Software Technology Parks of India Noida BID DOCUMENT (Tender No. STPIN/PUR/QUO/11-12/07 dated 17/11/2011) TENDER FOR HIRING OF VEHICLE SERVICES AT STPI NOIDA 1. MODE OF TENDERING: TWO-BID SYSTEM 2. Tender to be submitted in Sealed two Bid system in separate Covers as per the following: Cover I- EMD amount of Rs. 10,000/- in the form of Demand Draft drawn in. favour of STPI Noida. Annexure- I: General Terms & Conditions & instructions to Bidders Annexure- II: Scope of Services and other conditions Cover II- Annexure- III: Format for Commercial Bid The tender has to be submitted in sealed single envelope labeled as under: Quotation Bid for Hiring of Vehicle Services at STPI Noida. and addressed to: The Director Software Technology Parks of India Ganga Software Technology Complex Sec-29, Noida-201303 3. DATE & TIME OF PRE-BID MEETING: 28/11/2011; 11:00 hours in STPI Noida Office 4. LAST DATE & TIME FOR SUBMISSION OF BID: 19/12/2011; 16:00 HRS 5. DATE & TIME FOR OPENING OF BID: 19/12/2011; 16:30 HRS 6. VALIDITY OF BID: 03(THREE) MONTHS FROM THE SPECIFIED DATE OF CLOSING Page 1 of 9
ANNEXURE-I GENERAL TERMS AND CONDITIONS AND INSTRUCTION TO BIDDERS STPI-Noida invites bids for Hiring of Vehicle Services (Two Cars) from reputed vendors who comply with general terms and conditions and scope of work as per following at STPI Noida: 1. The bid document can be downloaded from our website URL: www.noida.stpi.in 2. The bid should be submitted in Sealed Cover duly filled with all supporting documents & annexure. The bid shall consist of two parts - Technical bid and financial bid. Both the bids are to be placed in two separate sealed envelopes (clearly super scribing 'Technical bid' and 'Commercial bid') which in turn are to be placed in one sealed cover. The bids of all the parties whose Commercial Bid is not in a separate sealed cover or the rates quoted by them find 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 monthly rate quoted per car for the same will have to be mentioned only in the Commercial bid. The Commercial bids of only those persons/bidders shall be opened whose Technical bids are found to be eligible. 3. Each page of bid document must be signed and stamped by authorised signatory to ensure the compliance with the scope & services and general terms and conditions. No overwriting, corrections and cutting is permitted. 4. Bid should be submitted with forwarding on letter head of Bidder. 5. Bid validity should be three months from the specified date of closing. 6. Pre-bid meeting will be held on 28/11/2011 at 11:00 hours at STPI Noida Office. The pre-bid queries, if any, should reach to the The Director, Software Technology parks of India, Ganga Software Technology complex, Sector 29, Noida, (UP) 201303 upto 17:00 hours on DD/MM/2011. Bidders/ their authorized representatives may attend the meeting even if they themselves do not have any clarifications to seek. Phone: +91-120-2470400, Fax: +91-120-2470403. 7. Earnest Money Deposit: EMD of Rs. 10,000/- (Rupees ten thousand only) should be deposited in the form of a Demand draft/banker s cheque in favour of STPI Noida drawn on any Nationalized/Scheduled bank and payable at Noida. EMD amount of unsuccessful bidders shall be refunded without any interest. DD/banker s cheque issued should be on/after published date of bid. EMD will Page 2 of 9
be retained as security deposit and refunded to successful bidder along with release of payment of first month. 8. The completely filled bid document, duly sealed (with sealing wax/sealed with tape from all four sides) should be addressed to The Director, Software Technology Parks of India, Ganga Software Technology Complex, Sector-29, Noida (UP) 201 303 and should reach on or before 16:00 hrs on 19/12/2011 by registered post or by hand duly super scribed on the top of envelope as Quotation Bid for Hiring of Vehicle Services at STPI Noida. STPI will not be responsible for postal or any other delays. Quotations received in an envelope that is damaged/torn or merely stapled will be summarily rejected. 9. Submission of Bid: Bidder must submit quotations for :- i. Two cars ii. Daily/need basis vehicle 10.Award Criteria: The financial bid will be evaluated on the basis of the lowest quote for the lump-sum rate for the vehicle by eligible bidders who comply all terms and conditions. The bid will be evaluated lowest on the basis of pt 5 sl.no. 1 of Annexure III(a), and III(b). In case the lowest amount thus quoted is identical in case of more than one bidder then the contract will be awarded to the bidder who has quoted the lowest per km rate for the vehicle beyond the specified monthly kms. If this is also identical, then the contract will be awarded to bidder who has quoted the lowest per hour rate for the vehicle beyond 12 hours duty. In case all the rates are identical, STPI reserves the right to award the contract based on the decision of Director, STPI Noida. 11.Payment Terms: Payment will be released at the end of each month against invoice produced along with the copy of the LOG BOOK subjected to satisfactory performance report by concerned officer. 12.STPI reserves the right to terminate the agreement at its discretion at any time without assigning any reason, thereof. 13.STPI reserves the right to reject any or all of the bids or accept them in part or to reject lowest bid without assigning any reason thereof. 14.Termination by default: The STPI Noida may, without prejudice to any other remedy for breach of contract, by written notice of default sent to bidder, terminate the Contract in whole or part: Page 3 of 9
