Selection of Travel Agency for booking of Air and Train Ticket for Tourism Corporation of Gujarat Limited and Tourists

Submission of EMD, Tender fee, Technical Bid

and other Documents before 06.00 PM

Submission of certain documents, Dt.20/02/2026 to The Office of The Managing

etc. Director, Tourism Corporation of Gujarat Ltd,

Block No. 16/17, 4th floor, Udyog Bhavan, Sector -

11, Gandhinagar-382010

Awarded Bidder need to pay performance security

equal to Rs.5,00,000/- in the form of a Bank

Guarantee to “Tourism Corporation of Gujarat

Performance Security

The performance security shall be submitted as a

precursor to signing of Agreement.

5. General Terms and Conditions:

a. Bidders can download the tender document free of cost from the website.

b. Bidders have to submit financial bid in electronic form only on nProcure website till the

last date & time for submission.

c. Price bid offers in physical form will not be accepted in any case.

d. Bidders shall furnish all relevant information, as per the formats provided in the

Request for Proposal (the “RFP”).

6. Preparation of Bids:

a. The Pre-Bid Meeting shall be held on 03:00 PM, Dt.11/02/2026 at the office of Tourism

Corporation of Gujarat Limited, Block No. 16/17, 4th Floor, Udyog Bhavan, Sector-11,

Gandhinagar-382010.

b. The Demand Draft for E.M.D and Tender Document Fee shall be submitted in

electronic format (scanned copy) while uploading the bid online. Submission of the

scanned copies shall be treated as confirmation that the EMD and Tender Document

Fee have been received for the purpose of opening the bid. Accordingly, only those

bids shall be opened for which the EMD and Tender Document Fee are received both

electronically and in hard copy. However, for the purpose of realization, the bidder

shall send the original DD through R.P.A.D before the end date of the tender to

address - The Managing Director, Tourism Corporation of Gujarat Limited, Block

No.16/17, 4th Floor, Udyog Bhavan, Sector-11, Gandhinagar-382010. Any bidder

who fails to submit the original Demand Draft (DD) of EMD and Tender Document Fee

to the concerned authority within the stipulated time shall be treated as disqualified.

All supporting documents related to the tender bid shall be submitted in electronic

format through online uploading (scanned copies).

c. The bidders are required to submit the Bid in two parts, each in separate

envelopes/parts, and place both parts together in one single outer envelope. The

two parts shall be clearly superscribed as follows on the respective envelopes:

• Part-1: Tender Document Fee & EMD

• Part-2: Technical Bid

d. The Financial Bid needs to be submitted online on nProcure portal only.

e. The Bid shall be written in English only.

f. The Part-1 submission (Cover-1) shall contain the following information as described

in ensuing sections.

PART 1: Tender Document Fee and EMD (as per details provided in RFP).

Note: Bids submitted without Tender Document Fee and / or EMD shall be summarily

rejected and will not be evaluated.

g. The Part-2 submission (Cover-2) shall contain the following information as described

in ensuing sections.

PART 2: TECHNICAL BID:

In preparing the Technical Bid, Bidders are expected to examine the submission

documents / format / enclosures etc., comprising this RFP in detail. Material

deficiencies in providing the information requested may result in rejection of the Bid.

The Technical Bid must not include any financial information.

h. Part 3 : Financial Bid – to be submitted online only

1. The bidder shall quote only the service charges, in Indian Rupees, on a per-ticket

basis for the following categories:

I. Domestic Air Ticket

II. International Air Ticket

III. Train Ticket

2. The total of the three quoted service charges shall be considered as the final bid price

for evaluation purposes. The bidder quoting the lowest total price (L1) shall be

considered for selection. Every bidder is required to quote a service charge for all the

above three categories.

3. In case more than one bidder qualifies as L1, such bidders shall be required to make a

presentation before the office selection committee. The Selection Committee shall

reserve the right to award the contract to the most suitable bidder based on the

company profile and the presentation.

