PAKISTAN INSTITUTE FOR PARLIAMENTARY SERVICES

TENDER NOTICE FOR AIR TRAVEL AGENCY

TENDER NOTICE, FYs 2021-23

Pakistan Institute for Parliamentary Services invites sealed quotations for acquiring
services of of IATA approved Travel Agency/Firm for booking of Domestic and International
Air Tickets and other travelling arrangements by PIPS.

TERMS AND CONDITIONS FOR TENDERER:

1. Tender documents may be obtained free of cost from Admin Wing of PIPS, Ataturk Avenue,
Near Kashmir House, Sector F-5/2, Islamabad during office hours.
2. Security deposit amounting to Rs. 50,000/- in the form of Bank Draft/pay order for provision
of Air Tickets, in favour of the Pakistan Institute for Parliamentary Services should be
attached, which in case of unsuccessful tenders will be returned.
3. The rates of tender shall be applicable for a period of two years.
4. The firms should be reputed having Income Tax and GST registration with proper office in
Rawalpindi/Islamabad and telephone facility.
5. The last date for submission of tender document is July 27, 2021 upto 11:00 a.m. and tenders
will be opened on the same day at 11:30 a.m. at the Seminar Room of PIPS.
6. This tender notice may be seen on PPRA website www.ppra.org.pk and PIPS website
www.pips.gov.pk.

(Habib Khan)
Assistant Director (Admin)
Phone: 051-9091360/111
Instructions to Bidders (ITB)
Pakistan Institute for Parliamentary Services (PIPS) intends to avail the services of a
reputed Travel Agency/firm having IATA membership. The agency should have an annual
turnover of minimum of Rs. 5 million for booking of air tickets during the last 03 financial years
i.e. 2018-19, 2019-20 & 2020-21. The Contract period will be for a period of two years from the
date of signing of the contract, which will be further renewed with mutual consent. The
following documents form a part of the 'Tender Notice:-
a. Technical Bid Performa. (Annex-I)
b. Financial Bid Performa. (Annex-II)
2. In case you are interested you may submit the Technical Bid Performa duly filled and
signed in one envelope and financial bid in another envelope. Please mention on first envelop
TECHNICAL BID and on second envelope - FINANCIAL BID. Both the sealed envelopes be
placed in another sealed cover super scribing "QUOTATION/ RATES FOR APPOINTMENT
OF TRAVEL AGENCY FOR BOOKING OF AIR TICKETS” so as to reach on/before
July 27, 2021 (up to l1:00 AM). Earnest Money Deposit (EARNEST MONEY) is to be enclosed
along with the filled up tender document (with TECHNICAL BID) by way of Demand Draft of
Rs. 50,000/- (Rupees fifty thousand only) in favor of " Pakistan Institute for Parliamentary
Services (PIPS) ".

3. It may please be noted that Agencies/firms who do not fulfill the requirement will not be
considered. Tenders of only those agencies will be opened who fulfill the terms and conditions of
this tender.

4. The bidder must have proper office/setup in Rawalpindi/Islamabad. The financial bids of
technically qualified tender will be opened on the day intimated over phone or through web site
or through letter. The qualified tenderer may attend the opening of financial bids either on their
own or through an authorized representative on the notified date and time.
5. Earnest Money of unsuccessful tenderers will be returned without interest. Earnest
Money of successful tenderer will be retained and will be converted into security deposit and
shall remain with PIPS during the tenure of contract.
6. The Earnest Money of successful tenderer will be forfeited in case he fails to accept the
order.
7. The Agency/Firm should have the IATA membership. Agency should have annual
turnover of minimum Rs. 3 million for supply of air ticket hotel bookings during the last 3
financial years i.e. 2018-19, 2019-20 & 2020-21.
8. The agency would ensure booking of tickets /confirmation of waitlisted tickets, delivery
of tickets mainly at PIPS office during working hours /holidays/ after office hours (at the
expense of the agency), collection of tickets for cancellation, getting visa, passports,
confirmation/cancellation, up gradation/revalidation of tickets, delivery of tickets, documents.
The scope of work of the agency in brief is as under:

i) Booking and issuing of international/domestic air ticket including prepaid tickets.

