फा.सं / FILE No.Y-12013/4/2018-ISTM/AD(SSA)

भारत सरकार / GOVERNMENT OF INDIA

सचिवालय प्रशिक्षण तथा प्रबन्ध संस्थान

INSTITUTE OF SECRETARIAT TRAINING & MANAGEMENT

(आईएसओ 9001:2015 संस्था / AN ISO 9001:2015 INSTITUTION)

कार्मिक एवं प्रशिक्षण विभाग / DEPARTMENT OF PERSONNEL & TRAINING

प्रशासनिक ब्लाक.ने.विपरिसर (पुराना) / ADMINISTRATIVE BLOCK, JNU CAMPUS (OLD),

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

दूरभाष / TELEPHONE – 011-26185312;     टेलीफैक्स / FAX – 011-26104183 

दिनांक / Date 2nd  May,  2018

To

            All Tour Operators

 

Subject: e-Tender for Study Tour in the Vishakhapatnam (Andhra Pradesh) – Borra Valley – Vishakhapatnam Sector for Participants of 72nd Level-B Training Programme from  7th May 2018 to 8th June 2018 – invitation of quotation/bid/tender for package tour - reg.

 

Sir/ Madam,

              The Institute of Secretariat Training & Management (ISTM) is an Attached Office of the Department of Personnel & Training.  As part of the various training programmes conducted by ISTM, participants are taken on a study tour.  One such training programme is 72nd Level B Training Programme for Assistant Section Officers/Section Officers of CSS in which about 45 officers are expected to be participate. The number of participants travelling on Study Tour may vary

2.         Proposals/bids are invited for conducting package Study Tour in the Araku valley (Andhra Pradesh) - Borra Valley – Vishakhapatnam Sector for Participants of 72nd Level B Training Programme from 28th May, 2018 (evening) to 02nd June, 2018 (Morning). The journey from New Delhi to Vishakapatnam will be undertaken on 28.05.2018 (Monday) (afternoon) by air and return journey from Vishakapatnam to New Delhi will be undertaken on 02.06.2018 (Saturday) (Morning) by air. Air Tickets will be procured separately by the ISTM and onward travel from Vishakapatnam to Araku Valley has also been taken care by the NGO (“Vikasa” C-colony Near Saibaba temple, Araku Valley, Visakhapatnam, Andhra Pradesh)  which the participants will be visiting on 28-29th May, 2018. The study tour component will start from Araku Valley (Andhra Pradesh) in the evening on 29.05.2018 (around 6.00 P.M.) and will end at the Vishakaptnam Airport Hrs on 02.06.2018. However, in any kind of emergency – medical or otherwise, the responsibility of making alternative arrangements shall be the responsibility of the tour operator.   

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 participants to research and development work being done by Public Sector  Undertakings and public service institutions.

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 an off-campus programme is, therefore, to help all participants to learn from their movement from one place to another.  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.         TOUR ITINERARY: The participants under the leadership of a faculty/officer of this Institute will undertake a Study Tour as per the following details:-

Study Tour itinerary

Day & Date

Activity/ Event

Monday

28.05.2018

[Delhi to

Visakhapatnam]

Delhi to Vishakhapatnam by AI 451 (Dep.15:00 Arr: 17:10 Hrs)

pick up from Airport to Vikasa NGO (120km) by  NGO

(“Vikasa” C-colony Near Saibaba temple, Araku Valley, Visakhapatnam, Andhra Pradesh)

Night Stay arranged by Vikasa NGO.

Tuesday

29.05.2018

 

Visit of various places of NGO activity.

Pick up from NGO by tour operator around 6.00 P.M.

Visit to various places/beach etc., in Araku valley.

[Tea/coffee and snacks will be arranged by Tour operator.

Check in hotel/resort  arranged by tour operator -  dinner, campfire and Night Stay.]

Wednesday

30.05.2018

 

Visit to Araku Valley, Borra Caves etc.

Visit to Padmapuram gardens, Tribal Museum, Tyda park, Borra Caves, waterfalls, coffee plantations, etc.

Evening visit to Rama Krishna Beach and VUDA park

[Lunch Tea/coffee and snacks at appropriate timings en route – will be arranged by tour operator. Check-in hotel/resort, dinner and night stay].