4. In preparing the Financial Bid, bidders are expected to take into account all

requirements and conditions of the RFP Documents. The Financial Bid shall

include all costs associated with the Project, including but not limited to:

(a) Salaries, and (b) Rentals / fixed rates / reimbursable expenses, such as

subsistence (per diem, housing), transportation (including mobilization and

demobilization), services and equipment (vehicles, office equipment such as

laptops, internet facilities, etc.), insurance, training, and all other overheads

required for execution of the Project.

5. The Financial Bid should clearly identify and include all the taxes, duties, fees,

levies and other charges imposed under the applicable law.

6. Conditional Tenders / bids shall not be accepted.

7. If the price quoted by the successful bidder is found to be higher than the

prevailing market rate, the Authority shall negotiate with the bidder.

i. For any clarifications or queries related to the bid, bidders may reach out via email at

[email protected]

7. Submission, Receipt and Opening of Bids:

a. The bid shall be prepared in indelible ink and shall contain no interlineations or

overwriting, except where necessary to correct errors made by the bidder. Any such

corrections shall be initialed by the person signing the bid.

b. Each bid, along with its relevant enclosures, shall be bound, paginated, and include

an index of contents on the first page.

c. An authorized representative of the Bidder shall initial all pages of Technical Bid.

d. The Tender Document Fee and EMD shall be submitted in a single envelope (Cover-

1), and the Technical Bid shall be submitted in a separate envelope (Cover-2). The

envelope containing the Technical Bid shall be clearly marked on top as “Technical

Bid”. Additionally, a soft copy of the Technical Bid documents must be uploaded

on the nProcure portal.

e. The two separate envelopes containing the Tender Document Fee & EMD and

Technical Bid, shall be placed in one outer cover and labeled with the Project Name

clearly. The Bid shall be sent to the following address:

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udyog Bhavan,

Sector 11, Gandhinagar-382010

f. The completed bids must be delivered or submitted on or before the submission time

and date specified in Bidding Schedule. The Authority shall not be responsible for

misplacement, loss or premature opening of the bid if the outer envelope is not

properly sealed and / or not marked as stipulated.

g. Following the bid submission deadline, the Technical Bid envelopes will be opened

in the presence of the Evaluation Committee.

Important Note:

a. Bidders are required to upload both Technical and Financial Bids on the nProcure

portal in accordance with the terms of this RFP.

b. The Technical Bid (including annexures, letters, and supporting documentary proofs)

uploaded by the bidder on the nProcure portal must also be submitted in hard copy.

c. Financial Bids are to be uploaded on the website only as mentioned in the RFP. The

Financial Bid shall not be submitted with the Technical Bid. Submission of Financial

Bid along with Technical Bid (in hard copy) will lead to the disqualification of the

8. Qualification Criteria:

Sr. Documentary Evidence to be

Bidder should be a Legal Entity in the form of

a Company registered under the Companies

Self-attested copy of Certificates

Act of India, 1956 (or later) OR a Partnership

of Incorporation issued by the

Firm (including LLP) OR a Proprietorship Firm

1 respective registrar of firms /

and should be in existence for at least five

companies or other documents

years, in India as on the bid issue date.

Individuals and joint ventures are not allowed

to participate in this tender.

Electricity (Light) bill or Local

The bidder’s office must be located in Govt. registration like Shop Act,

Gujarat. Professional Tax Reg. or any

other relevant govt. documents.

The Bidder must be registered with the GST /

other relevant authorities and must be in Copy of the PAN card and GST

possession of Permanent Account Number Registration certificate.

The Agency should attach CA

The Bidder must have recorded a Minimum

Certificate or Audited Financial

Average Annual Turnover of Rs.50 Lakh in

4 Statements for the last three

last three consecutive financial years (2022-

years to corroborate the claim of

The bidder must have at least three years

of experience as a travel agency in booking Work Order or Work Completion

of air tickets for Government, PSU, or Certificate.

reputed private organizations.