ii) Assistance for obtaining visa and submitting passport at the embassies.
iii) Obtaining travel related insurance including overseas medical insurance.
iv) Agency will be available at all times for booking /cancellation of air tickets.
v) Submission of a formatted monthly statement of bills raised showing discount provided
to the PIPS. In addition to the above, the statement should also include the cost of ticket
and service charge incurred of airline & hotel.
vi) Assisting travelers in getting enrolled in frequent flyer programmes.
9. The selected tenderers (herein after referred as Agency) will have to ensure fast and
timely delivery of tickets/e-tickets for PIPS Office. At times the ticket and other related service
will also be required at very short notice (1-3 hour).
10. The Agency shall invariably explore the possibility of Economy / Promotional apex
fare(s) at the first instance for making the Air-booking.
11. No advance payment will be made for any kind of booking. However, PIPS will arrange
for expeditious payment on submission of monthly bills along with proof of receipt of ticket. The
Agency will also be required to submit proof of actual fare paid/payable to the Airline on the
invoices along with documentary proof.
12. The Agency will inform the Traveller about cancellation/ rescheduling of flights by the
Airlines.
13. The Agency will also be required to arrange Visa, Transit Visa or any other formalities
required for International visits.
14. In case the tickets are not delivered within time the Agency will be solely responsible for
the same and no payment will be made. In that case the Agency may be liable to Penalty Clause
mentioned hereinafter.
15. PENALTY CLAUSE: In case the agency is not able to supply tickets on time, the penalty
will be as under:
a) 5% in case of individual air ticket booking.
Note: These conditions will come into force only where the Agency is at fault and not under
unforeseen circumstances.
16 . No revision of rates (percentage) will be permitted during the period of the contract. The
contract will be valid for one year from the date of award of contract. The contract can be
extended further on year to year basis for a maximum period of 05 years on mutually agreed
terms and conditions.
17. In case of unsatisfactory services i.e. non-booking of the Air ticket timely as per
requirement of PIPS etc. the contract shall be terminated by giving one month’s notice.
18. In addition to discounts mentioned in rates quoted, the Agency shall intimate and transfer
all additional discounts that are given by authorities/airline PIPS.
19. In case of cancellation, the proof of actual cancellation charge, charged by Airline/Hotels
shall have to be provided and PIPS will pay the actual cancellation charges only.
20. The legal jurisdiction will be the Courts of Islamabad only.
21. In case of any dispute the decision of the Executive Director, PIPS will be final and
binding.
22. PIPS has the right to accept or reject any tender without assigning any reason thereof.
23. Until an agreement is signed and executed, this Bid together with the written acceptance
thereof for notification of award shall constitute a binding contract between the successful
Agency and PIPS.
24. It may be noted that Agencies who do not fulfill the requirement will not be considered.
Financial bids of only those Agencies who fulfill the terms and conditions of this tender will be
opened.
25. All Government applicable taxes will be deducted from the service provider payment.

AUTHORIZED SIGNATORY
(FULL NAME WITH RUBBER STAMP OF THE TENDERER)
 Annex-I
TECHNICAL BID

1. ABOUT THE AGENCY:

(a) Name and address of the Agency:

(b) Year of establishment:
(c) Name of the proprietor:
(d) Contact person:
(e) Telephone No. / Mobile No. (Office & residence):
(f) Fax no. and e-mail:
(g) Whether Govt. Undertaking / Private limited / MNC / Cooperative agency

2. Previous experience in travel related services, if any (attach documentary proof):-

3. Current list of clients:

S. No. Sector/ Department Period
From To
a. Govt. Dept./ Ministries/ Public
Sectors
b. Multi-National Corporations
c. Private Sectors
d. Any Other

4. Details of turnover of the Agency for the last three years: (Enclose copy of Audited Accounts)
Year Total Amount (Rs.)

Year Total Amount (Rs. )

2019
2020
2021

S. Registration Number of the Firm with IATA: (Enclose a copy of IATA registration)

6. Details of Information have to be provided by the tenderer:

S# Items Information/Inputs to be filled

by the Tenderer
1 Name and address of the agency, telephone number,
fax, mobile number, email address
2 Type of organization (Whether proprietorship,
partnership, private limited, limited company)
3 Name and address of the directors/proprietor
/partners
4 Year of formation of the company/ experience as a
travel agency
5 Nature of business carried by the company
6 Branches in other cities in Pakistan and abroad if any
7 Any sister concerns and their address
8 IATA registration (copy of registration to be
enclosed)
9 Banker's name and address
10 Total number of employees of the firm
11 24 hour helpline numbers
12 Income tax return for the last three financial years (to
be enclosed)
13 Total turnover of the travel agency during last three
financial years (Minimum average turnover should be
3 million)
14 On line booking facility

15 National Tax Number/ Certificate

(copy to be enclosed)

7. Whether the Agency can provide round the clock service for booking Air tickets: Yes/No.
If no, the service timings may be indicated.
8. Other Service, if required:

a) Hotel booking facility at the place of tour Yes/ No

b) Hiring of vehicle at the place of tour Yes/ No
c) Airport Transfer facility Yes/ No
d) Other facilities Yes/ No

9. Whether the Agency will be providing a 24X7 help line/emergency service numbers/help
desk so that PIPS can contact in case of any urgency. Yes/No

10. Any other information:

11. Earnest money of Rs. 50,000/- (Rupees Fifty Thousand only) in favor of Pakistan
Institute for Parliamentary Services Pay Order/ Demand Draft no. _______ dated ___________
& Issuing Bank ______________.

Undertaking:

I hereby certify that all the information furnished above is true to the best of my knowledge and
belief. I have no objection to PIPS verifying any or all the information furnished in this
document with the concerned authorities, if necessary. I also certify that, I have understood all
the terms and conditions indicated in the tender document and hereby accept the same
completely.
Authorized signatory of the agency
Official seal/ stamp
Annexure - II

FINANCIAL BID
A. Domestic Tickets:
i). Discount offered/Service charge on Basic Air Fare in Domestic tickets on Different airlines
(In percentage).

S. No. Name Of the Airline Economy Class Business/Executive

Class

B. International Tickets:
ii. Discount offered/Service charge on Basic Air Fare in International Air tickets on different
airlines (In percentage).

S. No. Name Of the Airline Economy Class Business/Executive

Class

C. Other Services:

S. No. Scope of Work Service Charges (%) Remarks

1 Visa & Passport related assistance
2 Insurance Policy Comprehensive
Domestic & International Air
tickets
3 Credit Period

D. Undertaking:

I hereby certify that all the information furnished above is true to my knowledge.
I have no objection to PIPS verifying any or all the information furnished in this document with
the concerned authorities, if necessary.
I also certify that, I have understood all the terms and conditions indicated in the tender
document and hereby accept the same completely.

Authorized Signatory
(With full name and designation)
Seal