Thursday

31.05.2018

After breakfast,  proceed for Institutional visit followed by visits to important tourist places around Visakhapatnam such as Simhachalam, Boating at Fishing Harbour, Visakha Museum/Sub Marine Museum, Rishi Konda Beach,cable car to  Kailasagiri park etc.

[Lunch Tea/coffee and snacks at appropriate timings en route – will be arranged by tour operator. Check-in hotel/resort, dinner and night stay].

Friday

01.06.2018

 Visit to various important places of historical/cultural values etc.   such as Sub Marine Museum and other museums. Visit to Simhachalam, Boating at Fishing Harbour, Rishi Konda Beach, etc.

[Lunch Tea/coffee and snacks at appropriate timings en route – will be arranged by tour operator. Check-in hotel/resort, dinner and night stay].

Saturday

02.06.2018

[Visakhapatnam to Delhi]

Return journey to Delhi.

Morning Tea/coffee etc.

Return to Delhi By AI-452(Dep: 07.50 A.M.  Arri: 10.20 A.M.)

 

* Air tickets will be purchased by ISTM separately.

Note: Arrangements for breakfast, lunch, snacks/tea/ coffee, bottled water during journey and dinner for all the participants starting from pick up from Araku Valley on 29th May 2018 till dropping at Airport on 2nd June 2018, are to be made by the Tour operator as part of the package tour. The bid is required to be submitted accordingly.

5.         The details of tour in brief are as under:

5.1

Name of the Tour

:

72nd Level – ‘B’ Training Programme for CSS Officers

Date of the tour

:

28/05/2018 (Evening) to  02/06/2018 (Morning)

Number of persons

:

45 participants + 1 Course Director (approx). May vary downwards/upwards

Location

:

Araku Valley- Vishakhapatnam - Borra Valley- Sector

Hotel category

:

Three star deluxe hotel/Resort or any other hotel with equivalent facilities in Vishakaptnam

Rooms required

:

On twin sharing basis# + Single accommodation for Faculty Member

Hotels options

:

As above

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

6.         MODE OF TRANSPORT :

(i)  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: 

a.       The Bus should have 2X2 push back seats with Air Conditioner (separate engine for air conditioning like Volvo buses) with video player and watching facility and PA system.

b.      Where journey by bus is not considered appropriate, the tour operator can hire MMVs (such as Tempo Traveller) or MUVs (such as Innova), with not more than 9 and 5 guests respectively are made to sit in each vehicle.

c.       In long Journey, one Driver and one Co-Driver are to be provided with one Khalasi/Helper.

d.      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.

e.       Alternative vehicle arrangements of similar quality must be made in case of breakdown of vehicle. If, the itinerary of the tour is disturbed or visit to the Projects/ PSU etc is not carried out due to breakdown of the vehicle, a penalty of not more than 5% of the total cost shall be deducted from the tour cost of the contract. 

(ii)  BY BOAT:-

Separate and exclusive boat, approved by the State Govt., with Life Jackets and trained marines may be provided. The boat should have rest rooms and pure drinking water facility (bottled) on board.  Facility of Lunch/ Dinner/ Refreshments should be provided on board of the boat.

7.     OTHER REQUIREMENTS:

a)    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”.

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

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

d)    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.

e)    In order to accomplish the achievement of objectives as indicated at para 3.1 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.

f)     Costing should be for end to end service.

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

h)   Travel insurance comes under the scope of the work of services provider.

i)     Mineral water (minimum 2 litres per day of reputed brands) to be provided during transfers and sightseeing (on the Bus/Boat).

j)      Upgrades for rooms should be included.

k)  No alcoholic beverages may be served. Menu of food and beverages may be suggested with quotation; however, Course Director reserves a right to change the menu at any point. 

l)   Safety and security of all participants, particularly the lady participants, shall be the responsibility of the tour operators during the entire study tour.

m) If any participant(s) fall sick during the Study Tour, it will be the sole responsibility of the Tour Operator to provide the best available treatment – the cost of which will be reimbursed under relevant rule provisions of Government of India.  

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 Faculty Member shall be paid at the end of the course on submission of all bills by the tour operator.        

