E-TENDER FOR HIRING OF TAXI ON MONTHLY RENTAL BASIS

Transcription

1 E-TENDER FOR HIRING OF TAXI ON MONTHLY RENTAL BASIS Tender No. IIM Ranchi/NIT/Hiring of Vehicle/2018/02 dt Indian Institute of Management Ranchi (Ministry of Human Resource Development, Government of India) Suchana Bhawan, Audrey House Campus, Meur's Road, Ranchi Tel: URL: 1

2 INDIAN INSTITUTE OF MANAGEMENT RANCHI Suchana Bhawan, Audrey House Campus, Meur s Road, Ranchi Tel: , URL: Tender No. IIM Ranchi/NIT/Hiring of Vehicle /2018/02 dt Indian Institute of Management Ranchi invites E-Tender under two bid system from eligible and qualified bidders for Hiring of Taxi on Monthly Rental Basis. Registration with M/s ITI Ltd.: Intending bidders are requested to register themselves with M/s ITI Ltd. (if not registered earlier) through for obtaining user ID, by paying a registration fee (Rs.2000/- + GST), online tender processing fee etc. Bidders are also required to obtain Digital Signature for participating in the e-tender. E-Tender Processing Fee - Rs.1000/- pay to ITI LTD. Bangalore. Through e-payment gateway. For participating in the e-tendering process of IIM Ranchi, the contractor shall have to get them registered on the site by making required payment through only online payment mode so that they will get user ID and Password. This will enable them to access the website, with the help of Digital Signature by which they can participate in e-tender of Indian Institute of Management (IIM) Ranchi. For this intending bidder may contact following e-wizard Helpdesk numbers. 1. E-Wizard Helpdesk 1 st Floor, M-23, Road No. 25, Near SBI Sri Krishna Nagar, Patna Phone No.: or , E-Wizard Helpdesk A-41 Himalaya House 23, K G Marg New Delhi , Phone No The intending bidder must have valid Class-III (Signing + Encryption) Digital Signature to submit the bid online. For this intending bidders may contact above mentioned helpdesk numbers. 2

3 CRITICAL DATES Bid Documents Published Date Bid Document Download Start Date Bid Document Download End Date Bid Submission End Date & Time Technical Bid Opening Date & Time Financial Bid Opening Date & Time Earnest Money Deposit up to PM up to PM at AM Intimated later on to responsive bidders Rs.40,000/- The On-line bid should be uploaded by the due date and time as per the above schedule. The on-line bids will be opened on the scheduled date and time prescribed above. Bidders may be present during opening of tenders, if so desire. Off-line tenders shall not be accepted and no request in this regard will be entertained whatsoever. The Director, IIM Ranchi reserves the right to accept or reject any or all tenders in full or in part without assigning any reason whatsoever. 3

4 INSTRUCTIONS TO BIDDERS Sub: Hiring of Two (02) numbers Taxi for official use of IIM, Ranchi on monthly rental basis. Dear Sir(s), I am Directed to refer to the captioned subject and to say that the Director, IIM Ranchi hereby invites online tenders for providing TWO (02) NUMBERS of taxi (Sedan type) (with AC) of make Swift Dzire (OR) TATA Indigo (OR) any similar category of sedan type passenger taxi for use at IIM Ranchi for day to day official duties. The vehicles thus being hired should be of the following specifications:- (a) Model (b) Fuel Type (c) Year of manufacture/registration (d) Preferred Color (e) Required Quantity : SEDAN with Air Condition (Swift -Dzire (OR) TATA Indigo (OR) any similar category) : DIESEL : NOT before year 2016 (i.e, should have been Registered on or after 01/01/2016 onwards). Valid registration as Commercial : WHITE (or) SILVER. The taxies should be in excellent condition both technically and in appearance with LEATHER upholstery and light colored interior. : 02 (Two) numbers The detailed terms and conditions of the proposed contract shall be as per Annexure-I. The other salient terms and conditions of the tender are as under:- 1. Tender document and other details can be obtained from the institute website and CPPP Portal Amendments, if any, will be notified in above websites. 2. Bids received on e-tendering portal only will be considered. Bids in any other form sent through sealed cover/ /post/fax etc. will BE REJECTED. EMD if any found enclosed will be forfeited. 3. The E-Tender shall be submitted in prescribed manner along with an Earnest Money Deposit (EMD) of Rs. 40,000/- (Rupees Forty Thousand only); paid through NEFT/RTGS to the following bank details IIM Ranchi :- Name of the Account Holder Indian Institute of Management Ranchi Account No Bank Name HDFC Bank Ltd. Bank Address Ratu Road, Ranchi IFSC Code HDFC Type of Account Saving Account 4

