फा.सं / FILE NO: A-33020/3/2015-ISTM

भारत सरकार / GOVERNMENT OF INDIA

सचिवालय प्रशिक्षण तथा प्रबन्ध संस्थान

INSTITUTE OF SECRETARIAT TRAINING & MANAGEMENT

(आईएसओ 9001:2008 संस्था / AN ISO 9001:2008 INSTITUTION)

कार्मिक एवं प्रशिक्षण विभाग / DEPARTMENT OF PERSONNEL & TRAINING

प्रशासनिक ब्लाक, ज.ने.वि. परिसर (पुराना) / ADMINISTRATIVE BLOCK, JNU CAMPUS (OLD),

ओलोफ पाल्मे मार्ग, नई दिल्ली - 110067/ OLOF PALME MARG, NEW DELHI – 110067

दूरभाष / TELEPHONE – 011-26102597;     टेलीफैक्स / FAX – 011-26104183

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  दिनांक / Date: 30th June,2015                                                                               

To

        All Tour Operators

Subject    :    Invitation of Bids for Package Study Visit for Participants of 55th Level-A  Training Programme from 19.07.2015 to 25.07.2015  - reg.

Madam/Sir,

Institute of Secretariat Training & Management (ISTM) is an attached office under the Department of Personnel & Training.  It conducts various training programmes in which taking participants on a study tour of 3-5 days is a regular component.  One such training programme i.e. the 55th Level-A Training Programme is being organised. The number of participants is likely to be around 25-40.  The exact number of participants would be known only on 13.7.2015.  The Study/NGO Visit in respect of this training programme will be conducted from 19.07.2015 to 25.07.2015 in the Bir –Himachal Pradesh- Sai Ropa Sector  by road.

2.     TOUR ITINERARY: The participants under the leadership of an official or faculty member of this Institute will undertake a Study Tour as per the following itinerary:

 

Day & Date

Event

Sunday

19th   July, 2015

0600 hrs-

Journey begins from ISTM by road to Bir, Himachal  Pradesh, breakfast and Lunch and afternoon tea with snacks enroute, Reach Deer Park Institute, Bir, Himachal Pradesh, Dinner and night stay at Bir

 

Monday

20th     July, 2015

NGO Attachment at DPI and night stay

Tuesday

21st     July, 2015

NGO Attachment at DPI and night stay

Wednesday

 22nd July, 2015

 Orientation at DIP, Bir

Departure for Kullu in morning

Arrival Hotel - Lunch – Team Building Activity (Rafting) - Group Activity [ bonafire / cultural programme] and Dinner at Hotel 

Thursday

 23rd  July, 2015

Breakfast - Departure for Sai Ropa/Tirthan – Arrival at Sai Ropa/Tirthan – Lunch - Orientation, Waterfall Walk, Flying Fox Adventure, Lunch, Rappelling and River Crossing activity. Local Folk Music workshop with bonfire.

Friday

24th July, 2015

Local sightseeing and after lunch departure for Delhi

Saturday

 25th July , 2015

Early Morning

Arrival at Delhi (ISTM)

        

*The meals and stay arrangements during the NGO attachment will be borne by Deer Park Institute, Bir. However  meals including tea & snacks etc. enroute will be borne by the Tour Operator. 

**  Local visits will include visit to places in and around the place i.e. get away trips to place(s) of Tourism Interest in nearby areas and ASI sites. Entry fees/guide charges/safari/boats etc. at tourist spots to be borne by the Tour Operator. Hiring of ASI approved Guide is mandatory whose cost will be borne by the tour operator.

Arrangements for tea/snacks in between sightseeing/long journey to be provided by the tour operator at appropriate time and place at their cost.

N.B.- The Course Director will reserve the right to change the itinerary in accordance with availability of time and convenience for conducting the study tour smooth and successfully.

3.           MODE OF TRANSPORT:  By Air Conditioned MMVs  (viz Tempo Traveller) with Public Address System or SUVs (viz. Innova) depending upon the number of participants.

4.         You are requested to submit your quotation/bid/tender for undertaking the Study Tour for the participants as indicated in para-1/above in a sealed cover, quoting the price per participant as a package tour inclusive of all taxes, latest by 10.45 A.M on  10.07.2015.  The bids shall be opened in the presence of the representatives of the bidders on the same date i.e. on                    10 .07.2015 at 10.50 A.MTerms and conditions, which form part of this tender document and study tour, are placed at Annexure to this tender document.

Encl:  Annexure            
                                                                                                                                                                                                            Yours faithfully, 

                                                            

           (Naresh Bhardwaj)

 Deputy Director & Course Director

Mobile No: 8010101800

E-mail: nareshistm@gmail.com


Annexure

Terms and conditions for tenders

The “study-tour” to be conducted for trainee officers of ISTM is an off-campus training programme, using “Field Visit” methodology.  The tour operator needs to keep this in mind while making arrangements.  Objectives of study-tour are given below:-

a.    To understand India’s cultural heritage and Arts.

b.    To experience environment and wild life conservation.

c.    To observe the development activities taken up in villages including tribal areas

d.   To expose the trainees to research and development work being done by Public Sector Undertaking and mega projects. 

e.   To develop team spirit, time management, management of crisis and adaptability to various odd situations.

1.1        The thrust of the study-tour as an off-campus programme is, therefore, to help all participants to learn from their movements from one place to another.  The logistic arrangements for conducting the study-tour is to be made keeping in view the objectives mentioned above.  The arrangements are to be made in such a way as to allow flexibilities, so as to adjust the requirements as indicated in the objectives.

