Tender Document For Hiring of Vehicles

Transcription

1 ONLINE TENDER NO. / 2018 The State Tax Department, Govt. of Maharashtra GST Bhavan, Yerwada, Pune Telephone No propune111@gmail.com GoM e-tendering Portal : Tender Document For Hiring of Vehicles [PRICE RS.1000/-] 1

2 SCHEDULE Tender Reference mgstd/pro/vehicle/2018 Price of Tender Document EMD Place of Opening Tender Offers Address for Communication Contact Telephone & Fax Numbers RS.1000 /- (Online Payment) (Nonrefundable) (Rupees One Thousand Only) Rs.50,325/- (Rs.Fifty Thousand Three Hundred Twenty Five Only) Office of the Addl. Commissioner of State Tax, Pune,4 th floor, GST Bhavan,Yerwada, Pune The Addl. Commissioner of State Tax, Pune, 4 th floor, GST Bhavan,Yerwada, Pune Phone: Fax propune111@gmail.com DETAILED TENDER SCHEDULE No. Activities Start Date & Time -- Expiry Date & Time 1 Online Tender Release To Online Tender Document Download To Online Bid Preparation To Online Technical Bid Closing To Online Commercial Bid Closing To Online Submission of Bid To Online Tender Opening(Technical) To Online Tender Opening (Commercial) To Note :- 1. All eligible/interested Service Providers who want to participate in tendering process should compulsorily get enrolled on e-tendering portal 2. It is compulsory for all participants to submit all documents online. 3. Other terms and conditions displayed in the online e-tender documents. Right to reject any or all online bid of work without assigning any reasons thereof is reserved. Above Tender Notice is displayed on website 2

3 TABLE OF CONTENTS Sr.No. Contents TECHNICAL BID DOCUMENT 1 General Instructions 2 Procedural part of the contract 3 Draft Agreement Including terms and conditions of contract 4 Annexure A 5 Annexure B FINANCIAL BID DOCUMENT 6 Annexure C 3

4 INSTRUCTION TO BIDDERS FOR SUBMISSION OF BIDS 1. GENERAL INSTRUCTIONS I) The interested contractors / bidders will have to make online payment (using credit card/debit card/net banking) of Rs.1063/- (inclusive of all taxes) per bid per tender to online service provider of e-tendering system (Sify Nex Tenders) at the time of entering online Bid Submission stage of the tender schedule. II) Bidders Tool Kit link (detailed Help documents, designed for bidders) has been provided on e-tendering website in order to guide them to use e-tendering website. III) All contractors interested in participating in the on-line e-tendering process are required to obtain Class II or Class III Digital Certificates. The tender should be prepared & submitted online using individual s digital signature certificate IV) The Contractors participating first time for e-tenders on GoM e-tendering portal will have to complete the Online Registration Process for the e-tendering portal. V) If any assistance is required regarding e-tendering (registration/upload / download) please contact GoM e-tendering Help Desk on number: PROCEDURAL PART OF CONTRACT 1.Board requirement of the contract 1.1 StateTax Department,Govt.of Maharashtra intends to hire vehicles (Indica Diesel) for a period of 11 Months w.e.f The vehicles are proposed to be hired for working days in a month,for 200 hours and 1400 kms in a month. Usually the vehicle shall be required to be provided on all worling days in a month including Government Holidays, if required. 1.3 The StateTax department shall also have the right to take additional vehicles on a daily basis. 1.4 The detailed conditions of the contract shall be as specified in the conditions of contracts. 1.5 The rates for hiring of vehicles for offices in Pune zone. 2.Eligibility Criteria The following company/persons are entitled to participate in the tender. I. the bidder should have the experience of running a fleet of vehicles on hire basis for at least 2 years. II. The bidder should be registered with the authority concerned of state or central Government, and should fulfill the conditions prescribed in section 66 of Motor Vehicle Act.1988 for hiring of vehicles. III. The bidders should own a fleet of at least 5 vehicles (Indica) at the time of filling the tender. Adequate proof of ability to supply vehicles within 7 days of awarded of contract must be produced. IV. The Annual Turnover from hiring of vehicles should not be less than Rs.10 Lakh in the financial Years F.Ys and V. The GSTD employees or their near relatives (directly or indirectly) are not allowed to participate in tender. Bidder should not provide a vehicle which belongs to GSTD employees or his near relatives. The tenders vehicles which are found to be of GSTD employees or their near relatives will be rejected and Earnest Money Deposit (EMD) will be forfeited. 4

