TENDER FOR FIVE COMMERCIAL VEHICLES ON MONTHLY HIRING BASIS FOR GEOSPATIAL DELHI LTD. (A Govt. of Delhi Company) Page 1 of 11
No. GSDL/Tender of Vehicle/2013-14/640(Part-II) Date-02.05.2014 INSTRUCTIONS TO THE TENDERERS & TERMS & CONDITIONS GOVERNING THIS CONTRT 1. Geospatial Delhi Limited is a fully owned company of Government of NCT of Delhi. GSDL is registered under Companies Act, 1956 and has registered office in Delhi. 2. Scope of Work It is proposed to hire five commercial vehicles for use of Geospatial Delhi Ltd. on monthly basis 25 days for 2000 km/ 250 hrs. for period of one year. The vehicle must not be more than two year old (not older than 2012). The details of the vehicle and their deployment shall be as below: S. No. Type of the Vehicle Required Catego ry Reporti ng Site Monthly Rates 2000 KM/ for 250 HRS (25 Days) + Service Tax shall be extra paid. Rates for extra KM/ Hrs. Km Hrs. i Tata Indigo / Hyundai Accent/ Maruti Dezire/ Hyundai Verna or like category. ii Tata Indigo / Hyundai Accent/ Maruti Dezire/ Hyundai Verna or like category. iii Maruti Wagon r/ Swift/ Ritz/ Hyundai I20 or like category. iv Tata Indica / Maruti Wagon r/ Non Vasant Kunj Greater kailash Sector- 22, Rohini Civil Lines, Page 2 of 11
Swift/ Ritz/ Hyundai I20 or like category. v Tata Indica / Maruti Wagon r/ Swift/ Ritz/ Hyundai I20 or like category. Non Non Delhi- 54 Civil Lines, Delhi- 54. 3. The vehicle shall be used for the journey for local movements in Delhi. The monthly remuneration payable for the vehicle will be for kilometerage as specified above in any calendar month and specified hrs. of use. 3.1 GSDL shall not be responsible for any loss or damage for the vehicle and person engaged by the agency. 4. GSDL may hire one or more vehicle(s) & number of vehicle(s) and its reporting sites may change at the sole discretion of GSDL during the contract period. It shall be binding on contractor. 5. The vehicle must have an authorized mode of fuel. 6. Vendors may participate for one or more category of vehicles. 7. Tenure of the Contract 7.1 At the initial stage, the contract shall be awarded for a period of one year from the date of commencement of contract and further extendable for 2 years on mutual consent. 7.2 GSDL reserves the right to terminate the contract at any stage, either in full or in part, without assigning any reason and without any prior notice. In the event of the contract being terminated by GSDL before the completion of the initial period of 1 year for reasons of unsatisfactory performance or breach of contractual condition, the full Security Deposit of the Contractor shall be liable to be forfeited. 8. Eligibility 8.1 The bidder should have 2 year experience of running a travel business in Government/ PSU/ Autonomous Institution/ Universities/ Public Sector Bank/ Local Bodies Municipalities as follow: Page 3 of 11
a) Three similar work costing not less than the amount equal to Rs. 6 Lakhs (i.e. 40% of the estimated cost) or b) Two similar work costing not less than the amount equal to Rs 7.5 Lakhs (i.e. 50% of the estimated cost) or c) One similar work costing not less than the amount equal to Rs 12 Lakhs (i.e. 80% of the estimated cost). 8.2 The average Annual Financial turnover during the last 3 years, ending 31 st March of the previous financial year, should be at least Rs. 5 Lakh. 9. Documents to be Submitted The tender must be accompanied by the following documents with certification, failing which the bid will be deemed ineligible and technically invalid:- 9.1 Copy of PAN and certificate of Service Tax Registration. 9.2 Satisfactory proof of specified make/ model of the vehicle. 9.3 EMD of Rs. 5000/- per vehicle applied as per Para 9. 9.4 Attested copy of registration certificate, any of the following as per applicable. (a) Proof of proprietary concern. (b) Under partnership act; attested copy of partnership deed duly signed by all partners in case of partnership firm. (c) Under companies act, attested copy of AOA/ MOA in case of company. 9.5 Proof of experience as per above Para 8.1 and 8.2 (Copy of work order or certificate from a department/ certificate from CA regarding annual financial turn over). 9.6 A declaration that firm has not been black listed by any Government department in the form of Affidavit as per specimen enclosed at (Annexure-I). 10. Earnest Money (EMD) Each tenderer shall be required to deposit a sum of Rs.5,000/- (rupees Five thousand Only) as earnest money in the form of a crossed Demand Draft made-out in favour of Geospatial Delhi Limited payable at Delhi and valid for a minimum period of six months Page 4 of 11
from the date of issuance. Applications received without EMD shall not be considered for the purpose of this tender. The amount of EMD will be refunded to the non-successful tenders within 45 Days of finalization of the contract. However, No interest shall be paid on the earnest money deposited. The EMD should reach GSDL before 03:00 PM on 23.05.2014. 11. Security Deposit 11.1 The contractor shall be required to furnish a security deposit of Rs.20,000/- (Rupees Twenty Thousand Only) for each vehicle towards successful performance under this contract at the time of award of work, in the form of a Bank Demand Draft/BG/FDR drawn in favour of Geospatial Delhi Limited payable at Delhi. 11.2 GSDL shall be entitled to appropriate the whole or any part of the security deposit of the Contractor in the circumstances hereinafter provided without prejudice to any other remedy or right. GSDL shall be entitled to recover any loss or damage that GSDL may suffer or sustain by reason of the failure o the Contractor to observe & in performance of the Terms and Conditions of the contract or any amount that may becomes due to GSDL under or by reason of the Terms and Conditions of the said contract from the amount of his security deposit. 