No. MLA/3(64) Dated, the, Oct, 24rth, 2017 TENDER NOTICE. Sub: CALL FOR OFFERS FROM CAR RENTAL AGENCIES FOR CAR ON MONTHLY HIRE BASIS

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1 Media Lab Asia A Section 25 Company of Ministry of Electronics and Information Technology, Government of India, Delhi Office: ,7 th Floor, Devika Towers, 6, Nehru Place, New-Delhi No. MLA/3(64) Dated, the, Oct, 24rth, 2017 TENDER NOTICE Sub: CALL FOR OFFERS FROM CAR RENTAL AGENCIES FOR CAR ON MONTHLY HIRE BASIS Media Lab Asia is a Section 8 Company, set up by the Ministry of Electronics and Information Technology, Government of India, to innovate, develop and deploy ICT and other emerging technologies for the benefit of the common man. The offices of Media Lab Asia are located at: 1. Devika Tower, 6, Nehru Place, New Delhi Electronics Niketan, CGO Complex, New Delhi Information Technology Research Academy (ITRA) Block-2, 2 nd Floor, C-DOT Campus, Mehruali, New Delhi The requirement: We require one vehicle on hire on monthly basis for official use of officers and staff of Media Lab Asia in and around Delhi, on all working days (Monday to Saturday). We are looking for a 5 seated vehicle preferably, Maruti Dzire, Swift or equivalent for AC model. The Car should not be more than 3 years old on the date of hiring and shall maintain good upholstery.the following are the requirements: 1) The car to start from Media Lab Office, Devika Tower, Nehru Place, New- Delhi at around 8.30 a.m. every day and to close the duty at the same destination by 6.30 p.m. 2) The quotation may be sent for 2000 kms. & up to 240 hrs and 6 days a week duty i.e. Monday to Saturday (Sundays normally no service operations). 3) The availability of the driver should be from 8.30 a.m. to 6.30 p.m. (10 hrs.) on all the working days. 4) Extra hrs. over and above the specified time above, and, if called on Sundays, shall be treated as additional, for which hourly charges may be mentioned. 5) The offer above shall include car hiring charges, cost of fuel and salary of the driver for the duty limited to 2000 kms during the period of one (1) month with Sunday as a holiday (or no service) and for a total of 240 hrs. of duty spread over between 8.30 a.m. to 6.30 p.m. in a month.

2 6) The contractor should be able to meet the ODD & EVEN road rules recently introduced by the Delhi Government as applicable. A solution for this may be included in the offer. 7) The Contractor shall submit detailed information of his services in Annexure- I and the rates shall be quoted as per the proforma prescribed in Annexure- II. The other Terms and Conditions are attached along with the letter as Annexure III. You may please be sent the rate offer to us in a sealed envelope. 8) Your offer should reach us at the following address in a sealed envelope by 5.00 p.m. on 15 th, Nov,2017 Director (Admin & Finance) Media Lab Asia ,7 th Floor, Devika Tower, Nehru Place, NEW DELHI: Tel: (011) If awarded the contract, it is expected that the contractor should be in a position to start operations by 25 th, Nov, 2017 in any case, not later than 1 st, December, Yours faithfully, (SS Bisht) Administrative Officer

3 ANNEXURE I Agency may fill up the details on letter head and attach with the quotation 1) Name of Agency 2) Operational Address 3) Whether proprietary of partnership or any other 4) Name of the owner/proprietor/partner 5) GST/ST No ( if applicable) 6) Contact Details: Tel: (Off)/ (Mobile) Tel: Personal Fax: id: Date: Signature:

4 ANNEXURE II Agency may fill up the details on letter head and attach with the quotation Sr. No. Details Amount 1. Basis: Monthly hiring charges for 2000 Kms & up to 240 hrs (Fixed) 2. Extra charges, over and above 2000 Km in a month. 3. Extra charge per hour over and above 240 hrs. in a month. Rs. /- Rs.. /- per km. Rs. 4. Toll tax, parking charges, etc. Extra at actuals 5. GST/Service Tax, etc., if applicable 6. If the starting or closing of the Vehicle happens early/middle/late in a day, proportionate charge shall be applicable amount /- per hour. % extra on the billing YES Name of the Agency Authorised signatory Address Tel No. Mobile No. Date: Signature: (Rubber stamp / Seal of the Company)

