Jawaharlal Nehru Institute of Banking & Finance, Gachibowli, Hyderabad TENDER NOTICE CAR SUPPLY SERVICES

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1 Jawaharlal Nehru Institute of Banking & Finance, Gachibowli, Hyderabad TENDER NOTICE CAR SUPPLY SERVICES Empanelment of agencies for Supply of cars on hire basis IDBI Bank Ltd. (Bank) invites tenders for it s apex training institute Jawaharlal Nehru Institute of Banking & Finance (JNIBF), Gachibowli, Hyderabad from car rental agencies : For providing one car on 24/7 basis. For empanelment for supply of cars on call basis such as Camry/Skoda Superb/Indigo/SwiftDezire/Verito/Innovaa/Xylo/Tavera/Corola/Altis/Skoda Ocatvia/Etios/Ford Fiesta/Verna/Tata Indica on call basis. Agencies fulfilling the following criteria are eligible to submit their offers. Pre-qualification criteria i) The car rental agency may be a proprietorship/partnership/company. They should have a fleet of minimum 4 passenger cars as on the date of acceptance of the Bank s offer. Vehicles should be registered as commercial/tourist vehicles in the names of the agencies or their directors or partners or proprietor/spouse. ii) The agency should have garage in areas at Hyderabad within a radius of 20 Kms (one way) from JNIBF Gachibowli Campus. If the garage is beyond 20 Kms the agency is not eligible to participate in the tender. Agency should be in business for at least 3 years. They should have an average annual turnover of Rs.15 lakh during the last 2 years. iii) The agency should have RTO registration and all other approvals / registration that may be necessary for running the business of car hire services in Hyderabad. iv) The agency should have its office with necessary staff and phone, mobile, fax and facilities, etc., in Hyderabad and it should be able to respond at short notices for emergency needs on round the clock basis. 1

2 v) The agency should have served/be serving nationalised banks/financial institutions /Corporate clients. vi) The agency should possess sufficient cars as required by the bank in good condition and not older than 4 years. Car rental agency should have the capacity to provide such cars at a short notice. Interested agencies who fulfil the above eligibility criteria may download the tender document and submit the same by dropping it in the Tender Box kept for this purpose at the Administration Department, Jawaharlal Nehru Institute of Banking & Finance (JNIBF), IDBI Bank Square, Gachibowli, Hyderabad latest up to hrs within 15 days from the date of tender i.e on or before March 21, 2014 before hrs. Tenders not satisfying the pre-qualification criteria and procedure prescribed in the tender document will be treated as invalid and rejected summarily. Further, the Bank reserves the right to accept or reject any or all the offers without assigning any reason therefore. For further details / clarifications, please contact: Shri. G Kumaraswamy Asst. General Manager, Administration Department, Jawaharlal Nehru Institute of Banking & Finance JNIBF, Gachibowli, Hyderabad Phone No g_kumaraswamy@idbi.co.in OR Ms.Noopur Roy Asst. Manager, Administration Department, Jawaharlal Nehru Institute of Banking & Finance Phone No noopur.roy@idbi.co.in 2

3 TENDER DOCUMENT CAR HIRING SERVICE Procedure 1. Sealed tenders are to be furnished in two parts. Part I Cover containing Part I of the Tender should be super-scribed with the words TENDER FOR SUPPLY OF CARS ON HIRE TECHNICAL BID and contain the information with enclosures as mentioned about the agency as per Annexure-I. Part II Cover - 2 should contain rates duly signed by the authorized person in the format as per Annexure-II given below and should be super scribed with the TENDER FOR THE SUPPLY OF CARS ON HIRE - FINANCIAL BID. The same authorized person must authenticate any corrections in the rates with full signatures. Both the covers (Part I and Part II) are to be put in a master envelope and shall be super scribed with the words TENDER FOR THE SUPPLY OF CARS ON HIRE and addressed to The Deputy General Manager (Administration), Jawaharlal Nehru Institute of Banking & Finance (JNIBF), Gachibowli, Hyderabad be dropped in the Tender Box placed at Jawaharlal Nehru Institute of Banking & Finance (JNIBF), Administration Department on or before March 21, 2014 before hrs.. Agencies may note that only Part I will be opened at hrs on March 24, Date and time of opening of part II of pre-qualified agencies would be intimated separately. Covers of part II of the agencies not satisfying the pre-qualification criteria will not be opened. 3