The bidder must be a member of IATA as of Copy of valid membership

the Bid Due Date. certificate.

The bidder shall confirm that it has not been The bidder must submit the

blacklisted by any State or Central latest notarized affidavit as

7 Government organization and has not per Annexure 2: Declaration

been found guilty of any criminal offence Regarding Clean Track

by any competent court of law. Record.

Rs.2,25,000/- in the form of

The bidding agency must submit Earnest

Demand Draft in favor of

8 Money Deposit (EMD) as specified in this

“Tourism Corporation of

RFP document or Bid documents.

Gujarat Limited”.

Non-Refundable Rs.5,000/- in

The bidding agency should submit Tender

the form of Demand Draft in

9 Document Fee as specified in this RFP

favor of “Tourism Corporation

document or Bid documents.

of Gujarat Limited”.

Undertaking for Acceptance of Tender Conditions, to be submitted on a

Notarized Affidavit (Annexure-5)

11 All annexure must have to submit

a. Bidders must submit documentary evidence for all projects, verifying the scope of

work, duration, successful completion or extensions, client credentials, and any

other criteria for evaluation. This evidence shall include, but is not limited to,

Work Orders, Agreements, and Completion Certificates issued by the client.

b. Decision of Authority towards adjudging eligible projects shall be final and binding on

9. Financial Bid Evaluation:

a. After the evaluation of Technical Bid is complete, the Authority will notify, before the

date of financial bid opening, those bidders whose Technical Bids were considered

responsive and who have qualified in the Technical.

b. The Evaluation Committee shall consider the price quotes, and the technically

eligible bidder quoting the lowest amount shall be awarded the bid (the “L1

c. In case more than one bidder qualifies as L1, such bidders shall be required to

make a presentation before the office selection committee. The Selection

Committee shall reserve the right to award the contract to the most suitable

bidder based on the company profile and the presentation.

a. Details pertaining to the evaluation of bids and the recommendations for contract

award shall remain confidential and shall not be disclosed to any bidder or to any

person not officially concerned with the process, except with the prior approval of

the appropriate Authority.

b. The Agency , its Sub-Consultants and the Personnel of either of them shall not, either

during the term or within two years after the expiration or termination of this

Agreement disclose any proprietary information, including information relating to

reports, data, drawings, design software or other material, whether written or oral, in

electronic or magnetic format, and the contents thereof; and any reports, digests or

summaries created or derived from any of the foregoing that is provided by the

Authority to the Agency, its Sub-Consultants and the Personnel; any information

provided by or relating to the Authority, its technology, technical processes, business

affairs or finances or any information relating to the Authority’s employees, officers or

other professionals or suppliers customers, or contractors of the Authority; and any

other information which the Agency is under an obligation to keep confidential in

relation to the Project, the Services or this Agreement ("Confidential Information"),

without the prior written consent of the Authority.

11. Right of Rejection:

a. The Authority reserves the right, at its sole discretion, to reject any or all bids, waive

any formalities or minor irregularities in the bids, seek revised or fresh bids, amend

the RFP prior to or up to the pre-bid meeting, proceed with the work through alternate

arrangements, withdraw the RFP, or choose not to award the work in whole or in part

b. Submission of bids shall not create any obligation on the part of the Authority to enter

into a Service Agreement or any other contract with the bidder. All bid documents

submitted shall become the property of the Authority.

c. The bid will be rejected for award if it determined that the bidder recommended for

award has, directly or through an agent, engaged in corrupt, fraudulent, collusive, or

coercive practices in competing for the project in question.

d. The Authority may declare a bidder ineligible, either indefinitely or for a defined period,

to receive any project award if it is determined that the bidder has engaged in corrupt,

fraudulent, or other unethical practices in the competition for or execution of a project.

