TENDER FOR VEHICLE CONTRACT (For a period of ONE year extendable for 2 more years)

Transcription

1 SOFTWARE TECHNOLOGY PARKS OF INDIA (An Autonomous Society under Department of Electronics & information Technology, Ministry of Communications & Information Technology, Govt. of India) C-21, Thejaswini Bldg.,Technopark, Thiruvananthapuram Ph: , , Fax: TENDER No: STPT/ /5.24/VEHICLE/108 Date:19/12/2014 TENDER FOR VEHICLE CONTRACT (For a period of ONE year extendable for 2 more years) Type of Bid: Two Bid System TOTAL 8 PAGES NAME OF THE PARTY: 1

2 I Tender inviting officer, Authority, Designation and Address TENDER NOTICE Software Technology Parks of India The Director, Software Technology Parks of India, C-21, Thejaswini bldg., Technopark, Karyavattam, Thiruvananthapuram II Name of the service: Vehicle Contract on monthly rate III Referance No. & Date: Tender No:STPT/ /5.24/Vehicle Date: 19/12/2014 B. Place of execution Place: STPI - Thiruvanathapuram IV Tender published Date: STPI Web Site: Tender published on 08/01/ V Tender documents available place and due date and time for obtaining tender document VI VII VIII IX Clarification Start Date: Clarification end Date: Bid submission Start Date & Time: Bid submission End Date & Time: Place: Technical Bid Opening Date & Time Financial Bid Opening Date & Time a. Tender without EMD will be rejected. Tender document will be obtained on all working days between AM to 4.00 PM from 09/01/2015 to 23/01/2015 at the address mentioned in column I. It is also available in the above web site from the publishing date. 09/01/2015, AM 23/01/2015, PM 09/01/ AM 26/01/2015, PM At the above mentioned in column I Date : 26/01/2015, 3.30 PM Place : At the above mentioned in column I Shall be intimated after evaluation of technical bid. b. Unsealed tenders or the tenders received after the above said scheduled date and time will not be considered. No tender by FAX or will be entertained. c. The terms and conditions other than in Annexure I of the tender Document insisted by the Bidder will be rejected. d. The quotations shall be submitted in the prescribed form in Annexure II and III attached with the Tender Document. e. The Technical Bid containing the details /documents mentioned in the technical bid as per Annexure-I & II should be submitted separately in sealed cover marked clearly as Technical Bid f. The Financial Bid should include only the financial values in words and figures as per Annexure- III and it should be submitted separately in a sealed cover marked clearly as Financial Bid Both the sealed covers containing the bids should be put in a single envelope super scribed Tender for hiring vehicle under monthly rate contract, Tender No. STPT/ /5.24/Vehicle/108 It should be addressed to The Director, Software 2

3 Technology Parks of India, C-21, Thejaswini bldg., Technopark, Karyavattam, Thiruvananthapuram g. Tenders will be opened by the Tender committee in the presence of bidders or their authorized representatives. h. Financial bids of only those tenders will be opened who qualify the technical bids. i. Other Terms & Conditions are as per Annexure- I. j. Intending eligible bidders may obtain a copy of bid documents from STPI, C-21, Thejaswini bldg., Technopark, Karyavattam, Thiruvananthapuram or may download the tender documents from the official website, 3

