Notice Invitation Tender. Last Date for receipt of Tender: 1300 hrs on 09/12/2013 Tender opening date: 1400 Hrs on 09/12//2013

Transcription

1 RASHTRIYA ISPAT NIGAM LIMITED VISAKHAPATNAM STEEL PLANT DELHI LIAISON OFFICE 4 TH FLOOR, 4 TH TOWER NBCC PLAZA PUSHP VIHAR SECTOR V, SAKET NEW DELHI PH.NO , FAX NO: visit us at: unit_delhi@rediffmail.com Notice Invitation Tender Ref No: VSP/ND/MISC/13-14/Car/01 Date: Dear Sirs, Sub: Quotations are invited for hiring of Cars on daily and monthly basis for Unit Office, New Delhi Last Date for receipt of Tender: 1300 hrs on 09/12/2013 Tender opening date: 1400 Hrs on 09/12//2013 Quotations are invited for providing Cars on daily and monthly basis for VSP Liaison Office, Delhi from bonafide, resourceful, experienced and reputed Agencies. 1. Please find enclosed herewith a price bid format along with Terms and Conditions, which should be filled up and signed before submission. 2. Tenders received after specified time and date (given in the Instruction to Tenderers) will be treated as late and are liable to be rejected summarily. 3. Company reserves the right to cancel or reject any or all tenders without assigning any reason. Thanking You, Yours sincerely for Rashtriya Ispat Nigam Limited Arvind Pande Dy General Manager-I/c 1

2 INSTRUCTION TO TENDERERS 1. The Company requires cars on monthly and daily basis of model Jan.2012 onwards in good running conditions and having valid documents as detailed below: S.No. Segment* Daily/ monthly requirement 1 Segment1:Indigo/Swift Dzire/SX4/Etios/Amaze Monthly basis: 2 No. cars Daily basis: as and when required depending upon requirement. 2 Segment2:Innova/ Xylo/ Tavera/Duster Daily basis: as and when required depending upon requirement 3 Segment3: Toyota Corolla/Honda Civic Daily basis: as and when required depending upon requirement 4 Segment4:Honda Accord/ Toyota Camry Daily basis: as and when required depending upon requirement *All cars in a particular segment shall be treated at par. 2. Tenderers shall have to submit EMD of Rs.37,500/-(Rupees thirty seven thousand five hundreds only) by way of DD/Banker s Cheque only drawn on any scheduled commercial bank in favour of Rashtriya Ispat Nigam Limited payable at Delhi. Quotations without EMD of Rs.37,500/- shall not be considered in any circumstances. EMD shall be refunded to unsuccessful tenderers within 15 days after expiry of the validity period of the offer. No interest shall be payable on EMD. The EMD of successful tenderer will be retained and converted into Security Deposit (SD). The SD will be forfeited if the contract is short closed due to non performance of the supplier. The SD will be refunded to successful bidder after successful completion of the contract period. 3. The tenderers must specify the number of cars registered in their name, the model and the year of manufacture so that proper assessment of capability of the tenderer can be made. Copies of RC books/insurance certificates etc. are to be submitted along with the tender documents. The tenderer must be in possession of the following minimum no. of cars in their name, of model Jan, 2012 onwards : Segment 1: Indigo/Swift Dzire/SX4/Etios/Amaze 3 No. Segment 2: Innova/Xylo/Tavera/Duster 2 No. Segment 3: Toyota Corolla/Honda Civic 2 No. Segment 4: Honda Accord/Toyota Camry 1 No. 4. All cars in a particular Segment shall be treated at par. The models of the cars provided by the agency under the contract shall be from Jan, 2012 onwards only. 5. MODE OF SUBMISSION OF TENDER: The tenderer shall submit the tender in two envelopes marked No.1 and No.2 both sealed and then put them in a master envelope marked No.3. All the three envelopes shall be marked and superscribed with the name of the tenderer and Part A Technical - Bid or Part B Price Bid as the case may be with the title Tender for hiring of Cars at Delhi & tender No Ref No: VSP/ND/MISC/13-14/Car/01 Date Envelope No.1 (Part A) shall contain EMD, Invitation to Tender and Instructions to Tenderers, Terms & Conditions of the contract, along with photocopy of R.C. books and copy of insurance papers in support of the ownership of the cars as mentioned at s.no.3 in their own name, experience and other enclosures duly signed with official seal on each page as a token of acceptance 2

