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.

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••••~ ~ ~-~ q}l ~-.-Weuslw Contents Management .

-;SI'Rr "fi'. / Di~ry NO +.:t:b :.. .r; '1Ffi / Date. ..········~··11..·?::2J4:.·

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

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.

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

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

The bidder should have a regular office with a functional telephone for

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

4.

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 ..I

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4. The agreement will be executed for two year, initially which will be

extendable by allotller year if th~ices of the Agency are found

satisfactory and the Agency as well as ESI Corporation is willing to extend

the same.

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

his acceptance along with security deposit I Bank Guarantee of

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) .:

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PAYMENT PROCEDURE:-

1. The ESIC Officers shall not pay any money

directly. However, they will verify their stay, type of room allotted and

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

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

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

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

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S.No .. Category of Officers Lodging charges admissible on tour perday on actual basisStation classified as A-1, All other CitiesA, 8-1, 8-2 for the purpose (in Rs.)of HRA by the Govt. of (8)India (in Rs.)(A)

1. Director General ITDC Hotel Rates in Hotel ActualAshoka, Delhi or actual expenditureexpenditure In any hotelnot exceeding Rs.9,000/-

2. Principal Officers of the Rs.6,300/- Rs.4,400/-Corporation namely: .FC/IC/MC.., J\.rlrli+i,...,,"'1 Commissioner Rs.4400/- Rs.3200/v. ,~~

& Other SAG Level (oldscale) OfficersRs.18400-22400Rs.16400-20000Rs.14300-18300

4. Regional Directors / Jt. Rs.3200/- Rs.2200/-Director & officers in thev~SRt-&GaJe

(old scale)Rs.12000-16500/-Rs.10000-15000

5. Dy. Director / Asstt. Rs.2200/- Rs.1600/-Director (old scale)Rs.8000-13500Rs.6500-10500

6. Officers drawing Grade Upto Rs.750/- Rs.750/-Pay of Rs.4200/- toRs.4600/-

7. Officers drawing Grade Rs.450/- Rs.450/-Pay below Rs.4200/-I

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ANNEXURE-B

TECHNICAL BID

HOTEL TIE-UP ARRANGEMENT OF ESIC HQRS. OFFICE

1. NAME OF TENDERINGCOMPANY / FIRM / SELECTEDTENDERERS

2. ADDRESS OF OFFICE/OFFICES

3. REGISTRATIO~ DETAILS:

(A) PAN / GIR NO.

(B) SERVICE TAX NO.

4. WHETHER DEBARRED /BLACKLISTED BY ANYCENTRAL/STATE GOVT.AGENCY DURING THE PASTTHREE YEARS, IF SO FULLDETALS 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 yearsIncome 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 Contractthe 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.

Date:Place:

Signature of Owner/Managing Partner/DirectorName:Seal:

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ANNEXURE-C

FINANCIAL BID

HOTEL TIE-UP ARRANGEMENT OF ESIC HQRS. OFFICE

1. SERVICE CHARGE (IN %) ONACTUAL ROOM RENT PAID TO THEHOTEL

2. THE RATES/CELLING 'FIXEDCATEGORY WISE (AS PER ANEXURE- YES/NOA) BY THE ESIC ARE ACCEPTABLE.

Date:Place:

Signature of Owner/Managing Partner/DirectorName: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:Place:

Full Name:Company's Seal:

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

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