QUOTATION CALL NOTICE Hiring of Vehicle (on a monthly rental basis)

Transcription

1 QUOTATION CALL NOTICE Hiring of Vehicle (on a monthly rental basis) (SWIFT DEZIRE / SX4/ COROLLA / SUNNY NISSAN / HYUNDAI VERNA / HONDA CITY (I-VTEC) / INDIGO etc.) for SAARC Disaster Management Centre, New Delhi

2 F.No. SDMC/Admin./Tendering of Vehicle/ SAARC Disaster Management Centre NIDM Building, 5B I.P. Estate, IIPA Campus, Mahatma Gandhi Road, New Delhi Dated: - 03/01/2014 QUOTATION / TENDER CALL NOTICE FOR HIRE VEHICLES Sealed quotations are invited from experienced & reputed Travel Agency / Tour operators (who deals & have experience in providing vehicle to the Government/ International organizations/psus) for providing DLY/DLZ vehicles on hire basis for monthly contract for official use in the SAARC Disaster Management Centre (SDMC), New Delhi. The interested travel agencies / operators with experience of at least three (03) years and presently holding similar nature of work and also willing to comply with the condition annexed to this notice may submit their proposal specifically mentioning the rate to be charged on the monthly basis for the services stated above in a sealed envelope to the undersigned personally on or before 16 th January, 2014 by 01:00 P.M. The envelope should be marked as Quotation for Hiring of Vehicles on the top of sealed cover. Category and No. of vehicles required: 02 (Two) Nos. of Air Conditioned diesel / petrol / CNG driven vehicles (White colour Cars) viz SWIFT DZIRE / SX4 / COROLLA / SUNNY NISSAN / HONDA CITY / HYUNDAI VERNA / INDIGO or similar type, not older than two (02) years and should not have run more than 10,000 kms.; to be used upto 30/31 days subject to maximum 3000 kms / 300 hrs in a month. General Instructions: 1. The period of contract will be initially for one year from the date of awarding the contract. However, the contract can be further extended on completion of satisfactory services at the discretion of the SDMC with the mutual consent of both the parties. 2. The agency shall not be allowed to transfer, assign, pledge or sub-contract its services under any circumstances without written permission of the SDMC. 3. The interested agencies can submit the quotation complete in all respect as per Performa annexed along with other required documents (mentioned later in this doc) latest by 16/01/2014 before P.M to the undersigned. Terms and conditions: Following guidelines may please be adhered to & intending party must satisfy the terms and condition laid down: 1. Validity of the contract shall be for one year from the date of signing of contract. On completion of the period of the contract and subject to the successful & satisfactory delivery of services during the contract period, the validity may further be extended for a period as deemed fit by the SDMC.

3 2. The vehicle should not be more than 02 (Two) yrs old on the date of awarding of contract from its date of original registration. The vehicle also should not have run more than 10,000 kms on the date of awarding of contract. The odometer of the vehicle must be sealed in original condition and must not be tempered at any time either before or during the period of contract. 3. The term monthly rent means the amount in INR that will be paid by SDMC to service provider in lieu of the services provided to SDMC for plying the vehicle upto 3000 kms or 300 hours in one month for the official duty/travelling of SDMC officials/guests as and when required irrespective of the time and day in one month. 4. Mileage for Kilometer and time for duty hours shall be chargeable from the office of SDMC or such other place as may be decided by SDMC based on the starting /ending point of the journey by the user of SDMC. 5. The monthly rent as agreed upon by both the parties i.e. SDMC, New Delhi as the I st party and vehicle owner/hired agency/service provider as the II nd party at the time of signing of contract will be fix and will not be subject to any change due to increase/decrease of price of any component of expenses related to vehicle, driver or agency/service provider during the entire period of contract. 6. The service provider will bear all expenses incurred on fuel, insurance, payment of service tax or any other tax as levied by govt. time to time on the service provider, updating of documents, paying challans or any other legal dispute, service & maintenance related to that vehicle, breakdown of vehicle, arranging substitute vehicle or driver or both, salary, uniform, washing & maintenance of the uniform and any other daily expenses of the driver. 7. Parking charges and Toll Tax shall be reimbursable to the contractor subject to production of receipts. 8. Payment of monthly rent will be paid to the service provider within one month from the date of producing the bills to the SDMC by the service provider. 9. The driver will maintain the log book with him and record the data strictly in the prescribed format and will obtain the verification signature from the travelling SDMC official/guest at the time of completion of journey. The log book will be produced to SDMC every day. 10. As far as possible, the driver will ensure the fuel filling in the vehicle before reporting to duty to SDMC in morning every day. 11. The service provider will have the responsibility to keep and maintain all the requisite documents related to the vehicle & driver in the vehicle itself and update the same during the period of contract in accordance with the laws/acts as enacted or amended by the legal authorities time to time. 12. The service provider will ensure that the vehicle is maintained at the highest level of cleanliness, neatness and dust free from the exterior as well as the interiors of the vehicle. All the fixtures and facilities like AC/heaters/stereo/speakers/perfume/lights/fan/switches will always be kept in perfect condition and must be ready & available for running as and when needed.