3 Envelope No.2 (Part B) shall contain the Price Bid (Schedule of Rates) in the prescribed proforma duly filled in and signed by the Tenderer with official seal. Envelope No.3 shall contain both Envelopes 1 and 2 and the following shall be superscribed on each of the envelope Tender for hiring of Cars at Delhi Unit Office. 6. The tender shall be dropped in the tender box in our office at 4 th floor, 4 th tower, NBCC Plaza, Pushp Vihar Sector-V, Saket, New Delhi by 1300 Hrs on 09/12//2013 The envelope containing Technical Bid (Part A) along with EMD shall be opened at 1400 Hrs on 09/12/2013 in the presence of the tenderers who wish to be present at the time of opening. The Price Bid (Part B) shall be opened at a later date with an intimation to the successful tenderers. 7. Proprietor/Partner/Director/Company Secretary/ Authorised Signatory should sign in all pages of the two parts and also on the documents attached. 8. The rates quoted by the tenderers shall be valid for Diesel and Petrol cars only. CNG /LPG cars will not be accepted 9. The tender shall remain valid for acceptance for a period of 60 days from the date of submission of tenders. 10. Tenders not submitted as above or incomplete tenders will be rejected. Rashtriya Ispat Nigam Ltd (RINL) reserves the right to reject any or all tenders without assigning any reason. 11. The turnover of the Tenderers/Agency for the last 3 financial years should be mentioned and should be Rs 10 Lakhs or more in any one of the preceding last three financial years. Documentary proof i.e. Balance Sheet (duly certified) etc. to be attached along with the tender Documents. 12. The agency should have carried out a single work amounting not less than Rs 20 Lakhs or two works each not less than Rs lakhs or three works each not less than Rs 10 lakhs in proceeding last three financial years. Documentary evidence regarding the same to be attached with the same. 13. RINL will appoint two agencies matching L-1 rates to avoid dependence only on single source/ agency for better reliability and options. 3

4 TERMS AND CONDITIONS FOR CAR CONTRACT 1. Definitions: The Company shall mean Rashtriya Ispat Nigam Ltd with its registered office at Visakhapatnam Contractor or Agency shall mean the tenderer who has been accepted by the company and shall include the contractors heirs, executors, administrators, legal representatives, successors and assignees approved by the company. Contract shall mean and include the offer and acceptance of terms & conditions for providing cars on hire, by way of exchange of letters of acceptance and offer enclosing the terms and conditions of the contract duly signed on each page by the contractor/agency as a token of acceptance. It shall include agreement between the company and the contractor/ agency duly signed by the parties, thereto, for the execution of the contract, together with all documents annexed/attached therewith or referred to. Authorized person of the company shall mean the In-charge of the Delhi Liaison Office of RINL. 2. The agency shall maintain an office duly manned with adequate staff with telephone facilities round the clock which are always attended. The agency shall ensure proper service and maintenance of Cars, which shall be sent on duty. The agency shall put into service only cars in good condition which should model 2012 onwards only, comprehensively insured (with insurance of passengers) with nice interior noiseless drive and in perfect running condition. The authorized representative of the company can reject use of any car if it fails to satisfy any of the conditions provided herein. 3. All the cars must carry Newspaper, Water Bottle, First Aid Box, Tissue Papers, Torch light, Tools Box, one umbrella and English/ Hindi daily and equipped with fire extinguisher. The drivers shall abide by the rules laid down by the Transport Authority or any other Authority relevant to the subject and should always strictly follow the Traffic rules and Regulations, so as to ensure safety of the passengers. 4. The Driver deputed should be in neat and clean uniform provided by the Agency and is expected to speak English/Hindi and shall keep all relevant documents with the car and valid Driving License. The agency must change the Driver/Car, if found unfit by the user. The Driver should be well conversant with the routes. 5. The driver shall always remain with the vehicle during the time of duty and in case of any urgency he should seek permission of the user before leaving the vehicle. Drivers are to be provided with mobile communication facility. 6. The agency shall note the opening meter reading of the car on trip sheet. The driver shall inform and show the opening as well as the closing meter reading and get it countersigned by the user on day-to-day basis.(i.e. soon after completion of the applicable day s journey)for cars hired on monthly basis. For the cars hired on daily basis trip sheets shall be counter signed by the user after verification of meter reading at start of journey. Same procedure to be followed at the time of closing of the trip sheet. Agency shall get the trip sheet serially numbered as per the annexure (having details of agency, car no., etc.) 7. Bills having over- writing and cuttings shall be rejected at the sole discretion of the Company. 8. If any of the terms and conditions provided herein or any direction issued is not complied with or agency is found to have committed any breach thereof, the contract shall be terminated and security deposit will be forfeited. The decision of Company in this regard shall be final. 4