5 ANNEXURE III Other Terms and Conditions 1. The vehicle should report at Media Lab Asia, Devika tower, Nehru Place, New-Delhi at 8:30 a.m. every day and close the duty at the same destination by 6.30 p.m. The vehicle should report for 6 days in a week i.e. Monday to Saturday, every week (Sunday normally no service operations). 2. The car can be parked at the parking slot available at Devika tower where parking facility is available on monthly rental basis. However, the contractor shall be free to park the car elsewhere, but, the kms will be counted every day from Devika Tower, Nehru Place New-Delhi, on garage to garage basis on fixed monthly Kms whichever is less. 3. The availability of the driver shall normally be from 8.30 a.m. to 8.30 p.m. However, early starting and later closures may happen occasionally to cater to the needs of the institution. 4. The maintenance cost, charges of fuel, road tax, permit fee, passenger tax, octroi charges, salary of the driver, overtime of driver etc., are the responsibility of the service provider on contract and should be paid by the service provider on contract. 5. The vehicle should have clean seat covers/upholstery, maintain good look and should be in perfect running condition, fulfilling the latest emission norms of the Government of India. 6. The vehicle should be registered with the Transport Authority along with all valid documents such as valid insurance with updated road tax payment etc. The driver should possess valid driving license issued by the appropriate authority, should be well mannered/disciplined and adequately educated so as to be able to maintain a log book. 7. The vehicle is required to perform duty in Delhi, New Delhi and surrounding areas. 8. In case of non-availability of the contractual car, it will be the responsibility of the service provider on contract, to provide an alternate car, at the same rates, terms and conditions with prior intimation to Media Lab Asia. 9. Payment of monthly bills shall be made within seven working days of the submission of the bill along with a copy of the TRIP SHEET/duty Slips duly filled in and complete in all respect. The bill should be in duplicate.

6 10. The driver shall maintain the TRIP SHEET/duty Slips in the vehicle which would contain the opening and the closing meter reading with time and date at the point of starting/ending the journey on a daily basis. It should be ensured that there is no overwriting in the duty slip or log book w.r.t. date, kilometer readings, timings, etc. 11. No advance payment shall be made. 12. The service provider should have telephones easily available for contact. The driver shall observe all protocol while performing the duty and shall be neatly dressed, should wear proper uniform and must carry a mobile phone in working condition, for which, no separate payment shall be made by Media Lab Asia. 13. The service contract shall be valid for one year from the date of execution of this contract. However, Media Lab Asia reserves the right to terminate the contract after giving thirty (30) days notice without assigning any reason thereof to the service provider on contract. 14. Media Lab Asia shall not be responsible for any damage to the vehicle in case of an accident, or otherwise, theft of vehicle/parts and accessories therein. Similarly, Media Lab Asia shall not be responsible for any third party claims. The authority shall not be responsible for any Challan and Disobeying of traffic rules caused by the drivers. 15. In case of breakdown/servicing repair, etc. of the car, the service provider on contract shall provide alternate vehicle of the same or upgraded make and model, failing which, the vehicle shall be hired from any other source at the risk and cost of the service provider on contract. 16. Service Tax and any other to statutory tax, as applicable by law, shall be billed by the service provider along with his monthly bill. The parking charges if paid, directly or indirectly involved in any of such claims or responsibility or obligation legal or otherwise, during the official duty of Media Lab Asia shall be reimbursed by Media Lab Asia at actuals, against proof of payment/receipts. 17. In case of the car not reporting or refusing to provide the requisite car, a car will be hired from any other source at the risk and cost of the service provider on contract, besides any other penal action, which may even be termination of contract. 18. The service provider on contract shall ensure that the odometer of the car supplied is properly sealed so that no tampering is done to inflate the kilometer distance travelled. 19. Media Lab Asia reserves the right to get the odometer calibrated or checked at any time at its sole discretion and in the event of any error/fault in the meter being noticed, the bill for the journey undertaking (including those undertaken earlier) would be adjusted,

7 besides any other penal action which may even lead to termination of the contract. 20. The provided vehicle must be fully and comprehensively insured covering the risk to the driver and all the passengers. 21. The drivers should be properly paid by the service provider on contract (as per Minimum Wages Act of Government of NCT). The wages paid to the driver shall be subjected to be monitored by Media Lab Asia. However, the responsibility of the driver s payment and all other facilities shall be absolutely the responsibility of the service provider. Driver should be well conversant with all traffic signals, roads and routes of Delhi and surrounding areas. 22. The driver should always remain with the vehicle during the entire period of duty. He should not leave the car on duty without the permission of the user and/or controlling officer at ITRA. 23. The service provider on contract shall provide the name and address of the drivers along with copy of driving license while accepting the offer. It is the responsibility of the Service Provider to check the antecedents of the driver including police verification as necessary and provide such details to ITRA, Media Lab Asia 24. Once a particular driver has been attached with a particular vehicle, it is expected that the service provider on contract shall not change the driver in a casual manner unless and until directed to do so by this office. 25. The service provider on contract should necessarily keep a tool kit always with the vehicle and an updated Pollution under Control Certificate with the vehicle. 26. The rates quoted by you in the quotation will remain valid for a period of one year from the date of award of contract. Date: Signature:

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