4 The Deputy General Manager, Administration Department, JNIBF, Gachibowli, Hyderabad Form of Tender PART-I Place: Date : Sir, TENDER FOR CAR HIRING SERVICES 1. Having gone through the tender document for the aforesaid job, we offer ourselves for supply of car in conformity with your requirements and the term and conditions set for the same. 2. We agree to abide by the terms and condition of this Tender. 3. We agree that the offer of the contract, based on the lowest bid price or any other price to be decided by IDBI Bank, issued to the agencies for providing the car on 24/7 basis or for empanelment for providing car on call basis would be accepted within 7 days from the date of issue of the offer. Failure to accept the offer within this period will result in cancellation of the offer. 4. We note that you are not bound to accept the lowest or any other bid you may receive and reserve the right to reject all or any bid or cancel the Tender without assigning any reason whatsoever. Signature of the Authorized Person Name of the Signatory (in Block capitals) Cell no- E Mail- Dated day of 2014 Seal of the Agency 4

5 Terms and conditions: PART-I 1. Conditional tenders will not be accepted and will be summarily rejected. 2. The Bank would empanel up to four Car Rental Agencies to supply cars on call basis and one agency for supply of cars on monthly basis to meet it s requirements. Business will be distributed among the agencies who would qualify in the tender process as L-1, L-2, L-3 & L-4 (based on price bid) & accept the counter offer at the rate quoted by L-1 (the lowest bidder except for cars on monthly basis) 3. The Bank s offer of the contract to the agency so empanelled would need to be accepted within 7 days from the date of issue of the offer. Failure to accept the offer within this period will result in cancellation of the offer. 4. Car Rental Agencies should quote one price for each type of duty specified in ANNEXURE II. The price bid not submitted in the format specified in the tender document will not be accepted & the application will be rejected. 5. It may please be noted that while booking the car, the car agency has to honour it s commitment and provide the cars to the Bank. In case the agency is not in a position to provide the car, it will be viewed seriously and the contract with such agency will be terminated immediately due to the agency not able to provide the car to the Bank. 6. Pay-order/Demand Draft of Rs.10,000/-(Rupees Ten thousand only) drawn in favour of IDBI Bank Ltd, payable in Hyderabad, towards Earnest Money Deposit (EMD) is to be attached with the bid. EMD is applicable only to the bidders participating in providing car on monthly hire basis. It may be noted that the EMD shall not carry any interest and that EMD of the unsuccessful bidders would be refunded only after finalization of the tender or within 90 days from the date of opening of Part-I of the Tender, whichever is earlier. Tenders without EMD would not be considered. EMD will be accepted by way of Pay Order /Demand Draft only. 7. The contract will be valid for 2 years from the date of execution of agreement and subject to rendering satisfactory performance. However, the initial contract is for 3 months and if services are found satisfactory, the contract will 5

6 be continued for one year (including initial 3 months) and is extendable for one more year. 8. The agency shall have all necessary mandatory approvals/certificates/ registration, etc. All the vehicles supplied to IDBI Bank Ltd. will be registered as Commercial/Tourist vehicles and shall have comprehensive insurance cover with adequate clause to cover the passenger for injuries/death and all matters related to insurance will be settled by the agency. In no case vehicle, which is not registered for commercial purpose, shall be supplied to IDBI Bank Ltd. 9. In case any information / document is (are) found to be false or incorrect at a later stage also it shall invite immediate disqualification/ termination of the agency contract from empanelment/ deployment. EMD in such cases will be forfeited. The original document will be verified / scrutinized during the tendering process. 10. The vehicles should be in good condition and not older than 4 years [2 years for special duty]. Vehicle should be well maintained properly cleaned inside and outside and in good hygienic condition. 11. The drivers shall have a valid driving license and should be well behaved, in proper uniform with identity card indicating their name and the name of the agency while on duty and shall carry common mobile phone (at the cost of agency) with them. The agency shall change the driver on receipt of complaints from the Bank, if any. 12. The drivers shall not enter the office premises/floors of IDBI Bank Ltd. for any other reasons except for attending to the services of the officers to whom the agency s car is allotted for services. 13. Any damages/repairs shall be borne by the owners of the cars. 14. Tax at source, shall be deducted at the rates applicable from time to time from the bill amounts payable to the firm. 6

7 15. 10% Annual Hike is at the end of one year is permitted in the contract rates. No escalation in rates on any account will be permitted during the contract period. 16. Based on the tenders rate(s) quoted by various agencies, IDBI Bank reserves the right to fix the strike/final rate(s) so as to increase the number of agencies to be empanelled. The consent of the parties has to be given within 7 days for empanelment. 17. The Bank reserves the right to reject any or all the bids or cancel the Tender if number of agencies available to be empanelled at their rate is insufficient to meet the requirement. The Bank reserves the right to reject all bids or cancel the Tender without assigning any reason whatsoever. The Bank also reserve the right to reissue / recommence the tender process. Any decision of the Bank in this regard shall be final, conclusive and binding on the agencies. 18. The Bank reserves the right to terminate the contract at any time without any notice or assigning any reason therefore. Dues on pro-rata/mileage basis will be settled till the date of terminated contract and the decision of the Bank in this regard is final. 19. In case the vehicle is withdrawn for maintenance, repairs, breakdown, etc., a substitute of same variant vehicle in very good condition should be provided. 20. Payment Terms- Monthly bills shall be submitted to the authority specified in the contract. Parking charges shall be reimbursed on actual basis subject to the production of parking receipts (original). 21. The successful bidder/s shall accept the offer along with the terms & conditions stipulated by the Bank in writing. 22. In the event of the Bank requiring more number of vehicles, the agency should be in a position to meet the additional requirement and prepared to supply the cars at the rates quoted now. 23. A log book/duty Slip as per the standard of industry has to be maintained for every vehicle/duty provided by the car hire agency recording the opening/closing kms., time and location of trip. It shall be hiring agency responsibility to obtain the signatures of the guest/passenger at the end of 7