5 EMD to be deposited Rs.40,000/- (without any recovery of bank charges) The bidder SHOULD mention the UTR number in the TECHNICAL BID which is subject to verification by the IIM-R authorities. If the entire amount of EMD is not received in the bank account of the Institute; the technical bid of the tenderer will not be considered for any further evaluation and summarily rejected for participation in the bidding process. If the successful tenderer declines to act on the offer made by the Institute and/or withdraw/amend their quotations after opening of tenders not agreeable to the organization, the EMD shall stand forfeited without any notice to the tenderer and no claim on this account shall be entertained. Any bidding offer with EMD will be rejected. The EMD of unsuccessful tenderers shall be returned/ refunded after finalization of the contract without any interest. Being a service contract; NO ANY EXCEMPTION from the remittance of EMD to the units/firms registered with NSIC or the Concerned Ministry or Department etc., shall be considered. All the participating bidders should deposit the prescribed EMD for consideration of their bidding. 4. The Institute will not be responsible for any delay in enrollment / registration as bidder or submitting /uploading the offer on e-tender portal. Hence, bidders are advised to register in e-tendering website and enroll their Digital Signature Certificate and upload their quotation well in advance. The bid is also to be accompanied with the experience details and other relevant information which the prospective bidder may like to bring the notice of the Organization. 5. Any change/corrigendum/extension of opening date in respect of this tender shall be issued through websites only and no press notification will be issued in this regard. Bidders are therefore requested to regularly visit IIM Ranchi website for updates. 6. The tender accepting authority (Director, IIM Ranchi) reserves every right to accept/reject any or all the tenders in part/full without assigning any reason thereof. 7. An 5% of total value of the Contract in shape of FDR/ TDR/ ONLINE DEPOSIT/ Demand Draft as Security Deposit (SD) is to be deposited by the selected agency/successful tenderer, within fifteen (15) days from the date of issuance of the Work Order by the Institute. In the event of non- deposition of the performance security/ SD, the earnest money will be forfeited and action for re-tendering will be initiated by the Institute. The performance security shall be refunded to the contractor after satisfactory completion of the contract or adjusted against any damages or loss of property etc. caused by the personnel/ property being deputed by the agency. No interest will be paid on the security money deposited with the Organization. Administrative Officer (Purchase) 5

6 ANNEXURE-I Terms and Conditions of Contract 1. The Contractor shall provide the vehicles along with drivers, so as to ensure twenty four hour availability of drivers. However, the normal running of vehicle will be about 8-12 hours per day. 2. Model : SEDAN (Swift -Dzire (OR) TATA Indigo (OR) any similar category*) *Sedan type diesel cars like Honda Amaze, Hyundai Xcent, Tata Manza, Mahindra Varito; Ford Fiesta; Aspire Sedan; etc., will be considered as similar category of vehicle. Swift-Dzire or Tata Indigo. 3. Fuel Type : DIESEL 4. Year of manufacture/registration : NOT before year 2016 (i.e, should have been Registered on or after 01/01/2016 onwards). Valid registration as Commercial. 5. Preferred Color : WHITE (or) SILVER. The taxies should be in excellent condition both technically and in appearance with LEATHER upholstery and light colored interior. 6. Required Quantity : 02 (Two) (lowest bidder for two cars will be considered for award of contract. The Bidders are required to quote their rate applicable for providing 02 (two) cars to IIM Ranchi. (For Financial Bid and other details refer BOQ in Excel Format / Financial Bid document enclosed separately) 7. The duty point would be IIM, Ranchi or any other place intimated by the Institute from time to time and not from garage to garage (NO ANY DEAD MILAGE or Travel from the place/garage of the bidder will be considered). 8. The period of Contract (for hiring) will be initially for a period of ONE YEAR from the date of issuance of the Work Order, extendable for further period of 1 (One) year subject to consistently satisfactory services rendered by the Contractor. In case of extension of services awarded to the firm; it is the sole responsibility of the contractor to keep the performance Security (SD) valid to cover up the extended period of contract. 9. The drivers: i. Should be experienced for driving for minimum of 5 years. ii. Should possess an appropriate and valid Driving License. iii. Should report for duty in uniform (i.e., light blue shirt with navy blue paint and black welted shoes SHOULD be provided by the Service Provider. iv. Should be courteous and well-mannered and should not have any criminal cases against him and should not have any past history of accident. 6

