Request for proposal (RFP) for engaging travel partner for organising domestic Training Program 2018

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Rhoda Ball
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Request for proposal (RFP) for engaging travel partner for organising domestic Training Program 2018 SBI General Insurance intends to appoint tour operators/organizers for their Business Convention &

1 Request for proposal (RFP) for engaging travel partner for organising domestic Training Program 2018 SBI General Insurance intends to appoint tour operators/organizers for their Business Convention & Training Programme. Eligibility Criteria: 1. Reputed public / private sector travel service companies/ tour organisers / travel partners adept at handling large domestic travel programs. 2. The companies should have handled group of at least 100 people in one single program to any domestic location during the last F.Y Bidders to submit financial statements for the last two financial years Bidders to submit copy of purchase orders/contract. Terms of Quotation: 1. Eligible travel companies will be required to quote on the basis of following a. Annexure 1 Service Requirements b. Annexure 2 Details of Sectors, type of hotels, approximate number of travellers c. Annexure 3 Indicative Itinerary for all the sectors. d. Apart for most competitive rates from airlines and hotels, companies should be able to derive the best value adds for SBI General Insurance 2. The travel will have to be planned from four hubs namely Mumbai, Delhi, Kolkata, Chennai. Tour Organiser giving more boarding points will be preferred. 3. The quote should include all costs ex-hub till return (Government taxes, if any, to be shown separately). 4. The package must include air tickets, three meals, travel insurance, tour escort, guides, cost of ferry, all transfers, tickets required for sight-seeing forming part of the itinerary and coach at disposal and all the services mentioned in Annexure-1 of this document. 5. The quote should be valid for the period till everybody who is supposed to travel has been serviced but not later than 30th Sept Tour organiser to extend the same terms in case any member intends to take his or her family on self payment basis. 7. Tour Organiser will send tour escorts to facilitate the travel. At least one tour escort will accompany every group or a part thereof 1

2 8. SBI General reserves the right to split the program (sectors/ destinations) amongst more than one Tour Organiser. 9. Commercials must be provided as per the format provided in Annexure-4 of this document. 10. Commercials are to be provided in Indian Rupees only. Government taxes should be shown extra. Payment Terms: 1. A maximum of up to 50 % payment can be given as advance. 2. Balance 50% payment will be made within 30 business days from the date of return of the group and receipt of the original tax invoice(s) and all required supporting documents/proofs Note: This Request for proposal (RFP) does not provide any minimum business commitment. All Commercials to be sent in hardcopy in sealed envelope on or before 20 th Sept, 2018 at the below address: To, Trupti Dhamnaskar SBI General Insurance 101, First Floor, Natraj, At the junction of Andheri Kurla Road & Western Express Highway Andheri (E), Mumbai-69. 2

3 1. Manage the travel of the delegates. 2. Providing end to end travel & related services. Pre-Travel Coordination Notes Annexure 1 Indicative list of services / Requirement: 1. Contacting, informing and confirming availability of the eligible delegates for travel. 2. Following up with them to ascertain if they have received approvals from their line Head/HO 3. Collecting their travel document 4. Completing all required documentation. 5. Coordinating & ensuring that they reach the point of disembarkation from their respective base locations. 6. Managing queries and requests such as change in travel plan, destination change request, up-grade request, requests for taking partners as per the agreed SOP. 7. Managing the requirements of VIP guests. a) The Tour organiser will constitute a coordination team comprising of adequate (1 to 3) resources for coordinating the travel programme seamlessly. b) The Coordination team will contact the participants by and/or phone. c) The Coordination team will send a daily MIS in the pre-agreed format to SBI General team at HO. d) The coordination team will handle all the queries and escalations as per the agreed SOP and escalation matrix or as advised & agreed by the SBI GI team. e) The Tour Organiser will be responsible for coordinating and reporting the movement of members from their base location to Hub / Point of embarkation. (The travel arrangement from their base station will be managed by themselves.) f) The Tour Organiser will be required to manage requests such as change in travel plan, destination change request, up-grade request, requests for taking partners, as per the agreed SOP or as advised by the SBI General team at HO. g) Tour Organiser is expected to manage the requirement of VIP guests with prior approvals. 3

4 Travel Arrangement 01. Airline ticketing 02. All permissions 03. Hotel booking as per the grade and package to include. - A training centre/room to conduct a formal training for the members. - A gala dinner where the performers will be felicitated During the Travel Notes 1.Tour coordination & operation 2.Escalations & emergencies. 3.Servicing any on-the-spot request 4.Sightseeing arrangements 5. Arrangement for training 6. Group Photos 7. Feedback collection (SBI General will provide the form) a) Tour organiser will be required to handle all emergencies and exigencies that may come up during the trip including but not limited to baggage loss, flight delay/ cancellation, medical emergency of the passengers, etc. b) In case of a medical emergency, the Tour Organiser will require to coordinate with the Alarm Centre of the Insurer and SBI General Team and ensure that patient receives the immediate, best possible attention including payment of any advances if the need be. Any advances will be paid after due approval from the SBI GI team. c) In case the stop-over or delays of more than 3 hours, tea/coffee & snacks and for the delays of more than 6 Hours, meals to be to the provided to the passengers. Post Travel: Travel queries related to travel lost & found etc. Notes: All the cash transactions if any, or other settlements needs to be reported / settled immediately within 7 days of the return of the Pax/group. For the entire travel, a basic standard of facilities and services are expected from the Tour Organisers and the service provider that the travel organiser will engage. Tour organiser will be responsible for any obvious deficiency in services. 4

