Office of the Chief Executive Officer Shri Mata Vaishno Devi Shrine Board, Katra NOTICE INVITING TENDER

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1 Office of the Chief Executive Officer Shri Mata Vaishno Devi Shrine Board, Katra NOTICE INVITING TENDER For and on behalf of the Chairman, Shri Mata Vaishno Devi Shrine Board, Katra, J&K Sealed tenders on the prescribed format affixed with Revenue Stamps worth Rs. 6/- are invited from the eligible firms/ agencies/ organizations/companies desirous to participating in the Bid of Shrine Board s for providing the services of Battery Operated Vehicles from Adhkuwari to Bhawan and vice versa via Himkoti Marg purely on Leave and License basis, for a period of three years from the date of commencement of operation (duly certified by the Officer Incharge of Shrine Board) after the issuance of Letter of Award. The Battery Operated Vehicles (BOVs) shall be used to carry pilgrims from Adhkuwari to Bhawan and vice versa. Particulars No. of BOVs Mahindra e-supro Van, Battery Operated Vehicle (Light Passenger Vehicle) having seating capacity 8 (including Driver) Contract period for operation of BOVs 20 Three years (03 years) Earnest Money Deposit (EMD) Rs Lakh Reserve bid (per BOV/ month) Rs Lakh (Rupees Five Lakh only) 2. Tender duly accompanied with Earnest Money Deposit as mentioned above, pledged to the Chief Accounts Officer, SMVDSB, Katra in a two bid format Technical and Financial - each filled in a separate and properly sealed envelope shall be considered. Both the bids should be placed in a third envelope, in the manner specified in the Terms & Conditions of the Tender Document. The aforesaid bids must reach to the Office of the Chief Executive Officer, Shri Mata Vaishno Devi Shrine Board, Katra by or before 3:00 PM (1500 hrs) on The Technical Bids shall be opened on the same day or any other convenient date by the Tender Committee in presence of those bidders who may choose to remain present. The financial bids shall be opened only for technically qualified bidders on the basis of eligibility criteria set-forth in the NIT and date of opening of Financial Bids shall be intimated to technically qualified bidder separately. 3. A copy of the Tender Document along with detailed terms and conditions can be obtained during working hours i.e. 10:00 am to 05:00 pm on any working day from Central Office of the Shri Mata Vaishno Devi Shrine Board, Katra against a nonrefundable / non-transferable tender fee of Rs. 500/- (Rupees Five Hundred only) or can be downloaded from our website The downloaded NIT must be accompanied with Demand Draft for Rs. 500/- as tender fee, in favour of the SMVDSB payable at Katra, J&K. 4. Any conditional tender or tenders which are not appropriately sealed in the aforesaid two-bid format or tenders received after the specified date and time or Tenders received without the aforementioned Tender Fee & EMD shall not be entertained under any circumstance. The scope of Battery Operated Vehicle services and other terms and conditions, are detailed in Annexure-I of the Tender Document. No.: CO/Adm/879/4216 Date: Sd/- (Anshul Garg), IAS Addl. Chief Executive Officer SMVD Shrine Board, Katra Page 1 of 11

2 Office of the Chief Executive Officer Shri Mata Vaishno Devi Shrine Board, Katra Annexure-I Terms and Conditions Abbreviations SMVDSB CEO SOP J&K BOV GPS CCTV : Shri Mata Vaishno Devi Shrine Board : Chief Executive Officer : Standard Operating Procedure : Jammu and Kashmir : Battery Operated Vehicle : Global Positioning System : Closed Circuit Television 1. Sealed Bids are invited for Battery Operated Vehicle Services from Adhkuwari to Bhawan and vice versa for the period of three (03) years from the date of commencement of operation (duly certified by the Officer Incharge of Shrine Board) after the issuance of Letter of Award. 2. The operator shall deploy 20 Nos. of Mahindra e-supro Van Battery Operated Vehicles (Light Passenger Vehicle) having detailed specification mentioned in the Schedule-C and all shall be made available (all time i.e. 24X7) for operation on the track in good working condition. 3. Atleast 8 round trips per vehicle per day shall be required to be undertaken by the operator with an uptime of 100% for atleast 18 Nos. of BOVs, the plying time zone for which shall be defined by the Board. A maximum of 160 round trips shall be allowed per day. Any increase in the Nos. of trips beyond 160 shall require express approval from the Licensing Authority, subject to payment of additional fee to be calculated on pro-rata basis. 4. The operator shall ensure the availability of atleast 10 Sets of standard Spare/Standby Battery Banks having specification similar to the Battery Bank used in the BOVs as mentioned in the Clause-2, at Servicing Yard, Adhkuwari in fully charged conditions at all times for the replacement of discharged batteries of the operational BOVs during the period of operation. The operator shall provide standard working station at Servicing Yard, Adhkuwari for immediate replacement of batteries from Battery Bank, so as to ensure uninterrupted running of all 20 BOVs. 5. The Bidder shall submit the Bid in Two Bid format: the first part in a sealed envelope super-scribed TECHNICAL BID which shall contain all relevant technical details as per Schedule A along with all the relevant supporting documents, background of the Company, Specifications of the BOVs etc, along with Earnest Money Deposit in the shape of CDR/FDR for Rs lakh pledged to Chief Accounts Officer. The Financial Bid shall be submitted separately as per Schedule-B in a separate sealed envelope super-scribed FINANCIAL BID. Both the covers separately sealed and super-scribed TECHNICAL BID and FINANCIAL BID, respectively, shall be placed in a third sealed envelope super-scribed (in CAPITALS) as follows: TENDER FOR PROVIDING BATTERY OPERATED VEHCILE SERVICES FROM ADHKUWARI TO BHAWAN AND VICE VERSA Page 2 of 11

