RFP - Hotel Selection for Training of Sub National Verification (SNV)

RFP Number: TCIF/SNV/GF/2024-27

Dated: 18.09.2026

REQUEST FOR PROPOSAL

Hotel Selection for Training of Sub National Verification (SNV)

(an autonomous organization of Transport Corporation of India Limited)

TCI House, 69 Institutional Area, Sector-32, Gurugram-122001 Email: rfp@tcifindia.org | www.tcifindia.org

TCI Foundation invites proposal from reputed hotels at Rishikesh/Dehradun (Uttrakhand ) for selection to conduct Training of Sub National Verification (SNV) of the National Centre for Vector Borne Diseases Control (NCVBDC) Ministry of Health & Family Welfare Government of India.

Dates of Training & Booking of Rooms

S.no

Particular

State

Uttarakhand

Location

Rishikesh/Dehradun

Single/double occupancy Room requirement (Mixed categories)

(tentative)

60-65 Pax

Check-in date

7 th October’26

Check –out date

11 th October’26

Dates for conference hall required

08-10 October’26

Single/Double Occupancy Rooms: as mentioned in the table, on actual basis.

Complimentary suite: One suite for the Director and senior authorities of TCIF.

Complimentary deluxe rooms: Two deluxe rooms complimentary for senior government officials.

Complimentary conference hall : With desired cluster seating on complimentary basis, on the dates as mentioned above in the table ? Conference attendees: As mentioned above in the table.

Standard Package Requirements

Rooms Standard: Well-appointed standard accommodation amenities inclusive of facilities like air conditioning, 24-hour hot and cold-water facility and power supply, cleaned pressed bed sheet, bath towel, hand towel, soaps, shampoo, conditioner, moisturizer, mineral water bottles, iron, hair dryer, wardrobe, locker and stand, and all other daily amenities in each room, each day to each occupant.

Check-in time - on or after 11:00 am and Check-out time from the hotel -before 2:00 noon.

Meals: Buffet Breakfast, Lunch & Dinner in Restaurants (veg. and non- veg as applicable to all guests of hotel)

Networking Dinner: Evening networking dinner with juices, soft drinks & snacks, (if required) .

AMT-PMT: Two services of tea/coffee with cookies and snacks during the conference with alterations; Mineral water bottle to each participant during conference.

Stage/Dias: Arrangement of Stage, LCD Projector with Screen, white board/flip charts, markers, collar mike / Cordless mike, Writing Pads & Pen, Toffees/Mints to be provided by the hotel for the Conference Hall.

Local Transport: Half day field visit by AC Deluxe Bus and Innova or equivalent vehicles to Primary Health Centre/Community Health Centre within the District.

Pick up and drop: Airport & Hotel for Guests.

Support staff: Two dedicated hotel staff to support during the event days.

Payment Terms and Conditions

50% payment would be made by TCI Foundation as advance.

Billing for the program to be done on “Bill to Company” basis and balance payment will be released within 7 days of completion of the event and on submission of GST Bill.

The GST bills raised by the Hotel shall clearly mention the billing components (basic tariff, taxes etc) Check-in, and Check-out details of guest(s).

Billing: TCI Foundation, Gurugram-122001

General Terms and Conditions

Availability of minimum required rooms (mixed category accommodating all participants) and conference hall is a non-negotiable condition to qualify in the technical bid. Non-availability of minimum number of rooms and conference hall disqualifies the hotel in the technical evaluation process.

TCI Foundation will pay only for the boarding and lodging for the participants on APAI basis (inclusive of breakfast, lunch, dinner and all taxes). Any personal expense of participants would be borne by the individuals only and to be collected directly by the Hotel/Resort.

. Regular updates on room requirements will be provided to the contact person of the Hotel by TCI Foundation in advance to avoid retention charges

Separately mention of rates for the charges for extra breakfast, lunch & dinner for non- residential participants.

Complimentary use of facilities in Hotel like Gym, Swimming Pool etc. should be provided as complimentary services.

The Hotel accommodation will have facility to provide first aid and doctor on call facility for medical emergencies.

The selected hotel may be empaneled with TCI Foundation for conducting residential training and meeting programs within the country till 31 st March 2027.

Instructions to Hotels

The Hotel shall provide necessary information/details as per the format provided: a. Bank details (Form I),

Technical Proposal (Form II)

Financial Proposal (Form III)

The Hotel shall submit its Technical documents in pdf format through email to rfp@tcifindia.org

Mention the dimensions, name and photographs of the conference hall

The eligibility of hotels for considering the financial Proposals will be decided after evaluation of the technical proposal. Only those hotels that are found eligible as per technical evaluation will be considered for financial evaluation.

IMPORTANT

The “FINANCIAL PROPOSAL” must be sent in a “PASSWORD PROTECTED pdf format” through email on rfp@tcifindia.org

Only technically qualified bidders shall be asked to share the password to open the encrypted financial bids received through email.

The Hotel shall provide a signed and scanned copy of the valid registration certificate for PAN, TAN & GST. The applicable GST rates must be mentioned for each service provided clearly.

TCI Foundation has the right to cancel the Proposals at any time, extend or postpone the last date for submission of the Proposal, information for which will be sent to all concerned in advance. TCI Foundation has the right to reject any offers that are found to be incomplete and not having enough details for the technical evaluation.

TCI Foundation reserves the right to further negotiate the financial terms / other facilities with the Hotels as per the specific requirements.

Each page of the forms submitted should be signed with name of the signatory and stamped with date

CRITICAL DATES

Published Date

14-09-2026

Submission Start Date & Time

18-09-2026, 12.00 am

Submission End Date & Time

25-09-2026, 5.30 pm

Technical Bid Opening Date & Time

26-09-2026, 3.00 pm

Financial Bid Opening Date & Time

26-09-2026. 4.00 pm

For detailed information, please check the complete version of the RFP attached below.