Department of Information Technology

GSD Building, Terminal 2, New Delhi-110037

NOTICE INVITING TENDER

Tender No.
DIT/525/Tender201415/01
Dated
08/12/2014

Last date For

Submission

Nature of Services
Audio Conference Facility for IOCC

05/01/2015 at
1500 hrs. on

For further details regarding tender documents visit our website:

http: // www.airindia.in

Sd/Asstt. General Manager (IT)

Air India Limited

Northern Region
TENDER DETAILS

TENDER ENQUIRY NO: DIT/525525/Tender2014-15/01

Dated 08/12/2014

SUB: Audio Conference Services for IOCC Department

Air India Limited invites Sealed / Closed Tenders as per inquiry no.
: DIT/525/Tender201415/01
Dated 08/12/2014
under Two Bid System i.e. Technical Bid and Financial Bid. One
set of Tender document containing the following Annexure in respect of the above services is
enclosed. The tenderer hereinafter referred to as service provider is required to quote, as per
guidelines and requirements of this tender document.

)
)
)
)
)

Annexure I
Annexure II
Annexure III
Annexure IV
Annexure V

: Scope of work - Audio Conference facility

: General Terms and Conditions
: Performa for Technical Bid
: Performa for Financial Bid
: Authorization Letter

Estimated expenditure per year is Rs. Twelve Lacs. (the value shall however be based on billing
as per actual use of audio conferencing facility. The validity of the contract will be for two
years extendable by one year subject to satisfactory service. The contract can be terminated
giving three month notice by Air India.
Tender document giving details of work scope & other terms and conditions can be
downloaded from AIR INDIA LTD Web Site www.airindia.in. Tender document can also be
provided to the prospective tenderer on written request free of cost.
Tender(s) should be sealed/closed in two separate envelopes:
Envelope 1 - Containing and super scribing -"Technical bid, Tender No. : DIT/525/Tender201415/01 dated 08/12/2014 along with "EMD" of 24,000/-(Rupees Twenty Four Thousand only)
Envelope 2: Containing and Super-scribing - Financial Bid Tender No. : DIT/525/Tender201415/01
Dated 08/12/2014
Envelope 3 (Master Envelope): Both these envelopes (Envelope 1 and Envelope 2) further be
sealed/closed in third master envelope Super-scribing Quotations for Tender No.
:
DIT/525/Tender2014-15/01
Dated 08/12/2014
. The master envelope and should be
addressed to AGM (IT), DIT, Air India Limited, IGI Airport, New Delhi 110037 and be
submitted/dropped in the Tender box kept at the following address:
Purchase Section
Materials Management Department
Air India Limited, Palam
I.G.I. Airport Terminal-I, New Delhi 110037
Last date & time for submission of Tender
Date & time for opening of Technical Bids

: 05 January 2015 at 1500 hrs.

: 05 January 2015 at 1530 hrs.

Tenderers who wish to attend the tender opening may do so or send their representative with
authorization letter on their company's letter head as per annexure V duly signed by their
authorized signatory for presenting at the time of opening of the tender at the above address,

time and date. AIR INDIA LTD reserves the right to reject any tender in part or full without
assigning any reason.
In case any clarification is required with regards to the Tender, the same may be obtained
from following officials of AIR INDIA LTD.:
Mr. A Khatri, AGM IT , Tel Nos: 25654255,25655133
E-mail ID: a.khatri@airindia.in
Eligibility Criteria for Tenderer:
The interested tenderer must fulfill the following eligibility Criteria on the date of closing of
tender. The bids prepared by the tenderer shall contain all requisite information along with
supporting documents as required in the Technical Bid format.
a) The Tenderer must be a Limited Company registered under the Indian Companies Act
1956/proprietary, partnership firm.
b) The tenderer must have service Tax, PAN/GIR Registration at the time of submission of the
tender.
c) The bidder should hold valid operational UASL (Unified access services License) license
issued by Department of telecommunications to provide telecom services in India.
d) The tenders must be operating Audio conferencing and bridge services since last 2 years
as on 31st march 2014. The tenderer should be able to provide the audio conference
facility on all India basis on the format of Toll Free numbers and tolled numbers. This facility
should be available from all the national as well as international locations where Air India
flights operate currently.
e) The bidder should have 24*7 customer care dedicated for Audio Conference Service.
f) The Audio Bridge should be located in India and under control of the bidder.
g) The bidder should have minimum turnover of Rs. 7.20 lacs per year during last three
financial years i.e. 2011-12,2012-13 & 2013-14 from this business.
h) The tenderer must submit copy (s) of satisfactory performance Certificates from its 03
clients companies on the companys letter head having seal & signatures of company
official for satisfactorily providing the similar facility during the 3 financial years 2011-12 ,
2012-13 & 2013-14 along with proof of a minimum value of Rs. 7.2 lacs. The certificate
should also be countersigned by the tenderer.
i) The tenderer must provide the copies of duly audited Balance Sheet, ITR and P&L A/c for
03 Financial Years (2011-12, 2012-13 & 2013-14) duly counter signed by the authorized
signatory.
j) The tenderer/company or any of its directors should not have been blacklisted by Air
India Ltd or erstwhile Indian Airlines Ltd or any other Govt./Public Sector Undertakings.
(Note: Self attested copies of the documentary proof for above must be furnished along with
the tender application (Technical Bid) in support. Terms like Applied For, Under Process, In
Process used by the tenderer while stating compliance to Eligibility Criteria, shall not be
accepted and in such cases tenderer shall be disqualified.

