PAWAN HANS LIMITED (A Govt. of India Enterprise) 3 rd Floor, Rajashree Inn Hotel, VIP Airport Road, Guwahati

Transcription

1 PAWAN HANS LIMITED (A Govt. of India Enterprise) 3 rd Floor, Rajashree Inn Hotel, VIP Airport Road, Guwahati TENDER DOCUMENT Name of work : HIRING OF VEHICLES FOR PHL 2. Place of work : 3 rd Floor, Rajashree Inn Hotel, VIP Airport Road Guwahati Telephone no. : /76 4. Tender No. & date : PHL:ER:P&A:A:002 dated 11/07/ Tender document and fee : Tender to be down loaded from website, and the bid should be submitted along with a DD of Rs. 500/- in favour of Pawan Hans Ltd, Guwahati, as tender fee. 6. Period of work : Two years, extendable to third year, on same rates, terms & conditions at the discretion of the Management. 7. EMD : (Rs. 45,000.00). 8. Performance Security Deposit:10 % of total bid value quoted by the tenderer 9. Pre-bid meeting : 12/08/2014 at 1500 hours. 10. Date & Time of closing/ Submission of Tender : 14/08/2014 at 1400 hours. 11. Date & Time of opening of Tender : 14/08/2014 at 1500 hours. Name & Designation of R.P. Singh the Officer Issuing Tender : Dy General Manager (Engg)ER 1

2 PAWAN HANS LIMITED (A Govt of India Enterprise) 3 rd Floor, Rajashree Inn Hotel, VIP Airport Road, Guwahati TENDER FOR HIRING OF VEHICLES Deputy General Manager (Engg) ER for and on behalf of Pawan Hans Limited, Eastern Region invites sealed tenders for the under lined work for an initial period of Two (2) years (extendable by another one year on the same terms and conditions at the discretion of the management) from the date of allotment from reputed and experienced contractors in two envelopes (Technical and Financial ). 1. INTRODUCTION Pawan Hans Limited is a Government of India Enterprise having its Corporate Office, at C- 14, Sector -1, Noida and its regional office at 3 rd Floor, Rajashree Inn Hotel, VIP Airport Road, Guwahati The present Tender is for hiring of vehicles. 2. DEFINITION The following terms shall have the meaning hereby assigned to them except where the context otherwise requires. 2.1 PAWAN HANS LIMITED (means PHL) having its Corporate Office at C-14, Sector -1, NOIDA and regional office at 3 rd Floor, Rajashree Inn Hotel, VIP Airport Road, Guwahati Tender shall mean and include the present document titled Tender for hiring of vehicles for Pawan Hans Ltd, 3 rd Floor, Rajashree Inn Hotel, VIP Airport Road, Guwahati. 2

3 2.3 "CONTRACTOR" shall mean the person(s), firm or Company who enters into an agreement with Pawan Hans Ltd for execution of works covered under this tender and shall include their executors, administrators, successors, permitted assignees and legal heirs. 3. PARTICULARS OF THE TENDER 1. Number & type of vehicles required with Driver ( Air Conditioned DIESEL VEHICLES) on monthly basis Four (4) Vehicles : Scorpio/ Innova/ Xylo The tenderer needs to quote hiring charges for all the vehicles separately (i.e. Mahindra Scorpio, Toyota Innova, and Mahindra Xylo ) as given in para 1 above failing which the Bids shall not be considered. The three vehicles shall be chosen purely on the basis of the lowest quote among the three types of vehicles mentioned at Sl. No. 1 above. 4 Condition of the vehicle : Vehicles offered for hire should be of good condition particularly in respect of : - (a) Engine. (b) Body. (c) Tyre. (d) Paint. (e) Upholstery. 5 Initial Period of hiring of vehicles : Two Years. (extendable) for third year on same rates, terms and conditions. 6 Availability of vehicle : Vehicles will be required for 12 hrs of actual duty 4. ELIGIBILITY CRITERIA:- 4.1 The tenderer must fulfill all the following conditions to be eligible for bidding for the contract. While bidding, the tenderer must attach copies of work orders and certificates from such organizations towards rendering of satisfactory services in the last three years. 4.2 The tenderer must have minimum 5 vehicles (Tourist Taxi Services only) during the last 3 years with a minimum turnover of Rs.15 Lakhs per annum. (Documentary evidence to be attached of Tourist Taxi business only). 3