11.3 The security deposit referred to above shall be liable to be forfeited by GSDL in the event of any breach on the part of the Contractor of any of the Terms & Conditions of the contract without prejudice to GSDL s right to rescind the contract and other rights and remedies warranted by law. 12. Refund of Security Deposit The security deposit shall, subject to any deductions that may be made there from, be returned to the Contractor within three calendar months after the termination of contract and on issuance of No Dues certificate by the user. However, if there is a delay, the Contractor shall not be entitled to any interest. 13. Completion/ Submission of tender document 13.1 Each page of the tender document should be signed and dated by the tenders or such person(s) on his behalf as is legally authorized to sign for and on his behalf. Page 5 of 11
13.2 Incomplete or conditional tenders or tenders containing omissions or alteration are liable to be rejected. If any corrections become necessary, these must be made in ink and all such corrections must be attested by full signature of the tenderer and dated. 13.3 Online Bids will be received upto 03:00 PM on 23.05.2014 and shall be opened at the same day at 03:30 PM. EMD will also be received upto 03:00 PM 23.05.2014. 14. Validity of Offer It shall be understood that the tender document has been issued to the tenderer, and the tenderer is permitted to tender on the clear understanding that, after submission of this tender he will not rescind from his offer or modify the Term and Conditions thereof in manner not acceptable to GSDL within 120 days of the tender opening date, unless extended further with mutual consent. 15. Schedule of Rates 15.1 The lump sum rate for each vehicle should be filled in carefully by the tenderer after considering all the aspects. No request for change or variation in rates or terms and conditions of the contract shall be entertained on the grounds that the tenderer had not understood the details as mentioned in the contract, or did not understand or did not have full knowledge of terms & conditions. 15.2 The tenderers should quote a lump sum rate for each vehicle for the said distance of 2000 KM per month for 25 days and use of average 10 hours per day. If the vehicle is used by GSDL beyond the specified limit in the same calendar month then additional amount will be payable to the Contractor beyond the above mentioned lump sum rate. For this the tenderers should quote extra per km rate and extra hour rate. 15.3 The total monthly kilometres will be reckoned by adding the daily kilometres of use, which will be the difference between the reporting mileage and the closing mileage on each day and no kilometres shall be permitted for trips to garage. Likewise, the daily hours of use will be reckoned from the reporting time to closing time for each day. 15.4 The financial evaluation of the tenders will be on the basis of the lowest quote for the lump sum rate for each vehicle Page 6 of 11
15.5 GSDL will also pay the receipted charges which are in the nature of toll receipts, parking receipts, & entry tax wherever & whenever applicable. 15.6 The Contractor shall be required to pay all the other charges for the car including registration charges, road tax, insurance charges, maintenance charges, cost of fuel, salary of driver, various other taxes & levies, if applicable, fine, etc. Service Tax shall be paid by GSDL. 15.7 No charges other than the rate quoted shall be payable by GSDL to the Contractor towards the car- hire services. 15.8 Rate quoted should exclusive of Service Tax. Service Tax shall be paid as per prevailing rules at the time of payment. 16. Terms & Conditions 16.1 The vehicles to be provided by the Contractor shall be as per the specifications given in the tender letter, having the year of manufacture & registration not older than year 2012. In the event of failure on the part of the successful bidder to comply with the terms & conditions the EMD of the successful bidder shall be liable to be forfeited. Moreover, GSDL shall be at complete liberty to place this contract elsewhere without being under any obligation to the successful bidder for any losses caused to him. No compensation shall be paid either to the successful bidder in any such case. 16.2 vehicles shall remain at all times in sound running condition, be dust proof, be provided with music system, air freshener & branded sun-films permitted under law during the entire contract period. Its emissions shall comply with pollution control norms. GSDL Reserves the right to decide upon the sound running condition of the vehicles. The interiors of the vehicles shall always remain clean. The seats shall be provided with neat & clean covers which shall be changed frequently at least once a month. All the expenses incurred in the maintenance of the vehicles or otherwise shall be borne solely by the Contractor. Any dent/damage to vehicles affecting its aesthetics will be repaired by the contractor within 3 days of occurrence. 16.3 The drivers of the vehicle shall be on a dedicated basis & shall not be changed every now & then. However, the contractor should make necessary alternate arrangements to provide periodical rest/leave to the drivers. Page 7 of 11
