WESCO UTILITY. TENDER CALL NOTICE No.- WESCO/FIN/COO/ 273 (8) Dt TENDER SPECIFICATION FOR HIRING OF LIGHT VEHICLES BY WESCO

Transcription

1 C WESCO UTILITY TENDER CALL NOTICE No.- WESCO/FIN/COO/ 273 (8) Dt TENDER SPECIFICATION FOR HIRING OF LIGHT VEHICLES BY WESCO Date and Time to obtain of Tender Documents :By Dt AM Last date & Time for submission of Tender :Dt PM Date and time of opening of Tender (Technical) :Dt :00 PM Place: Head Office, WESCO, Burla, Sambalpur , Odisha 1

2 A. Introduction: With an attempt to bring uniformity in engagement of hired light vehicles & better managerial control, WESCO Utility intends to invite Tender from potential Bidder(s) for engagement of vehicles in different Divisions/Circles/Head Office. The Operational area of WESCO covers 9 Revenue District of western part of Odisha i.e. Sambalpur, Bargarh, Sundergarh, Jharsuguda, Deogarh, Bolangir, Sonepur, Kalahandi, Nuapada comprising of 5 Electrical Circles,17 Elect. Divisions, 55 Sub-Divisions along with more than 200 Sections & 3 MRT Circle, 4 MRT Division, One Store Division. B. Scope of work: The scope of work includes engagement of Light commercial Vehicles (diesel) on monthly hire charge basis in the operational area of WESCO Utility as shown below. Presently, WESCO utility is hiring vehicles from different agencies/ proprietors/ individuals on monthly / fortnight basis, which includes payment of daily hire charges and reimbursement of fuel (Diesel and mobil) expenses. The average running of vehicle in field unit is around 1800 km/p.m. and in corporate it is around 2200 km/p.m. Entire division/circle/head office has been divided into seven packages. The packages are designed in such a way that the agency can operate its vehicles in a proper manner throughout the allotted area. For example package I includes vehicles under Rourkela division, Rourkela Sadar, SE office Rourkela and Rajgangpur Division so that the agency can operate with office at Rourkela and Rajgangpur in a smooth manner. Similarly, other packages are defined to cover balance operational areas of the utility. It may be noted that in each package requirement of WESCO would be at least one AC type, 4 to 5 nos of bolero type and balance are indica/ ambassador/marshall type vehicles. TABLE-A Sr. No 1 Rourkela Division 2 Rourkela (Sadar) Area of Operation (Reference may be made to) 2 No. of vehicle to be engaged (Approx.) Mostly urban area 6 Note-1 8 Required EMD (Refer clause - 1) Rajgangpur Note Rourkela Circle Office Note Sundergarh Note Brajrajnagar Note Jharsuguda Note Package- I Package- II

3 8 Sambalpur Note Sambalpur (East) Note Deogarh Note Sambalpur Circle Office Note Package- III 12 Bargarh Note Bargarh (West) Note Bargarh Circle Office Note Package- IV 15 Bolangir Note Sonepur Note Titlagarh Note Bolangir Circle Office Note Package- V 19 Kalahandi (East) Note Kalahandi (West) Note Nuapada Note Kalahandi Circle Office Note Package- VI 23 Head Office, Burla Note Package- VII Package-I Note : 1) Rourkela (Sadar) Division includes the area like Bonai, Koida, Lahunipada & mahuldiha 2)Rajgangpur Division includes the area like Rajgangpur,Kalunga,Biramitrapur,Hatibari,Bargaon & Kutra 3) The coverage of Rourkela Circle office includes areas under Rourkela, Rourkela(S),Rajgangpur & Sudergarh Division along with Circle Office. Package-II Note: 4)Sudergarh Division includes the area like Sundergarh town, Ujjalpur,Hemgiri,Lefripada,Sargipali,Gopalpur & Subdega 5)Brajrajnagar Division includes the area like Brajrajnagar,Belpahar,Bandabahal,panchgaon,gumadera 6) Jharsuguda Division includes the area like Jharsuguda town, Kuchinda,R.N.pali,Bagdihi,Jamankira Package-III Note: 7) Sambalpur Division includes the area like some part of Sambalpur town,hirakud,burla,gosala,chipilima 8) Sambalpur (E) includes the area like some part of Sambalpur town,sasan,rairakhol,dhama,rengali,maneswar 9) Deogarh Division includes the area like Deogarh town, Reamal, Tileibani, Barkote 10) The coverage of Sambalpur Circle office includes areas under Sambalpur, Sambalpur(E),Deogarh Division along with Circle Office. Package-IV Note: 11) Bargarh Division includes the area like Bargarh town,bhatli,attabira,bheden,tora,turunga,bhukta,dungri,larambha 12) Bargarh(W) Division includes the area like Padampur,Paikmal,Sohela,Barpali,Ghens,Melchhamunda,Bijepur,Jharbandh 3