Sd/AGM IT

TENDER NO. DIT/525/Tender 2014-15/01

ANNEXURE -1
Minimum Technical Specifications & Work scope
Sr No.
Specific Requirements
Compliance
Deviation if
(Yes/No)
any
1.
The audio conferencing service should be able to
support up to 50 simultaneous connections.
2.
Conference host: The distribution mechanism
should provide select users with Chairperson and
participant codes shared over email to users or
Administrator.
3.
Chairperson and/ or participant service feature
and touch tone commands with ability to connect
to conferencing coordinator /helpdesk ,get help
menu with list of touch tone commands, adjust
volume of all lines & mute/ unmute line.
4.
The facility should exist that as soon as the
chairperson terminates the call, the complete
conference call terminates.
5.
The system should be capable of generation of
call Detail Records( CDR) of the conference call.
6.
Chairperson service features - Ability to play roll
call ,playing back recorded names of the
participants, capture the number of participants in
the conference, stop message played , adjust line
volume, mute/ deactivate mute all participants ,
lock/ unlock conference, record the conference,
allow conference to continue after the
chairperson leaves the conference & end the
conference.
7.
Outlook plug option for audio conferencing details
for outlook 2008/20012
8.
Global toll / toll free access with support for more
than 50 countries
9.
Self Service online tool availability with following
features
a. User settings - Delete services, View/ edit/
cancel calls, Reset pass codes, Manage meeting
settings & View global access numbers,
b. Primary account:- Administrator of accounts to
have following additional features, View and
download contacts, Add/ delete service to an
account, Add/ delete service to a contact &
Changing entry and exit announcements.
10.
Bills accessAbility to access E-bills ,Ability to view historic usage
up-to 3 months, Ability to download reports,
Ability to search account, contact and
conference, Ability to get invoice in PDF
11.
The bidder has to ensure adherence to all TRAI &
DOT regulatory guidelines.
12.
The Audio conference service should ensure
security from call tampering, call hijack, call
control, call intrusion etc.
13.
Facility for Live audio recording of the conference
call should be available

14.
15

16.
17.

Average speed of answer of calls to helpdesk

should be less than 40 seconds (monthly
average).
If required the bidder will have to provide a free
demo of Audio Conference service with at least 10
participants within a short time after the technical
bid is opened.
System availability has to be more than 99%
calculated over a period of one month.
In Case system availability falls below 99%, SLA will
be such that a penalty of Rs. 5000/- shall be
imposed per such instance of bridge failure. Here
bridge failure shall signify total failure of bridge
hardware excluding the Telecom Service Provider.

TENDER ENQUIRY NO: DIT/525/Tender2014-15/01

Dated

08/12/2014
ANNEXURE II

General Terms and Conditions

1.
2.

AIL or Air India as used in the Tender document means Air India Limited.
Contract means the Service Contract signed between Air India Limited and the
successful Bidder/Tenderer/Service Provider.
3. The Bidder and / or Party/Tenderer/Service Provider as used in the Tender document
shall mean the one who has signed the Tender Form and submitted the quotation in
response to our Tender Notice.
4. It is further clarified that any individual signing the tender or other documents in
connection with the tender must certify whether he signs as:
a) Constituted Attorney of the Company. or
b) Authorized signatory of the Company.
5. Tender Documents: The tender documents can be downloaded from AIR INDIA LTD Web
Site www.airindia.in . The tender document can also be made available to prospective
bidders on written request free of cost.
6.