16.4 The vehicles & the drivers shall report in time at the designated place & at the designated time on a regular basis duly fuelled and in sound running condition. Any delay or shortcoming will be viewed seriously & may be dealt with imposition of fine as per the provision under this tender. 16.5 The drivers shall possess a valid driving License, should be well behaved and punctual, while on duty, they should never be in a intoxicating state or smoking. The Contractor shall be required to change/replace the driver(s) in case not found suitable by GSDL. 16.6 The drivers should extend all normal courtesy such as greeting, opening/closing door etc. towards the user/s and should present themselves for duty in a neat and clean appearance. 16.7 In case of misconduct by driver/s or for any other reason, GSDL may require change of driver/s which will be communicated in writing. In such case, the agency shall replace the driver/s within 48 hrs of such communication, failing which GSDL will have the discretion to treat the vehicle/driver as not available and take action a per contractual provisions. 16.8 The drivers should have a cell phone to communicate on duty. 16.9 The drivers shall not be reluctant to or deny or refuse to go to any place including various destinations as listed in the Scope of Work. 16.10 The Contractor shall insure the vehicles at his own cost. He shall indemnify GSDL against any loss or claims which could come to GSDL in the course of performance of this contract by him under any provisions of the various Laws in the country. The Contractor, in his own interest, may get the driver/s of the vehicles also insure. 16.11 The contractor will evolve his own system of ensuring daily and timely availability of drivers and vehicles and will inform GSDL of any delay, if any at least 2 hours in advance of the designated reporting time. In case the drivers or the vehicle is not available for whatsoever reason, the Contractor shall make necessary and suitable alternative arrangements so that official work does not get hampered or suffer. In case it is not done by the Contractor then GSDL shall be free to make its own arrangement at the sole risk & cost of the Contractor. Any expenses thus incurred shall be deductible from the amount payable to the Contractor or from his Security Deposit in addition to any penalty that may be under this tender. Page 8 of 11
16.12 If no alternate arrangements are made either by the contractor or by GSDL (at risk & cost of the contractor), then, in addition to any penalty that may be imposed, the monthly lump sum rate will be reduced proportionately to the number of days of such an eventuality. 16.13 GSDL reserves the right to negotiate with the lowest bidder. 16.14 The rates quoted shall remain unchanged during the entire contract period. After one year contract may be extended for further one year on mutual consent. If there is increase in the prices of fuel during this period, the Contractor shall not be compensated for that. No hike will be given during the initial period of contract. However, after the initial period of 1 year, if contract period is extended on mutual consent on the discretion of Competent Authority, hike will be given on mutually agreed terms & conditions. 16.15 The Contractor shall be required to comply with rules and regulations and laws etc., of the Central Govt., and Local bodies. Or of any competent authority, applicable to the vehicles or the drivers employed for the above work. 16.16 The Contractor shall fully indemnify GSDL against all the payments, claims, losses and liabilities whatsoever incidental or directly arising out of or for compliance with or enforcement of the provisions of nay the relevant laws of the extent they are applicable to the above service provided by the Contractor. 16.17 The Vehicles & the drivers shall provide satisfactory service at all times during the entire contract period as per the provisions of this contract. Failure to comply with the provisions of this tender document will be considered as unsatisfactory performance. In case of failure on the part of the Contractor to ensure the same, GSDL management may impose a penalty of up to Rs. 1000/- in each case of the unsatisfactory performance of each vehicle in addition to other remedies available to it under the various provisions of this contract. 17 PENALTIES & RECOVERIES Fine up to Rs. 1000/- can be imposed by the Managing Director, GSDL, any other authority nominated, in each case of breach of Terms & Conditions of contract &/or unsatisfactory service for each vehicle on behalf of the Contractor. GSDL may also terminate the contract in part or in full in case of prolonged/frequent unsatisfactory service, breach or Terms & Conditions & non-compliance of the instructions given by Page 9 of 11
GSDL officials on behalf of the Contractor. In case of termination of the contract security deposit shall be liable to be forfeited in full. In case of repeated default, contractor may be debarred from participating in future tender of GSDL for next two year. 18 TAX DEDUCTION AT SOURCE TDS as applicable under the Income Tax Act, 1961 will be made from all payments made to the Contractor. 19 PAYMENTS Payment due to the Contractor will be made on a monthly basis on receipt of bills along with a copy of log book. Normally the payments would be made within 15 days of submission of bills. However, no interest shall be payable to the Contractor if the payment is not made within the stipulated period. (S.K. Taneja) Company Secretary & F.O. For Geospatial Delhi Limited Page 10 of 11
Annexure-I (An affidavit on a Rs. 10/ Non Judicial Stamp Paper) It is certified that my Firm/ Agency/ Company has never been black listed by any of the Department/ Autonomous Institutions/ Universities/ Public Sector Undertakings of the Government of India or Government of NCT of Delhi or any other State Government or Public Sector Banks or Local Bodies/ Municipalities and no criminal case is pending against the said Firm/ Agency as on. Signature of the Tenderer Name of Signatory Name of the Firm/ Agency Seal of the Firm/ Agency Place: Date: Page 11 of 11