4 4.3 The tenderer has to attach along with Technical bid a Demand Draft for Rs. 500/- towards tender fees drawn in favour of Pawan Hans Limited, Guwahati failing which their Bid shall be rejected summarily. The tender document is to be downloaded from the website The tenderer shall be required to attach a Demand Draft, drawn in favour of Pawan Hans Limited payable at Guwahati, from any Commercial/Scheduled Bank for a sum of Rs.45,000/- as earnest money deposit along with Technical Bid, failing which their Bid shall be summarily rejected. 5. TERMS AND CONDITIONS. 5.1 Registration of the vehicles being offered against this tender should be on or after 01/06/2012 failing which the Bids shall be summarily rejected. 5.2 The tender documents, duly filled in and signed on all pages should be submitted, in a wax sealed envelope, addressed to the Dy. General Manager (Engg), ER Pawan Hans Ltd., 3 rd Floor, Rajashree Inn Hotel, VIP-Airport Road, Guwahati duly superscribing on the envelope the Tender No., Tender Description as given above with due date. The tenders should be sent by Registered Post/Speed Post only, otherwise, sealed tenders may be dropped in the Tender Box provided in the office at Pawan Hans Ltd., 3 rd floor, Rajashree Inn Hotel, VIP Airport Road, Guwahati The Tender should be submitted in two parts in two different sealed envelopes (1) Technical (2) Price bid. Thereafter, these two wax sealed envelope should be placed in third wax sealed envelope superscribing tender for Hiring of vehicles for PHL. The technical bid should have details about eligibility criteria with required certificates/ as mentioned at Sr No. 4 of this tender document including Demand Draft ( DD of Rs., 500/- towards cost of tender and Rs. 45,000/- towards EMD favouring Pawan Hans Ltd, Guwahati). The Price bid must be given as per Annexure- A only. The technical bid will be opened first. The price bid of tenderer s will be opened provided they qualify in the technical bid and fulfill terms and conditions of tender. The bids will be opened in the presence of representatives duly authorized in writing by the tenderer. 5.3 Office of the Dy General Manager (Engg) ER shall not be responsible for any postal delay for non-receipt of tender by due date and time for whatsoever reason. 5.4 It will be the responsibility of the tenderer to place the vehicle(s) for inspection if called for, at his own cost along with all relevant documents in original. 5.5 The tenderer has to quote rates for all the vehicles mentioned in the format attached as Annexure-A to this tender document. Collective charges for different vehicles together will not be considered and may lead to rejection of tender. 5.6 Vehicles being offered MUST be Diesel driven and Air Conditioned failing which the bids shall be rejected. 5.7 The tenderer has to obtain necessary airport entry passes of Guwahati Airport for the vehicles as well as drivers so deployed for the use of PHL at his own cost. 5.8 The vehicles offered for hiring should have necessary R.T.O. clearance and should be registered as Tourist Taxies and the Office of the DGM (Engg) ER, will not be responsible for any R.T.O. regulatory matters relating to registration of vehicles etc. 4

5 5.9 Hiring charges/rates should include cost of fuel & cost of repairs, drivers pay and allowances etc. The hiring charges/rates should be quoted for AC vehicles in Annnexure I of this tender document only Successful tenderer shall ensure that sufficient cash is available with driver all the times to cover essential contingent expenditure, urgent repairs and other essential expenditures In the event of any accident or damages or theft while vehicle is on PHL's duty, PHL shall be completely free from any liability of the nature connected with the accident/damages/theft. The tenderer himself will be fully and exclusively responsible for any damage of vehicle(s) or any injury to driver or any other person in employment of tenderer including any third party claims. However, if damage or loss is incurred to PHL and/or its employees, as a result of any accident or any other reason involving failure of vehicle(s)/driver, tenderer shall reimburse on demand and without any demur the compensation/damages PHL shall not be responsible for any claim that arises due to damages/injuries pilferage to the tenderer vehicle(s) property under any circumstances while the vehicle(s) is engaged on PHL duty Vehicles must have valid registration certificate in the state of Assam 5.14 Vehicles must have necessary permit for driving vehicles in Assam State The drivers of the vehicle must have valid driving license besides submission of their police verification reports to PHL Vehicles must have valid comprehensive insurance cover policy The tenderer must submit a declaration regarding non-involvement of vehicles being offered for hire in any accident/court case etc Repairs of the vehicle(s) to be carried out by the tenderer immediately during the period of hire In case of breakdown of any vehicle the replacement of the same must be provided by the Contractor immediately, failing which DGM (Engg) ER shall have the right to hire any other vehicle(s) against break down vehicle(s) at the expense of the tenderer and the tenderer will be liable to pay such further sum as will be sufficient to meet the difference of cost between the rate tendered and those at which the hiring is actually made if it is higher Performance Security 10% of the Bid value by way of Demand Draft, Fixed deposit receipt or Bank Guarantee of any Commercial Bank /scheduled bank in favour of Pawan Hans Ltd payable at Guwahati should be submitted within 7 days by the successful tenderer on awarding the contract failing which the contract shall stand terminated Earnest Money deposit and Security Deposit will not bear any interest during the contract period If the successful tenderer fails to furnish the security deposit then the whole earnest money shall be forfeited without any reference to the tenderer Earnest money of all unsuccessful tenderer will be returned within 30 days of the award of Contract of hiring of Vehicle The tenderer should furnish a certificate that all the terms and conditions of the tender document are understood by the tenderer and ready to abide by the same without any variation. 5

