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

Transcription

1 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 Programme. Eligibility Criteria: 1. Reputed public / private sector travel service companies/ tour organisers / travel partners adept at handling large outbound travel programs. 2. The companies should have an annual turnover of more than INR 10 Crore during the last two financial years (i.e. F.Y and F.Y ). 3. The companies should have handled group of at least 100 people in one single program to any outbound location during the last F.Y Experience of organising MICE Tours (outbound) for minimum of two years is a must. Notes 1. For Point number 2, submit financial statements for the last two F.Ys 2. For Point numbers 3 & 4, submit a copy of purchase order/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 should 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). 1

2 4. The package must include air tickets, three meals, visa, 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 30 th Sept Tour organiser to extend same terms in case any member intends to take his or her family on self payment basis. 7. Travel Tour Organiser/ tour organiser will send tour escorts to facilitate the travel abroad. At least one tour escort will accompany every group or a part thereof 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 Upto 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 Oct 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 Annexure 1 Indicative list of services / Requirement: 1. Manage the travel of employees of our channel partner. 2. Providing end to end travel & related services. Pre-Travel Coordination 1. Contacting, informing and confirming availability of the eligible employees for travel. 2. Following up with them to ascertain if they have received approvals from their line Head/HO 3. Collecting their passport / Travel document 4. Arranging visa and other necessary approvals, if any, and 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 agreed SOP 7. Managing the requirements of VIP guests. Notes 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, arrange the visa and other necessary approvals if any, for the entire travel which includes preparing all documents, representation at the embassies and liaisoning f) 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.) g) 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. h) Tour Organiser is expected to manage the requirement of VIP guests with prior approvals. 3

4 Travel Arrangement 08. Airline ticketing 09. All permissions 10. Hotel room 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 1.Tour coordination & operations 2.Escalations & Emergencies. 3.Servicing any on-the-spot request 4.Sightseeing arrangements 5. A small get together 6. Group Photos 7.Feedback collection (SBI General will provide the form) Notes a) For those countries providing visa-on arrival, the Tour organiser will ensure easy and seamless arrival in the destination country. Steps such as organising a separate queue for the documents verification and visa fee payments etc are expected. b) 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. c) 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. d) 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. 4

5 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. 5

6 Annexure 2 (Sector-wise Details) SN Club Approximate numbers Hotel Category & Proposed Destination 1 Diamond 72 5 Star, 4N / 5D Morocco 5 Star, 4N / 5D South Africa Hub Pan India 6

7 Annexure 3 (Indicative Itinerary & Hotel details) (I) 4 Nights / 5 Days Morocco Airline: Emirates or similar Hotel Options: Movenpick Hotel Casablanca or similar/eden Andalou Hotel Aquapark & Spa in Marrakech or similar Day-wise Itinerary: As follows Indicative Itinerary DAY 01 : Arrival at Casablanca Arrive at Casablanca International Airport Lunch at the Indian Restaurant Transfer to hotel & check in Evening orientation tour of Casablanca city Dinner at the Indian Restaurant DAY 02 : Casablanca Marrakech Buffet breakfast at the hotel Transfer to Marrakech Lunch at Indian Restaurant after reaching Marrakech Check into the hotel at Marrakech Afternoon city tour of Marrakech covering the Menara Garden, Saadian Tombs, the Bahia Palace and the Koutoubia. Training program followed by Gala dinner DAY 03 : Marrakech - Cascade - Marrakech Buffet breakfast at the hotel Proceed for an excursion at Ouzoud Waterfalls Lunch at the Indian Restaurant Back to the hotel Time for leisure Dinner at the Indian Restaurant DAY 04 : : In Marrakech - Ait Benhaddou - Marrakech Buffet breakfast at the hotel Proceed for an excursion at Ksar of Ait-Ben-Haddou Lunch at the local restaurant 7

8 Time for shopping at Marrakech Dinner at the Indian Restaurant DAY 05 : Marrakech - Casablanca - India Buffet breakfast at the hotel Check out from the hotel and proceed to Casablanca airport Depart to India 8

9 (II) 4 Nights / 5 Days South Africa Airline: Emirates or similar Hotel Options: Radisson Blu Hotel Waterfront or similar in Cape Town /Hyatt Regency or similar in Johannesburg Day-wise Itinerary: As follows Indicative Itinerary DAY 01 : Arrival at Cape town Arrive at Cape town Lunch at a local restaurant (Indian) Check in to the hotel Photo stop and dinner at Victoria & Albert Waterfront DAY 02 : Cape Town Sea Island & Boulders Beach Breakfast at the hotel. Seal Island boat cruise including visit to Cape point & Cape of Good Hope. Return by funicular to Lighthouse. Lunch at Local Indian restaurant. Simons Town. Visit Penguins at Boulders Beach Transfer back to the hotel Training program followed by Gala Dinner DAY 03 : Cape Town Stellenbosch wine yards Breakfast at the hotel Visit to Stellenbosch wine yards including wine tasting Lunch at the Indian Restaurant Guided tour of Cape town city Cape town city centre, Bo-Kaap Malay Quarters, Company Gardens, Green Market Square etc. Mountain Top on cable car & Hout Bay. Dinner at Indian restaurant DAY 04 : Cape Town - Johannesburg Breakfast and checkout from the hotel Travel to Johannesburg Lunch at Indian Restaurant 9

10 Check in to the hotel in Johannesburg Visit Pilansberg and Suncity enroute Dinner at Montecasino DAY 05 : Johannesburg Gold Reef city tour Departure to India Breakfast at the hotel & Check out Gold reef city tour (As per flight timings) // local shopping Lunch at the Indian restaurant Transfer to the Airport Notes: 1) For CGMs, Business Class & Single Occupancy, if travelling alone, Economy Class & Double Occupancy for 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. 10

11 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 Visa 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 shirt training Stationary/ Presentation Projector/White Board/ Laptop Total Cost (B) 11

12 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) 12

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