5 Annexure 2 (Sector-wise Details) SN Club Approximate Hotel Category & Proposed Destination Hub numbers 1 Diamond 7 4N / 5Days Deccan Odyssey Kolkata, Delhi, Chennai, Mumbai 2 Platinum 95 5 Star, 4N / 5Days Andaman Kolkata, Delhi, Chennai, Mumbai 3 Gold Star, 3N / 4Days Jim Corbett + Nainita/ Kolkata, Delhi, Chennai, Mumbai 4 Star, 3N / 4Days Sikkim 4 Silver Star, 3N / 4Days Kerala Kolkata, Delhi, Chennai, Mumbai 5 Bronze Star, 2N / 3Days Goa Kolkata, Delhi, Chennai, Mumbai 5

6 Annexure 3 (Indicative Itinerary & Hotel details) (I) 4 Nights / 5 Days Deccan Odyssey Standard packages to be provided for Deccan Odyssey (From hubs). 6

7 (II) 4 Nights / 5 Days Andaman Airline: FSCs/LCCs with meal & blanket Hotel Options: Silversand Beach Resort Havelock or similar & Sea Shell Port Blair hotel or similar Day-wise Itinerary: As follows Indicative Itinerary Day 1 - Arrival Port Blair Arrival at Port Blair Transfer to the hotel Proceed for local sightseeing of Port Blair Lunch at the hotel Evening visit Cellular Jail for Light & Sound show Dinner at the hotel Overnight stay at the hotel Day 2 - Havelock - Radhanagar beach Proceed for Havelock by Makruzz ferry Check in to the hotel Lunch at the hotel Proceed to Radhanagar Beach Return to the hotel Training program followed by Gala dinner Overnight stay at the hotel Day 3 - Havelock - Elephant beach Proceed for snorkeling to Elephant Beach by boat Packed Lunch at Elephant beach Back to Havelock Dinner at the hotel & Overnight stay Day 4 - Havelock to Port Blair Check out from the hotel 7

8 Leisure time & then proceed to Port Blair by Makruzz Ferry Lunch at the restaurant Check in to the hotel Transfer to Mount Harriet and Madhuban Overnight stay at the hotel Day 5 - DEPARTURE Visit to Anthropological Museum, Samudrika Museum & Naval Fisheries Museum Transfer to airport 8

9 (III) 3 Nights / 4 Days Jim Corbett & Nainital Airline: FSCs/LCCs with meal & blanket Hotel Options: Aahana Resort or similar Day-wise Itinerary: As follows Indicative Itinerary DAY 01 : Delhi - Nainital Arrival at Delhi Airport Transfer to the Nainital Packed lunch/lunch at hotel En-route visit Gajraula which is well-known for its tourist destinations such as Najibudaulah s Fort, Mandawar Ka Mahal and Raza library Check in to the hotel Visit to Khurpatal, Bhimtal, Naukuchiyatal and Sattal Overnight stay at hotel DAY 02 : Nainital Jim Corbett National Park in Nainital Checkout from the hotel & transfer to Corbett National park Lunch at the hotel Check in to the hotel In Corbett National park Evening visit Dhangarhi Museum / free time Training program followed by Gala dinner Overnight stay at hotel DAY 03 : Jim Corbett national park Tea/coffee with cookies early in the morning Proceed for jungle safari Return to hotel and have breakfast Local sightseeing Sitabani temple, Corbett falls & Corbett cricket ground Lunch at the restaurant Evening visit to Kosi river with river crossing activity Back to hotel and tour operator to plan some engagement activity such as bonfire, traditional music/dance, barbeque style dinner etc. Overnight stay at hotel DAY 04 : Departure 9

10 Checkout from the hotel Transfer to Delhi Lunch, tea & snacks as applicable Enroute AND (IV) 3 Nights / 4 Days Sikkim Airline: FSCs/LCCs with meal & blanket Hotel Options: The Royal Plaza, Gangtok or similar Day-wise Itinerary: As follows Indicative Itinerary DAY 01 : Gangtok Arrival at the airport Transfer to Gangtok Lunch at the restaurant Check in to the hotel Time for Leisure Training program & Gala dinner Overnight stay at hotel DAY 02 : Changu/Tsomgo lake Proceed to full day excursion to Changu Lake. Lunch at the restaurant Visit to Baba mandir. Transfer to hotel Dinner & Overnight stay at hotel DAY 03 : City tour 10