7 v. Will be required to maintain a Duty Slip/Logbook, which will be signed by the officer using the vehicle or any other persons authorized by her/him. vi. Should strictly follow all traffic rules and regulations as prescribes by state Authority. The Institute will not be responsible for any penalty/charges, levied by the Govt / Police authorities for violence of any traffic rules 10. The service provider shall submit a declaration that the above mentioned details regarding engagement of driver will be complied by the agency in full at the time of commencement of agreement and re-validated at the time of renewal of the contract, if any. 11. The drivers should be provided with a mobile phone by the service provider. No any mobile recharge amount will be paid by IIM Ranchi. 12. The interior of the car and seat covers; its upholstery should have to be cleaned every 10 days or earlier (whenever required). Periodical inspection on adherence to this will be carried out by the authorized authority of the Institute. 13. The cost of hiring/rate being quoted by tenderer necessarily INCLUDES salary of driver to be paid by the contractor, cost of diesel; POL items; Spares; other consumables, all repair; cleaning and maintenance costs, all taxes applicable on hired vehicles by road transport authorities (like registration charges. insurance charges etc.), mobile recharge amount etc., for driver etc. NO any extra charges than the contract agreed amount will be payable by the Institute (IIM Ranchi). 14. The vehicles provided by contractor should be owned by the Service Provider only; should have been registered in the name of the firm/owner of the firm. It will be required to ply on all kinds of roads and surfaces, in all kinds of weather conditions. If required, the vehicles along with driver may have to stay out of station, as per requirement. No any extra wage will be paid by the Institute to the Driver in case of his duty with the vehicle is at out of station. 15. Nothing extra will be paid to the contractor due to fluctuation in cost of diesel or any other consumable items, registration charges etc. during the period of contract. 16. In case the vehicle breaks down or is required to be taken under repair, another vehicle of similar type will have to be provided by the contractor / Service provider IMMEDIATELY. 17. Necessary Registration Certificate, insurance of the vehicles should be valid and complete in all respects. 18. All the taxes and duties what-so-ever leviable by the Government (State or Central) or any body, shall be borne by the contractor and in case of default the same will be deducted from his account bill. 19. Subject to any deduction or recoveries which the Institute may be entitled to make under the contract, the income tax, surcharge on income tax; GST as applicable from time to time by the government shall be deducted from his bill. 7

8 20. Penalty clause for non-compliance of instructions: 1. Driver not in uniform Rs.200/- per day 2. Unwashed seat cover Rs.200/- per day 3. Inadequate fuel en-route while on duty causing Rs.200/- per day breakdown and time loss to the user of the vehicle 4. Penalty for Failure to provide alternate vehicle in case of breakdown of the vehicles provided by the service provider Rs.500/-per hour per vehicle of delay up to 3 hours. Beyond 3 Rs.1000/- per vehicle. Non payment for the entire period 5. Reported tampering of records / meter / documents/any manipulation on hours of duties / mileage etc., on days basis. Non-payment of bill for the particular Journey and other penalty as decided by the Competent Authority. 6. Mis-behavior /Mis-conduct of Rs. 500/- per instance Driver * In case odometer becomes non-functional due to genuine reasons, the same must be immediately reported to the travelling officer, who will then ensure to manually maintain and certify the actual distance travelled. ** ln case vehicles do not report in time/do not report at all, the Institute has a right to hire a vehicle from the market and impose a fine of Rs.1000/- for each default and recovery of additional expenditure on this account from firm's bills. 21. Service provider has to submit power of attorney/affidavit in favour of one who is authorized to sign various documents, bills, MB, contract agreement etc. to enter into contract agreement & submit partnership deed if any, to be scanned and enclosed alongwith the e-technical bid being submitted. 22. The successful bidder shall be required to execute the contract agreement within 10 days from date of issue of letter of Award (LoA). Before commencement of the services. The stamp duty charges for executing the contract agreement will be borne by the contractor only. 23. Vehicles are to be supplied and work has to be executed strictly as per the tender schedule and specifications given by the Institute. 24. Bill for hiring of vehicles for every month along with the logbook and an attested copy of the log book of each vehicle should be submitted in IIM Ranchi in the first week of the following month for payment. The original log books will be returned immediately after verification with the attested copy of it. Payment shall be made by IIM Ranchi as per the agreed contract value and adhering to other terms and conditions; on monthly basis through E-Payment only. 25. The Institute shall not be responsible for any accident, damage etc. to the vehicle during the period of hire. 8

