दिनांक / Date: 14^th  August, 2014

To

All tour operators

Sub:    Tour to Delhi-Chandigarh-Chail-Chandigarh-Delhi - Invitation of quotation / bid / tender for package tour – regard.

Sir,

            ISTM is an attached office under the Department of Personnel & Training.  The Institute is entrusted with the responsibility of imparting training to Central Government Officers.  Under Level B training programme, scheduled from 8^th September 2014 to 10^th October 2014, one of the components is Study Tour in which participants are taken for study visits to a State to experience State’s historical and cultural heritage, working of Central/State Government projects/Schemes and Institutions.

2.         Study Tour for the 38^th Level B Training Programme for Assistants in the sector Delhi-Chandigarh-Chail-Chandigarh-Delhi would commence on 17^th September 2014 (evening) from Delhi by train and return to Delhi on 21^st September 2014(evening).  60 participants have been nominated.  However, the number of participants who finally report and attend the study tour is generally lower. The exact number of participants would be known on 8^th September 2014 i.e. on the first day of the course. One faculty of ISTM will accompany the participants.

3.         Important terms and conditions:

3.1       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. The objectives of study-tour are given below:

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

b.    To experience environment and wild life conservation.

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

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

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

3.2     The thrust of the study-tour as the off-campus programme is, therefore, to help all participants to learn from their movements from one place to another, starting from ISTM and returning to ISTM.  The logistical 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 for adjusting the requirements as indicated in the objectives. 

4.         The participants under the leadership of a faculty of this institute will undertake a study tour.  The Tour Itinerary is as below:

** Entitlement of participants is AC II Tier or AC Chair Car

5.         State/Central Tourism Development Corporation/Private tour operators who are accredited with Ministry of Tourism, Govt. of India will also be considered for implementing study tours by ISTM.  Brief of the Study Tour is given below:

* Exact number of participants would be known only on 08.09.2014 but is generally lower.

# In case of uneven number of participants (Male/Female) 1 or 2 single rooms will be provided to the participants.

6.       MODE OF TRANSPORT:

1.    BY ROAD:- As far as possible and keeping in view the size of the group, single vehicle (BUS) have shall be provided with the following conditions:

The Bus should have 2X2 push back seats with Air Conditioner (separate engine):

                    (i)    In long Journey (more than 8 hours) one Driver and one Co-Driver are to be provided with one Khalasi/Helper.

                   (ii)   The vehicle should not be more than 2 years old or it should not have run for more than one lakh kilometres, whichever is the minimum.

2.    BY BOAT:-

Separate and exclusive boat, approved by the State Govt., with Life Jackets and trained marines may be provided. 

ALTERNATIVE VEHICLE 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% of the total cost shall be deducted from the tour cost, in addition to the penalty mentioned at Para (10) of these terms and conditions.

7.     OTHER REQUIREMENT:

Hotels / Restaurants are to be instructed to serve vegetarian and Non-vegetarian foods on separate buffet tables with clear sign boards as “Vegetarian” and “Non-Vegetarian”.

·         The Tour Operator shall be responsible for the quality of foods served and the hygienic conditions under which it has been cooked and served.

·         The proposal shall include all entry fees, cost of guide in monuments (if any) and other charges in the visiting places.

·         A responsible and experienced official of the tour operator, who is empowered to take decisions in contingency, shall accompany the group from ISTM.  He shall be with the group and help the Course Director in so far as logistics are concerned.

·         In order to accomplish the achievement of objectives as indicated at para (1) above, if some adjustments are to be made in transport and change of routes are necessitated it shall be done; such flexibilities shall be allowed without increase in tour costs.

8.      ADVANCE AMOUNT:

         Not more than 30% of the total costs can be granted as an advance, i.e., before the commencement of the tour, if the Tour Operator belongs to the private sector.  The amount due for the Course Director shall be paid at the end of the course on submission of all bills by the tour operator.

1.    Costing should be for end to end service.

2.    Early check-in & late Check-out at Hotels to be taken care in the scope (depending on the travel schedule).

3.    Travel insurance comes under the scope of the work of services provider.

4.    Mineral water to be provided during transfers and sightseeing (on the Bus).

5.    Upgrades for rooms and business class should be included.

6.    Draft Menu to be provided at the time of RFQ Submission – CC Reserves a right to change the MENU at any point.

9.      BIDDER ELIGIBILITY CRITERIA

           All Government/undertaking travel agency OR

Ministry of Tourism, Govt. of India approved travel agency with one year experience.

The Agency must be approved from Department of Tourism, Government of India.  Documentary evidence has to be provided.

It should have past experience of conducting similar tours.

10.     PENALTY CLAUSE

          If any of the terms and conditions contained in this document are not complied with, a penalty of maximum of 25% of the cost or debarment from future tendering or both can be imposed upon the tour operator.  To substantiate the penalty claim, the feedback of the participants shall be relied upon 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 Courts of Delhi.

11.       Proposals are invited for conducting a study tour of the participants + one (1) Course Director. The proposal shall include cost of accommodation on twin sharing basis, food (vegetarian & non-vegetarian), drinking water etc. at all places during the visit, as well as cost of local transport.  The responsibility of the Tour Operator shall begin from receiving the participants at ISTM on 17/09/2014 for taking the team to Delhi Railway Station and will end on 21/09/2014, when the Team reaches Delhi Railway Station.

12.       You are requested to send your proposal with itinerary as well as the cost per person as a package tour, in a sealed cover to the undersigned by 2.30 P.M of 25.08.2014.  Proposals will be opened in the presence of representatives of tour operators at 3.00 PM on the same day.  Only successful bidder will be informed.