e. The Authority may declare a bidder ineligible and/or blacklist them from participating

in future tenders for a period as determined by the Authority, in the event that any

misrepresentation of facts or information is discovered in the bid submitted at any

12. Penalty Provisions:

a. Encashment and Appropriation of Performance Security: The Authority shall be

entitled to encash and appropriate the Performance Security, either in whole or in

part, without any notice to the Agency, upon occurrence of any breach of the

Agreement or for recovery of liquidated damages in accordance with this Clause.

b. Penalty for Deficiency in Services: In addition to the liquidated damages, which shall

not amount to a penalty as specified in this Clause, a warning may be issued to the

Agency for minor deficiencies in the performance of services. In the case of significant

deficiencies in the Services that cause an adverse effect on the Assignment or

damage the reputation of the Authority, other penal actions, including debarment for a

specified period, may be initiated in accordance with the policy of the Authority. In this

regard, the decision of the Authority shall be final and binding.

13. Scope of Work:

A.Travel Coordination:

1. The Agency shall be available 24*7*365 days for booking / cancellation for all the

travel bookings done through the Agency / Agency provided system as mentioned

in the above scope. The Agency shall fully comply with all instructions given by

the Authority in respect of all travel-related matters.

2. Obtaining travel related insurance including overseas medical insurance.

3. Managing queries and requests such as change in travel plan, destination change

request, upgrade request etc. Support (from the travel company) to be provided at

the Corporate Office for all travel related assistance.

4. The Agency will coordinate with the TCGL employee / Tourists or the designated

person at the corporate office by phone and / or email.

5. The Agency will ensure receipt of proper statements from airlines on discounts

gained on deal codes secured by the bank and ensure proper utilization based on

the confirmation provided to book the tickets on best effort basis

6. GST reports for all travel bookings shall be submitted on a regular basis or as and

when required. Agency must furnish the details of past bookings as per the

requirement of the Authority.

7. Intelligent rules, alerts, and approval mechanisms for identifying cases where

higher-value tickets are booked despite lower-value tickets being available within

the same time period, with appropriate filtering and escalation.

8. Automated invoice handling.

9. The Agency shall ensure booking of the lowest available fare for the same trip

scheduled at the same time.

B.Travel arrangement:

1. Bookings of air tickets for domestic / international flights.

2. Bookings of train tickets.

3. Assistance towards booking of Cabs / booking of Bus / Forex & VISA processing

C. Communication with TCGL:

1. The bidder will inform the TCGL employee or the designated person immediately

of any changes in scheduled flights, including industrial action, natural disaster,

political instability or any other event, which may affect travelling arrangements on

best effort basis.

2. In order to facilitate contacts and information exchange between the parties, the

bidder shall be able to process reservation, booking and delivery requests

received by phone, website, email, web portal, & mobile application. To this end,

the Agency should have adequately skilled personnel & technology.

3. Provide coordination / assistance during odd hours, if required.

4. Assist with trip coordination & operations.

5. Travel related queries by the travelers, routed to the Agency directly will be

expected to be resolved on a timely basis and the Agency will be expected to raise

invoice at a pre- decided frequency.

14. Payment Terms:

a. The Agency shall be paid on a monthly basis for its services at the completion of each

month based on the actual Booked Ticket. The payment will be based on rates

finalized for the award of contract. All bookings must be pre-approved, and details of

the same should be submitted to substantiate each invoice.

b. All payments will be subject to TDS and any other statutory deductions.

c. The top authorities / Nodal Officer shall evaluate the performance of the Agency

based on the quality of the services rendered as well as feedback received by the

officials concerned. The decision of the top authorities / Nodal Officer at TCGL shall

be binding in this regard.

15. Technical Bid Annexure:

A. Technical Submission Checklist:

Bids must be accompanied with the following documents:

Sr. Status (Submitted Page

Enclosures to the Bid

No. / Not Submitted No.