3 6. Technical Bid: i. The bidder shall have an Annual Turnover of not less than Rs Crore consecutively for the last three years i.e , and ii. The bidder shall have a minimum two years of professional experience for operation and maintenance in providing the services of Battery Operated Vehicles. 7. Financial Bid: The bidder shall quote License fee per BOV per month, which the bidder intends to pay to Shrine Board against the Reserve Bid amount mentioned in the Schedule-B in a sealed cover. 8. All such offers, along with the terms and conditions duly signed, and enveloped as described above, must be dropped by hand in the sealed Tender Box placed in the office of the SMVDSB, Katra by 3:00 PM (1500 hrs) on Alternatively the sealed tenders may be sent by Registered Post /Speed Post/ Courier addressed to the Chief Executive Officer, SMVDSB, Katra so as to reach by 3:00 PM (1500 hrs) on The tenders received after the due date and time shall not be considered under any circumstance. 9. The Shrine Board shall not be responsible for any postal delay. Any conditional tender OR tenders which are not appropriately sealed in the twobid format, as explained above, OR tenders received after the stipulated date and time, shall not be entertained. Any cutting or overwriting in the Tender Documents will also make the bid liable for rejection. The Technical Bids shall be opened by the Tender Committee, on at 3:30 PM at the Office of Chief Executive Officer, SMVDSB, Katra in the presence of the bidders who may choose to remain present. The date of opening of Financial Bids shall be intimated only to the eligible short-listed Tenderers after evaluation of the Technical Bids. 10. All BOVs shall have provision for installation of GPS and CCTV cameras that shall be installed by the operator (within a period of three months from the date of start of operation) at his own cost. 11. Each Bidder will deposit an EMD of Rs lakh (Rupees Ten Lakh only) in the shape of FDR/CDR pledged to Chief Accounts Officer, Shri Mata Vaishno Devi Shrine Board, along with the Technical Bid. The EMD in respect of the successful bidder shall be retained and adjusted against the security deposit and EMD of un-successful bidders shall be released after the issuance of letter of award to the successful bidder. 12. The bidder must ensure the validity of its bid for three months from the last date of submission of Bids. 13. The Bidders are not permissible to form a consortium for meeting any eligibility criteria mentioned in this NIT. Further, the successful bidder shall not underlet/sublet the contract or part of it to any of the firm / service provider whatsoever. 14. The bidder shall have to return a copy of the NIT with each page thereof duly signed by the authorized signatory/accountable Manager with seal of the Company in token of acceptance of all the terms and conditions of the NIT, failing to comply, the bids shall be rejected without any further correspondence in this regard. Page 3 of 11