(a) If the Bidder fails to provide services /rectify the fault within the time period specified in the contract or any extension thereof granted by the STPI Noida. (b) If the Bidder fails to perform any other obligations under the Contract. 15.Rejection of the bid (a) The bidder is expected to examine all instructions, formats, terms & conditions, & scope of work in the bid document. Failure to furnish all information required as per bid document or submission of bid which is not substantially responsive to the bid document in every respect may result in rejection of bid. In respect of interpretation/clarification of this bid document and in respect of any matter relating to this bid document, the decision of STPI- Noida will be final. (b) The bidder will have to furnish the requisite document as specified in the bid document, failing which the bid is liable to be rejected. (c) Bids without EMD will be summarily rejected (d) The bids received after specified date & time will not be considered. (e) The bids received through Fax / Telex/photocopy will not be considered. 16.Blacklisting Company/Firm blacklisted by Govt./PSU/Corporate organization are not eligible to Bid. If at any stage of bidding process or during the currency of contract, such information comes to knowledge of STPI, the STPI shall have right to reject the bid or terminate the contract, as the case may be, without any compensation to the bidder. 17.Arbitration All disputes or difference whatsoever arising between the parties out of or relating to the construction, meaning and operation or effect of the purchase order/work order or the breach thereof shall be settled by reference to arbitration as per Indian Arbitration Act. 18.Force Majeure If, at any time, during the continuance of the agreement, the performance in whole or in any part by either party of obligation under the agreement shall be prevented or delayed by reasons of any war, hostile acts of the enemy, civil commotion, subrogate, fire, floods, earthquakes, explosions, epidemics, strikes and quarantine restrictions by acts of God,(herein after referred to as eventualities) then provided notice of the happening of any such eventualities is given by either party to the other within two days from the date of occurrence Page 4 of 9
thereon, neither party shall, by reason of such eventualities be entitled to terminate this contract agreement nor shall either party have any claim of damages against the other in respect of such non performance or delay in performance. Performance of the contract agreement shall, however be resumed as soon as practicable after such eventuality has come to an end. I have read and understood all terms and condition and agreed upon. Signature & Seal of the Bidder Page 5 of 9
Scope of work and other conditions - ANNEXURE-II 1. The Vehicle of Hatchback Segment or higher (& engine capacity of 1000cc or higher) to be provided, duly insured alongwith passengers. The vehicle should not be older than 3 years. Vehicle should always be in excellent working condition with decent interiors, good external look and properly maintained. The vehicle must be provided with suitable seat covers, towel covers, mats etc in neat and clean condition. 2. The bidder must have past experience of providing vehicle on hire to at least one government organization/psu/similar organizations. A work order or relevant document must be furnished. 3. The following documents (self attested) are required to be submitted along with bid document. a. Satisfactory proof of owing the required vehicle of specified make/model OR undertaking to purchase the vehicle in his own name within one month of award of contract. b. Service Tax Registration (Undertaking must be submitted if not applicable duly specifying reason thereof) c. PAN No. (Company or individual in case of proprietorship firm) 4. The successful bidder must submit a Police Verification of the Driver, photocopy of Valid Driving Licenses of Driver(s) and valid vehicle Insurance at the time of award of contract. 5. The vehicle should be at the disposal of STPI Noida for all working days of the months (i.e. Monday to Saturday). 