Vento cars) and five new SUV (Xylo, Innova, Scorpio, Maruti Ertiga, Duster and

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1 INCOME TAX DEPARMENT AHMEDABAD Date : TENDER DOCUMENT Subject: Hiring of vehicles by the Income Tax Department, Ahmedabad - regarding. The Pr. Commissioner of Income Tax, Ahmedabad-5, Ahmedabad on behalf of the President of India invites quotations in sealed covers from reputed vendors latest by for hiring 6 (six only) Vehicles of different models(only Diesel/Petrol run), for the use of the Income Tax Department, Ahmedabad. The preferred Vehicles to be hired by the Income tax Department are one Sedan ( New Maruti SX 4/Honda City /Volkswagen Vento cars) and five new SUV (Xylo, Innova, Scorpio, Maruti Ertiga, Duster and similar models of white colour s only. Different models of vehicle from different vendors may be hired based on the financial bid received for each model. The bid shall consist of two parts Technical bid and Financial bid. Both bids are to be placed in two separate sealed envelopes (clearly superscribing Technical Bid and Financial Bid ) which in turn are to be placed in one sealed cover. Bids of all parties whose Financial Bid is not in a separate sealed cover or the rates quoted by them finds mention in their Technical Bid shall be rejected forthwith. All the information sought under the head Conditions and Other Information to be supplied is to be given in Technical Bid while price quoted for the same will have to be mentioned only in the Financial Bid. The Financial bids

2 of only those parties will be opened whose Technical Bids are found to be eligible while the disqualified bidders Financial bid shall not be opened. The Technical bid shall be opened at 3.00PM on at the 1 st floor, Narayan Chamber, Ashram Road, Ahmedabad in the presence of one representative of each of the bidder who wishes to be present. A. Eligibility Criteria for Bidder (Supporting evidences should be submitted along with Technical bid):- i. The Applicant Vendor should own sufficient number of vehicles at the time of making application for the contract and should produce evidences to that effect. ii. The Applicant s Annual Turnover should not be less than Rs.25 lakhs from the business of hiring of mid-size vehicles in the Assessment Years to In support of this, Applicant vendor should submit their copies of return of income filed with the income Tax Department along with Balance sheet & Profit and Loss Account for F. Ys to iii. Applicant Vendor should have a reputed client base & should not have been black listed by any Govt. department in the last five years. The client list along with proof of work order received should be submitted in support of the same. iv. The Applicant Vendor should have the experience of running a fleet of vehicles on hiring basis for at least 3 years. V. The above conditions will not apply to Government or Semi-Government Enterprises. B. TECHNICAL BID :- Eligible transport vendors, tour/taxi operators are requested to provide the following information in the Performa enclosed with this tender document:- 1. Name & address of the bidder. 2. Nature of business. 3. Income Tax assessment particulars, Ward/Circle& PAN.

3 4. Number of vehicles presently owned by the vendor along with proof of ownership of each vehicle. 5. Turnover in the past three years along with documentary evidence. 6. Copies of I.T. Returns for the last three Assessment Years , & along with balance sheet, P&L A/c and Auditor s Report if any. 7. Details of hiring of vehicles done in the past:- 7.1 Name & address of the parties to whom vehicles were given on hire during last 3 Financial Years( F.Y to 15-16). 7.2 Period for which the vehicles were hired out; 7.3 Number of vehicles given on hire. C. FINANCIAL BID:- (a) The rate for hiring of vehicles should be quoted for 2000kms. & 300 hours per month for vehicles of the make of not before 2015 and having run for not more than 50,000 Kms. The time & distance will be calculated from the time & place of reporting to the time & place of release. (b) The balance of kilometers/hours run during the month are to be carried forward to the next month and any cumulative shortage will lapse at the end of contract year and any cumulative excess will be paid at the end of contract year, as per kilometer/hour basis.. (c) The rates for petrol / diesel run vehicles for different models are to be given separately. (d) Rates for extra km / hour must be separately specified.

