33/W/28W15/General/2018/05 Date: 19/06/2018 NOTICE INVITING E-TENDER FOR HIRING OF STAFF CAR Please refer

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1 कर मच र र ज य ब र न गर Employees State Insurance Corporation उप क ष त र य क य मलय Sub Regional Office ,प चद प भव, बबबव व ड, प ण , Panchdeep Bhavan, Bibvewadi, Pune फ न/Phone: /39 फ क स/Fax: dir-pune@esic.in 33/W/28W15/General/2018/05 Date: 19/06/2018 NOTICE INVITING E-TENDER FOR HIRING OF STAFF CAR Please refer tender id 1438 Employees State Insurance Corporation, Sub Regional Office-PUNE invites online e-tender under Two bid System for Hiring of Cars on monthly contract basis and also for temporary engagement from reputed agencies on contractual basis for a period of one year. The interested bidders should submit the tenders online through e-procurement portal in the prescribed proforma. Tender document is also available for viewing on the following websites i.e., & SCHEDULE OF E-TENDER: 1. Type of Vehicle to be provided 2 No. of Swift Dzire/ Hyundai Xcent / Toyota Etios, Air Conditioned Diesel/Petrol Car (preferably of white/silver/grey colour) 2. Period of Contract One Year from the date of award of contract and extendable for further one year under same terms and conditions. Maximum monthly ceiling limit under which the bidding amount must be quoted is Rs.36,000.00/- (Rupees Thirty Six Thousand only.) for 1500 kms, ( inclusive of all taxes and charges ) per car, per month for local trips only. Tenderer will have to quote the rate per KM beyond 1500 KM ( inclusive of all taxes and charges.) In addition to the engagement of 2 cars on regular basis for local trips, this office intends to engage Sedan cars or MUV like Innova for long trips based on requirement. The tenderers are requested to quote the rates per KM as well the rates per hour ( inclusive of all taxes and charges ). The tender shall be awarded to the successful tenderer who quotes the lowest rates. 3. Earnest Money Deposit (EMD) Rs /- (Rupees Seventeen Thousand Two Hundred Eighty Only. ) 4. Performance Security Deposit Rs.43,000/- ( Rupees Forty Three Thousand only) 5. Date and Time for Commencement of online e-tender Dt: 19/06/2018 at 10.00AM

2 6. Last Date & Time for Submission of Tenders online Dt:16/07/2018 up to 2:00 P.M 7. Date and Time of Opening of the Bids Dt:16/07/2018 at 04:00 P M 2 Important Instructions for Bidders regarding Online Payment Annexure-I All bidders / contractors are required to procure Class-IIIB Digital Signature Certificate (DSC) with Both DSC Components i.e. Signing & Encryption to participate in the E- Tenders. Bidder should get registered at Bidders should add the below mentioned sites under Internet Explorer > Tools > Internet Options > Security > Trusted Sites > Sites of Internet Explorer: https;//www4.ipg-online.com Also, Bidders need to select Use TLS 1.1 and use TLS 1.2 under Internet Explorer > Tools > Internet Options > Advanced Tab > Security. Bidder needs to submit Bid Processing Fee charges of Rs. 2495/- (non-refundable) in favour of M/s. C1 India Pvt. Ltd. payable at New Delhi via Online Payment Modes such as Debit Card, Credit Card or NetBanking for participating in the Tender. Bidders can contact our Helpdesk at