6 5.25 The tenderer shall submit copy of PAN and Service Tax Registration No. of their firm to PHL or any other documents as required under statute Dy General Manager (Engg) ER reserves the right to reject any or all tenders without assigning any reasons Prices shall remain firm for a period of two years (or as extended by Management) or another one year if so required). However, if any increase in fuel prices an additional charge namely "Fuel Price Impact" will be payable by PHL. This will be calculated on the mileage actually used divided by the fuel efficiency of the car multiplied by the increase in the fuel price. The revised prices will be applicable from 1 st of the month following the date of such increase announced. The calculation is as given below. Fuel Price Impact = (No. of kms used/mileage (kms) x (New rate Old rate) Base rate of diesel per litre for this tender to be notified by the Tenderer. Mileage in kms per litre ( diesel) is to be notified by contractor The kms shall be calculated ex-pawan Hans hangar to Pawan Hans Hangar 5.29 Driver should be provided with Mobile Phone The vehicles will have to report every day at the notified time and place without fail In case the vehicle reports late on any day or replacement is not provided within one hour then liquidated damages of ` 500/- per hour, by way of penalty shall be deducted from the bills or vehicle will be hired at the cost of the contractor and such cost of hiring will be deducted from contractor s monthly bill subject to a maximum of 10% of each bill value If rates in words do not tally with rates in figure then the rate which correspond to the amount in words shall be taken as correct Payment shall be made within 30 days after submission of monthly bills after deduction of TDS and other statutory deductions as applicable. The tenderer shall give their Bank name, Account number, MICR code and IFSC code of the Bank Additional vehicles, if required, will be provided by the tenderer as per existing terms and conditions within seven days of requisition. 6

7 6. PRE-BID MEETING A pre-bid meeting to clarify terms & conditions of tender will be held on 12th August, 2014 at 1500 hours in 3 rd floor, Rajashree Inn Hotel, VIP-Airport Road, Guwahati One representative of the tenderer may attend pre-bid meeting as per details given above duly authorized in writing by the tenderer. 7. JURISDICTION The agreement including all matters connected with this contract shall be governed by the Indian Law both substantive and procedural, for the time being in force and shall be subject to the exclusive jurisdiction of Courts at Guwahati 8. ARBITRATION In case of any dispute relating to the contract the matter shall be referred to a sole arbitrator for adjudication through arbitration. The arbitration shall be conducted in accordance with the provisions of the Arbitration and Conciliation Act 1996 or any statutory modification or re- enactment thereof and the rules made there under for the time being in force, shall apply to the arbitration proceedings. The Chairman cum Managing Director, PHL shall nominate the Arbitrator. DECLARATION I/We have read and understood the terms and conditions of the tender for hiring of vehicles for PHL. PLACE : DATE SIGNATURE OF AUTHORISED OFFICIAL OF FIRM /COMPANY WITH SEAL 7

8 RATES ARE TO BE QUOTED ON MONTHLY BASIS. ANNEXURE - A PAWAN HANS LIMITED Eastern Region Guwahati Sub : Price bid for Hiring of Vehicles for PHL Duly accepted the laid down terms and conditions of the Tender and accordingly we quote the following rates for all type of vehicle(s): SR. NO. TYPE 1. Monthly Basis PARTICULARS Mahindra Scorpio Toyota Innova Mahindra Xylo RS. AC PS. Fixed monthly charges for 3000 kms in a month (12 hrs duty per day ) Rate per Km. Beyond 3000 km. 2. Monthly Basis Mahindra Scorpio Toyota Innova Mahindra Xylo Extra Charges per hr beyond 12 hrs duty per day per vehicle 3. Monthly Basis Mahindra Scorpio Toyota Innova Mahindra Xylo The bid offer letter should be submitted in envelop properly Wax sealed and superscribed as "Tender for hiring of vehicle. I/We hereby agree to all the terms and conditions of the tender document. The above quote is based on kms to be calculated from and to Pawan Hans at Guwahati Airport. PLACE : DATE SIGNATURE OF AUTHORISED OFFICIAL OF FIRM /COMPANY WITH SEAL 8