5 9. The Contract is for 2(two) years and the rates agreed to by the Agency and RINL shall remain valid for a minimum period of 2 (two) years and further extendable one sole discretion by RINL for 6(six) months depending upon successful performance of the contract by the agency at the same rates, terms and conditions. 10. Payment of bills can be made through Electronic mode also for which the contractor has to submit the details of Bank A/c etc., in the format provided at Annexure I or payments can also be made by cheques. 11. The rates quoted by the agency are firm, however in case of increase / decrease in the price of diesel(hsd)/ Petrol, the price is variable to the extent of actual distance traveled during the month as per the formula mentioned hereunder :- Category Increase /Decrease (in per Km cost) For Non AC Cars = X /14= P For AC Cars = X/12 = P a. X =Price of diesel (HSD) or petrol as the case may be, on the first day of the month to which the bill pertains Base price. b. P = Increase / Decrease in hire charges per KM. 12. Cost of diesel (HSD) at any PSU Oil Company retail outlet in Delhi as on the date of tender shall be the base price in case of diesel-driven cars. Cost of petrol at any PSU Oil Company retail outlet in Delhi as on the date of tender shall be the base price in case of petrol-driven cars. 13. The bills along with trip sheet duly signed by the user should be submitted by the agency on monthly basis and the payment shall be made within 30 days from the receipt of the bills. 14. Penalty levied by any government department /statutory body for the violation of any norm or regulation shall be sole responsibility of the agency/ contractor. RINL in no way will be responsible for such payments. 15. Compliance of all statutory obligations shall be ensured by the agency. The agency shall indemnify RINL against any liability falling on RINL due to non- compliance of statutory obligation by the agency or any of its agents/servants/drivers or for any reason whatsoever. 16. During the course of hiring of Cars the contractor is entirely responsible for all losses, damages and injuries etc., caused to company or to any other agencies men, material, equipments and properties. 17. The meters of vehicles supplied to RINL shall be duly sealed. In case any tampering is detected with a view to inflate the meter reading contract will be terminated immediately. 18. In case of any breakdown of car during the time of duty, the agency shall make arrangements for another car and no mileage from the garage to the point of breakdown shall be paid. Alternatively, the user of the car shall hire another car and the amount incurred shall be deducted from the bills of the agency. 19. Toll Charges /Parking charges, State entry tax (if any) shall be reimbursed to the Contractor/Agency on production of valid receipt. Road tax will be paid by the agency only. 5

6 20. The actual mileage & time will be calculated from garage to garage or 15 kms( each side)whichever is less for reporting /releasing in all places within State of Delhi. Maximum lead time of one hour or actual time from each side whichever is less will be given for starting/reaching from/to garage to reporting place. 21. In case vehicle is asked to report to any other place outside Delhi but within NCR Region actual mileage and time (to and fro) will be allowed to be charged. 22. RINL reserves the right to terminate the contract in case of failure of the Agency to provide satisfactory services and /or repeated failures to provide vehicles against requisitions. In such cases, the security Deposit shall be forfeited and decision of RINL in this regard shall be final and binding. 23. For any dispute arising on this contract, In-charge, Delhi Liaison Office of (RINL) shall appoint an officer to coordinate, to advise and to reach at an amicable solution. However, if any matter is to be referred to arbitration, the arbitrator shall be appointed by In-charge, Delhi Liaison Office of (RINL) and the decision of Arbitrator shall be binding on both the parties. 24. The finalized agencies will be required to strictly adhere to the terms & conditions of the contract and provide the quality hired car services for & on behalf of RINL. Hired car services not found within scope of work of the tender, penalty will be imposed as under: S. No. Item Penalty 1 Day to day bookings: Non-acceptance/non-reporting of cars Rs.1000/- per instance Late reporting/ bad quality of car 2 Fixed monthly and day-to-day bookings: Driver s misbehavior with the user or under the influence of any intoxicant. Excess claim of mileage and/or meter tempering. 3. Day-to-day bookings: Not sending SMS of Car No., Mobile No. and Name of Driver to the user of the car for which the booking is given. 4 Not keeping water bottle, Newspaper etc. 50% amount will be deducted from that bill. Rs. 1000/- on 1 st instance. Rs. 1500/- on 2 nd instance. Termination on 3 rd instance. Rs,50/- on each instance. Rs 100/- on each instance. 25. Evaluation Criteria: Tenders shall be evaluated based on the lowest rates quoted for supply of Cars in Segment 1 on monthly basis including distance from garage to garage or 15 kms(each side) for reporting/releasing whichever is less. L-1 tenderer of the segment 1 on monthly basis has to match the lowest rates quoted by other tenderers for other segments. This will also form the base rate for hiring of cars on day to day basis. Failure to match the L1 rates of other tenderers would disqualify the L1 tenderer of Segment The disputes shall be subject to Courts of Delhi who shall have jurisdiction over such matters. 6