4 Annexure - I TERMS AND CONDITIONS OF THE CONTRACT General terms and conditions The contract for the vehicle will be awarded to the lowest bidder. 1. The successful bidder will have to enter into an agreement with the STPI and deposit a sum of ten percent of annual contract value Rs. 25,000/- (Twenty five thousand only) towards Security Deposit by way of Demand Draft or Bank Guarantee from any scheduled bank. No interest will be paid on the security deposit. The security deposit will be refunded to the contractor after successful completion of the work. 2. Earnest Money of Rs /-(Rupees five thousand only) through a Demand Draft/Bankers Cheque drawn in favour of The Director, STPI, Thiruvanathapuram must accompany quotation. Quotation received without EMD will not be considered. The EMD of the unsuccessful Bidders will be returned after finalization of the contract. Contractual terms and conditions 1. Vehicle should always be in excellent working condition with decent interiors and good external look and should not more than 2 years old as on date of closing of tender. The vehicle must be provided with suitable seat covers, towels, mats, etc in neat and clean condition, appropriate for senior officers. It should be equipped and fitted with appropriate seat belts and other safety measures like First-Aid Box, Air Refreshner, Tool-kit and Stepney. The fuel and oil for the vehicle will be provided by the contractor. The contractor shall be required to show the vehicle for inspection before entering into contract. 2. The Agency should have minimum turnover of Rs. 15 lakhs per annum. Proof of the documentary evidence shall be submitted along with the quotation. 3. The Agency should have at least 5 vehicles owned by the agency for rental purpose. 4. The Vehicle will be for the exclusive use of STPI during the contract. The vehicle shall not be used for other purpose, while under contract with STPI. 5. The road worthiness of the vehicle provided is to be ensured at all times by the successful bidder, including the timely payment of applicable taxes and compliance to all regulations prescribed from time to time by the competent authority. 6. Driver must be provided with proper uniform and mobile telephone communication so as to contact him whenever required. Driver should have working knowledge of English or Hindi and Local language. The Driver should be made available on all days including holidays in a month. The driver should be courteous. The driver must have the knowledge of city roads. 7. It shall be the responsibility of the successful bidder to ensure that the drivers are qualified and experienced, possessing valid driving licenses. The driver of the vehicle provided, must follow all traffic rules/regulations and any consequences 4

5 of the failure to do so shall be of the successful bidder alone. STPI will have no direct or indirect liability arising out of negligent/rash driving and any loss caused to STPI will have to be suitably compensated for by the successful bidder. 8. The successful bidder will be required to furnish to the STPI certified copies of RC Book, Insurance Policy of the vehicle being supplied; latest road tax challan paid, and photograph of the drivers along with their permanent and present address, copies of the driving license of the drivers, on or before the date of formal signing of the contract. 9. No escalation/de-escalation for increase/decrease in the price of fuel will be admissible. Rates once fixed will not be revised in between the contract period. 10. The vehicle will be hired on calendar month basis/daily basis as the case may be. The rate should be quoted (exclusive of Service Tax) for 1800 kms and 200 hours on monthly basis (reckoned from the time of reporting to the time of release daily). For daily basis rates should be quoted separately. The vehicle must be available at any time of any day as directed by STPI. Charges for additional hour beyond 200 hours per month and additional kms beyond 1800 kms per month will be paid computing quarterly, for hours if quarterly 600 hours are exceeded and for Kms if and when the quarterly limit is exceeded beyond 5400 kms. 11. The hiring charges for monthly vehicle shall be on the basis of zero based mileage, starting/ending at the place where the vehicle is directed to report or is released and for vehicle to be hired on daily basis the hiring charges shall be from garage to garage. 12. The driver and vehicle should be normally available between 8.30 a.m. to 8.30 p.m. 13. A daily record indicating time and mileage for a vehicle on duty shall be maintained in a log book/duty slip as per the proforma approved by STPI. It shall be the duty of the driver to obtain on each duty day, the signature of the officer to whom the vehicle has been assigned. Failure to do so would result in nonpayment of the hire charges for that day. The log book shall be made available for periodical inspection of STPI from time to time. Erasures and over writings in the log book will not be taken into account unless countersigned by the officer nominated by STPI. 14. STPI reserves the right to draw a panel to hire the vehicle from more than one vendor on the lowest finalized rates. 15. All payments such as maintenance, repairs, fuel, Driver s salary, insurance, taxes, overtime payments etc. will be borne entirely by the contractor. STPI will pay only fixed monthly hire charges as per contract and additional charges agreed to as per clause 10 of the terms and conditions of the tender. 16. The billing should be on a monthly basis and the bills in triplicate shall be submitted on a working day to STPI, latest by 10 th of the succeeding month. The date-wise, serially numbered duty slips for the month signed by the user must be submitted in duplicates, along with the monthly bill. 17. STPI shall be liable to deduct TDS, as applicable, from the payments made to the contractor from time to time under this contract. Service Tax, however, shall be paid to the contractor having service tax registration number. In case any Service Tax liability arises due to the contractor not having Service Tax Registration Number, the sole responsibility for payment of such tax lies with the contractor only. 5