4 13) The coverage of Bargarh Circle office includes areas under Bargarh & Bargarh (W) Division along with circle office. Package-V Note: 14) Bolangir Division includes the area like Bolangir town, Loisingha,Agalpur,Salevata,Deogaon,Chudapali,Chatmakhna & Tusura 15) Sonepur Division includes the area like Sonepur town,birmaharajpur,khari,binka,subalaya,ullunda,cherupali,tarbha,subalaya 16) Titlagarh Division includes the area like Titlagarh town,patnagarh,kantabanji,sindhekela,belgaon,khaprakhol,muribahal & Tureikela 17) The coverage of Bolanbir Circle office includes areas under Bolangir, Sonepur, Titlagarh Division along with Bolangir Circle Office. Package-VI Note: 18) Kalahandi (E) Division includes the area like Bhawanipatna town,kesinga,narla,utkela,nunmath,borda,madanpur,m.rampur,biswanathpur,chatiguda 19) Kalahandi (W) Division includes the area like Junagarh,Charbahal,Dharmgarh,Jaipatna,Badkutru,Golamunda 20) Nuapada Division includes the area like Nuapada town, Khariar,Khariar Road, Komna,Lakhna,Sinapali,Boden 21) The coverage of Kalahandi Circle office includes area under Kalahandi (E), Kalahandi (W), Nuapada Division along with Kalahandi Circle Office. Package-VII Note: 22) Head Office, Burla includes MRT Circle-Burla, Energy Police Station, Central Store-Burla along with vigilance - Sambalpur, Bhawanipatna, Roukela, Jharsuguda N.B. The Number of vehicles to be engaged may vary from time to time according to requirement of each Division/Circle/section/Head Office. C. Qualifying Requirement: The Tender is divided into two parts namely Technical and Financial as per details mentioned below:- Technical Requirement (1 st Part) : The following authenticated documents are needs to be submitted by the Bidder. a) Original Demand Draft from any Nationalised / Scheduled bank in favour of "WESCO Ltd., Burla", payable at Burla or sambalpur towards Cost of Tender amounts Rs. 2100/- (VAT 5% included) b) Requisite EMD (Refer table A) in shape of bank draft in favour of "WESCO Ltd." payable at Burla or sambalpur. c) Self-attested copy of valid firm / agency or Travel operator license or registration. 4

5 d) Self-attested copy of lncome Tax PAN card of Firm/Agency or Travel operator. e) Tender specification duly filled in and signed in each page f) No relation certificate (The Bidder should not be an employee of WESCO or close kin of WESCO employee ) g) Proof of Past experience for providing such service to any Govt. organization / PSU / company or any other organization in support of experience. h) Self-attested copy of service tax registration certificate. i) Identity Proof / Address proof Apart from the above the Bidder will have to comply with the followings. I. The Bidder i.e. Firm/Agency should have office/establishment in those areas or at least one of those areas in which it has to bid. II. A Bidder can not bid for whole WESCO III. The Bidder can bid for a minimum of 1 (one) Division/Circle and maximum for a Package (combination of Division/Circle as shown above) to be mentioned in Declaration Form. The evaluation however, shall be made based on the rate quoted for each Division/Circle/head Office for allotment of engagement Order instead of total package quoted. IV. The vehicle should be in good running condition so as to compatible with all type of road condition for hassle free journey. V. The different categories of light vehicles to be engaged should not be more than 03 (Three) years old at the time of engagement. VI. The Bidder should have ability to provide minimum 10 Nos. (with a proof of previous experience as per format in Annexure II) of light vehicle (Diesel) like Ambassador / lndica / lndigo / lndica vista or equivalent car including utility type vehicle like Bolero/Sumo/Marshall etc at time. VII. Further, Bidder should have the ability to provide additional light vehicles (AC facility) / Truck/ Mini Truck / Pick-up van on demand. VIII. MINIMUM 50% of the bidded quantity of vehicles should have been supplied to Govt. Office/PSU/Company etc. by the bidder in any financial year of last 2 years. IX. For solvency point of view, the Bidder has to produce self-attested copy of Fixed Deposit/NSC/RD/Bank limit etc. with nationalized/scheduled Bank considered as Rs /- per vehicle subject to maximum of Rs. 3 (three) lakhs. 5