11 Proceed for half day city tour including Rumtek Monastery, Do Drul Chorten, Namgyal Institute of Tibetology, Cottage Industry and Flower Show Complex. Enjoy the evening at your leisure. Overnight at hotel. Lunch at the restaurant Visit to Banjhakri Falls and Energy Park Time for Leisure Dinner & Overnight stay at hotel DAY 04 : Departure & check out Transfer to Delhi Lunch, tea & snacks as applicable Enroute 11

12 (V) 3 Nights / 4 Days Kerala Airline: FSCs/LCCs with meal & blanket Hotel Options: Clouds valley or similar Munnar & Arcadia Regency or similar Alleppey Day-wise Itinerary: As follows Indicative Itinerary DAY 01 : Arrival at Kochi Munnar Arrival at Cochin airport Transfer to Munnar Check into the hotel Visit Kodanadu elephant care centre, Cheyyara waterfalls, Valara waterfalls, Attukadu waterfalls, Spice plantations etc. Overnight stay at hotel DAY 02 : Munnar Sightseeing Breakfast at hotel Sightseeing destinations includes Eravikulam national park (Raja Malai), mattupetty dam, tea estates, eco point, spice plantation, rose garden, photo point, honey bee tree, tea museum, blossom park, kundale dam and top station. Lunch at the restaurant in between. Training program & Gala Dinner Dinner overnight stay at hotel DAY 03 : Munnar Alleppey Checkout and transfer to Alleppey Lunch at the restaurant Check into the hotel in Alleppey Kerala Style House boats from 12Noon. In the houseboat delegates will be greeted with welcome drink, tea, snacks etc. Overnight stay at hotel DAY 04 : Alleppey to Cochin Visit to Alleppey beach & transfer to Cochin for sightseeing Lunch at the restaurant Cochin sightseeing to include Fort Cochin, Navy museum, St. Francis church, Chinese fishing net, Santa Cruz basilica, Mattancherry palace, Jewish synagogue, Marian drive, Marine walkway, boating, Tripunitura Hill Palace. Shopping at Cochin Transfer to the airport 12

13 (VI) 2 Nights / 3 Days Goa Airline: FSCs/LCCs with meal & blanket Hotel Options: Country Inn & Suites by Radisson, Goa Panjim or similar Day-wise Itinerary: As follows Indicative Itinerary DAY 01 : Arrival in Goa Arrival at Goa Airport Transfer to the hotel Lunch at the hotel Time for leisure Proceed to Deltin for dinner Transfer to hotel Overnight stay at hotel DAY 02 : Goa Transfer for Sightseeing Fort Agauda + Dona Paula Lunch at The Fishermans Wharf Tour of Mangeshi Temple and Old Goa Transfer back to hotel Training program with Gala dinner Overnight stay at the hotel DAY 03 : Depart from Goa Water sports at the nearest beach Water sports to be defined and will be as part of the package Checkout from hotel Transfer to the airport 13

14 Notes: 1) For CGMs, Business Class & Single Occupancy if travelling alone, Economy Class & Double Occupancy if travelling with family member, rest of the conditions regarding the services, etc. as per Annexure-1 & 2. 2) Cost should be all inclusive as stated in Annexure-1 and as per the No of Pax mentioned in Annexure-2. 3) Rates to be based on Pan India as the ex-hub. 4) A split of cost to be provided as per Annexure 5 14

15 Annexure-4 (Format to be used for submission of the commercial proposal on the letter head of the travel tour/organiser) (A) Name of Travel / tour organiser (B) Sector name (As per the annexure 3): (C) Cost: As per annexure 1 & 3 of this document Particulars A. Travel Base Air Cost (from Hub to the destination & return) Taxes Medical & Travel Insurance Total Cost (A) Rate (in Rs.)* B. Hotel Name Room Type Rate (in Rs.)* Option 1- Option 2- Option 3- Option 4- Other Land including sightseeing as per Itinerary, three course Indian meals, all transfers, entrance fees & coach at disposal. Meeting /Training Room for a short training Stationary/ Presentation Projector/White Board/ Laptop Total Cost (B) 15

16 C. Add on facilities Rate (in Rs.)* Mineral water on bus on all days of sightseeing (2 litres per person per day) 1 or 2 Tour Escorts Early Check in 2 Hrs Gala Dinner with cocktails Other additional cost if any specify Total Cost (C) D. Value Adds provided: i. ii. On free of cost basis. iii. Total Package Cost (excluding GST) (i.e. A + B + C) = Rs. *If there are any peak/non-peak seasons then please indicate that along with the rate & terms. We hereby confirm that the above cost covers all the services & itinerary as mentioned in Annexure-1, 2 & 3 of the RFP Document. Authorised Signatory (Name of the Travel / Tour Organiser) 16

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Request for proposal (RFP) for engaging travel partner for organising overseas Training Program 2018

Request for proposal (RFP) for engaging travel partner for organising overseas Training Program 2018 SBI General Insurance intends to appoint tour operators/organizers for Business Convention & Training