7.

8.

9.

Tenderer must read & Understand the tender document in totality, the rates must be
quoted in the Financial Bid by taking into consideration all the inclusions & exclusions . The
quotation of the rates shall be deemed to have been done after careful study and
examination of the tender document with full understanding of its implications.
The tenderer shall have to give an undertaking in their letterhead that they have read /
understood all the terms & conditions of the tender No DIT/525/Tender2014-15/01
Dated 08/12/2014
and will abide by the same. This signed undertaking should be
enclosed along with the Technical Bid in Envelope 1.
Submission of Bids:
a) Technical Bid and Financial Bid should be submitted simultaneously in two separate
sealed/closed envelopes with both envelopes enclosed in 3rd Master envelope that
should also be sealed /closed. Each sealed/closed envelope should be super scribed
with the TENDER NO DIT/525/Tender2014-15/01 Dated 08/12/2014 .DUE DATE05/01/2015/TIME 1500 hrs (NOT TO BE OPENED BEFORE DUE DATE & TIME). E mail /
Phone / Fax No. / Contact Person / Name of tenderer should also be mentioned on all
the envelopes.
b) The Bids submitted by the tenderer shall contain all requisite information and
documents in support of their eligibility, experience etc.
c) Sealed/Closed bids are to be deposited /dropped in the Tender box kept in the
Purchase Section, Materials Management Department, Air India Limited, Palam, IGI,
Airport Terminal-I, New Delhi-110037.
d) Tender documents sent through Post or Courier will be at the risk of the Tenderer and
AIR INDIA LTD will not be responsible for any loss or late receipt or non-receipt of the
tender documents.
e) Tenderer shall initial all corrections; sign all pages of the tender document and all the
enclosures accompanying the tender document before submission of the Bid.
f) The tenders received after due date/time will not be entertained/considered. If
tender closing/opening date is declared a Holiday in Air India Ltd, Delhi Office, the
last date of submission/opening of the Bids will automatically stand extended to 1500
Hrs of the next working date.
Reasons for Rejection of Bids (Technical Bid & Financial Bid):
The response to the Technical Bid & Financial Bid will be rejected forthwith without
evaluation of the Tender response on the following grounds:
a) If the Technical Bid and/or the Financial Bid has been received after due date and
time of the Tender.
b) If only the Technical Bid has been received and the Financial Bid has not been
received, and vice versa.

c)
d)
e)
f)
g)
h)
i)

If the Technical Bid and/or the Financial Bid have been received by fax or email.
If the Technical Bid and/or the Financial Bid have been received unsigned.
If the Technical Bid and/or the Financial Bid has been received in an open condition.
If the Technical Bid has been received without EMD or insufficient EMD or the EMD has
been submitted in a mode other than as specified at Para 27 of Annexure II of the
Tender.
Tenders not accompanying required information and documents are liable to be
rejected.
In case the Tenderer has not met the eligibility criteria.
Conditional offers, if any, will be summarily rejected.

10. Evaluation of Bids:

a) The technical Bids shall be evaluated on the basis of details and documents provided
by the Bidder in Envelop (1) containing documents in support of Eligibility Criteria {(a)
(j)}, as advised in the Covering Letter giving Tender Details. Upon scrutiny of the
Technical Bid and the supporting documents in Envelop (1) for Eligibility Criteria, a
short list of tenderer who are found to meet the Eligibility Criteria shall be prepared
and the Financial Bids of only these short listed tenderers shall be opened for further
evaluation and consideration.
b)

Air India Limited shall invite the short-listed tenderers, who are found to be technically
qualified to be present at the time of opening of the Financial Bids. The opening date
and time of financial bid would be intimated only to the technically qualified vendors
to enable them to attend the financial bid opening. Tenderer shall give the official
mailing Address and Fax Numbers to which all correspondences shall be sent by AIR
INDIA LTD. Also if address is changed, the same shall be intimated to AGM -IT, AIR
INDIA LTD immediately on email id a.khatri@airindia.in

c)

Financial Bids should be submitted strictly as per the format given at Annexure IV
only failing which the same will be out rightly rejected.

d)

Blank financial bid format duly signed by the authorized representative/signatory

should be attached with technical bid.

e)

Ineligible Bidders application shall not be entertained for Financial Bid opening and
the decision of Air India Limited in this regard would be final. No correspondence in
this regard will be entertained. Offers should be valid for Air India Limiteds
acceptance for a period of 120 days from the date of opening of the Technical Bid.