6. Contract charges include monthly charges of driver, repairs and maintenance of vehicle, insurance, fuel, petrol/diesel, oil and also any other incidental expenses. Parking charges and Toll Tax shall also be reimbursable to the contractor subject to production of receipts. 7. In the case of any accident or any other contingency, any claim arising out of it shall be borne by the bidder only and no claim whatsoever shall be borne by the STPI Noida. 8. If the vehicle goes to out of order, the Bidder shall provide a substitute vehicle immediately. In case vehicle does not report on time/does not report at all, then STPI would have a right to hire a vehicle from the market and the additional cost incurred by the STPI will be borne by the Bidder. 9. The driver must observe all the etiquette and protocol while performing the duty. The Driver of the vehicle should be available in proper uniform and report to STPI-Noida before the prescribed duty hours and get the opening meter noted at the nodal point and similarly while completing duty hours he is required to get the closing meter reading noted. 10. Driver of the vehicle must carry Valid Driving License, Mobile Phone and carry contingency cash for payment of fuel, toll, parking etc. Page 6 of 9
11. The vehicle should be clean and also equipped with First Aid Box, air freshener tool kit and stepney while reporting for duty. 12. The bidder and driver shall be bound to carry out the instructions of the STPI as well as the officers assigned to the vehicle. 13. Dedicated vehicles and drivers must be provided. Prior intimation must be given to the concerned officer about the change of vehicles and driver and submit the relevant documents. 14. The Driver of the vehicle is required to carry & maintain Log Book and get it signed by the user of the duty. The photocopy of Log Book verified with original at the time of submission of bill with authorized person and raise the bill as per the procedure as stated in Work Order. 15. The mileage will be counted from Zero i.e. Kms and time shall start from/to STPI-Noida or from the place of duty assigned. 16. Whenever outstation journey is performed (If one way distance from STPI-Noida is more than 100 Kms) driver allowance of Rs. 200/- per duty will be paid extra. 17. While billing to STPI-Noida, the vendor must submit date wise details of KMs & Hrs during the prescribed Kms as per W.O. However, charges will be paid for extra hours after prescribed duty hours on daily basis, if arise. 18. Night charges for 2300 hrs to 0500 hrs @Rs.100/- will be paid extra, if required. 19. In case of out station journey is performed, the Kilometerage of said journey will be counted within the proposed Kilometers for monthly basis. (However extra Hrs / extra Kms will be paid extra). 20. In case of vehicle hired before 0800 Hrs & after 2000 hrs, extra hrs charges will be paid. 21. Bids once submitted shall not allowed to be withdrawn. Any default after acceptance of bid shall be deemed to be non compliance to the terms of contract and would be liable to forfeiture of EMD deposit and cancellation of contract. 22. Bidder must provide the daily/need basis vehicle as & when required otherwise it is deemed to be non-compliance to the terms and condition of contract and hence contract may be terminated. 23. This contract will be effective for one year from the date of signing the contract unless terminated. The contract may be renewed for a further period of one year as mutually agreed upon, subject to satisfactory performance of the bidder. I have read and understood all terms and condition and agreed upon. Signature & Seal of the Bidder Page 7 of 9
FORMAT FOR COMMERCIAL BID (On letterhead) ANNEXURE-III (a) HIRING OF VEHICLE SERVICES AT STPI NOIDA FORMAT FOR COMMECIAL QUOTATION FOR Monthly Basis 1. Name, Address and Telephone no. : of Bidder (if Partner then details thereof) 2. Permanent Account Number (PAN) : 3. Service Tax Number : 4. Number of Vehicle required : 2 (two) 5. Monthly Rate chart per vehicle S.N. Particulars 1 For 2000 Kms (from 08:00am to 08:00 pm)(6 days a week)) 2. For Every Extra Kilometer Beyond 2000 Kms (per month) 3. For Every Extra Hours beyond 08:00 am to 08:00 pm Car Make and Model Rates Per Car (AC) (inclusive of all taxes) Rate+ service tax=total charges Qty 02 Total Amount Signature & Seal of the Bidder Page 8 of 9
ANNEXURE-III (b) FORMAT FOR COMMERCIAL BID (On letterhead) HIRING OF VEHICLE SERVICES AT STPI NOIDA FORMAT FOR COMMERCIAL QUOTATION FOR Daily/Need Basis 1. Name, Address and Telephone no. : of Bidder (if Partner then details thereof) 2. Permanent Account Number (PAN) : 3. Service Tax Number : 4. Rate chart per vehicle 5. DAILY BASIS (for usage on Sunday s/holiday/on requirement basis) S.N. Type of Vehicle On daily need basis Car make/model (AC) Amount Model Name: 1. Full day with 80 Kms & 8 Hrs duty Extra KM rate after 80kms Extra Hrs rate after 8Hrs Rate+ service tax=total charges Signature & Seal of the Bidder Page 9 of 9