4 15. All the documents, including various certificates, attached with the tender must be signed by authorized signatory/accountable Manager with seal of the Company, failing which the concerned documents shall not be considered. 16. The successful bidder shall ensure to deploy all 20 BOVs within a period of 45 days from the issuance of letter of award, failing which a grace period of 15 days shall be granted only with a hike of 5% in the license fee as mentioned in Letter of Award. In case the successful bidder fails to deploy the BOVs after the stipulated period, the EMD of the firm shall be forfeited and the firm shall be blacklisted for a period of 7 years for future participation in the tendering process of SMVDSB. 17. Operation and maintenance of BOVs including the deployment of drivers shall be the responsibility of the Operator. 18. The ticket price per person for a trip made between Adhkuwari to Bhawan and vice versa shall be as under: i) Adhkuwari to Bhawan Rs. 300/- per passenger ii) Bhawan to Adhkuwari Rs. 200/- per passenger iii) Children upto the age of 5 years (carried in lap) shall not be charged. However, Shrine Board reserves the right to revise the ticket price during the contract period, in which case, the additional revenue generated shall accrue entirely to the Shrine Board as calculated on actual basis. 19. Shrine Board shall provide the space for servicing of Rs. 5,000/- (Rupees Five Thousand only) per month. 20. The Shrine Board shall provide a DG set at Servicing Yard, the operational cost of which shall be borne by the operator. 21. The operator shall deposit one month s license fee as Security Deposit in advance in the shape of Demand Draft before starting the operation on the track. Any deficit in the payment of License fee due at the end of each month of operations shall be adjusted against the same and the Security Deposit accordingly replenished at the time of crediting of payments to the operator at the end of each month. 22. The BOVs shall have to be operated on all days of the month including Sundays/holidays. 23. The operator shall ensure that only professional, qualified and experienced drivers will ply the Vehicles, They must be in possession of the following: i. Valid Driving License. ii. Experience Certificate for Driving in the hilly area. 24. The successful bidder shall deploy sufficient number of experienced and trained technical support staff and drivers which the firm deems necessary for smooth operation of BOVs. 25. The entire booking of tickets for all Battery Operated Vehicles shall be in the ambit of Shrine Board. Not a single ticket shall be booked/ promised to be Page 4 of 11

5 booked by the Operator under any circumstance, unless so mandated by the Shrine Board in writing. 26. The operator shall provide the tickets (without any extra cost to the Shrine Board) printed in 3 sections out of which one foil shall be issued to the passenger, second foil handed over to the representative of the operator and the third foil shall be retained by SMVDSB. All these foils shall be printed distinctively with three different colour schemes depicting for passenger, for the Operator and for SMVDSB, with unique and running serial numbers for each set of foil, separately for Adhkuwari and Bhawan Sectors. The format for the same shall be provided by the Shrine Board. Moreover, the operator shall also provide the challan book and other required stationery for the purpose (without any extra cost to the Shrine Board). 27. The operator shall have to provide one seat up (Adhkuwari to Bhawan) and one seat down (Bhawan to Adhkuwari) per day free of cost to Shrine Board, in each vehicle. Unutilized accrued seats shall have to be re-imbursed to Shrine Rs. 300/- per seat from Adhkuwari to Bhawan and Rs. 200/- from Bhawan to Adhkuwari at the end of every month. 28. The vehicle shall be operated on the track as per rules and regulations provided by the Shrine Board. 29. The successful bidder shall ensure general cleanliness of vehicle and keep the vehicle fit and in running condition all time. The successful bidder shall also take care in respect of the following: i) Seat and cushions shall be quite comfortable and in good shape. ii) Window panes and doors etc. in good condition. 30. The operator shall provide uniform to all its workers deployed for the intended operation. 31. It shall be the sole responsibility of the successful bidder to account for & pay all taxes, including cesses, GST, levies & dues whatsoever to the concerned authorities in accordance with the statutory provisions including such other taxes and charges as may be levied by the competent authority during the currency of license period. 32. The successful bidder has to ensure the serviceability of vehicle for their fitness on the track and obtain all fitness certificates and complete statutory/ mandatory formalities in this regard as laid under the J&K Motor Vehicle Act including Registration, Route permit, insurance etc The Shrine Board reserves the right to deploy any / all of the BOVs at its own on the track for emergent purposes including disaster management, medical emergency, relief and rescue and such others as assessed by the Competent Authority and the charges for the same shall be paid as mutually agreed. 34. The successful bidder shall have to maintain sufficient stock of spare parts, batteries and chargers etc. readily available for the timely servicing / repair of BOVs at the site. 35. The Shrine Board shall provide reasonable space for the operation of BOVs, which shall always remain under the actual control and possession of the Shrine Board. Page 5 of 11