6 Price Bid (2nd Part) Qualification: Price bid format (Annexure-III may be referred) should be duly filled up and signed with the following stipulations. a) The average fuel efficiency of the vehicle with KM/Ltr of Diesel in case of Ambassador / lndica / lndigo / lndica vista (non AC) and with KM/Ltr in case of Bolero/Sumo/Marshal irrespective of AC or non-ac and also for Ambassador / lndica / lndigo / lndica vista with AC facility may be quoted with. b) The Vehicle should have commercial category registration only. c) Besides the above, the Bidder is required to quote the rate for providing the following vehicles as and when required by the utility during the tenure of the contract. > AC Diesel Luxuries VIP Car (Seating capacity 4+1). > Truck 10 Ton Capacity. > Pick up van. Bid contact person:-dgm (Fin) D. Instruction to Bidder with Terms & Conditions: 1. Earnest Money Deposit (EMD): 1.1 The Tender must accompany 1% of the tentative contract value (calculated considering present monthly higher charges and fuel expenses for initial contract period of two years) as Earnest Money Deposit (EMD) in shape of Bank Draft / Banker's Cheque drawn from any nationalized / scheduled bank in favour of " WESCO Ltd., Burla", payable at Burla. The tenders without Earnest Money shall be rejected unless otherwise exempted by competent authority. No interest shall be paid on Earnest Money. Required amount of EMD unit wise has already been mentioned in scope of work (Refer Table-A). 1.2 The Earnest Money will be retained in case of successful Bidder, as Security Deposit. The Earnest Money will be refunded to the unsuccessful Bidders after award of the contract and signing of agreement with the successful Bidder. 1.3 The Earnest Money deposit is liable to be forfeited if the Bidder backs out from the acceptance of offer made to him/her by the Utility. 1.4 The EMD of the successful Bidder will also be forfeited, if he / she fails to execute the order and no adjustment is permitted towards outstanding amount. 6

7 2. Period of contract: 1.1 The initial period of contract is for two calendar years from the date of agreement. On successful completion of the contract, the period of contract may be extended for a certain period on mutual consent of both the parties. 2.2 WESCO Utility reserves the right to terminate the contract without assigning any reason thereof, at any time during the period of contract by giving 01 (one) month notice in advance. ln the event of any such termination of the contract, the firm/agency shall only be entitled for all the amount for services actually provided under the contract till the termination of contract, subject to deductions, if any, under the terms of contract. No other claims shall be considered. 2.3 ln case of failure to discharge the contractual obligations or rendering poor service, the Utility reserves the right to cancel the contract of concern Firm/Agency and the Earnest Money Deposit shall be forfeited in addition to any other additional liability on the firm/agency if any. 3. Bidder's Liability: 3.1 The firm/agency will have to comply all statutory provisions of Motor Vehicle Act and its subsequent amendment from time to time and WESCO Utility may be well informed. 3.2 All the requisite valid documents like R.C. book, Insurance Certificate, Road Permits, Driving License etc. must always be readily available to the concerned driver of the vehicle to be produced as and when required before competent authority. Any financial loss in form of penalty or else, in case of non-production of documents before competent authority shall be solely borne by the Firm / Agency. 3.3 Repair & Maintenance charges of the vehicle will be borne by the Firm / Agency at his own cost. 3.4 ln case of breakdown, R & M or any other cause for which the vehicle could not be engaged, firm / agency will provide a similar suitable substitute vehicle without extra cost. However, the frequent change of driver and vehicle should be avoided. 3.5 Non-adherence to the above clause i.e. 3.4, a penalty amount, double the rate of hire charges per day or the amount incurred for replacing the vehicle, which ever is higher shall be levied. 7