5 3.Documents to be submitted to support eligibility I) Certificate of registration. II) Evidence of ownership of vehicles as above. This may include a fact sheet above each vehicles as per Annexure-A and copies of RC,TC. Certified by RTO concerned. III) Coppies of returns of income files with Incom Tax Department alongwith certified copies of Accounts for F.Ys and IV) Coppies of returns of Profession Tax and GST returns from July 2017 to March 2018 filed with StateTax Department alongwith certified copies of Accounts for F.Ys and /No dues Certificate. 4.Earnest Money Deposit The Earnest Money Deposit (Online) (Refundable) of Rs.50,325/- (Rs.Fifty Thousand Three Hundred Twenty Five only) in the form of Demand Draft/Bankers Cheque issued by any schedule bank in favour of Additional Commissioner Of StateTax, Pune has to be given. 5.SUBMISSION OF BIDS Bids shall have to be submitted online only. TECHNICAL BID (Annexure A and B ) Technical Envelope shall contain the scanned copy of following documents. These documents need to be digitally signed by individual contractor s digital signature and uploaded during online bid preparation stage. Original copies shall be kept ready at the time of opening of the tender. 5.1 The bidder should submit two sealed envelopes separately marked as Technical Bid and Financial Bid 5.2 Technical Bid: The technical bid should contain the following documents I. Fact sheet of the bidder in Annexure-A II. Fact sheet of each vehicles that is offered in Annexure-B (one sheet for each vehicle is essential) III. Other documents establishing eligibility as per clause 2 above IV. Earnest Money Deposit as per clause 4 above V.Auhorization in favour of the person signing the bid documents VI. Acopy of the tender documents signed on each page as a token of acceptance of the terms and conditions of the notice inviting tender and the conditions of proposed contract 5.3 Financial Bid: (Annexure C ) Then financial bid must be submitted in Annexure-C only and any bid submitted in any other form shall not be valid. The rates are to be quoted inclusive of all taxes including Goods and Services Tax. The charges for additional hours beyond 200 hours and additional distance after 1400 kms per month should also with specified. Rates have also to be specified for hiring vehicles on dally basis. Bids where all the above rate have not been specified shall be rejected. 5.4 The bid once submitted shall not be allowed to be withdrawn and the default after acceptance of the bid shall be deemed to be noncompliance of terms of contract and would render security deposit liable to forfeiture and penally as the case may be. 6.Opening of Tender. 6.1 Tenders will be opened on 21/05/2018 at a.m. for Pune region in the office of Additional Commissioner of StateTax,Pune. GST Bhavan,4 th Floor,Airport Road,Yerawada,Pune in front of bidders or their authorized representatives. 6.2 Initially only technical bid will be opened. The financial bid will be opened, only if the bidder fulfills the stipulated conditions for eligibility/technical bid and whose vehicles are found to be accepted. 6.3 The department reserves the right to physically inspect the vehicles before declaring the bidder to be technically qualified. The vehicles for which fact sheet has been given may be produced for inspection. In case, better vehicles are offered/shown at the time of inspection, or better vehicles are promised to be purchased, the same shall have to be provided in case the contract is finally awarded to their bidder. Any branch in this condition shall lead to forfeiture of earnest money/security deposit. 6.4 All bidders unable to produce the vehicles for inspection may be treated as not qualified, and no dispute on this account shall be entertained. 5