6 18. If the condition of the vehicle is not satisfactory, or in case of a breakdown, the contractor shall be obliged to send a replacement of equivalent or better-makevehicle immediately. If no replacement is provided in time, STPI shall have the right to hire vehicle from elsewhere and the cost incurred towards such hire charges will be deducted from the bill of the contractor in the succeeding month. 19. In case of accidents/mishaps etc. the full responsibility and all consequences thereof will lie with the contractor only. No compensation will be paid by STPI. 20. The engagement/employment of drivers and payment of remuneration to them as per the existing provisions of various applicable labour laws/regulations will be the sole responsibility of the successful bidder. 21. Once the hiring of vehicle is commenced, the successful bidder shall not change the dedicated vehicles or the drivers unless specifically requested by STPI or there are exceptional circumstances. 22. The drivers shall be duty bound to carry out the instructions of the STPI or officers to whom the vehicles are assigned by STPI. 23. The vehicle is proposed to be hired for an initial period of One Year from the date of commencing the contract, extendable up to another two years based on performance, on same terms and conditions, if mutually agreed to and with an enhancement of rate up to 10% annually, if found necessary. 24. STPI reserve the right to cancel the contract at any point of time with or without assigning any reason thereof and without any compensation to the successful bidder. 25. STPI shall not be responsible for the theft of vehicle/parts/ accessories while the vehicle is on duty. The safe custody of the vehicle and accessories shall be the sole responsibility of the contractor. 26. Any change in the ownership of the vehicle or change in the constitution of the concern shall be reported in writing to STPI immediately. It will be open for STPI to either continue/renegotiate the contract with new owners or cancel the contract. 27. All the above conditions will be enforced, unless written order of STPI is obtained relaxing any specific condition. 28. In the event of any disputes arising out of this contract the Legal jurisdiction will be Trivandrum. Director 6

7 Annexure II Tender No. STPT/ /5.24/VEHICLE/108 Date: Quotation for hiring of Commercial cars for Official use in STPI, Thiruvananthapuram on Rate Contract basis 1 Name of the Firm/ Company/ Agency/ Proprietor 2 Complete Address & Telephone Number 3 Location of the Garage with telephone No. and Address 4 Copy of latest Income Tax return / PAN Number 5 15 Digits Service Tax Code No & VAT A/c No. 6 Copies of RCs of commercial cars owned by the agency 7 Copy of Registration No/ License No. of the firm. 8 Number of Drivers available with the firm (Copies of Driving License of Drivers in support may be enclosed) 9 Annual Turnover of the Firm for the last three years. 10 Income Tax Returns for the last three preceding Financial years 11 No. of vehicles with the agency for hiring This is to certify that I/We before signing this tender have read and fully understood all the terms and conditions contained therein and undertake myself/ourselves to abide by them. Signature with Name & Seal of the Bidder 7

8 Annexure III Tender No. STPT/ /5.24/VEHICLE/108 Date: FINANCIAL BID Name of Company/Agency.... Office Address:.. Tel. No. :... Distance from STPI, C21, Thejeswini Bldg, Technopark Campus, Trivandrum to the Agency : TARRIF SHEET Sr. No. Description Monthly rent for kms & 200 Hrs. with Driver 2 Rate Per Addl. Km.(Beyond 1800 kms) Rate Per Extra 3 Hour( Beyond 200 hours) Rate on Daily 4 basis (up to 4 Hours with Driver) Rate on Daily 5 basis (up to 8 hours with Driver) Rate on Daily 6 basis for 12 Hours with Driver Maruthi swift DZire/Fiesta AC-Esteem/ Tata Indigo AC-Toyota/ Innova/ Sumo Any other good vehicle We agree to abide by the Terms & Conditions as given in tender document unconditionally. 8 Signature with Name & Seal Of the Bidder