9 26. Compliance of all relevant labour laws must be ensured by the service provider, including rules relating to payment of wages, providing prescribed rate etc. 27. The Director of the Institute reserves the right to discontinue all vehicles or any vehicle or to discontinue the contract, at any stage/time, after giving a one month's notice. 28. Non-compliance with any of the above conditions is liable to rejection of tender. 29. The firm should be available on its direct land line and / or valid mobile telephone numbers round the clock to attend to calls for taxies in emergent cases. 30. Any compensation, connected expenses and legal disputes between the firm and its staff deployed and any unforeseen casualty shall be borne / paid/ settled by the firm and IIM Ranchi will in no way shall be party to any such dispute and will have no liability on this account. 31. In case of any disputes on execution of the work during the period of contract, the decision of The Director, IIM Ranchi shall be binding and final, agreeable in full by both the parties. Any legal disputes shall be subject to Ranchi jurisdiction. 32. The Parking Charges and Toll Taxes, if any, will be payable on reimbursement-basis, in addition to the total monthly charges quoted by the Contractor. The user of the vehicle/ Officer(s) of IIM Ranchi should, in no conditions, be asked to bear any expense on this account. 33. The Institute reserves the right to increase/decrease no s of vehicles as per requirement of the institute time to time on as accepted rate and T&C as per agreement. 34. The Service Provider has to provide taxi on all seven days in a week during the entire contract period. Substitute of the driver on weekly off day shall have to arrange by the Service provider during the contract period. 35. The bidders may submitted duly filled and completed bidding document ONLINE as per instruction contained in the bidding documents and instruction for online bid submission at Annexure-VII. 36. In case, holiday is declared by the government on the day of opening the bid, the bid will be opened on the next working day at the same time. 37. The bid shall remain valid and open for acceptance for a period of 180 days from last date of submission of bids. 38. The technical Evaluation Committee constituted by The Director IIM, Ranchi shall have the right to verify the particulars furnished by the bidder independently. 9

10 39. ELIGIBILITY CONDITIONS FOR QUALIFYING THE BID ON TECHNICAL ASPECTS AND FOR OPENING OF FINANCIAL BID:- i Minimum turnover of the firm not less than Rs lakh (Rupees ten lakh only) during last two financial years, & (Attach P&L Account, Balance Sheet duly certified by Chartered Accountant along with ITR of above financial years) ii Minimum two years experience of the firm in the field of providing Attach the copy of similar services in Central/ State Govt. Establishments/ Autonomous Award of contract Bodies/ Corporations/ Educational Institutions. Bidder is to provide the and satisfactory details. (Attach proof of the satisfactory completion/ experience completion certificate certificate along the technical bid) from the concerned department. iii PAN No. (Copies attached) iv Registration of Firm v Registration under GST All the documents, as mentioned in Sl. No. (i) to (vii) must be available in Technical Bid. 40. Terms and Conditions for quoting the Rate in Financial Bid as per BoQ.xls Sl. Particulars No. i Monthly Hiring rent per vehicle (including hiring rent of vehicle, salary of driver and cost of diesel for 2000 Km for 360 hrs. per month) ii Additional rate per Kilometer beyond 2000 Km. iii GST extra as applicable * General Duty Timing: 8 AM to 8 PM, however, timing may vary as per the requirements. ** Total Km may vary from 2000 km to any no. of Kms for any single vehicle, however, the charges for additional KM beyond 2000 Km will be payable only if total Kms for two vehicles taken together exceeds 4000 Km in a month. 41. The rates should be quoted as per the BOQ. Taxes, if any, should be indicated separately. The bidders are advised to download this BOQ.xls as it is and quote their offer/rates in the permitted column and upload the same in the Financial Bid. The Bidder shall not tamper/modify downloaded price bid template in any manner. In case if the same is found to be tempered/modified in any manner, tender will be completely rejected and EMD would be forfeited and tenderer is liable to be banned from doing business with IIM, Ranchi. 10