3 3 SCOPE OF WORK: 1. The agency shall provide Two Air conditioned white/silver/grey colour Swift Dzire/ Hyundai Xcent / Toyota Etios/Toyota Innova latest model of 2014 onwards for office use of ESIC, SRO-PUNE on Maximum Monthly package rate of Rs.36,000/-[ including all taxes ] for 1500 kilometers for riding in and around PUNE District. The tender shall be awarded to the successful tenderer who quotes the lowest rates. 2. The agency should provide the services basically on all working days from Monday to Friday between 9.30 AM to 6.30 PM. However, if required the services shall have to be provided other than these specified hours i.e. before and after the office hours by the agency and also during Saturdays and holidays within the monthly package ceiling limit without any extra charges for extra hours of service rendered beyond the office timings and during Saturdays and holidays. 3. No mileage charges will be paid for first 1500 Km per month. However for extra kms beyond the prescribed limit, the bidders shall be reimbursed separately as per the lowest bid quoted in the Financial Bid. BID SUBMISSION AND VALIDITY: 1. Bidders should submit tenders online only through e-procurement portal No other mode of tender will be accepted by this office. 2. To participate in online e-tender, all bidders should get registered at by following proper instructions/guidelines provided at Annexure-I given in this tender document. 3. The bid shall be valid for a period of 180 days from the date of opening of the tenders. 4. The tender is not transferable. Multiple bids should not be submitted by the same bidder which bids will be rejected. ELIGIBILITY CRITERIA: 1. The operator/agency should be PUNE based and should have minimum of 01 year experience in the field in the last five years period. 2. The agency should not have been blacklisted by any Govt./PSUs/Any other authority.

4 3. The bidder should have valid PAN and GST Registration Numbers The bidder should possess requisite registration/license issued by the Transport Department for providing transport services of car and having valid insurance, fitness, permit to operate in Maharashtra region. 5. Taxi operators should have minimum of two cars registered [commercial registration ] in the name of the bidder/firm. 6. Vehicle should have commercial registration by the competent authority 7. Driver should have a valid commercial driving license and badge number issued by Transport Department. EARNEST MONEY DEPOSIT (EMD): 1 Earnest Money Deposit (EMD) of Rs (Rupees Seventeen Thousand Two Hundred Eighty Only) has to be submitted by the bidder in the form of Demand Draft of any Nationalized Bank drawn in favour of ESIC Fund A/c No.1 payable at PUNE. tender. 2. EMD should remain valid for a period of 90 days from the last date of bid submission of e- 3.The Demand Draft copy has to be scanned and uploaded while submission of bids online. The same physical copy of the DD has to be submitted to this office in sealed envelope through Registered Post superscribed as EMD for online e-tender for Hiring of Taxi on monthly contract basis and should be addressed to The Additional Commissioner,, General Branch, ESI Corporation, Sub Regional Office (PUNE), S.NO. 689/690, Bibvewadi, Vivekanand Marg, PUNE on or before last date of bid submission. 4. The bids without EMD shall be summarily rejected. 5.EMD shall be forfeited in case the bidders withdraw or the details furnished in tender are found to be incorrect or false during the tender evaluation process. 6.The EMD shall be refunded to the unsuccessful bidders on or before 30th day after the award of the contract to the successful bidder. It shall be refunded to the successful bidder within 10 days of receipt of performance security deposit. No interest payable on EMD. 7. The EMD is exempted for firms/agencies of Micro and Small Enterprises (MSEs) as defined in MSE Procurement Policy issued by Department of Micro, Small and Medium Enterprises (MSME) or registered with the Central Purchase Organization or the concerned Ministry or Department and it is