11. When deemed necessary, Air India Limited may seek clarifications on any aspect from the
Tenderer.
12. Air India Limited reserves the right to accept or reject any/or all bids, annul the Tender
process and reject any or all the bids at any time prior to the award of Contract without
incurring any liability to the affected Tenderer(s) or without any obligation to inform the
affected Bidder(S)/Tenderer (s) on the grounds of such annulment/rejection. Air India
Limited further reserves the right to add/delete/modify any one or more of the terms and
conditions contained in the tender or any of the agreements proposed to be entered into
by Air India Limited with the successful Bidder/Tenderer.
13. Any notice by one Party to the other pursuant to the Contract, shall be sent in writing to
the address specified for that purpose in the Contract.
14. The successful Bidder shall not sub-contract the services undertaken or any part thereof to
any other person/ concern/ firm / company. In case the same is detected at any stage,
AIR INDIA LTD is at liberty to terminate the contract with immediate effect without any
liability on AIR INDIA LTD and also without prejudice to any other rights which AIR INDIA LTD
may have against the Bidder under the Contract.

15. Amendments and clarifications, if any, to this Tender will be hosted on the website of Air
India Limited at www.airindia.in and Air India Limited will not intimate the Tenderers
individually of the same. The Tenderers are, therefore, advised to visit Air India Limiteds
website regularly till the date of closing of the Tender. The last amendment, if any, will be
hosted a minimum of seven days before the last date of submission of the Tender. In case
there is a change in Work-scope or Other Terms & Conditions after release of the Tender
but before its due date, the vendors who have submitted their response shall have an
option to submit their revised bids if they choose to do so.
16. Price Negotiation:
As it is not the general norm for Air India Limited to carry out price negotiations
following evaluation of the Financial Bids, the Tenderers are advised to submit their best quotes
in response to this Tender. Air India Limited, however, reserves the right to carry out
negotiations in exceptional cases with the Tenderer who has been evaluated by Air India
Limited as having offered the lowest bid in response to the Tender.
17. Attending to Bid opening:
The authorized representative of the tenderer would only be allowed to attend the bid
opening. Such representatives must carry an authorization letter on the letter head of the
tenderer on each occasion as per enclosed Annexure-V.
18. Validity of Quotations:The quotations should be valid for a minimum period of 120 days from the date of
opening of the technical bid.
19. Evaluation of Bids/ Queries from the tenderers:During the process of the evaluation of bids, no queries shall be entertained from the
tenderers with regard to the status of the evaluation.
20. Technically Disqualified Bids:a) Financial bids of the technically disqualified tenderers would be returned to them after
finalization of the contract under intimation and against acknowledgement from the
tenderers.
b) In case a bidder fails to collect the financial bid within the stipulated 30 days time, the
bid shall be shredded in "as is where is" condition after expiry of 30 days time.
21. Extension of due date:The due date of the tender may be extended at any time prior to the date of closing of the
tender. Also closing date for submission of bids may be extended at any time including after
the scheduled date of closing, at the sole discretion of AIR INDIA LTD.
22. Timely receipt of tenders:The prospective in their own interest, should submit / drop the tender in the tender box
well before the last date mentioning the Tender no, the due date, subject of tender as
indicated in the tender document, Name/Address/Ph.-Fax of the tenderer. Tenders sent by
Dak / Courier will be at the risk of the tenderer for loss/late delivery/non receipt.
23.
a)
b)
c)

Undertakings:The Tenderer has to give undertaking agreeing to the following in the Technical bid: The tenderer must give an undertaking that the registrations and licenses under all the
applicable Local and Central Taxes and Laws and to be specified separately under each
applicable Tax/Law/Act
The Tenderer must give an undertaking that the services would be provided as per the
work scope.
The tenderer must give an undertaking that he has carefully gone through and has
understood and hereby agree to abide by all the General Terms & Conditions, Work
Scope, service level requirements and Specifications governing the tender and have
quoted the Financial Bid rates after careful study and examination of the Tender

Document with full understanding of its implications and by taking into consideration all
the aspects of costs as per the Tender requirements and all inclusions & exclusions.
24. Penalty Clause / Liquidated Damages:
a) System availbility has to be more than 99% over a period of one month. In Case
system falls below 99%, SLA will be such penalty of Rs. 5000/- shall be imposed per
such instance of bridge failure. Here bridge failure shall signify total failure of bridge
hardware excluding the Telecom Service Provider.
b)

Without prejudice to the penalty clause mentioned above, AIR INDIA LTD reserves the
right to take all the Remedial actions provided under the law in case of non-fulfillment
of contractual obligations by the Service Provider.