4 13. The driver provided by the service provider must be minimum matriculate from recognized board and must have a valid LMV driving license & experience (minimum 03 years). The driver should not have any criminal record (Police verification of the said driver will be ensured by the service provider and a copy will be submitted to the SDMC). 14. The driver must be polite, courteous with good etiquettes and manners. The driver should be in practice to strictly follow the traffic rules and should produce all necessary documents to police/traffic police/transport authorities on their demand. The driver also should obey the instructions of the SDMC officials/guests during their travelling. 15. The driver in proper uniform along with the vehicle must report to duty in time as instructed by SDMC to the duty place as pre informed by the SDMC officials. 16. The SDMC shall not be responsible for any damage to the vehicle in case of an accident (during duty hours) or otherwise, theft of vehicle/parts and accessories therein. Similarly, SDMC shall not be responsible for any third party claims. This office will also not be responsible for any challan and disobeying of Traffic Rules caused by the driver. 17. In case of any breakdown of the vehicle or unavailability of driver, the service provider, in the shortest of time, will arrange to send the substitute vehicle or substitute driver or both as the case may be to the site of breakdown of vehicle/services. 18. The expenses incurred in arranging substitute vehicle or driver or both, if arranged by SDMC from any other alternate source/agency at any time, either in case of breakdown of vehicle/services or not reporting of vehicle/driver to SDMC in time, will be entirely borne by the service provider. 19. However, two such instances of breakdown of vehicle/services or not reporting of vehicle/driver to duty in time in a period of one month shall be deemed as violation of the contract and SDMC may exercise its right to terminate the contract without giving any reason to the service provider. 20. The terms and conditions prescribed in this document are binding on both the parties i.e. SDMC, New Delhi and the Service provider. Either of the party can terminate the contract by giving one month prior notice to the other party. However, in case of non compliance of the terms and conditions by the service provider and non delivery of the satisfactory services by the service provider, SDMC, New Delhi will be at liberty to terminate the contract immediately without citing any other reason to the service provider. 21. An agreement will be made with the vehicle owner before engagement of vehicle for SDMC. 22. SDMC holds the power & authority to modify the terms & conditions of the contract. 23. Director, SDMC reserves the right to accept or reject any or all quotation without assigning any reasons. 24. Following documents (copy self attested) are required to be annexed with the quotation. A. Documents related to the Vehicle: Registration Certificate of the Vehicle. Insurance of the vehicle PUC (Pollution under Control) Certificate.

5 B. Documents related to the Driver: Driving License. Matriculation Certificate. Police verification certificate of the driver Other identity documents. C. Documents related to the Contract Agency: Registration No. copy Service Tax No. detail Id & address proof of the owner/agency PAN Card detail of the owner Any other documents legally required to run such type of commercial service. HOW TO APPLY Interested Vehicle owners / travel agencies desirous of renting their vehicle on monthly rental basis, at SDMC, with above terms & conditions may submit their sealed quotations in prescribed format at below mentioned address along with the Xerox copies of the above prescribed documents. Director SAARC Disaster Management Centre NIDM Building, 5B I.P. Estate, IIPA Campus, Mahatma Gandhi Road, New Delhi INDIA The sealed quotations should reach the undersigned on or before 16/01/2014 before P.M. The undersigned reserves the right to cancel/reject the quotations without assigning any reasons thereof. sd/- Director (SAARC Disaster Management Centre)

6 FORMAT FOR SUBMISSION OF QUOTATION FOR SUPPLY OF CAR TO SDMC ON MONTHLY RENT BASIS 1. Name, Address and Telephone Number of Agency/ Firm: 2. PAN No. card (self attested copy): 3. Registration No. of the Agency/ Firm (self attested copy): 3. Service Tax Registration No. (self attested copy): 4. Description of vehicle i. Model & Make of Vehicle ii. Registration No. (copy of RC): iii. Insurance: iv. PUC (Pollution under Control) Certificate upto date v. Road Tax paid upto date : vi. Color of the vehicle (Copies of supporting documents to be enclosed) 5. Drivers Details: i. Name of the Driver : ii. Category of Driving License: iii. D/L No. validity upto date: iv. Experience of Driver: v. Matriculation Certificate of the Driver: (Copies of supporting documents to be enclosed) 6. Amount quoted for: S.No. Particulars (for NCR Delhi) Rates for AC Vehicle 1. Monthly charges (3000 kms & 300 hrs.; 07 days a week including Sundays and holidays) Swift Dezire SX4 Corolla Nissan Sunny Honda City Hyundai Verna INDIGO or similar type 2. Rate for additional km Swift Dezire SX4 Corolla Nissan Sunny Honda City Hyundai Verna

7 INDIGO or similar type 3. Rate for additional hour Swift Dezire SX4 Corolla Nissan Sunny Honda City Hyundai Verna INDIGO or similar type Signature of the Travel Agency / Contractor with date and seal