1 Tender Document Fee

2 Earnest Money Deposit

Technical Bid Submission Form (As per

Declaration regarding Clean Track (As per

5 History of Litigation (As per Annexure 3)

Experience details of the bidder (As per

Undertaking for Acceptance of Tender

7 Conditions on Notarized Affidavit (As per

Audited Balance Sheet, Profit and Loss

8 Statements and Annual Reports or CA

Certificate for Annual Turnover

A copy of Registration / Incorporation

certificate of the bidder

10 A copy of PAN of the bidder

A copy of GST registration certificate of the

12 Documents for registered office in Gujarat

13 IATA Membership Certificate

Technical Bid Submission Form

(Same should be furnished by the bidder on their letter head)

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udyog Bhavan,

Sector 11, Gandhinagar-382010

Subject: Request for Proposal (RFP) for Selection of Travel Agency for booking of Air

and Train Ticket for TCGL and Tourists

1. We, the undersigned, offer to provide the services for the captioned project in accordance

with your Request for Proposal dated DD/MM/YYYY. We are hereby submitting our Bid

which includes this Technical Bid sealed under an envelope.

2. This Bid and the LOA issued by the Authority in lieu of its acceptance shall form part of the

Agreement to be signed between the Preferred Bidder (the “Agency”) and the Authority. If a

Bidder is nominated as Preferred Bidder, we understand that it is on the basis of the

technical, financial & organizational capabilities and experience of the Bidder taken together.

We understand that the basis for our qualification will be the complete Bid documents

submitted along with this letter and that any circumstance affecting our continued eligibility

as per RFP or any circumstance which would lead or have led to our disqualification, shall

result in our disqualification under this Bidding process.

3. We undertake, if our Bid is accepted, to initiate the services within in the stipulated time.

4. In the event of our Bid being accepted, we agree to enter into a formal Agreement with the

Authority, incorporating the conditions of the Bid including the addendum, if issued.

5. We agree that if we fail to fulfill any of the conditions mentioned at RFP (or any

subsequent modification / addendum / corrigendum), Authority has the right to forfeit the Bid

Security being furnished by us along with this Bid.

6. Notwithstanding any qualifications of conditions, whether implied or otherwise, contained

in our Bid we hereby represent and confirm that our Bid is unqualified and unconditional in all

7. We understand that Authority is not bound to accept any or all Bids it may receive.

8. We declare that there are no legal suit / criminal case pending or contemplated against the

Company, Proprietor, or any of its Registrars (in the case of Pvt. Ltd. Company) on grounds

of impropriety or for violation of any of the laws in force.

9. We declare that we have disclosed all material information, facts and circumstances,

which would be relevant to and have a bearing on the evaluation of our Bid and selection as

10. We do also certify that all the statements made and / or any information provided in our

Bid are true and correct and complete in all aspects.

11. We declare that in the event that Authority discovers anything contrary to our above

declarations, it is empowered to forthwith disqualify us and our Bid from further participation

in the Bid evaluation process and forfeit our Bid Security.

12. If negotiations are held during the period of validity of the Bid, we undertake to negotiate

on the basis of the proposed staff. Our Bid is binding upon us and subject to the

modifications resulting from negotiations.

13. Our organization details are as follows:

Sr. No. Particulars Details

A. Basic Information of Bidder

1 Name of Bidder

2 Country of incorporation

3 Address of the corporate headquarters and its

branch office(s), if any, in Gujarat

4 Date of incorporation and / or commencement of

5 Bidder is a Private / Public Limited Company or

Partnership Firm (including LLP) or Proprietorship

Please give details & enclose relevant papers /

6 Details of Income Tax Registration (Enclose PAN /

7 Ownership of the Organization

(List of stakeholders / members who own 10% or

more stocks & their interest in the company

8 List of Current Directors

9 Other key management personnel

B. Brief description of the Company

10 Brief description of the Company including details of

its main lines of business.