7 RASHTRIYA ISPAT NIGAM LTD VISAKHAPATNAM STEEL PLANT DELHI LIAISON OFFICE APPLICATION FORM (Technical Bid) --- Part- A (All entries compulsorily to be filled) 1. Name of Applicant/Firm/ Contractor 2. Office Address 3. PAN No. 4. Service Tax Regn No (Copy of PAN No./Service Tax Regn. No. to be attached) 5. Service Tax shall be paid extra as applicable provided the bills are serially numbered and contained the following : (i) (ii) (iii) (iv) Name & Address of the Contractor, Service Tax registration Number and Jurisdictional Range The name & address of the person receiving the service i.e. the company. Description, classification and value of the taxable service. The Service Tax, Education Cess and secondary and Higher Education Cess payable. 6. Registered Office 7. Address of Garage 8. Distance from Garage to RINL Office in Kms : 9. Phone Nos. 10. FAX No. 11. Name & Designation of Authorized Signatory : 12. Name of Contact Person(s) with Designation(s) & Contact Nos. 7

8 13. Details of Vehicles available (# Please furnish in separate sheet in given format) S.No. Make & Model & Fuel Used 1 Segment 1 Registration No. Year of Registration. Name of the owner 2 Segment 1 3 Segment 1 4 Segment 2 5 Segment 2 6 Segment 3 7 Segment 3 8 Segment 4 For additional information for the cars owned by the agency a separate sheet may be attached along with the copies of the RC Books of the vehicles 14 Please provide details of organizations for which you are providing car hire service (Please use separate sheet if required) S.No. Organization Period of Contract Type & No. of Cars provided Contact Person & Phone No. 15 Your Firm is a (Please tick any one category) Type of Concern Registered Proprietary Concern Registered Partnership Private Limited Company Public Limited Company Tick any 16 Turnover of the company during the past 3 financial years. Year Turnover in Rupees 8

9 17 Whether any of the following is/are dismissed Govt Servant(s)/Employees(s) of Rashtriya Ispat Nigam Ltd or has been blacklisted by any Govt Agency/PSU. If yes, attach details. (a) The applicant (b) Any of its Partners or Directors (c) Any of its employees. 18 Whether the applicant or any of the Proprietor, Partner, Director is working as contractor in Rashtriya Ispat Nigam Limited or any Govt Deptt /Public Sector Undertaking and has been (a) Black Listed (b) Removed from the approved list of contractors (c) Under orders for banning or suspending business with him/them If yes, give the details indicating the period. 19 Details of Earnest Money Deposit enclosed Amount DD/Bankers Cheque No Date Drawee Bank & Branch 20 Any other relevant information, please mention : I hereby declare that all the information submitted herein is true and no information has been concealed. Signature: Name & Designation Date : Seal of Tenderer 9

10 RASHTRIYA ISPAT NIGAM LTD VISAKHAPATNAM STEEL PLANT DELHI UNIT OFFICE (Price Bid) SCHEDULE OF RATE FOR SUPPLY OF CARS Name of the Agency : A. Hiring of 1 No ( ONE) car in Segment 1 on MONTHLY basis: Sl. No. Description Amount in Rs. 1. Lump sum monthly rate for distance travelled up to 2500 kms and/or 250 hrs 2. Extra KM Rate 3. Extra hour rate 1) Tenders shall be evaluated based on the lowest rates quoted for supply of Cars in Segment 1 on monthly basis including distance from garage to garage or 15 kms(each side) for reporting/releasing whichever is less. L-1 tenderer of the segment 1 on monthly basis has to match the lowest rates quoted by other tenderers for other segments. This will also form the base rate for hiring of cars on day to day basis. Failure to match the L1 rates of other tenderers would disqualify the L1 tenderer of Segment 1. 2) Rates quoted above shall be inclusive of all applicable statutory levies like Road Tax, State Road Tax except Service Tax. Service Tax as applicable shall be payable extra. The above quoted rates shall apply for both hills and plains. Signature Date Name and Designation of the Tenderer 10