5 5 mandatory that, the relevant copy of exemption issued by the competent authority should be uploaded with the tender document. PERFORMANCE SECURITY DEPOSIT: 1. Successful bidder has to submit of Rs.43000/- (Rupees Forty Three Thousand only) in the form of Demand Draft from any Nationalized Bank within 7 days from the date of award of the contract. Bank Guaranty will not be accepted. 2. The performance security deposit will be refunded in 30 days without any interest after satisfactory completion of the contract period adjusting the dues/recoveries if any and there being no other pending issues. OPENING OF BIDS AND EVALUATION: 1. Bids will be opened online by the evaluators at the time of bid opening as mentioned in the document. 2. If the tender opening day is declared as a holiday, the tenders will be opened by the evaluators at the same time on next working day. 3. The Additional Commissioner, ESIC Sub Regional Office- PUNE reserves all rights to reject any tender including of those tenderers who fail to comply with the instructions without assigning any reason whatsoever and is not bound to accept the lowest or any specific tender. The decision of The Additional Commissioner, ESIC, Sub Regional Office- PUNE, in this regard shall be final and binding. TERMS OF PAYMENT: 1. No payment shall be made in advance by ESIC. 2. The contractor shall submit the bill in triplicate in the first week of the following month in respect of previous month for processing the bill payment. 3. The parking and toll fee if any will be reimbursed on submission of bills. 4.All payments shall be made through Electronic mode only i.e., ECS/RTGS/NEFT within 10 working days from the date of receipt of the bill along with necessary logbook/trip sheet. 5. The Additional Commissioner, ESIC, SRO-PUNE shall be at liberty to withhold any of the payment in full or in part subject to recovery of penalties. 6. Income Tax and/or any other state or central taxes or levies if any shall be deducted as per prevailing rates according to Government rules and regulations at the time of bill payment. GENERAL TERMS AND CONDITIONS 1) The Agency shall provide a vehicle of brand and make Swift Dezire/ Hyundai Xcent / Toyota Etios, rolled out not earlier than 2014, for the exclusive use by the Sub Regional office Pune for a period of one year and extendable to further one year on the same terms and conditions. 2)The vehicle offered should have all the facilities/potentialities supposed to be available in a standard Staff car. The staff car should be in very good working condition shall be parked at the Sub

6 6 Regional Office premises, at Sr. No.689/690, Panchdeep Bhawan Bibvewadi Pune 37 during the office hours. The vehicle should be made available on all days including Saturday & Holidays etc., No Mileage charges will be paid for the first 1500 km/month. Mileage charges upto the first 1500 Km each month is to be included in the retainer fee ( Periodic Payment ) without any kind of break. 3) The vehicle shall be provided with a well experienced driver permanently, The driver should have proper and valid driving license and physical fitness certificate of driving as required by law and shall have mental fitness and satisfy all conditions as required by transport Authority and should also have experience of driving four wheelers. 4) The vehicle should be registered with the concerned authorities of central / State Government. A Certificate to this effect should be provided. The driver of the vehicle must follow traffic rules and regulations prescribed by the government from time to time. 5) The driver provided by the Agency must observe all the etiquette and protocol while performing the duty. He must be neatly dressed, should wear proper uniform and must carry a mobile phone in working condition, for which, no seperate payment shall be made by the Corporation. 6) The driver provided should not have any past history of criminal records or Alchoholism or Drug Addiction. 7) The driver engaged by the Agency should not be above 60 Years of Age. They should be supplied with a uniform in white color by the Agency. 8) The time/distance traveled by the vehicle shall commence and end at the ESIC, Sub - Regional Office, Pune. P.M. 9) The duty hours of the car with driver, shall be 9 hours daily between 9.30 A.M. and ) The vehicle provided shall be kept neat and clean in perfect running condition provided with seat covers and upholsteries. 11) In case of any accident, all the claims arising out of it shall be met by the Agency. 12) The Contract shall initially be VALID FOR A PERIOD OF ONE YEAR and may be extended for a further One Year Period on mutual consent subject to satisfactory performance, on the same Terms & Conditions at the sole discretion of this office. The ESI Corporation however, reserves the right to terminate the contract at any time with a written notice of one month. The Agency is required to give a notice of three months, in case he wished to discontinue the service. 13) All monthly charges inclusive of the charges of the driver, repairs and maintenance of vehicle, composite insurance coverage, petrol / diesel, oil and any other incidental expenses like toll charges, etc. that may from time to time, spent on running and maintenance of the cars are the responsibility of the service provider.