8 every trip. Such documents must be attached to every bill tendered for settlement. 24. Un-utilized portion of free 2200 kms, if any, for the monthly hired car shall be carried forward and utilized/adjusted by the bank in subsequent month/s and/or during the period of contract. We have read the above terms and conditions and accept the same. Signature of the Authorized Person Name of the Signatory (in Block capitals) Cell no- E Mail- Dated day of 2014 Seal of the Agency 8

9 ANNEXURE I TENDER FOR SUPPLY OF CARS ON HIRE TECHNICAL BID Name of the Agency Address of the office of the agency I Contact person(s) / Designation Telephone No.s Mobile No. Contact No.s Fax No. _id Year Since when car hiring business started (please furnish copy of certificate of commencement of business/ partnership Deed /certificate of registration of the II agency/rto registration Attach copy (b) Service Tax Registration. Attach copy (c) Income Tax PAN number III Turnover during the last 2 years (attach certificate) Client List: Banks/ Financial Institutions/ Corporate (please IV furnish certificates,if any, regarding quality of services rendered)- If reqd, pls mention in a separate sheet Details of cars (including age of car) and its owners (please furnish copy of registration certificate). (Comprehensive V insurance policies & tourist permit etc.) If reqd, pls mention in a separate sheet Signed copy of the terms and conditions stipulated in the VI tender document VII Motor transport licence issued by relevant authorities VIII Any other information felt relevant by the agencies. (Attach copy) Signature of the Authorized Person : Name of the Signatory : Cell No : Id : Seal of the Agency : 9

10 Date : 10

11 ANNEXURE II TENDER FOR SUPPLY OF CARS ON HIRE FINANCIAL BID FORMAT FOR QUOTING RATES: (The quote shall inclusive of all except Service Tax and Parking Charges) AC CARS AC CARS Nature of contract/arrangement Super Deluxe Camry/Skoda Superb Deluxe Cars Indigo/Swift Dezire/Verito AC CARS Innova AC CARS Xylo/ Tavera Monthly Contract (7 days a week and 24 hrs a day) - Free 2200 kms - Rate per extra kilometre No quote X No quote X No quote X On Daily basis Normal duty - 8 hours/80 kms - Rate per extra kilometer - Rate per extra hour Airport Package (Pick up/drop) Outstation Duty * - Minimum chargeable kilometres per day(from start time to end time 24 hours) - Rate per extra kilometre - Driver s allowance per day - SPECIAL DUTY (Best maintained AC cars less than 2 yrs old, uniformed drivers with mobile phones and mineral water bottle) - Daily basis (8 hours / 80 KMs) - Half-day basis (5 hours / 55 KMs) - Rate for extra hour - Rate for extra KM Signature of the Authorized Person : Name of the Signatory : Cell No : Id : Seal of the Agency : Date : 11

12 Continued... Annexure II Continued from prepage TENDER FOR SUPPLY OF CARS ON HIRE FINANCIAL BID FORMAT FOR QUOTING RATES: ( The quote shall inclusive of all except Service Tax and Parking Charges) Nature of contract/arrangement AC CARS Super Deluxe Corola/Altis/ Skoda Octavia/ AC CARS Deluxe Cars Etios/Ford Fiesta/Verna AC CARS Tata Indica Monthly Contract (7 days a week and 24 hrs a day) - Free 2200 kms - Rate per extra kilometre On Daily basis Normal duty - 8 hours/80 kms - Rate per extra kilometre - Rate per extra hour Outstation Duty - Minimum chargeable kilometres - Rate per kilometre - Driver s allowance per day - SPECIAL DUTY (best maintained AC cars less than 2 yrs old, uniformed drivers with mobile phones and mineral water bottle) - Daily basis (8 hours / 80 KMs) - Half-day basis (5 hours / 55 KMs) - Rate for extra hour - Rate for extra KM No quote X No quote X No quote X Signature of the Authorized Person : Name of the Signatory : Cell No : Id : Seal of the Agency : Date : 12