1.2        Who is eligible to apply?

            All Government undertakings or Department of Tourism, Government of India approved private tour operators (not travel Agents).  The private tour operator must be approved from Department of Tourism, Government of India (and not from State Governments).  The private agency submitting bid is to enclose a copy of the documentary evidence (Registration Certificate of the D/o Tourism, Government of India), in the absence of which the bid will be rejected.

1.3        What all is to be included in the tour package?

            The package tour cost should include everything viz., all kinds of end to end travel costs, cost of the tour escort for the entire duration of the study visit, bed tea, food, snacks, drinks, beverages, bottled mineral water (three litres per participant) per day including those provided during travel/en-route, stay/accommodation in a hotel in the main area (Three Star Deluxe Hotel/Resort or equivalent or higher), entry fee, guide & sightseeing boat charges, excursion charges, cultural evenings etc.  The cost of cancellations of tickets, vehicles, hotel rooms, etc. will also be borne by the Tour Operator within the package tour cost in case of last minute cancellation by participants due to exigencies.

          Accommodation for participants would be on twin sharing basis except in case of member of faculty and odd number of male/female participants where single room accommodation is to be provided.

          Feasibility with regard to availability of accommodation, etc. may be examined before submitting the bid.

1.4        What are the modes of transport?

a)         BY AIR :       Not Applicable

b)         BY TRAIN:  Not Applicable

c)         BY BOAT:    As and when services of a ferry boat may be required while on study-tour, exclusive boat /boats may be hired depending on the size of the group. 

d)         BY ROAD:        The quality and maintenance of vehicles being involved for road travel Air Conditioned MMVs (viz. Tempo travellers) with maximum 9 persons seated in one tempo traveller with Public Address System should be of high standard or SUVs (viz Innova) with maximum 5 persons seated in one Innova to be provided.  The vehicle should be not more than 2 years old and should not have run more than 50,000 kms. The AC will be required to be used whenever desired (even when plying in hilly areas) by any of the occupant of the vehicles and the drivers should be specifically instructed regarding this. In areas where it is difficult for vehicles to reach, the tour operator should make prior arrangement of jeeps 4 x 4 / mules etc. for participants to reach the destination whose cost shall be borne by the tour operator. The quotation is to be submitted as per the details given in the itinerary in the tender calling letter.

1.5        What is to be done in case of breakdown of vehicle?

Alternative vehicles arrangements of similar quality must be made in case of breakdown of vehicle If, due to breakdown of the vehicle, the itinerary of the tour is disturbed or visit to the Projects/ PSU etc is not carried out, a penalty of not more than 5% will be levied.

1.6        What is to be done in case of illness or mishap?

In case of any illness or mishap, local treatment and safe transportation back to Delhi (whenever it happens or as decided by faculty member of ISTM) would be the responsibility of the tour operator within the estimates submitted by the tour operator for the package tour by hiring exclusive vehicle & cost of first aid/ hospitalisation.

1.7        Other terms and conditions :

1.         The participants and faculty members should be covered by Travel Insurance for the entire duration of the study visit.

2.         Early check-in and late check-out at hotels are to be taken care of by the tour operator within the scope of package tour itself (depending on the travel schedule).

3.         All accommodation should have high standards of hygiene and cleanliness and should commensurate with the status of civil servants. 

4.         As far as serving of food is concerned, it should be in buffet system only. Hotels/restaurants are to be instructed to serve sumptuous vegetarian and non-vegetarian food in ample variety (number of dishes) and quantity which should not be repeated during the tour period. The tour operator shall also be responsible for the quality of food served including the hygienic conditions under which it has been cooked, and therefore, should be careful in his selection[ Continental food e.g. boiled/ grilled vegetables like broccoli etc. i.e. health food should also be available for diabetic & heart patients trainees with minimum oil used along with fresh fruits, prunes, walnuts etc.]

5.         To help the accompanying faculty members in logistics and other arrangements, an experienced official of the tour operator (not of an outsourcing partner), who is empowered to take decisions in contingency, shall accompany the group as an escort. He will travel with the group and stay in the same premises where the participants are being lodged.

6.         The tour operator shall arrange for cultural programme/ games during the Study Visit, the cost of which shall be included in the estimate of package tour i.e a cultural evenings having local folk songs/ local dance etc., cost of which shall be borne by the tour operator.ASI approved guide to be hired in case the number of participants is upto 20. In case it exceeds 20, then 2 ASI approved guides to be hired in all monuments, parks etc., & cost to be borne by the Tour Operator. Arrangement & cost of bonfire and all other activities to be borne by the Tour Operator.

7.         The tender in the bid document should declare that “All the terms and conditions mentioned in the tender calling letter are acceptable”.  Also, the bid document should not contain any additional terms and additions other than those specified in this document.  The bids without the declaration or having any additional terms and conditions (Conditional bids) would be summarily rejected.

1.8      ADVANCE AMOUNT:

Private tour operators will be given only 30% of the total cost as advance and the State Government tourism entities will be paid 40% of the total cost as advance.  The amount due for the Course Director shall be paid at the end of the training programme on submission of all the bills with ISTM.        

1.9     PENALTY CLAUSE

A penalty of not more than 25% of the total cost can be levied on the tour operator or the tour operator may be debarred, if any of the conditions mentioned in the above paragraphs are not complied with. To substantiate the penalty claim, the feedback of the participants shall be relied upon along with the observations of the Course Director.  The decision of the Director, ISTM shall be final and binding in this regard.  Any legal dispute shall be settled in the Court of Delhi. 

 

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