7 14) At any circumstances the agency shall have to provide only the vehicle bearing the Commercial Category (T-Board). 15) The payment shall be made at the end of every month by the ESIC on presentation of the bill in triplicate by the Agency. 16) In case the Staff car breaks down en-route, the Agency shall immediately arrange alternate Staff car. Any failure to provide alternate Staff car of equivalent make with a reasonable time shall be considered as failure to provide service and or breach of contract. 7 17) In case of non-availability of Staff car for whatever reason, the ESIC Sub - Regional Office Pune would make alternative arrangement on its own and expenditure so incurred shall be recovered from the monthly bill of the Agency or from the Performance Security Deposit or both, besides deduction of Rs 2000/- as penalty for each default. 18) Besides proportionate deducted of the monthly charges and recovery of costs of alternate arrangements, penalty of Rs.500/- per day of failure/delay to provide staff car may also be imposed at the sole discretion / decision of the Additional Commissioner. Additional Commissioner decision in this regard shall be final and binding. 19) The Agency shall maintain a logbook keeping records of the movement of vehicles. Such records will be certified by person Authorized by the ESIC Sub - Regional Office. 20) The distance will be calculated from the ESIC Sub - Regional Office only and not from the garage/residence/office of the Agency. Distance covered for fuelling or for repair and maintenance of the vehicle will not be taken into account for payment. 21) The Agency should have an office in Pune for further availability of contract person will be ensured. 22)The persons provided by the Agency shall be the employee of the Agency only and there is no Muster and Servant or Employer and Employee relationship between the persons provided by the Agency and this Sub - Regional Office. Further the said persons of the Agency shall not claim any employment, engagement, or absorption in this Sub - Regional Office, in future. 23) The Sub - Regional Office shall not be under any obligation for providing employment to any of the driver of the Agency after expiry of the contract. The Sub - Regional Office does not recognize any employee-employer relationship with any of the workers of the AGENCY. 24)The Agency has to indemnify the ESIC against all claims, damages, compensation under the provisions of Central Minimum wages Act, 1948 and other Labour Laws in force from time to time including Payment of Wages Act, 1923; Industrial Disputes Act, ; Maternity Benefit 1961; Bonus Act; Contract Labour ( R 7 A ) Act 1970, or any reenactment or modification of the same and any other Social Security ( ESI & EPF etc ), GST wherever applicable & other Labour legislations, and such statutory orders from time to time. ESIC will not own any responsibility in this regard and the Agency

8 8 will be liable for any consequences resulting from violation of any such rule / provision. 25) The vehicle should have proper valid Registration Certificate, Commercial Permit, Road Tax Payment Certificate, Fitness, Insurance and shall be in running condition, without any trouble at all. 26) The vehicle offered should confirm to the Emission norms laid down by Pollution Control Board and should possess a valid Pollution under Control certificate issued from the authorities concerned during the contract period. 27) The vehicle offered for hire should be free from litigation as regards ownership is concerned and should possess no tainted history as rash driving, negligence or violation or traffic rule etc. 28) The vehicle offered should only run on fuel registered in the R.C. During the currency of agreement. If it is found that the vehicle is run on any other fuel, the agreement will be terminated and security deposit will be forfeited. 29) No increase in rate shall be permitted during the period of contract on any account whatsoever. The agency should keep this in consideration while quoting the rate. The agency will be however paid toll tax, parking etc on actual basis on submission of payment receipt at the end of the month. 30) The condition of engine of vehicle should be good and adequate quantity of fuel should be provided by the agency himself at his own cost. 31) The legal liability arising out of Accident, if any, during period of engagement would be borne by the Agency. 32) Any loss of property caused by the driver / vehicle would be recovered from the monthly bill of the Agency. 33) The Agency must note that in case of any failure or breach of the terms and conditions of contract which results in deficiency in services provided by the agency thus leading to failure of providing services, the cost will be recoverable from the Agency in addition to attracting penalty. 34) Payment of wages and statutory obligations such as minimum wages etc. are to be mandatorily complied by the Agency. Statutory liability viz ESI / EPF etc would be solely borne by the Agency and no extra payment would be made on these accounts. 35) For any dispute regarding quality / service and rates the decision of Additional Commissioner Sub Regional Office, ESI Corporation Pune shall be final and binding on the Agency. 36) In case the service Provider / Agency discontinues the contract before the expiry of the period of contract, his Security Deposit shall be forfeited. 37) The Competant Authority reserves the right to terminate the contract in whole or in part by