11 42. Mandatory documents to be attached are: 1) TECHNICAL BID i. Scan copy Registration certificates of vehicles proposed to be provided. ii. Scan Copy of Goods and Service Tax Number. iii. iv. Scan Copy of PAN. Scan Copy of Certified P&L Account and Balance Sheet along with ITR for the Financial year and v. Scan Copy of minimum two years Experience in the relevant field along with satisfactory completion certificate from the Central/ State Govt. Establishments/ Autonomous Bodies of Govt. of India/ Corporations of Govt. of India/ Educational Institutions. vi. vii. viii. ix. UTR number to be mentioned as the proof of remittance of Earnest Money Deposit (EMD) Scan copy of bank details (Annexure-IV). Scan copy of certificate about Non Black Listing (Annexure-V). Scan Copy of Tender acceptance letter (Annexure-VI). 2) FINANCIAL BID as per attached BoQ.xls Administrative Officer (Purchase) 11

12 ANNEXURE - II (TO BE PRINTED ON Rs.1,000/- NON JUDICIAL STAMP PAPER BY THE SERVICE PROVIDER) AGREEMENT This agreement is made on this day of 2018 between M/s.... (herein after called first party which expression shall include his heirs, executors and administrators/their successors) whose registered office is at... and is registered under and acting through its authorized official Sh. and Indian Institute of Management, Ranchi (herein after called IIM whose term includes its successors and assignees), the second party, whose office is situated at Suchna Bhawan,Audrey House Campus, Meur s Road, Ranchi and acting through its authorized official Sh..., at shown as under:- That whereas the first party shall and will execute the work described as providing taxis/vehicles to IIM,Ranchi as per all the terms and conditions given in tender document no..and all its annexure- and rates as mentioned in Appendix-.. which shall become part and parcel of this agreement. The first party has deposited Rs../-(Rupees only) as interest free Performance Security. This agreement is made for a period of two year from to as in of the bid document as decided upon to do so by the second party on the same terms, norms and rate. IN WITNESS THEREOF THE ABOVE MENTIONED PARTIES HAVE PUT THEIR SIGNATURE ON THIS. DAY OF Signed. Signed For and on behalf of the First Party For and on behalf of the IIM Name (caps) Name (caps). Designation... Designation.. Date.... Date In the presence of Witnesses In the presence of Witnesses 12

13 ANNEXURE-III Checklist towards eligibility criteria Name of the Firm: Tender Reference No.: Sl. No. Particulars EMD details (UTR Number reference to be verified and certified received by the concerned/department of IIM Ranchi) Minimum turnover of the firm not less than Rs lakh (Rupees ten lakh only) during last two financial years, & (Attach P&L Account, Balance Sheet duly certified by Chartered Accountant along with ITR of above financial years) Minimum two years experience of the firm in the field of providing similar services in Central/ State Govt. Establishments/ Autonomous Bodies/ Corporations/ Educational Institutions. Bidder is to provide the details. (Attach proof of the satisfactory completion/ experience certificate along the technical bid) PAN No. Registration of Firm Registration under GST Details of registered vehicle directly under the firm. Submitted (Yes/No.) If submitted, mention page no. of PDF File Remarks I/we undertake that documents are genuine/ authentic and nothing has been cancelled and that I/we are not debarred by any govt. organization and competent are to contract. I/We understand that the contract is liable to be cancelled, if found to be having obtained through fraudulent means/concealment of information. Signature of the bidder with Seal 13

14 ANNEXURE-IV MANDATE FORM FOR BANKING DETAILS Name of the Firm: Registered /Postal Address: 1. Permanent Account Number (PAN) No. 2. Name of the firm / authorized person of the firm as per bank records 3. Bank details of the bidder: a b c d e f Bank Name Branch Address Account No. Type of Account (Current/Savings) MICR No. RTGS/NEFT Code Signature of Bidder with seal 14