8 3.6 The Firm / Agency should ensure timely, regular payment of salary to its employee engaged for this purpose so as to provide smooth service. 3.7 The driver of the vehicles should have enough past experience of driving with good health, good conduct, reliable, sober in nature and foremost free from bad habit of intoxication. He should have Commercial driving license. 3.8 In case of outstation tour from the Head Quarters where night halt is inevitable, the Driver s lodging / boarding expenses shall be borne by the Firm/Agency and will be reimbursed subsequently on the following basis:- Outstation Allowance - Rs. 50/- (admissible for travel outside but coming back same day) Night halt - Rs. 75/- 3.9 WESCO will in no way be held responsible for any damage / breakage / theft caused to the hired vehicle and driver during the course of its hire No relationship certificate with an undertaking that, the Bidder is neither employee of WESCO nor close kin of WESCO employee (to be submitted as per Tender Specification in Annexure-II). Close kin of WESCO employee for this purpose includes father,mother,son,daughter,wife,brother,sister,brother-inlaw,sister-in-law, son-in-law,daughter-in-law ln case of absence / leave / Outstation tour of any User of the vehicle, the driver of concerned vehicle should report to the Controlling Officer or Officer designated for this purpose. 4. Right of Acceptance or Rejection of Tender: WESCO Utility reserves the right to accept or reject any or all Bidders (either wholly or partially) without assigning any reason thereof. E. Operational / General Guidelines: 1. Issuance of Engagement Order: The successful Bidder shall be given an engagement Order duly signed by designated authority before rendering service. After acceptance of the offer and before engagement Order, the Firm/Agency has to submit the following documents of each of the vehicles to be engaged to the Concerned Controlling officer for issue of engagement Order. 8

9 1.1 Self-attested copy of RC Book. 1.2 Self-attested copy of vehicle insurance. 1.3 Copy of Earnest Money Deposit. 1.4 Self-attested copy of valid Driving License of the driver for driving commercial vehicle 1.5 Valid Fitness Certificate for commercial use along with copy of all Odisha Road Permit, 1.6 Proof of Up-to-date road tax payment 2. Use of vehicle: As per the time schedule (i.e. 12 hrs / 24 hrs) of engagement, the vehicle shall be exclusively used for WESCO Utility., as per directions of the concern Officer to whom it is allotted and shall not be engaged for other works. 3. Maintenance of log book: 4. Tax: The Driver has to maintain Log book where all particular entries will be made on daily basis with due certification of User and will be submitted first week of subsequent month for pass & payment of bill. (I) Concerned Division / Unit of WESCO Utility shall deposit the Service Tax with the appropriate authority as per law prevailed. However, if the service provider is a company the, service Tax shall be deposited by them and claimed from Division/Circle/Head Office (II) The amount of TDS & other statutory deduction as applicable shall be made effective from time to time. 5. Paying officer: Drawing & Disbursing Officer of concerned Head Office/ Circle Offices/ Division Offices as the case may be of WESCO Utility. F. Submission of Tender: The 1st part i.e. Technical bid along with all required information / documents duly filled and signed in each page are to be sealed in one envelope superscribed as Technical Bid and the offer containing the 2nd part i.e. Price bid along with all required information / documents duly filled and signed in each page are to be set in another sealed envelope super scribed as Price Bid. Both the envelope shall also be superscribed as "Tender Call Notice No.- 9