11 SCHEDULE OF RATES FOR SUPPLY OF CARS NAME OF THE AGENCY : II. DAILY BASIS: RASHTRIYA ISPAT NIGAM LTD VISAKHAPATNAM STEEL PLANT DELHI UNIT OFFICE (Price Bid) Sl. No. Make & Model Description Amount (Rs.) 1 Segment1:Indigo/Swift Hiring of vehicles on daily basis Dzire/SX4/Etios/Amaze Remarks travelled upto 40 kms and/or 4 hrs Lumpsum daily rate for distance traveled upto 80 kms and/or 8 hrs Extra KM Rate Extra hour rate 2 Segment2:Innova/ Xylo/ Tavera/Duster 3. Segment3: Toyota Corolla/Honda Civic 4. Segment4:Honda Accord/ Toyota Camry Hiring of vehicles on daily basis travelled upto 40 kms and/or 4 hrs Lumpsum daily rate for distance traveled upto 80 kms and/or 8 hrs Extra KM Rate Extra hour rate Hiring of vehicles on daily basis travelled upto 40 kms and/or 4 hrs Lumpsum daily rate for distance traveled upto 80 kms and/or 8 hrs Extra KM Rate Extra hour rate Hiring of vehicles on daily basis travelled upto 40 kms and/or 4 hrs Lumpsum daily rate for distance traveled upto 80 kms and/or 8 hrs Extra KM Rate Extra hour rate Tenders shall be evaluated based on the lowest rates quoted for supply of Cars in Segment 1 on monthly basis including distance from garage to garage or 15 kms(each side) for reporting/releasing whichever is less. L-1 tenderer of the segment 1 on monthly basis has to match the lowest rates quoted by other tenderers for other segments. This will also form the base rate for hiring of cars on day to day basis. Failure to match the L1 rates of other tenderers would disqualify the L1 tenderer of Segment 1. Rates quoted above shall be inclusive of all applicable statutory levies like Road Tax and State Road Tax except Service Tax. Service Tax as applicable shall be payable extra. The above quoted rates shall apply for both hills and plains. Signature: Date Name & Designation of the tenderer 11

12 Annexure-I From: To: Incharge Delhi Unit Office, Rashtriya Ispat Nigam Limited/VSP 4 th floor, 4 th Tower, NBCC Plaza Pushp Vihar Sector-V, Saket New Delhi Ref : Contract/Work Order No. Dear Sir, Sub : E-Payment I/We hereby convey our consent that the payment made by RINL/VSP of any sum due to me/us, directly remitting the same to my / our Bank, the address and the number of which is furnished shall be in full discharge of the particular bills, raised by me/us and I/We shall not have any claim in respect of the same. Undertaking : I/We hereby undertake that any payment made direct to me/us or to Bank Account shall be in full discharge of the obligations of RINL/VSP and I/We shall have no claim whatsoever in respect of the bill for which the payment is made. I/We opt for EFT or RTGS /Direct Credit (Strike out whichever is not applicable) I/We furnish here below the bank account details:- 1. Name of the Bank 2. Branch Name, place and MICR Code/IFSC Code of the Branch 3. Account Number in full 4. Type of Account 5. Name and style of account For & on behalf of Company AUTHORIZED SIGNATORY / PROPRIETOR 12

13 ,, RASHTRIYA ISPAT NIGAM LIMITED VISAKHAPATNAM STEEL PLANT NEW DELHI UNIT OFFICE 4 th floor,, 4 th Tower NBCC Plaza, Saket New DELHI Subject: Supply of cars on hire for & on behalf of RINL, New Delhi Unit Office SCOPE OF WORK 1. The agency will have to ensure that requisitioned cars are filled with sufficient fuel before it reports on duty of the company. The driver will not be allowed to fill fuel in the car immediately after reporting and/or during normal hiring hours. 2. The agency will be required to provide with each driver a sufficient cash to meet the onthe-way/contingent expenses like parking, toll, MCD, state entry tax etc. 3. Allocation of the fixed monthly and day to day car bookings will be as per requirement of the company. The agency may be required to provide fixed monthly and day to day cars at different places in Delhi and NCR for which mileage will be as mentioned in the succeeding clause. 4. Fixing of mileage from garage to reporting place and releasing will be as under: Sl.No. Description Maximum mileage payable 01 From garage to reporting places in Maximum 15 Kms(each side). and Delhi. maximum time of one hour from garage to reporting place and vice versa or actual mileage and time each side respectively 02 From garage to outside Delhi but within National Capital region (NCR) whichever is less Actual mileage and timings (to and fro) from garage to garage basis. 13

14 TRIP SHEET Sl. No. Date: Name and address of the agency : Car Model & No. Starting Time Driver Name & Mobile No.: Closing Time Company Name : RASHTRIYA ISPAT NIGAM LIMITED Name of the Guest : Reporting Place and time : Meter reading at garage : Meter reading at reporting place : Meter reading at releasing place : Meter reading at garage (Closing) : Sl From To Meter reading Meter reading Sign Remarks No. 1 Garage At Reporting Place Total Running Kms. & Hours. Signature 14