25. Award of Contract, Acceptance, Commencement/Execution & Validity/Extension:

The award of Contract shall be to the L-1 single vendor only, subject to fulfillment (in
addition to eligibility criteria and the Undertakings) of the following conditions by the Service
Provider: a) The Tenderer has to convey acceptance of LOI (Letter Of Intent) within 7 days of
receipt of letter of intent.
b) The Tenderer will have to execute the agreement on Rs. 100/- stamp paper which will
include the terms & conditions of the Contract within 30 days of his acceptance of
the Letter of Intent (LOI).
c) The successful Tenderer, after completing the required formalities, should commence
the service within 30 days or as specified in the Letter of Intent (LOI) from the date of
the acceptance of Letter of Intent (LOI).
d) The Contract shall be awarded for a period of 2 years and can be extended for a
further period of one year if required subject to satisfactory services.
e) If required, Air India Limited may issue a Trial Contract for 3 months period before
issuing the final Contract. Such Trial Contract period will be a part of overall Contract
period as defined at Para 25 (d) above.
f) In the event, the Tenderer fails to comply with any of the Terms and Conditions of the
Contract/Agreement, Air India Limited shall be at liberty to terminate the Contract
with immediate effect besides forfeiting the security deposit. Air Indias decision in this
regard shall be final.
26. Termination & Exit Clause:
a) AIR INDIA LTD may at any time terminate the Contract with immediate effect by
giving written notice to the Bidder, if Bidder becomes bankrupt or otherwise insolvent,
provided that such termination will not prejudice or affect any right of action or
remedy which has accrued or will accrue thereafter to AIR INDIA LTD. In this case no
compensation shall be made available to the bidder.
b) In case of three months default of unsatisfactory performance or breach of any of
clauses of the service contract, AIR INDIA LTD may issue a 30 days notice to the party
to rectify the breach and improve the performance failing which AIR INDIA LTD shall
be at liberty to terminate the agreement by providing a 30 days written notice to the
party. The party shall not have any right to dispute or question the Judgment of AIR
INDIA LTD of unsatisfactory performance of the party. In such case the service
provider will not be allowed to participate for next 3 years in the tender floated for
the subject work. The service provider shall have to fulfill all contractual obligations
during this notice period.
c) Notwithstanding the above, Air India shall also be at liberty to terminate this
agreement for any reason including change in situation/circumstances, etc. by
providing to the party a 90 days written notice. The party shall also be at liberty to
terminate this contract by providing to Air India 90 days written notice. In such an
event, the terminated party shall have no right to claim compensation/damages,
etc. from the terminating party on account of early termination. However, the party
shall duly comply with their respective obligations during the notice period and
thereafter, shall discharge the obligation arising out of the agreement till the
termination.

27. Earnest Money deposit (EMD):

a) Along with Technical. Bid-, the bidder will furnish EMD @ 24,000/- by way of valid DD/
Bankers Cheque drawn in favour of the Air India Ltd payable at Delhi.
b) Tenders received without EMD or insufficient EMD will be rejected.
c) The EMD shall not carry any interest and will be refunded to the Tenderer without any
interest if their Bid is unsuccessful. If the Tenderer is selected to provide the services to AIR
INDIA LTD, the earnest money will be converted as a part of Security Deposit.(5% of the
total value of the contract)
d) EMD will be forfeited if the successful bidder fails to furnish Security Deposit or Bank
Guarantee within the specified period.
e) EMD of the tenderer will be forfeited and the tenderer will not be allowed to participate in
any tenders of AIR INDIA LTD for a minimum period of three years. if
i.
The tenderer declines to accept or honor the contract, if awarded in his favour. Or
ii.
The Tenderer opts out of the tender process, for reasons unknown, after submitting
their bid against AIR INDIA LTD tender.
iii. Date of DD/PO/Bankers Cheque should be after the date of issue of Tender Enquiry.
28. Security Deposit (SD)/Performance Guarantee (PG):
a) The successful bidder shall deposit Security Deposit (SD) @ 5% of the total Contract value
within 30 days from the date of acceptance of LOI/ Contract. SD can be in the form of
Bank Guarantee/DD/Bankers Cheque in favour of Air India Ltd.
b) In case, Security Deposit is not deposited in time, the bills shall not be processed for
payment till the Security deposit is provided.
c) The SD would be valid till 30 days after completion of all contractual obligations.
d) SD shall be released only on completion of the contract and on receipt of confirmation of
satisfactory performance of all contractual obligations and after deduction of penalties (if
any) as advised by the user Department
e) In case of breach of Contract or violation of any terms of the contract, the Security
Deposit shall be forfeited.
f)
The cost of submission of Security Deposit would be borne by the successful bidder.
g) In case of extension of the contract, the validity of the SD shall be extended up-to 30 days
beyond the period of such extension.
h) The security deposit will not carry any interest.
29.