15 ANNEXURE-V CERTIFICATE ABOUT NON BLACK LISTING (On the letter head of the Firm) We...on this date do hereby certify that our company / firm has not been blacklisted by any Government Department / Government Educational Institutions / Research Institute(s) during the last three years. Authorized signatory of Bidder with Seal Name Designation Place Date

16 ANNEXURE-VI TENDER ACCEPTANCE LETTER (To be given on Firm s Letter Head) Date: To, The Director Indian Institute of Management Ranchi Sub: Acceptance of Terms & Conditions of Biennial Rate Contract for Hiring of Taxi on Monthly Rental Basis. Tender No: Name of Tender / Work: - Hiring of Taxi on Monthly Rental Basis Dear Sir, I/We have downloaded/ obtained the tender document(s) for the above mentioned Tender/Work from the website(s) namely as per your advertisement, given in the above mentioned website(s). i. I/ We hereby certify that I / we have read the entire terms and conditions of the tender documents from Page No. to (including all documents like annexure(s), schedule(s), etc.), which form part of the contract agreement and I / we shall abide hereby by the terms / conditions / clauses contained therein. ii. The corrigendum(s) issued from time to time by your department/ organization too has also been taken into consideration, while submitting this acceptance letter. iii. I/ We hereby unconditionally accept the tender conditions of above mentioned tender document(s) / corrigendum(s) in its totality / entirety. iv. I/ We do hereby declare that our Firm has not been blacklisted/ debarred by any Govt. Department/Autonomous Body/Organization/Public sector undertaking. v. I/ We certify that all information furnished by the our Firm is true & correct and in the event that the information is found to be incorrect/untrue or found violated, then your department/ organization shall without giving any notice or reason therefore or summarily reject the bid or terminate the contract, without prejudice to any other rights or remedy including the forfeiture of the full said earnest money deposit absolutely. Yours Faithfully, 16 (Signature of the Bidder with seal)

17 ANNEXURE-VII Special Instruction to Bidders for E-Tendering The Special Instructions (for E-Tendering) supplement Instructions to Bidders, as given in the Tender Document. Submission of online Bids is mandatory for this Tender. For conducting electronic tendering, IIM Ranchi is using the portal of M/s. ITI Ltd, a Government of India Undertaking. 1.0 Tender Bidding Methodology: The offer should be submitted through e-tendering mode in the website containing two e-bid viz. Technical and Financial Bid. The Bids will be uploaded along with all signed and scanned documents those are required for particular tender. 2.0 Broad outline of activities from Bidders prospective: (i) Procure a Digital Signing Certificate (DSC). (ii) Register on e-wizard portal. (iii) View Notice Inviting Tender (NIT) on e-wizard portal. (iv) Download official copy of Tender Documents from e-wizard portal. (v) Bid-Submission on e-wizard portal. (vi) Attend Public Online Tender Opening Event (TOE) on e-wizard portal. (vii) Opening of Financial-part (Only for Technical Responsive Bidders). For participating in this tender online, the following instructions need to be read carefully. These instructions are supplemented with more detailed guidelines on the relevant screens of the ewizard portal. 3.0 Digital Certificates: It is mandatory for all the bidders to have class-iii Digital Signature Certificate (Signing + Encryption) in the name of person who will sign the Bid) from any of the licensed Certifying Agency (Bidders can see the list of licensed CA s from the link to participate in e-tendering of IIM Ranchi. 4.0 Registration: To participate in the e-tendering submission, it is mandatory for applicants to get registered their firm/company in e-tendering portal of ITI. to have user ID & Password from M/s ITI Ltd., The Annual registration charges for vendors/suppliers are Rs.2,000/ + 18% GST per annum. The procedure for the registration is as under: 1) Go to the website in the home page, click on Registration 2) In the Vendor Registration form, vendor has to fill up the all mandatory applicant details. After Submission of registration form, you will get the verification link on your registered mail id, after Verification you log in your account with your user id and password and complete the all activity Related to registration etc. Document uploading, paid registration fee, after completion of Registration payment, you need to send your acknowledgement copy on our held desk mail id ewizardhelpdeskpatna@gmail.com for activation of your account. 17