6 36. It shall be the sole responsibility of the operator to check and control the standard of the quality, comfort, safety and pollution level etc. of their BOVs. 37. The Shrine Board shall provide the electricity connection to the operator, however, the operator shall bear all the costs of electricity charges and other infrastructure to be used and raised for the operation of their BOVs. 38. The operator shall obtain the comprehensive Insurance Rs Lakh per person travelling in the vehicle / employees / labour engaged etc. on account of death due to every kind of accident and Rs Lakh in case of grievous hurts / injury as defined in the IPC Section 320. The operator shall be solely responsible for the damages/compensation that may become payable as per the orders of prescribed authority for any accident involving any person or the property over and above the allowable insurance amount by the concerned Insurance Company. The compensation/insurance claims, as the case may be, shall be payable by the Operator within the maximum period of 45 days from the date of such accident unless and until there are genuine reasons for processing the respective cases of accident claims and the SMVDSB shall not be held liable to pay any compensation. Besides, Shrine Board shall be adequately compensated for the damage caused to its property. The operator shall obtain all insurance policies from Nationalized Insurance Companies in India having its operations in the state of J&K. 39. All the costs of insurance and expenditure to be incurred for road tax and any other taxes, levies / cesses etc., if any, shall be exclusively borne by the Operator. The operator shall furnish copies of the Registration Certificates, Insurance Certificates, Fitness Certificates and Route permit of all the Vehicles as may be required under J&K Motor Vehicle Act as and when demanded by the Shrine Board. It shall be sole responsibility of the operator to ensure that no Vehicle without valid documents should ply on the route. In case any Vehicle is found to be plying without valid documents, Shrine Board reserves the right to impose penalty of Rs. 10,000/- for each default. 40. The operator shall keep and maintain a complaint box at start and the end point of the Journey which shall be opened by an Officer nominated by Shrine Board and the operator shall take cognizance of the complaints, if any of the passengers or any other persons and address the same immediately. 41. The Shrine Board reserve the right to suspend / terminate the license/contract period of BOV operator without giving any notice in this regard and the Operator shall have no objection for the same.in case of suspension of Operation of BOVs due to closure of track on account of Force Majeure conditions such as a Government order/ regulation, war, an accident creating a disturbed condition, terrorist activity, strikes / riots, civil commotion, bad weather, landslides, shooting stones etc., the operator shall not be liable for compensation for the suspended period for upto a loss of 800 round trips calculated on a monthly basis. However, he/she shall be entitled for compensation for any loss beyond this ceiling, in the form of additional trips. 42. The Shrine Board is at liberty to impose penalty on BOVs operations on grounds of any below mentioned complaints S. Type of complaint No. 1 For non wearing of Uniform by operator s staff 2 For non wearing of I-card operator s staff Amount (in Rs.) 500/-per employee per violation 500/- per employee per violation Page 6 of 11

7 3 Complaint about the overcharging of money from the pilgrims 4 Complaint about the Smoking of cigarettes or use of any tobacco products or pan chewing / playing of cards within or around the premises 5. Overloading of vehicle beyond sanctioned capacity. 6. Plying less than 18 numbers of BOVs on any day on account of non-availability of drivers, nonfunctional BOVs due to technical snag etc. 1000/- per complaint 1000/- per complaint Rs. 5000/- per passenger. Rs. 3000/ per defunct vehicle per hr, subject to maximum of Rs. 30,000/- per vehicle per day. 43. The Operator shall accept and adhere to all the Terms and Conditions laid down by Shrine Board and enter into an Agreement with Shrine Board in the format prescribed by the Shrine Board within a period of 15 (fifteen) days from the date of award of the contract, failing which the Earnest Money Deposit in full (Rs lakh) shall be forfeited and credited to the account of the SMVDSB without any correspondence in this regard. 44. Any violation of any of the terms and conditions of the NIT or the subsequent Letter of Award and contract shall hold the Operator liable for the termination of its license for operation on the Adhkuwari-Bhawan-Adhkuwari sector, forfeiture of the security deposit and/ or for further such other action as the CEO/ Addl CEO, Shrine Board may deem necessary, including recovering appropriate damages and costs out of the adjustable/ refundable security deposit and / or imposing suitable penalty not less than Rs. 10,000/- for each such violation to be deducted from amount payable to the operator on account of ticket cost. 45. Shrine Board shall not be liable for whatsoever consequences arising out of any accident, incident, mishap or any event relating to the operation of BOVs by the Operator, who shall be solely and exclusively liable for any injury, damage or liability of any kind arising out of its operations. 46. The Operator shall be under obligation to provide, within a reasonable time, all such information/ details as sought by the Chief Executive Officer, SMVDSB or any other officer authorized in this behalf from time to time. Failure to comply with this requirement would amount to the violation of the terms and conditions of the contract. 47. Based on the analysis of bids received, SMVDSB (Shri Mata Vaishno Devi Shrine Board) reserves the right to ask the existing operator or any other operator to provide services at the current rates. 48. The Shrine Board reserve the right to review / change SOP as and when required administratively in consultation with the operator. 49. Depending upon the successful completion of three years of contract period, SMVDSB reserves the right to extend the period of contract for further two years, subject to the performance of the operator. 50. That the successful bidder be further required to get the license deed duly registered with the registration authority and the expenses, if any, shall be borne by the operator. Page 7 of 11