Payment Terms:
The successful Bidder shall submit monthly bills of Audio Conference Services availed by
Air India based on actual calls made to the office of GM- IOCC, Air India for user
certification who shall then forward it to GM-Finance for payment action.
b) AIR INDIA will make monthly payment by an account payee Cheque/RTGS/NIFT/ECS etc.
within 30 days of the submission of Bills along with all the documents required as per above
said Para, for the undisputed amount after deduction of applicable penalties if any,
c) No advance payment shall be admissible under any circumstances.
d) TDS shall be deducted at source as per Govt. rules as applicable from time to time.
a)

30.
Inclusions: The rates offered/finalized/agreed by the Tenderer shall be inclusive of all
Govt. Taxes/ Levies. Rates finalized & agreed will remain firm during the Contract period of 2
years. No request shall be entertained for increase of Rates during the validity of the Contract
and extensions, if any, under any circumstances
31.

Recovery of Sum Due:

Whenever under this contract any sum of money is recoverable from the Service
Provider, AIR INDIA LTD shall be entitled to recover such sum by appropriating in part
or full from the security deposit already deposited by the Service Provider.
b) In the event of the said Security Deposit being insufficient, the balance or the total
amount recoverable, as the case may be, shall be deducted from any sum due to
the Service Provider, under this, or any other contract between the Service Provider
and AIR INDIA LTD Should this amount be insufficient to cover the said full amount
recoverable, the Service Provider shall pay to AIR INDIA LTD on demand the balance
amount, if any, within 30 days of the demand by AIR INDIA LTD.
c) If any amount due to the company is so set off against the said security deposit, the
Service Provider shall have to make good the said amount so set off to bring the
a)

10

security deposit to the original value immediately, and in any event, not later than 10
days of the depletion of the original value.
32.

Interpretation:
In the event of any difference in the interpretation of any of the clauses of the Service
Agreement and/or the Tender documents, the interpretation put forth by AGM IT AIR INDIA
LTD shall be final and binding.

33. Relationship:
The relationship shall be on Principal to Principal Basis. Nothing contained shall be
construed or interpreted as constituting a partnership agency or joint venture or any
association between the parties. Neither party shall have any right, power or authority to
enter into any agreement or act in any manner on behalf of the other.
34. Arbitration:
Any dispute or differences, whatsoever arising between the parties out of or relating to the
construction, interpretation, application, meaning, scope, operation or effect of the
Contract/Service Agreement or validity or the breach thereof, which despite best efforts
cannot be amicably settled between the parties shall be referred to "SCOPE FORUM OF
CONCILIATION AND ARBITRATION GOVT OF INDIA" and the award made in pursuance
thereof shall be binding on the parties to the arbitration.
35. Jurisdiction:
The construction, interpretation, validity and performance of this Contract/Agreement shall
be governed by the laws of India. Any disputes arising out of implementation of the
Contract between Air India Limited and Service Provider whatsoever shall be subject to the
Jurisdiction of New Delhi / Delhi Courts Only.
-----------------------------------------------------------------------------------------------------------

11

TECHNICAL BID
( to be given on bidder companys letterhead)

ANNEXURE: III

TENDER ENQUIRY NO DIT/525/Tender2014-15/01 Dated 08/12/2014

SUB: Audio Conference Services for IOCC.
1
2
3
4

Name of the Company (Tenderer)

Full Address of Registered Office
Name of Contact person, Telephone/ Mobile/ Fax No.
Whether registered under the Indian companies act 1956 (MANDATORY)

Whether EMD DD/Pay order of

7
8

9
10
11
12

13

14
15
16

24,000/- enclosed. (MANDATORY)