4 (e) Rates for 80km/10hours per day may be separately specified for additional cars required on temporary basis. (f) The rates quoted should be exclusive of Service Tax as well as any other Govt. levies etc. as applicable. Quotation should be sent in sealed covers superscribed as QUOTATION FOR HIRING OF VEHICLES & should reach the office of the Income Tax Officer (HQ)-5, Room No. 124, First Floor, Narayan Chamber, Ashram Road, Ahmedabad on or before by 3.00 PM. The technical bid will be opened on at PM in the presence of the parties or their representative, who wish to be present. Bidders who will qualify in technical bid, their financial bid will be opened at 5.20 PM on the same date.

5 TERMS AND CONDITIONS FOR HIRING OF VEHICLES 1. The Transport Contractor/ Enterprise will provide brand new vehicles to Pr. Commissioner of Income Tax-5, Ahmedabad. 2. The hiring charges should be specified (exclusive of Service Tax) for 2000 Kms. (reckoned from place of reporting to place of release) & 300 hours on a monthly basis. The charges for additional hours beyond 300 hours (per month) and additional distance beyond 6000 Kms. (per quarter) should also be specified. 3. The vehicles shall be provided for 365 days in the year as per requirement of the Pr. Commissioner of Income Tax-5, Ahmedabad and shall be at the exclusive disposal of the aforesaid Unit. In the event of any breakdown of the vehicle, or unavailability of the vehicle/ driver for any reason, immediate alternate arrangements shall be made by the Transport Contractor/Enterprise. In case, the Transport Contractor/ Enterprise is unable to make alternative arrangements, the Pr. Commissioner of Income Tax-5, Ahmedabad will be at liberty to make alternative arrangements and deduct the expenditure incurred on such arrangements from the Transport Contractor/ Enterprise s bill. If no alternative arrangements could be made by either of the parties, deduction shall be made from the Transport Contractor/Enterprise s bill on prorata basis. 4. The Transport contractor/ Enterprise to whom the contract is awarded, would furnish name, address and contact number of a person to whom the Pr. Commissioner of Income Tax-5, Ahmedabad Department/ Controlling Officer should contact, in case of any problem faced with regard to services being provided by such contractor on day to day basis.

6 5. The hiring charges will be inclusive of fuel cost, lubricants, spare parts, maintenance, salary of the drivers/staff, payment of insurance/road/state taxes/toll Tax/ permit and parking charges etc. Adequate spares such as Bulbs, Belts, Spare Tyres etc. in good condition shall be kept in the vehicle at all times alongwith tools for use, if necessary. 6. The hiring rates shall be exclusive of Service Tax. (A copy of Service Tax registration to be submitted). The same will be reimbursed on submission of proof of payment. 7. The vehicles deployed with the Pr. Commissioner of Income Tax-5, Ahmedabad should be commercially registered and should be comprehensively insured with third party unlimited risk cover. The Pr. Commissioner of Income Tax-5, Ahmedabad shall not be responsible for any damages whatsoever to public property and/or any third person due to any accident arising out of and in the course of deployment of Transport Contractor/Enterprise s vehicles with the Pr. Commissioner of Income Tax-5, Ahmedabad. The Transport Contractor/Enterprise shall be solely responsible for any claims by any third party and/or employees of the Pr. Commissioner of Income Tax-5, Ahmedabad travelling in the vehicle for any injuries caused by the Driver of the vehicle whether by accident or otherwise. The Transport Contractor/Enterprise shall be required to indemnify the Pr. Commissioner of Income Tax-5, Ahmedabad from any consequences arising out of and in the course of deployment of vehicles with Pr. Commissioner of Income Tax- 5, Ahmedabad. 8. The Transport Contractor/Enterprise shall be responsible for the acts and deeds of drivers of the vehicles. Pr. Commissioner of Income Tax-5, Ahmedabad will, in no way, be responsible for violation of the traffic rules and/or other loss either by