8 51. Either party may terminate agreement to be signed between SMVDSB and the successful bidder by giving 90 days advance notice in writing to the other party without assigning any reason. 52. The operator shall have to accept the nomination of an Arbitrator by the Chief Executive Officer, Shri Mata Vaishno Devi Shrine Board for adjudication of all disputes and differences of opinion relating to and arising from the terms & conditions of the Agreement to be executed between the parties including the differences relating to interpretation of the meaning and expression requiring interpretations relevant to the Agreement. The decision of the Arbitrator shall be acceptable to both the parties and shall not be called in question on any ground whatsoever. 53. All disputes and difference between the parties hereto pertaining to or arising out of contract and all matters connected therewith shall be referred to the Arbitrator to be nominated / appointed by the Chief Executive Officer of Shri Mata Vaishno Devi Shrine Board under J&K Conciliation and Arbitration Act, Merely because of CEO being official of the Board, shall be no ground for the licensee to object thereto. 54. All disputes subject to the jurisdiction of Civil Court at Katra/Reasi/Jammu. 55. The SMVDSB shall have absolute right to reject any bid or all the bids at any stage without assigning any reason thereof. Sd/- (Anshul Garg), IAS Addl. Chief Executive Officer SMVD Shrine Board, Katra Page 8 of 11

9 Office of the Chief Executive Officer Shri Mata Vaishno Devi Shrine Board, Katra Schedule A Technical Bid Company / Firm / Agency background and BOVs specifications to be submitted along with the technical bid. The Tenderers are advised to give necessary information required against the respective columns. Tenderers may adapt/re-format this proforma, but if the Tenderers fail to answer all columns of this form, their Tender may not be evaluated. 1) Name of the bidder with complete postal address 2) Battery operated Vehicles to be offered for intended operation 3) Name of the owner of the BOV, if not registered in the Tenderer s Name. 4) ISO certification OR any other accredited certification of the Company duly supported with documentary proof. 5) Annual turnover of the tenderer relating to BOV operations for the last three years as per balance sheet (copy whereof to be enclosed): i) : ii) : iii) : 6) Detail of Earnest Money Deposit (EMD) in the shape of FDR/CDR of Rs lakh. 7) Detail of tender fee 8) Duration of validity of bid (Should not be less than 03 months). 9) Tenderder s total fleet of BOVs 10) Experience in the operation of BOVs services (Valid proof of experience to be attached) 11) List of existing clientage (Proof to be attached) 12) Acceptance of terms & conditions as per Annexure-I As per Schedule-C of the NIT 13) Confirmation that tenderer is willing to abide by the requirements laid down by Motor Vehicle Act. as applicable in the state of J&K. Signature Name Designation Date Page 9 of 11

10 Office of the Chief Executive Officer Shri Mata Vaishno Devi Shrine Board, Katra Schedule B FINANCIAL BID The Bidders are required to quote License Fee per BOV per month failing which their Bid shall not be evaluated. Sector Adhkuwari to Bhawan and vice versa Reserve bid per vehicle per month by the Shrine Board Rs Lakh (Rupees Five Lakh only) Bid Amount (License Fee per BOV per month) We unconditionally accept all the General Terms and Conditions in respect of the NIT No. dated Signature Name Designation Date Page 10 of 11

11 Office of the Chief Executive Officer Shri Mata Vaishno Devi Shrine Board, Katra Specifications of Mahindra e-supro Schedule-C Battery and Electric Motor Battery Pack Rating 200 Ah Electric Motor 3-ph, AC induction Max Power rpm Max Torque rpm Performance Top Speed (Km/hr) 60 Range (km) 112* (Passenger Van) Charge Time (0 to 25 0 c) 8 hours 30 min. Vehicle Dimensions Length (mm) 3798 Width (mm) 1540 Height (mm) 1922 Wheelbase (mm) 1950 Ground Clearance (mm) 130 Suspension Front McPherson Strut with Coil Spring Rear Leaf Spring Wheels & Tyres Wheels 4.5 J x 13 Tyre Size 155/80 R13 Radial Tubeless (33 cm) Brakes Front Hydraulic, Disc Rear Hydraulic, Drum Specifications Passenger Van Seating Capacity 8 Seater (including driver) Gross Weight (kg) 1920 Kerb Weight (kg) 1320 Sd/- (Anshul Garg), IAS Addl. Chief Executive Officer SMVD Shrine Board, Katra Page 11 of 11