6 7.Acceptance of Bid 7.1 Bid shall be evaluated using the following criteria: Rate quoted for 200 hours and 1400 kms x 1 vechicle + rate quoted for additional Kilometers beyond 1400 kms x 200 hours + rate quoted for additional hours beyond 200 hours x 20 hours + rate quoted for hire on daily basis for 10 hrs and 60 kms x 5 days. 7.2 The StateTax Department reserves the right to take vehicles on hire from more than one contractors. At least 60 % vehicles will be taken on hire from the bidder who is quoting lowest rate(libidder) 7.3 All the bidders whose bids are within 5 % of the lowest bid shall be allowed to match the lowest bid. 7.4 The L 2 bidder (and if fails to match the bid, the next lowest bidder who is eligible and is willing to match the bid) shall be given a maximum order for 25 % of the total requirement. 7.5 The L 3 (and if fails to match the bid, the next lowest bidder who is eligible and is willing to match the bid ) shall be given a maximum order for 15 % of the total requirement. 7.6 The entire balance requirement shall be given to the L 1 bidder. 7.7 Based on the performance of each of the Contractors and requirement of the department, the StateTax Department will have the right to increase or decrease the number of vehicles allotted to each contractors. 8.Signing of agreement. The successful bidder shall furnish Security Deposit as a Performance Guarantee of 10% of contract value in the form of Bank Guarantee for the contract within Ten days of the receipt of notification of award / Letter of intent from the Tendering Authority. This bank guarantee should remain valid for a period of 18 months. On extension of the contract the successful Vendor shall have to extend the validity of this bank guarantee for the period for which extension has been awarded. This extended bank guarantee should also remain valid for a period of 60 days beyond the period of which extension has been granted. The pro forma of the performance guarantee is given at. 9.Others. StateTax Department, Government of Maharashtra reserves the right to accept or reject any part of the tender or whole tender, without assigning any reason. with seal 6

7 Draft Agreement Including terms and conditions of Contract. (To be type on Rs.500/- Stamp paper) This agreement made on this... day of (months)... (year)... between Shri/M/s...herein after called The Contractor (which expression shall Unless excluded by or repugnant to the context, including its successors, heir executors, administrative, Representative and assignee) of the one part and the StateTax Department, Govt. of Maharashtra here in after referred to as GSTD of other part. Where as the contractor has offered to enter into contract with the said GSTD for providing of vehicles on hiring basis on the terms and conditions approved by GSTD have been duly accepted. Now these present witness and it is hereby agreed and declared by between the parties to these presents as follows. 1. Number of vehicle to be provided. This contract is for supply of 05 vehicles (Indica). The list of vehicles that are to be provided is at Annexure A. The contractor may substitute these vehicles with that of better quality, make, or year manufacture with the prior approval of the Commissioner. All the vehicles to be provided should have been manufactured after 1 st of March, The vehicles are not required to be air-conditioned. No additional payments shall be made in case better quality vehicles are provided. 2. Validity of the contract. The contract shall commence on 01/06/2018. The contract shall be valid upto 30/04/2019. All the vehicles should definitely report for duty at the designated place at a.m. on 01/06/2018. In case all the vehicles do not report for duty on 01/06/2018, the payment shall be made vehiclewise on a pro-rata basis depending upon the date of reporting of the respective vehicles.the requisite number of vehicles for which the contract is awarded should definitely report for the duties within 10 days of the commencement of the contract, failing which the penalties as described below shall become applicable. The department shall have the right to take vehicles for an additional period of 2 years on the same terms and conditions at the expiry of the contract. 3. Controlling officer. The vehicles shall report to the following officers who shall be the Controlling Officers for the purpose of this contract. Sr.No. Controlling Officer. Number of Vehicles. 1 Additional Commissioner of State Tax, Pune. 5 The Controlling Officer shall be entitled to appoint any officer working under him as an assistant controlling officer for each vehicle that is reporting to him. 7