7 the driver of the vehicle or by the Transport Contractor/Enterprise. The Transport Contractor/Enterprise shall comply with the relevant rules and regulations of the Motor Vehicle Act applicable at present and as may be enforced from time to time. 9. The employees of the Transport Contractor/Enterprise shall not be considered to be the employees of the Income Tax Department for any purpose. Income Tax Department will not be responsible for any injury sustained by the employee(s) of the Transport Contractor/Enterprise during the performance of their duties and also any damages or any compensation due to any dispute between the Transport Contractor/Enterprise and its employees/ workers. 10. The drivers should have valid driving licenses issued by the RTO to drive such vehicles and must carry the same with them all the time while on duty. 11. The drivers deployed must be familiar with the areas of Ahmedabad as also the surrounding areas of Ahmedabad. 12. The drivers must have experience of at least five years. They must always be properly dressed, well behaved and courteous and should be familiar with public /civic laws, rules and regulations. 13. The drivers should be provided Mobile phones in good working condition with two way communication facility. Detailed list of mobile numbers should be provided to the Pr. Commissioner of Income Tax-5, Ahmedabad. 14. The Transport Contractor/Enterprise shall provide dedicated vehicles and drivers and any change in vehicle and/ or driver should be made only in very exceptional circumstances.

8 15. The antecedents of drivers must be free from any criminal record. Complete particulars of the drivers along with local and permanent addresses and their photographs should be submitted to the office of the Pr. Commissioner of Income Tax-5, Ahmedabad before they are deployed on duty with the Pr. Commissioner of Income Tax-5, Ahmedabad. 16. A daily Log Book indicating opening and closing meter reading, time-in and time-out shall be got signed by the driver concerned from the officer/official using the vehicle. On the basis of above Log- Book of each day, the Transport Contractor/ Enterprise shall prepare monthly bill in respect of each vehicle separately and submit the same to the Controlling Officer at the relevant station of duty. 17. The payment for the monthly bill will be made by cheque within 30 days of receipt of the bill after deduction of TDS wherever applicable or other Govt. dues, if any. 18. The agreement for hiring of vehicle shall be in force for a period of two years and would be extendable for further period subject to satisfactory performance by the vendor and at the discretion of the Pr. Commissioner of Income Tax-5, Ahmedabad. However, the Pr. Commissioner of Income Tax-5, Ahmedabad shall be at liberty to terminate the contract by giving one month s notice in respect of any vehicle hired by the Pr. Commissioner of Income Tax-5, Ahmedabad in case the Enterprise fails to abide by any of the conditions specified above. The Transport Contractor/ Enterprise shall also be at liberty to terminate the contract for similar reasons by giving three month s notice in advance to the Pr. Commissioner of Income Tax-5, Ahmedabad.

9 19. Earnest Money Deposit (EMD) should be furnished for an amount of Rs.60,000/-. EMD should be paid in the form of a Demand Draft (DD) drawn on a nationalized bank in the name of DDO, Pr. Commissioner of Income Tax-5, Ahmedabad. The DD should be kept in a sealed separate cover superscribing E.M.D without mentioning amount. Quotations received without EMD will be summarily rejected. EMD will be forfeited if tenderer fails to honour the contract. 20. Contract Performance Guarantee should be furnished by the successful bidder on award of contract for an amount of Rs. 10,000/- in the form of Performance Bank Guarantee from a nationalized bank valid for the period of contract. 21. While bidding, the applicant contractor/ enterprise should submit a sealed envelop marked as Financial Bid. The tender document, marked as Annexure A, itself is a Financial Bid. 22. Tender document should be submitted by 3.00 P.M on in the office of the Pr. Commissioner of Income Tax-5, Room No. 125, 1 st Floor, Narayan Chamber, Ashram Road, Ahmedabad. The tender documents should be dropped in the drop-box kept for the purpose with the DDO of the office of the Pr. Commissioner of Income Tax-5, Ahmedabad. Tenders will be opened by the Vehicle Committee constituted by Pr. Commissioner of Income Tax-5, Ahmedabad on Late receipt of the offers: Late/delayed offers, offers received by post, fax offers/messages, telegraphic offers and incomplete offers are liable to rejected. Any late/delayed tenders received will not be opened. 24. Each page of the offer must be neat & clean and signed & stamped by the authorized signatories.