9.      BIDDER ELIGIBILITY CRITERIA

 9.1    State/UT Tourism Development Corporations, which are State Government Undertaking, Central Government Tourism Agencies and those Private Tour Operators, who are possessing valid accreditation issued by the Ministry of Tourism, Government of India for operating Tours (not transporters) for groups, with a minimum one year of experience and who have some experience in organizing tours for the Government sector will also be considered for implementing study tours by ISTM.

9.2     ISTM reserves the right to cancel any bid from any tour operator(s) on the ground of previous bad experience which shall be defined solely by the ISTM and the decision of the Director, ISTM shall be final and binding in this regard.

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.       E- tenders are invited from eligible travel agencies for conducting package Study Tour for a group of Forty-five (45) Officers + One (1) Course Director. The number may vary downwards. The proposal shall include cost of accommodation on twin sharing basis, food (vegetarian & non-vegetarian), snacks/tea coffee, bottled drinking water etc. at all places during the visit, as well as cost of local transport (both surface and inland water).  The responsibility of the Tour Operator shall begin from picking the participants at Araku Valley (Andhra Pradesh) on 28/05/2018 (around 6.00 P.M.) and will end on 02/06/2018 (Morning).

12.       You are requested to submit your Bid on Central Public Procurement Portal (CPPP) with itinerary as well as the cost per person as a package tour, (On-line Only) by 2.00 P.M. on 10th May 2018.   Bid will be opened on 11.05.2018, at 2.30 PM. Only the successful bidder will be informed.

Yours faithfully

 

Sd/- 

(SUBHASHREE.A )

                                                                          Assistant Director & Course Director

 

 

Annexure-I

Facilities and services required for Lodging and Boarding

Sl. No.

Facilities and Services

1.             

Full time operation 7 days a week in session

2.             

Establishment to have public liability insurance

3.             

English/ Hindi  speaking front office staff with adequate soft skills.

4.             

24 hours lifts for buildings higher than ground plus two floors - local laws may require a relaxation of this condition.

5.             

Easy access for the differently abled guests

6.             

Bedrooms, bathroom, public areas and kitchen fully serviced daily

7.             

All floor surfaces clean and in good shape

8.             

Floors and walls to have non-porous surfaces

9.             

All rooms in the same building or resort. However, in case of more than 30 persons,  rooms in not more than two buildings in close vicinity, not more than 2 Kms apart

10.          

Minimum bedding 2 sheets, pillow and case blanket, mattress protector/ bed cover

11.          

Minimum bed width for each single bed 90 cms. (separate bed for each person)

12.          

Mattress thickness minimum 10 cm - coir foam or spring foam

13.          

A clean change of bed and bath linen daily and between check-in

14.          

To provide two sealed bottles of branded bottled water of minimum 500 ml per person per day on complimentary basis with minimum one glass per person

15.          

Shelves/ drawer spaces

16.          

Wardrobe with minimum 4 clothes hangers per person

17.          

Sufficient lighting for each bed

18.          

At least two multipurpose sockets, out of which one should be of 5 amp earthed power socket

19.          

A writing surface with sufficient lighting

20.          

Chairs - one per bed

21.          

A wastepaper basket (covered) in each room

22.          

Opaque curtains or screening at all windows

23.          

A mirror, at least half length

24.          

Rooms with attached bathrooms, bathrooms to have sanitary bin with lid

25.          

Size of bathroom in square feet – minimum 36 Sq. Feet

26.          

1 bath towel and 1 hand towel to be provided per guest and should be changed everyday

27.          

Bath stool/ Bath mat

28.          

Cloth hooks in each bath/ shower room

29.          

A sanitary bin with lid

30.          

Each western WC toilets to have a seat with lid and toilet paper

31.          

Water sprays or bidets or washlets or other modern water based post toilet paper hygiene facilities and water tab with mug close to the WC

32.          

Lounge or seating area in the lobby

33.          

Reception facility - operated minimum 16 hours, Call service 24 hours

34.          

Local directions, including city street maps to be available on request

35.          

Name address and telephone numbers of doctors with front desk, Doctor on call

36.          

Left luggage facilities in a well secured room / 24 hour manned area

37.          