8 4. Main Terms of the contract. 4.1 The Contractor shall provide 05 vehicles as specified above for the use by the officers of the department for travel within the division. 4.2 The vehicles shall be provided on all working days in a month, normally excluding Government Holidays ( approximately twenty days in a month). The department shall be entitled to use the vehicles for 200 hours and 1400 kms in a month without paying any additional charges. 4.3 The StateTax Department shall also have the right to take additional vehicles on a daily basis. 4.4 For usage beyond these limits additional payment shall be made as below : 1 Use of the vehicle (Indica) for 200 hours and 1400 kms in a month per vehicles. 2 Hire charges for additional vehicle on daily basis for 10 hrs and for 60 kms. 3a 3b Payment for each additional hour. Payment for additional kilometer. 4.5 The rates include all expenses on account of fuel, driver and all expenses relating to maintenance, insurance, parking, toll etc. of the vehicle. The Department will not bear any liability apart from the above hiring charges. 4.6 The rates are inclusive of all taxes. 4.7 The vehicles shall be deemed to be at the disposal of StateTax Department during the period of official use. The distance and time shall be measured from time and place of reporting to place of release only. The kms and time taken from place of parking by the contractor to place of reporting and vice-versa will not be included in limit of distance and time. Where the relieving place is not the ordinary place of reporting, the ordinary place of reporting shall be deemed to be relieving place.all distance less than one kilometer/day shall be ignored. All period of time less than one completed hour/day shall be ignored.in case of overnight stay, the hours for which vehicle is signed off at the end of the earlier day and before the commencement of journey on the next day shall not be counted. However, the driver shall be entitled to an outstation allowance which shall be paid directly to him by contractor. 4.8 While computing the amount payable as per clause 4.4 above on account of extra distance and time, over and above the minimum agreed kms per month (1400 kms per vehicle) and hours (200 hours Per vehicle), the total of unused kms/hours of all vehicles of the contractor for that month shall be taken into account.if the contract does not commence/end in the beginning of a month. Payment of minimum charges will be made on proportionate basis. 4.9 The working days in a month shall be taken as calender days for all relevant calculations At the front side of the vehicle 'On Govt. Duty' should be painted with neat and bold letter. Quality of vehicles/drivers. 5.1 The vehicles should be in good condition and should not have been involved in any major accident should have proper paint and free from any dents, scratches, etc. The vehicles should be with proper seat cover. The vehicle should be kept clean and odour free suitable for official use. The department would have right to reject any vehicle in case the same does not fulfill the above requirements and the decision of the department on this account shall be final. No disputes shall be entertained in this account in any circumstances. 8

9 5.2 All vehicles should have a valid certificate of Pollution Under Check (PUC) and minimum third party insurance. 5.3 The rivers employed along with the vehicle should satisfy the following conditions:- a) Drivers should have minimum 5 years of experience of driving. They should have Licenses for driving passenger vehicles on hire. b) Driver should be decently dressed, preferably wear light coloured shirt with dark trousers and black/brown shoes. c) Driver should be well versed with the roads and the places in Pune City and should have experience in city driving. d) Once the driver has been allotted to a particular vehicle, he should remain with the same vehicle for full contract period. Any change in the designated driver should be intimated to the concerned officer 24 hours before such change is effected. e) Driver should be provided with a mobile phone. f) Driver should be decent and well behaved and should not have any criminal cases against him and should not have any past history of accidents. g) Driver should wear identity card duly signed by the service provider. 5.4 The Contractor shall provide dedicated vehicles and drivers and any change in vehicle and/or driver should be made only in very exceptional circumstances. Replacement of the vehicle/driver should be provided in the event of a break down of vehicle/non-availability of driver. 6. Providing substitute Vehicle. In case of vehicle breakdown, a substitute vehicle shall be provided by the contractor immediately. In case vehicle does not report within the reasonable time or does not report at all the Department would have a right to hire a vehicle from the market and the additional cost incurred by the Department will be on account of the Contractor. 7. Penalty In case of non-compliance of the above terms and conditions of the contract, a penalty may be levied. The penalty for the defaults is as under :- Sr.No. Nature of Default Penalty in Rs. 1 Late reporting 50% of proportionate contract charges per day 2 Non-reporting 300% of proportionate contract charges per day 3 Vehicle unclean, not meeting requirements 50% of proportionate contract charges per day 4 Refusal of duties 100% of proportionate contract charges per day 5 Non-observation of dress code Rs.100/- for first instance and Rs.200/- for sub segment instance 6 Change of drivers without permission Rs.100/- per instance 7 Non provision of substitute vehicle on breakdown Additional cost incurred by the department or 200% of proportionate contract charge per day, whichever is lower The penalty shall be levied on the basis of the certificate signed by the Controlling Officer. 9