10 25. Only such bids will be entertained which are received from Transport Contractors/Enterprises who offer for hiring one Sedan,( New Maruti SX 4/Honda City /Volkswagen Vento cars) and five new SUV (Xylo, Innova, Scorpio, Ertiga, Duster vehicles. The successful bidder shall enter into a contract with Pr. Commissioner of Income Tax-5, Ahmedabad and shall supply all requisite vehicles within 20 days of awarding the contract. 26. In case of failure to supply the stipulated number of vehicles for hiring by the contractor within stipulated time, the contract may be cancelled by the Pr. Commissioner of Income Tax-5, Ahmedabad and EMD may be forfeited. In such case, new tender will be floated. 27. In case of any dispute during the tender process, the decision of the Pr. Commissioner of Income Tax-5, Ahmedabad would be final and binding. 28. The Pr. Commissioner of Income Tax-5, Ahmedabad reserves the right to accept or reject any part of the tender or whole tender, without assigning any reasons. 29. The vehicle can be called for reporting at any time. The vehicle would remain at the exclusive disposal of the Pr. Commissioner of Income Tax-5, Ahmedabad for all the seven days in a week during the entire contract period.

11 PENALTIES :- The default and the consequential penalties will be applicable as below: Sr.No. Nature of default Penalty Rs. 1 Late reporting Rs.500/- per day. 2 Non-reporting Rs.1000/- per day or as prescribed in Para 15 of General Terms & Conditions of the tender document. 3 Poor maintenance of vehicles Rs.5,000/- per month 4 Refusal of duties 100% of proportionate contract charges per day 5 Non-observation of dress code 6 Change of drivers without permission Rs.100/- for first instance and Rs.200/- for subsequent instances. Rs.1000/- per instance 7 Vehicle kept unclean Rs.500/- per day. 8 Unsafe/Rash driving Rs.500/- per instance 9 Stoppage of vehicle due to insufficiency of fuel 10 Breakdown of vehicle more than once a month Rs.200/- per instance Rs.200/- per instance However, before imposition of penalty, a show cause notice will be issued to the vendor.

12 ANNEXURE A FORMAT OF TENDER DOCUMENT (i.e. Financial Bid For Hiring of Vehicles) 1. Name, Address & Telephone No. of the Tenderer: 2. Permanent Account No. (PAN): 3. Name & address of the Proprietor/Partners/ Directors and their PAN 4. Hiring Charges per vehicle (Exclusive of service tax) S.No. Description 1. For 2000 Kms. and 300 Hours per month, rates to be specified separately for vehicles running on Petrol/Diesel/CNG - (a) one Sedan,( New Maruti SX 4/Honda City /Volkswagen Vento cars) and five new SUV (Xylo, Innova, Scorpio, Ertiga, Duster 2. For every extra Km. beyond 6000 Kilometers per quarter, rates to be specified separately for vehicles running on Petrol/Diesel/CNGone Sedan,( New Maruti SX 4/Honda City /Volkswagen Vento cars) and five new SUV (Xylo, Innova, Scorpio, Maruti Ertiga, Duster 3. For every extra hour beyond 300 hours per month for each vehicle, rates to be specified separately for vehicles running on Petrol/Diesel/CNGone Sedan,( New Maruti SX 4/Honda City /Volkswagen Vento cars) and five new SUV (Xylo, Innova, Scorpio, Maruti Ertiga, Duster Rate (Rupees)