10 WESCO/FIN/COO/273 (8) dt for Hiring of vehicles for WESCO UTILITY, Burla in the left top corner of the envelope. Further, both the sealed cover shall be sealed in a single envelop super scribed as "Tender Call Notice No.- WESCO/FIN/COO/273 (8) dt for Hiring of vehicles for WESCO Utility, Burla" shall be forwarded in person / by Normal Post/ Registered post / courier is to be sent to Chief Operating Officer, Head Office, WESCO Utility, Burla, Dist- Sambalpur G. Tender Evaluation: 1. At the first phase of evaluation, the Technical bid shall be opened on the schedule date & time. The Bidders qualifying Techno-commercially shall be considered as qualified Bidder(s) and price bid of those Bidder(s) shall only be opened and price bid of others will not be opened. 2. The Price bid shall be evaluated on the basis of price offered in Annexure-III along with the other terms & conditions stated above. The lowest price Bidder shall be selected as L1. In order to avoid ambiguity in the event of uniformity in pricing, the Firm / Agency with past record for providing maximum no. of years of service along with financial solvency shall be taken into account. 3. Selection of agency shall be made on the basis of division/unit wise. The bidder with L1 would be given preference to accommodate Division/unit wise assignment even though a bidder who bids for entire package and became L1 for the same. That means a bidder who bids only for a division/unit with lowest price would be selected 1 st while comparing with bidder bids for entire package (division wise). 4. WESCO reserves the right to seek clarification from any Bidder in case of need arises. H. Dispute Resolution: In case occurrence of any dispute/ambiguity regarding T & C during the period of contract, the decision of Authorised Officer, WESCO shall be final. Else the court at Sambalpur shall have the exclusive jurisdiction in the matter. I. Force Majeure: The Agency shall not be liable for any penalty for any delay or failure to render the service on account of force majeure such as act of God, flood, epidemic, quarantine restrictions etc. The Firm/Agency shall intimate in writing the cause to WESCO soon after the incident for necessary consideration at this end. 10 Chief Operating Officer

11 ANNEXURE- I DECLARATION FORM Tender No.. To, The Chief Operating Officer, Head Office, WESCO Utility Burla, Dist - Sambalpur Sir, Having examined the above specification together with terms and conditions, the undersigned hereby agree to render service if allotted to me in all respects as per the specification and general conditions, at the rates offered herewith. The offer is valid upto 120 days from the date of tender opening. 1. l / We, as a Bidder prefer to bid for (specify the name of Div./Circle/Head office/package to be bid) 2. l / We, hereby confirm that, the documents submitted in the check list of Tender Specification under 1 st part Technical Bid is genuine & true to the best of my knowledge. 3. l / We, hereby certify that the amount have been deposited towards the cost of the tender by remitting Bank Draft No ln the event of engagement order if conferred in my favour, l agree to render 2 years of smooth service as per agreed T & C. Date Yours faithfully, Signature with Designation and Seal 11

12 ANNEXURE- II Tender Notice No. Check List 1 Name of the Tendering Company / Organisation / Agency Name(s) of the Proprietor / Partner / Director(s) of the Organisation / Company Full address of the Company / Organisation / Agency with Telephone Nos. / s. Name and Telephone No. of the Authorised Officer / Person to be contacted with 5 6 Status of the organization with Proprietorship / Partnership / Pvt Ltd., Etc ( a) Details of Earnest Money Deposit : DD No drawn on bank date of Rs b) Details of Tender cost : DD No date of Rs drawn on bank 7 Copy of PAN card 8 Copy of Firm / Agency / Company Registration certificate 9 Copy of Service Tax Registration certificate 10 No relation certificate (Neither Bidder is employee of WESCO or close kin of WESCO employee) Past Experience Sr. No Name of the Client with Address & Telephone No. of vehicle engaged Duration of Contract From To Signature of Bidder with seal 12

13 ANNEXURE- III Price Bid 12 hrs/ day on monthly 24 hrs/ day on monthly AC Non-AC Non-AC AC AC Non-AC Non-AC AC Category Hire Charges (incl. of Tax) Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs. closed full body metallic diesel vehicle like Bolero/Sumo/Marshall Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs. closed full body metallic diesel vehicle like Bolero/Sumo/Marshall Total Rs. Rs. in Words (for 24 months) Fuel Reimbursement: Diesel car (Ambassador / lndica / lndigo/ vista) Rate in Rs. Closed full body Utility type diesel vehicle (Bolero/Sumo/Marshall) Non-AC Facility AC Facility Non-AC Facility AC Facility Rate Per Km. or per ltr. mileage Engine Oil mileage for one ltr. AC / VIP/ Luxuries Car Mini Truck / Pick-up Price (Incl. of Tax) Total Rs. (in figure) Rupees in words Daily Basis K.m. basis Night Halt charges Daily Basis K.m. basis Night Halt charges Signature of the Bidder with Seal 13