposit if the agency terminates the services without any reason or found guilty of breach of condition /s of the contract or guilty of fraud, mischief, misappropriation or any other type of misconduct on the part of the agency.

4.3 FORFEITURE OF SECURITY DEPOSIT AND INVOKING OF BANK GUARANTEE

ICSI shall have the right to invoke the Bank Guarantee and to forfeit the security deposit if Service Provider contravene or breach any  of the  terms and conditions of this contract or if the Service Provider withdraws or amends, impairs or derogates from Work Order / Contract or  fails to provide service as per the Work Order / Contract or fails to deliver the satisfactory performance during the period of contract.

ICSI shall also have the right to invoke the Bank Guarantee and to forfeit the security deposit and to adjust the damage or loss caused to the ICSI due to the negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct of the Service Provider or its staff / employee / agent / representative.

Whenever under Work Order / Contract order any sum of money is recoverable from and payable by   the Service Provider, the  ICSI shall have right to recover such sum by appropriating in part or in whole from the security deposit / bank guarantee of the Service Provider. In the event of the security deposit / bank guarantee being insufficient, the balance or the total sum recoverable, as may be, shall be deducted from any sum due to the Service Provider or which at any time thereafter may become due to the Service Provider under this or any other agreement with the ICSI. If this sum is not sufficient to cover the full amount recoverable, the Service Provider shall pay the Institute on demand the remaining amount.

4.4 INDEMNITY a) Service Provider shall be solely liable for and shall indemnify ICSI, its officers, servants,

employees and agents against all liabilities, losses, claims and expenses of any nature whatsoever arising from any personal injury or illness (including death) of any nature whatsoever and any penalty, loss, damage or destruction to any property whether real or personal where such liability arises out of or in connection with the conduct of the Services whether under common law, under statute or otherwise. The Service Provider further covenants and agrees to indemnify and keep at all times indemnified the ICSI against any loss or damage that the ICSI may sustain directly or indirectly  as a result of the failure or negligence  of the Service Provider  or its employees  to faithfully carry out its obligations under this agreement and further to pay for all loses, damages, costs, charges and expenses which the ICSI may reasonably incur or suffer and to indemnify and keep indemnified the ICSI in all respects.

b) The indemnifying party shall be granted immediate and complete control of any claim of indemnity and the indemnified party shall not prejudice the indemnifying party's defence of the claim.

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c) The indemnified party shall give the indemnifying party all reasonable assistance at the expense of the indemnifying party on such claim of indemnity.

4.5 DISPUTE RESOLUTION:-

Any dispute, difference, controversy or claim (“Dispute”) arising between the Parties out of or in relation to or in connection with this Agreement, or the breach, termination, effect, validity, interpretation or application of this Contract or as to their rights, duties or liabilities hereunder, shall be addressed for mutual resolution by the authorised official of the parties. If, for any reason, such Dispute cannot be resolved amicably by the Parties, the same shall be referred to the sole arbitration of the Chief Executive of the Institute of Company Secretaries of India or any other person appointed by him as Sole Arbitrator. The provisions of the Arbitration and Conciliation Act, 1996 or any statutory modifications on re-enactment thereof as in force will be applicable to the arbitration proceedings. The venue of the arbitration shall be at New Delhi. The cost of the Arbitration proceedings shall be shared equally by both the parties. The language of the arbitration and the award shall be English. The decision / award of the arbitrator shall be final and binding.

4.6 INDEPENDENT CONTRACT & RELATIONSHIP BETWEEN THE PARTIES

The relationship of Service Provider to ICSI under this Contract shall be that of an independent contractor. The acts/performance and actions taken by either party in furtherance of their respective activities of operation shall not bind the other except to the extent provided under this Agreement. The acts performed and action taken by either party that do not fall under the Agreement shall have binding effect on the other to the extent they are reduced to writing and the prior consent of the other party is obtained.

4.7 NON-EXCLUSIVE AGREEMENT

The Contract between the ICSI and Service Provider is a non-exclusive agreement. The ICSI shall be free to enter into any such agreement with any other service provider during currency or the extended currency of this Contract.

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PART –I (TECHNICAL BID) 

To be filled up by the Agency applying for Empanelment for Tender for Ticketing, Travel & Tour Arrangement at ICSI.