13 Name & signature of Authorized signatory TECHNICAL BID (Information is required to be submitted in the following format with adequate supporting proof thereof) Sr. Particulars No. 1 Name, address & telephone No. of the vendor 2 Income Tax assessment particulars, Ward/Circle& PAN 3 Number of vehicles presently owned along with proof of ownership 4 Turnover in the past three year along with documentary evidence(f.y to 15-16). 5 Copy of I.T. Returns for the last three A.Y , , , alongwith P&L A/c and Balance Sheet. 6 Service Tax Number (attach last 2 year s Service Tax Return s copy) 7 Provident Fund Number allotted by Regional Provident Fund Office. (attach copies of last 3 year s PF deposit) 8 ESI Registration No.(attach copies of last 3 year s PF deposit) 9 Details of hiring of vehicles done in the past:- a. Name & address of the parties to whom vehicles were given on hire; b. Period for which the vehicles were hired out; c. Number of vehicles given on hire. 10 Whether the tender has been black listed by any Govt. office/department in last 5 years if yes, details thereof

14 11 Number of Vehicles, the vendor is presently bidding for Model of the Vehicles No. of Vehicles being offered for hire a. b. c. 12 Details of year of make and mileage doneby the vehicle bidded for at 11 above Sr.No. Model of Vehicle Yr. of Make Mileage(in Kms)

15 FINANCIAL BID (Separate form is to be submitted for different models) 1. Name, Address & Telephone no. of the bidder i.e. the Applicant Vendor: Rate Chart per Vehicle (exclusive of Service Tax, other taxes & duties) TYPE OF VEHICLE :- _ (Specify the type of vehicle) Sr.No. Description Rate(Rs.) for 1. For 2000kms & 300 hours 2. For every extra Kilometer (as per above) 3 For every extra hour beyond 300 hours (per month) 4. No. of vehicles offered Rate Chart for additional vehicles on temporary basis (Inclusive of Service Tax) Sr.No. Description Rate(Rs.) for 1. For 80 kms & 10 hours 2. For every extra Kilometer 3 For every extra hour beyond 10 hours 4. Type of Vehicle offered Name & signature of the Authorized signatory

16 ANNEXURE-A TENDER NOTICE Office of the Pr. Commissioner of Income tax,_ahmedabad-5, Ahmedabad The Pr. Commissioner of Income-tax, Ahmedabad-5, 1 st Floor, Narayan Chambers, Nr. Nehru Bridge, Ashram Road, Ahmedabad intends to hire 6(six) vehicles. The preferred models of vehicles are available in the tender document. Hiring shall be initially for a period of one year to be extendable for further period at the discretion of the Department. 2. Reputed transport operators/contractors having requisite vehicles and infrastructure may obtain the tender documents from the office of the Income Tax Officer (HQ)-5 Room No.124, 1 st Floor, Narayan Chambers, Nr. Nehru Bridge, Ashram Road, Ahmedabad , on payment of tender fee of Rs. 2000/- by cheque /DD (non-refundable), during office hours, within five working days from the date of publication of this advertisement. 3. Last date for submission of completed tender forms is before 3.00 pm in the office of the Income Tax Officer (HQ)-5 Room No.124, 1 st Floor, Narayan Chambers, Nr. Nehru Bridge, Ashram Road, Ahmedabad The technical bid will be opened on in the office of the Income Tax Officer (HQ)-5 Room No.124, 1 st Floor, Narayan Chambers, Nr. Nehru Bridge, Ashram Road, Ahmedabad at 3.00 PM in the presence of the bidders or their representatives who wish to be present. Bidders who will qualify in technical bid their financial bid will be opened at 5.20 PM on the same date. For further details visit (Smt. Prem Meena) Income-tax Officer (HQ) O/o. The Pr. Commissioner of Income-tax Ahmedabad-5, Ahmedabad.