9 9 giving one month written notice, in advance, if the Agency fails to satisfy the conditions of this contract, 38) The payment of salary to the driver shall not be linked with the payment of bills of the staff car by this Sub - Regional Office. 39) Any dispute arising out of this contract shall be referred to the sole arbitrator appointed by the Additional Commissioner and the decision of the arbitrator shall be binding on both parties. 40) The Additional Commissioner ESIC Sub Regional Office Pune has the right to terminate the contract, in case of any default on the above terms and conditions. DISPUTE SETTLEMENT: 1. It is mutually agreed that all differences and disputes arising out of or in connection with this agreement shall be settled by mutual discussions and negotiations, if such disputes and differences cannot be settled and resolved by discussions and negotiations then the same shall be referred to the Sole Arbitrator appointed by The Additional Commissioner, of ESIC, SRO-PUNE whose decision shall be final and binding on both the parties. 2. Any disputes will be subject to Pune jurisdiction only. TERMINATION OF AGREEMENT: The Additional Commissioner, ESIC, SRO-PUNE shall at his sole and absolute discretion, be entitled to terminate this agreement forthwith in writing with one month notice period without assigning any reason and without payment of any compensation and reserves the right on forfeiture of performance security deposit.

10 10 TECHNICAL BID (ANNEXURE II) DETAILS OF BIDDER FOR HIRING OF STAFF CAR FOR ESIC SRO-PUNE 1. Name of the Registered Firm/Company* 2. Name of the Owner/Partner/Director 3.a) Full Address of the Firm/Company b) Telephone/Mobile No: c) 4. Details of Air Conditioned White/ Silver /Grey Colour Petrol/Diesel Vehicle: I - a) Transport Department Registration No b) Brand/Make c) Model d) Year of Manufacture II - a) Transport Department Registration No b) Brand/Make c) Model d) Year of Manufacture 5. Driver Details: I - a) Name of the Driver b) Driving License Number c) Validity Period d)badge Number II- a) Name of the Driver b) Driving License Number c) Validity Period d) Badge Number 6.PAN Number of the Company/firm

11 7.GST Registration Number 11 8.Insurance expiry date 9.Emission expiry date 10.ESI Registration Number (if applicable) 11.EPF Registration Number (if applicable) 12.Bank Account Details of the firm: a) Name of the Bank b) Account Holder Name c) Account Number d) Bank Branch e) IFSC Code f) MICR Number 13. Details of contracts performed/executed during last 5 years period as per eligibility criteria S.No.1*: S.No. Name of the Sector Value of Contract Duration of the Contract period Organisation / Company From To 14. Income Tax Returns*: S.No. Financial Year Amount (in Rs.) Note: 1. All the supporting documents marked with the (*) symbol have to be scanned and uploaded while submission of the bid in online. 2. Tenders/bids without any supporting documents will be summarily rejected. Signature of the Bidder

12 12 DECLARATION ANNEXURE-III 1. I Son/Daughter of Shri Proprietor/Partner/Director/Authorized Signatory is/am competent to sign this declaration and execute this tender document. 2. I have carefully read and understood all the terms and conditions of the tender and hereby convey my acceptance of the same. 3. I/We, am/are hereby declare that the agency has not been blacklisted by any Government Department/PSUs. 4. Compliance under statutory provisions is in order and not being violated. 5. The information/documents furnished along with the above application are true and correct to the best of my knowledge and belief. I/We, am/are well aware of the fact that furnishing of any false information/fabricated document would lead to rejection of my bid & forfeiture of payment due if any, besides appropriate legal action. Place: Date: Seal and Signature of the Bidder Name: NOTE: The above declaration duly signed and sealed by the authorized signatory should be scanned and uploaded with the bid.