Particulars of Registration-Issued in the name of the Company (EACH ITEM IS

MANDATORY)
Whether the bidder holds a current UASL License to provide telecom services in
India
Whether tenderer in the business of Audio Conference Facility for last 2 years and
supports audio conference facility in all national and international locations where
Air India operates currently & provided audio conference facility in both toll free
and tolled calling formats.
Whether tenderer has 24*7 customer care dedicated for Audio Conference

Service
Whether the Audio Bridge offered by tender is located in India and under
control of the bidder.
Whether tenderer meet all points as listed in work scope at annexure 1 of the
tender document
Whether the copies of certificates has been attached from 03 clients for providing
satisfactory Audio Conference service in last 3 years with total contract value of Rs.
7.2 lacs. per year.
Whether the copy (s) of duly Audited Balance Sheet and P&L A/c for the 03
Financial Years (,2011-12, 2012-13 & 2013-14) duly signed by authorized signatory
are enclosed. (MANDATORY)
Whether copy(s) of Income Tax Returns for the 03 Financial Years.(i.e.2011-12,201213 & 2013-14) duly signed by authorized signatory are enclosed.(MANDATORY)
Whether the minimum turnover from the relevant business of the bidder company is
Rs 7.2 lacs in last 03 financial years i.e.2011-12, 2012-13 & 2013-14 for each year
Whether blank financial bid format duly signed by the authorized person has been
attached with the technical bid.

Yes/No
Yes/No
Service Tax Regn.
PAN/GIR No

Yes/no
Yes/No

Yes/No
Yes/No
Yes/No
Yes/No
2011-12
2012-13
2013-14
2011-12
2012-13
2013-14
Yes/No
Yes/No

Note: The information and documents/contracts in support of the above must be provided in Technical bid.
Terms like: 'in process' or 'applied for' if used by tenderer shall not be considered. If required, separate sheet
can be used for providing the details as per the above format.

(Signature of Bidder/Authorized signatory)

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CHECK LIST:
1. Self-attested copies of the following documents must be submitted with the Technical Bid
a)Incorporation Certificate, b) PAN/GIR No., c) Service Tax
2.

Self attested copies of Certificates with seal & signatures from the respective companies
for satisfactorily completing the Audio Conferencing Service Contract during the 3
financial years 2011-12, 2012-13 & 2013-14 of three contracts executed of total value of
7.2 lacs and above in each financial year duly countersigned by the tenderer.

3.

Self attested copies of duly Audited Balance sheet & Profit and loss Account & Income Tax
Return for the financial years (2010-11, 2011-12 & 2012-13) must be enclosed.

4.

The undertakings on Companys Letterhead, as per attachment must be agreed, signed

and stamped by the Tenderers and the same should be submitted with the Technical Bid.
--------------------------------------------------------------------------------------------

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UNDERTAKINGS: (On Company's Letterhead duly agreed & signed by the tenderer to be
attached with the Technical Bid)
a) Confirmed that the services would be provided as per the work scope, schedule of
requirements and requisite work as per Annexure would be completed to the satisfaction
of AIR INDIA LTD.
b) Confirmed that we have carefully gone through and have understood and hereby
agree to abide by all the General Terms & Conditions, Work Scope, service level
requirements and Specifications governing the tender and have quoted the Financial Bid
rates after careful study and examination of the Tender Document with full understanding
of its implications and by taking into consideration all the aspects of costs as per the
Tender requirements and all inclusions & exclusions as mentioned of financial bid.
1.
It is confirmed that we have quoted our rates exactly as per the Financial Bid format at
Annexure-V.
2.
I have carefully gone through and have understood and hereby agree to abide by all
the General Terms & Conditions, Work-scope, Schedule of requirements, Service level
requirements and other Specifications governing the Tender.
3.
I hereby confirm that I am authorized to sign the tender document and the information
given in the tender is true and correct to the best of my knowledge and belief and nothing
material is concealed.
4.
All the pages of the Technical Bid (Annexure III) are
overwriting/corrections are duly countersigned.

signed and any

Date: ___________

Signature of Authorized Signatory:____________

Place: ___________

Name & Designation: ________________________

Company Name & Seal: _____________________

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ANNEXURE - IV
FINANCIAL BID
TENDER ENQUIRY NO DIT/525/Tender2014-15/01 Dated 08/12/2014
SUBJECT: Audio Conference Services for IOCC
A.
Name of the Company
B.
Full Address of Registered Office
C.
Name of Contact person, Telephone/ Mobile/ Fax No.
D.
Financial Offer for the job as defined at Annexure I