10 8. Payments. 8.1 Payment of minimum charges agreed upon shall be made every month. Payment shall also be made on monthly basis on the actual usage of the vehicles by the Department, over and above the minimum charges agreed upon. 9. Modifications in the quantity/termination of the Contract. 9.1 In case the quality of vehicles provided by the contractor does not meet the criteria prescribed in clause 5 and the contractor is unable to provide a substitute vehicle within a reasonable time, or where the penalty in any two consequent months, exceeds 10% of the amount that is payable, the Commissioner shall have right to reduce the number of vehicles that may be taken in the subsequent month by 25% This quantity may be obtained from any other contractor who is able to provide better quality vehicles and/or service. 9.2 The contract between the Department and the Contractor can be terminated with a notice period of one month in case the penalty exceeds 20% amount that is due in a month for two or more consequent months. 10. Indemnity In case of accidents etc. whole liability including any damages, claim settlement, etc shall be the responsibility of contractor and the department shall not bear any liability, apart from the hiring charges. The Contractor will indemnify for loss/damage of property of life because of negligence of driver, or poor maintenance of vehicle or due to an accident. 11. Resolution of Disputes All disputes shall be subject to sole arbitration by the Pr.Secretary Finance, Government of Maharashtra, or by any person nominated by him. Additional Commissioner of StateTax Pune Signed and sealed by the contractor in the Presence of. Witness: 1) 2) 10

11 ANNEXURE- A (Bidder Fact Sheet) 1 Name, address and telephone No. of the Tenderer i.e. the Applicant Contractor. 2 Permanent Account No.(PAN) 3 No. of vehicles owned by the applicant Contractor with RTO registration number of the vehicle (Documentary evidence to be furnished-registration Certificate and Tax Certificate issued by the Competent Authority for each vehicle.) 4 The number of vehicles offered 5 Annual Turnover (Documentary evidence to be furnished i.e. copy of return of income filed along with profit and loss account etc.) 6 List of reputed clients (Documentary evidence to be furnished i.e. copy of Agreement signed with the reputed clients.) 7 No. of year of experience of running a fleet of vehicles on hiring basis. 8 Details of Demand Draft/Banker s Cheque in respect of Earnest Money (Demand Draft/Banker s Cheque should be enclosed). 9 Goods and Services Tax:- Proof to be produced (if applicable) 10 Profession Tax (EC) & (RC) :- Proof to be produced. F.Y Rs F.Y Rs F.Y Rs Name & Signature of the Authorised Signatory er 11

12 ANNEXURE- B (Vehicle Fact Sheet) Photograph of vehicle to be provided to GSTD should be pasted here. Details of Vehicles:- Sr.No. Particulars 1 Registration no.of vehicle. 2 Date of validity of the R.C. 3 Date of validity of the PUC 4 Nature of insurance coverage and date of validity. 5 Year of manufacturing as embossed on engine/chassis. 6 Condition of the vehicle including total kms. Run till date. Note:- 1.Separate vehicle fact sheet to be provided for each vehicle. 2.Self attested photocopies of the registration certificate; insurance cover and the PUC certificate of each vehicle should be attached. er 12

13 ANNEXURE- C FINANCIAL BID Additional Commissioner of StateTax, Pune. I have read and understood the terms and conditions of the proposed contract to be entered into the tender no. dated for the supply of vehicles on hire for a period of 11 months commencing from I am quoting the following rates for the supply of vehicles on hire asked in your above referred tender. These rates are inclusive of Sr.No. Description Rate for Non A.C. Vehicles 1 Rate for monthly hire of vehicle for 1,400 Kms and 200 hours per month. 2 Rate for daily hire of vehicles for 60 Kms and 10 hours per day. 3a Additional charge for every extra Kilometer 3b Additional charge for every extra hour. I am willing to match the price quoted by the L 1 bidder YES/NO Name & Signature of the Authorised Signatory er 13