S. No. Items Information /inputs to be filled by the Bidder (if required separate sheets may be enclosed)

1 Name ,address, telephone number, fax, mobile number, email address of the agency,

2 Type of organization (Whether proprietorship, partnership, private limited, limited company)(Attach documentary Proof)

3 Name and address of the directors/ proprietor /partners(Bio-Data of key top Official)

4 Year of formation of the company/ experience as Travel agency.

5 Branches in other cities in India and abroad and contact details

6 Any sister concerns and their address

7 Financial Status of Bidder And/or his Associates Including Annual Report of Past 3 years with ROC (Registrar of Companies) receipts duly authenticated by Chartered Accountant.(Attach documentary Proof)

8 Name of Agency’s 5 largest clients, to whom Agency provides similar Services.

9 List of Current Clients executing similar works/ Assignments.(Attach Documentary proof / work order/ agreement).

10 Performance certificates from existing clients for successfully executing similar works/Assignments

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11 Name and address of Agency’s bankers and Provide a Solvency Certificate from the Bank for a Minimum amount of Rs. 2.00 lakh.(Attach documentary Proof)

12 Registration IATA, PATA, TAAI, DEPT OF TOURISM etc.(Attach Documentary proof)

13 Service Tax Registration.(Attach a copy of the Registration Certificate / letter.)

14 Income Tax Permanent Account No.(Attach documentary Proof)

15 Details of EMD / Bank Draft No, Date of Draft, Bank Name

16 Documentary evidence in respect of theeligibility criteria mentioned in the NIT

17 Total number of employees of the firm

18 helpline numbers & details ofdedicated customer support

19 Details of litigation for last five years if any.

 

Signature of the Authorized SignatoryWith Seal of the Agency / Firm

Date.

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PART-II (FINANCIAL BID)

(THIS IS THE ONLY DOCUMENT TO BE SUBMITTED IN THE PART (II) ENVELOPE OF THE FINANCIAL BID)The following is to be filled up without any cutting/overwriting/ inking/ erasing etc.

1 AIR TICKETING(DOMESTIC)

PARTICULARS IATA NON-IATA RemarksDISCOUNT %Cancellation ChargesService Charge If any

2 AIR TICKETING(International)

PARTICULARS IATA NON-IATA RemarksDISCOUNT %Cancellation ChargesService Charge If any

3. RAILWAY TICKETINGRailway Reservation Service charge per Ticket

Normal Rs. ___________Service charge per TicketTatkal Rs.____________

Cancellation ChargesHotel Booking(Service Charge)

Domestic: _____________International: ______________

Visa Service Charges Rs - /- per casePassport Service Charges(Fresh & Renewal)

Rs - /- per case

If Booking through Credit Card ……… % ExtraIn Case Contract Extended beyond 1 year (Service Charge Escalation)

Railway Ticket Rs /- per ticketNon-IATA LCC Rs /- per ticketIATA /- per ticket

In Case Contract Extended beyond 2 year(Service Charge Escalation)

Railway Ticket Rs /-per ticketNon-IATA LCC Rs /- per ticketIATA /- per ticket

Other Terms Any major changes in aviation industry in regards to commission would be intimated to ICSI and request of Modification with due approval of ICSI, the changes would be made.

Signature of the Authorized Signatory with Seal of the Agency / Firm (Name & Designation) Date:

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Declaration & Acceptance of Terms and Conditions

To,

The Chief Executive& Officiating Secretary Institute of Company Secretaries of IndiaICSI House, 22, Institutional Area, Lodi Road, New Delhi-110003

Sub: Tender For Empanelment of Parties for Ticketing, Tour & Travel Arrangements

Sir,

This is with reference to your tender no: ICSI/ADMN/TTT/1111/2015 due on ______________. We are interested in participate in the tender for Empanelment of Parties for Ticketing, Tour & Travel Arrangements

We have read and understood the details as given in the tender information regarding the Scope of Work and Terms and Conditions for the selection, and other terms & conditions, stipulated in Tender document and the same are acceptable to us. We have been given all the required information by ICSI. We have submitted the required Documents as per the format. We certify that we are eligible as per the said Terms. The duly signed copies of all the tender pages are attached herewith.  

 Authorized SignatoryName:Designation: 

Company Seal

Date:

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