1. Usage Charges (per participant per minute) when the participant is joining conference
within India (in INR)
For access through
For access through
Description
Toll Free number (A)
tolled number (B)
Usage Charges (per participant
per minute)
2. Usage Charges (per participant per minute) when the participant is joining conference
from abroad ( in INR)

Description

For access through

Toll Free number (C)

For access through

tolled number (D)

Usage Charges (per participant

per minute)
Usage Charges for calls originating from abroad shall be inclusive of applicable port charges,
if any. The rates have to be quoted in INR only.
In case charges are different for each country same should be given for each country in the
above format. The list of countries in given below:

Afghanistan/ Australia/ Bangladesh/ Bahrain/ Canada/ China/ Germany/ France/

Hongkong/ Italy/Japan/ South Korea/ Kuwait/ Sri Lanka/ Myanmar/ Maldives/ Malaysia/
Nepal/ Oman/ Qatar/ Russia/ Saudi Arabia/ Singapore/ Thailand/ UAE/ UK/ USA

L-1 Criteria

L-1 will be decided on the basis of lowest quoted rates per minute basis for both calls
originating from India and abroad on weighted scale of 90:10, where 90% of the weightage
shall be for domestic call rates and 10% for calls from abroad.,As per formula given below:
{1(A)+1(B)}*0.9+{2(C)^+2(D)^}*0.1
2(C)^ , 2(D)^ shall be average of different rates quoted for calls from different countries
(sample case calculation is provided on next page)

In case there is a difference between the amount shown in figure and words, the amount
shown in words will be treated as final amount shown by the tenderer and the same will be
taken into considerations for deciding the L-1 Tenderer.
Note:
Inclusions: The rates offered/finalized/agreed by the Tenderer shall be inclusive of all Govt.
Taxes/ Levies,
Exclusions: The Service Tax (including education CESS) shall be payable extra, as applicable.
Rates finalized & agreed will remain firm during the Contract period of 2 years. No request shall
be entertained for increase of Rates during the validity of the Contract and extensions, if any,
under any circumstances .

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Sample case calculation is given below:

For access through
Description
Toll Free number

For access through

tolled number

Usage Charges (per participant

per minute) for calls within India

3.0 (A)

1.0(B)

Average ( in case different rates

are quoted for different
countries)Usage Charges (per
participant per minute) for calls
from abroad

12.0(C)

5.0(D)

Weighted Value of Calls within India .... (3.0+1.0)*0.9= 3.6

Weighted Value of calls from abroad ..... (12+5)*0.1=1.7
Value for the purpose of L1 ..................... 3.6+1.7=5.3

1)

Undertaking:

a)
I have carefully gone through and have understood the Work-scope, Schedule of
requirements, Service level requirements, General Terms & Conditions and other Specifications
governing the Tender and have quoted the Financial Bid rates after careful study and
examination of the Tender Document with full understanding of its implications and by taking
into consideration all the aspects of costs as per the Tender requirements and all inclusions &
exclusions as mentioned in Financial Bid.
b)
The financial bid will be valid for 120 days from the last date of opening of Technical Bid.
c) I hereby confirm that I am authorized to sign the Financial Bid/Tender document.
d) The Financial Bid (Annexure-IV- ) is signed and any overwriting /corrections are also duly
counter signed.
Date : _____________
Place :____________

Signature:___________________________________________
Name & Designation:_________________________________
Company Name & Seal: ______________________________

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ANNEXURE: V
TENDER ENQUIRY NO: DIT/525/Tender2014-15/01 Dated 08/12/2014

Audio Conference Services for IOCC

AUTHORIZATION LETTER FOR ATTENDING BID OPENING
(ON COMPANY LETTER HEAD)
To
The AGM (IT)
DIT
Air India Limited
I.G.I. Airport, Terminal- II
New Delhi 110037
Sub: Authorization for attending bid opening

Tender No. ________________ Closing Date: ________________

Opening Date ____________

Opening Time _______________

The following persons(s) are hereby authorized to attend the bid opening for the tender mentioned
above on our behalf: Sr. No

Name

E Mail-ID

Contact No.

Signature

1.
2.
Authorized Signatory
Note:
i.
Permission for entry to the hall where bids are opened, may be refused in case authorization letter
as prescribed above is not received.
ii. The authorized representatives, in their own interest, must reach the venue of bid opening well in
time.
iii. The authorized representative must carry a valid photo identity.

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