RFP Travel Services


RFP Specification: Hiring of an agency to provide Travel Services for domestic /international road / rail / air bookings, visa/passport services, forex, travel insurance and domestic/international hotel bookings

RFP DATE: 31 January 2022



Indo-US Science and Technology Forum
Fulbright House
12 Hailey Road
New Delhi – 110 001


The Indo-U.S. Science & Technology Forum (IUSSTF) (www.iusstf.org) is a bilateral Institution established in the year 2000 under an agreement between the Governments of India and the United States of America with a mandate to facilitate and promote cooperation in the areas of Science & Technology through interaction between government, academia and industry in the two countries. IUSSTF facilitates and supports exchange visits for scientists / students between the two countries for participation in workshops, seminars, roundtables, projects, fellowships etc. which are convened in various parts of India and the US.

IUSSTF is currently looking for travel agencies / companies to support its domestic and international air /rail / surface travel, hotels and other allied businesses. IUSSTF is soliciting proposals from experienced and credible organizations, which are well-versed with providing efficient and safe travel services to their clients.

Submission Procedures:

The Applications should be enclosed in envelopes as per the following:

  • Sealed Envelope A: containing hard copy of the Technical Proposal. The envelope should clearly provide the contents inside the envelope and should be superscribed as “Technical Proposal: Travel Services”.
  • Sealed Envelope B: containing only hard copy of the financial application. The envelope should clearly provide the contents of the envelope and should be superscribed as “Financial Proposal: Travel Services”.
  • All the above mentioned sealed envelopes (i.e. Envelope A and B) should be enclosed in another envelope ‘C’ stating the contents of the envelope. The envelope should also indicate the name and address of the Agency to enable the application to be returned unopened in case it is declared "late".

  • Envelopes should be properly sealed and addressed to:
    Indo-US Science and Technology Forum
    Fulbright House
    12 Hailey Road New Delhi - 110 001
  • The envelope superscribing “Technical Application” should contain the following documents:
    • Technical Proposal Format ( Annexure –I)
    • Terms of Reference document having terms & conditions duly signed by the authorized person of the agency (Annexure- II)
    • List of Clients
  • The envelope superscribing “Financial Proposal” should contain the following documents:
    • Financial Application Form (Annexure-III)
  • Response to this Request for Proposals as per (Annexures I & II) is required to be submitted on or before 17:00 hrs on 18th February 2022.
  • IUSSTF will verify whether the application is in order as per the requirement. Thereafter the applications shall be reviewed against the Qualification criteria as specified in the section “QUALIFICATION CRITERIA” Only those agencies who qualify this shall be considered for detailed technical evaluation.
  • The Application has to be submitted in the form of a printed document.
  • The applications submitted by Telex, fax or email shall not be entertained. Any condition put forth by the Agency non-conforming to the application requirements shall strictly not be entertained and such applications shall be rejected.
  • Incomplete application forms are liable to be rejected. No further correspondence will be entertained from rejected applicants.
  • The application of the selected agency should be signed by the authorised signatory confirming that all the details furnished in the application are true and correct to the best of his/her knowledge and that in case any false information or suppression of any material information is furnished, the application shall be liable for rejection by IUSSTF.

Opening, Evaluation and Agreement:

  • Proposals may be opened by IUSSTF at any time after the submission deadline. All proposals satisfying the requirements of this RFP will be evaluated to establish which of the applicant(s) best fulfils the needs of IUSSTF.
  • IUSSTF anticipates entering into an agreement with the selected agency to execute the proposed work.
  • This RFP does not commit IUSSTF to award a grant or to pay any costs incurred in the preparation of a proposal for the goods and/or services offered.
  • IUSSTF reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified applicant(s) or to cancel this RFP, if it is in the best interests of IUSSTF to do so. The decision of IUSSTF shall be final.

Proposal Contents:

Proposals, together with letters of transmittal, should include the vendor’s description of the work that would be performed and the following information:

  • Contact information: i) name of the vendor; ii) postal address; iii) telephone/Fax; iv) email address
  • Copy of registration certificate in Goods and Service Tax, PAN Card.
  • The contact information of a representative of your firm with whom IUSSTF can contact on a daily basis
  • Audited financial report for last three financial years may be required from the shortlisted vendor.
  • Brief note on relevant past experience of your firm along with clientele.

Scope of Work:

  • As per the attached TOR / Annexures.
  • Proposals should be submitted only in the prescribed format.