C. Point of Contact for the Company

11 Details of individual (s) who will serve as the point of

contact/ communication within the Company:

(b) Designation:

(d) Telephone Number / Mobile:

(e) E-Mail Address:

Yours Sincerely,

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

Declaration regarding Clean Track

(To be submitted on Notarized Affidavit)

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udyog Bhavan,

Sector 11, Gandhinagar-382010

Subject: Request for Proposal (RFP) for Selection of Travel Agency for booking of Air

and Train Ticket for TCGL and Tourists

I have carefully gone through the Terms & Conditions contained in the RFP Document

regarding “Selection of Travel Agency for booking of Air and Train Ticket for Tourism

Corporation of Gujarat Limited and Tourists”.

I hereby declare that my company has not been debarred / blacklisted by any

Government / Semi Government organization in India. I further certify that I am competent

officer in my company to make this declaration.

In accordance with the above we would like to declare that:

1. We are not involved in any litigation that may have an impact of affecting or

compromising the delivery of services as required under this assignment.

2. We are not blacklisted by any Central / State Government / Public Sector

Undertaking in India

3. The information provided in the tender document is true and no false representation

Yours Sincerely,

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

(Signature & Seal of Notary)

History of Litigation

(Same should be furnished by the bidder on their letter head)

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udyog Bhavan,

Sector 11, Gandhinagar-382010

I / We hereby provide details / Information on any history of litigation or arbitration resulting

from contracts in last five years or currently under execution / operation, which may have an

impact on providing services under this tender.

Year Award for / or Name of Client Litigation & Disputed Mount

against bidder Dispute Matter in Rs.

Dated this _________ Day of __________

Yours Sincerely,

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

Format for Showcasing Experience

(Same should be furnished by the bidder on their letter head)

Engagement Duration Supporting

Name & location of (MM/YY to MM/YY OR Documents

NO. the Project

Ongoing) Page No.

A. Government Clients

B. Private Clients

a. Add rows as needed.

b. Each project profile has to be duly supported by documentary evidence from the client

side like Work Order, Agreement, and completion / Extension certificate for being

considered for marking.

c. Projects without evidence shall be rejected. Only eligible projects (as per terms &

conditions as provided in RFP) shall be considered.

d. Bidders are urged to highlight the relevant sections, establishing eligibility and

marking in the documentary evidence being submitted by them.

e. In case of any documentary evidence being in non-English language, the Bidder shall

submit an Authorized translation for the same, failing which the Authority at its

discretion may not evaluate such a document and / or project.

Format for Acceptance of Tender Conditions

(To be submitted on Notarized Affidavit)

I/We, ________________________________________, authorized signatory of

__________________________ (Name of the Bidder / Firm / Company), having its

registered office at __________________________, do hereby solemnly affirm and state as

1. That I/We have carefully read, understood, and examined all the terms, conditions,

specifications, instructions, and provisions contained in the Tender / RFP for

“Selection of Travel Agency for booking of Air and Train Ticket for Tourism Corporation

of Gujarat Limited and Tourists” issued by Tourism Corporation of Gujarat Limited.

2. That I/We hereby unconditionally and irrevocably accept and agree to abide by all

the terms and conditions of the said Tender / RFP and all amendments, corrigenda,

and clarifications issued thereto.

3. That I/We agree that the decision of the Authority shall be final and binding in

respect of all matters relating to the tender.

4. That I/We confirm that no deviation, reservation, or condition has been made by us

in the tender submitted, except those expressly stated in the bid, if any.

5. That I/We further undertake that in the event of being awarded the work, I/We shall

execute the contract and perform the services strictly in accordance with the

terms and conditions of the tender.

6. That the information furnished in the bid documents is true and correct to the best of

my/our knowledge and belief, and nothing material has been concealed therefrom.

7. That this undertaking is given voluntarily and without any coercion, and shall be

Verified at __________ on this ____ day of ________, 2026 that the contents of the

above undertaking are true and correct.

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

(Signature & Seal of Notary)