13 13 ANNEXURE-IV LIST OF DOCUMENTS SHOULD BE SCANNED AND UPLOADED ALONG WITH THE BID 1. Description of the documents Registration Certificate of the firm/company with ROF/ROC (or) Registration Certificate under the Maharashtra Shops & Commercial Establishment Act, Vehicle Registration Certificate issued by the Transport Department, Govt. of Maharashtra 3. Authorization Certificate for deployment of vehicle for Commercial Business works 4. Driving License 5. GST Registration Certificate 6. Declaration duly signed and sealed by the bidder (Annexure-III) 7. PAN Card of the firm 8. Insurance Copy of the vehicle 9. Emission Certificate of the vehicle 10. Income Tax returns/chartered Account certificate for the last three years ( , , ) in respect of Annexure--II. 11. Agreement/Work order copies in respect of Annexure-II 12 Proof copies of Satisfactory Completion of Work as per Annexure-II 13 ESI & P.F. Registration Certificate (if applicable) 14 Photo Images (atleast four colour images) of front side, back side and side views to cover all angles of deploying car.

14 Note: All the supporting documents marked with the (*) symbol have to be scanned and uploaded while submission of the bid in online. 3. Tenders/bids without any supporting documents will be summarily rejected. Signature of the Bidder ANNEXURE-V FINANCIAL BIDDING FOR HIRING OF STAFF CAR FOR ESIC SRO-PUNE 1) Monthly fixed hiring charges upto 1500 Kilometers (Maximum amount to be quoted should not exceed Rs.36,000/- (including all taxes per month). 2) Rate per Kilometer beyond 1500 Kilometers. A. Monthly Rate for staff car Sr. No. Type of A/C vehicle with Driver Monthly Rate upto 1500 KM ( Inclusive of All taxes and charges ) ( Amount in Rs ) Rate per KM for beyond 1500 Km. (Inclusive of all taxes and charges) (Amount in Rs). B. Rate for Additional Car Sr. No Type of A/C vehicle with driver 1 Innova Rate (Amount in Rs.) (Inclusive of Driver, Fuel Charges and Toll Charges etc. ) For 80 km and 8 hours ( I ) For every extra hour beyond 8 hours. ( ii ) For every extra km beyond 80 km ( iii ) 2 Swift Dzire/Hundai Xcent/Toyota Etios NOTE: 1). The rates quoted by the firm should remain valid for entire period of the contract. 2). The quoted rates inclusive of the salary of the driver and all types of taxes (GST, Professional Tax etc.,) and any other maintenance expenditure in respect of the vehicle provided. No extra charges will be

15 15 paid by this office. 3). Toll fee/parking Charges will be reimbursed on actuals, to the agency on submission bill/payment receipts. 4). Primarily the Successful Bidder will be finalized on the basis of rates quoted for 1500 Kilometers in respect of the eligible bidders. 5.) If the rates quoted for 1500 Kilometers are identical, then the rates quoted for Rate per Kilometer beyond 1500 Kilometers will be deciding criteria. If both are same, then the date of registration of the vehicles will be compared and contract will be awarded to the agency who is providing the latest vehicle as per date of registration. 6) The financial bid for additional car will be considered separately, the contract for providing staff cars and Additional cars can be awarded to different parties. 7). The maximum ceiling limit for monthly charges for Hiring of Staff Car is Rs.36,000/- (Rupees Thirty six thousand Only inclusive all taxes). 8) The successful bid for additional car will be decided by adding the rate quoted at Sr. 1 ( I ) and 2 ( I ) of B. Signature of the Bidder