One Multi-cuisine Restaurant cum coffee shop open from 7 am to 11 pm and 24 hours room service

38.          

Intercom in rooms

39.          

Head covering for production staff/ serving staff

40.          

Food serving in buffet system, dishes to be kept separately in sufficient quantity and variety in neat, clean and hygiene environment with clear signboards showing vegetarian and non-vegetarian foods noticeably

41.          

Ventilation system in dining area

42.          

Pest Control in all areas

43.          

Hot and cold running water

44.          

Rooms and bath rooms to have air fresheners

45.          

Provision of complimentary bed tea, if tea/ coffee makers are not provided in rooms

46.          

Newspapers availability in Reception and Lobby/ Lounge

47.          

Toiletries to be provided (minimum 2 new soaps per person)

48.          

Free Wi-fi connectivity in rooms/ lobby/ reception area (except remote areas not connected with net)

 

 

 Sd/-

( SUBHASHREE.A )

Assistant Director & Course Director

  

 

Annexure-II

Instructions for Online Bid Submission

 

            The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal. 

More information useful for submitting online bids on the CPP Portal may be obtained at:

https://eprocure.gov.in/eprocure/app.

Registration

1)      Bidders are required to enroll on the e-Procurement module of the Central Public Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking on the link “Online bidder Enrollment” on the CPP Portal which is free of charge.

2)      As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts. 

3)      Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal. 

4)      Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify /  nCode / eMudhra etc.), with their profile.

5)      Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSC’s to others which may lead to misuse.

6)      Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the DSC / e-Token.

Searching for Tender Documents 

 

1)      There are various search options built in the CPP Portal, to facilitate bidders to search active tenders by several parameters. These parameters could include Tender ID, Organization Name, Location, Date, Value, etc. There is also an option of advanced search for tenders, wherein the bidders may combine a number of search parameters such as Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a tender published on the CPP Portal. 

2)      Once the bidders have selected the tenders they are interested in, they may download the required documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS / email in case there is any corrigendum issued to the tender document. 

3)      The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification / help from the Helpdesk. 

Preparation of Bids

1)      Bidder should take into account any corrigendum published on the tender document before submitting their bids. 

2)      Please go through the tender advertisement and the tender document carefully to understand the documents required to be submitted as part of the bid. Please note the number of covers in which the bid documents have to be submitted, the number of documents - including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid. 

3)      Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document / schedule and generally, they can be in PDF / XLS / RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with black and white option which helps in reducing size of the scanned document.   

4)      To avoid the time and effort required in uploading the same set of standard documents which are required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use “My Space” or ‘’Other Important Documents’’ area available to them to upload such documents. These documents may be directly submitted from the “My Space” area while submitting a bid, and need not be uploaded again and again. This will lead to a reduction in the time required for bid submission process.

Note:  My Documents space is only a repository given to the Bidders to ease the uploading process. If Bidder has uploaded his Documents in My Documents space, this does not automatically ensure these Documents being part of Technical Bid.

 Submission of Bids

1)      Bidder should log into the site well in advance for bid submission so that they can upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.

2)      The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document.

3)      Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter details of the instrument. 

4)      Bidder should prepare the EMD as per the instructions specified in the tender document. The original should be posted/couriered/given in person to the concerned official, latest by the last date of bid submission or as specified in the tender documents. The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.

5)      Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no other format is acceptable. If the price bid has been given as a standard BoQ format with the tender document, then the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BoQ file, open it and complete the white coloured (unprotected) cells with their respective financial quotes and other details (such as name of the bidder). No other cells should be changed. Once the details have been completed, the bidder should save it and submit it online, without changing the filename. If the BoQ file is found to be modified by the bidder, the bid will be rejected. 

6)      The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission.

7)      All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid opener’s public keys. Overall, the uploaded tender documents become readable only after the tender opening by the authorized bid openers.

 

7)      The uploaded tender documents become readable only after the tender opening by the authorized bid openers.

8)      Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details. 

9)      The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings.

 

Assistance to Bidders 

1)      Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender. 

2)      Any queries relating to the process of online bid submission or queries relating to CPP Portal in general may be directed to the 24x7 CPP Portal Helpdesk. 

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