HINDUSTAN SHIPAYARD LIMITED: VISAKHAPATNAM TERMS AND CONDITIONS FOR PROVIIDING HOTEL ACCOMMODATION FOR RUSSIANS NOTICE INVITING TENDER Sealed tenders are invited from reputed 3 Star Hotels situated in Visakhapatnam within 15 kms from HSL for Providing Hotel Accommodation to Russians S.No Description Details 1. Tender Number MP/Q/000194/17-18,Dated:11/05/2017 2. Description of work Hotel Accommodation for Russian Specialists 3. Due date for 18/05/2017;1100hrs submission of bids 4. Date of opening of techno - commercial bids 18 /05/2017;1500hrs 5. Opening of price After technical evaluation, Price Bids of technically qualified bids service providers will be opened with prior intimation. 6. Tender fee Rs.1000/- by way of demand draft in favor of Hindustan Shipyard Limited, Visakhapatnam to be submitted along with Techno Commercial bid. 7. Bid validity 120 days from the date of opening of the price bids. 8. EMD a) Rs.1,00,000/- by way of demand draft, in favour of M/s. Hindustan Shipyard Limited, shall be submitted along with techno commercial bid. This amount will be refunded after finalization of contract to unsuccessful bidders. In case the successful bidders fail to accept the order, EMD will be forfeited. 09 Price bid As per enclosed price bid format 10 Taxes All applicable service and other charges /taxes should be clearly indicated in the price bid. Taxes/charges not indicated in price bid will not be paid later under any circumstances; however, taxes and statutory levies as amended from time to time from Govt. of India may be applicable on submission of Notification issued by GOI. 11 Payment Terms Payment will be made within 15 days after submission of bills. No interest will be paid on delayed payments. 12 Rejection Criteria Offers not complying the requirements and hoteliers who failed to submit any of the documents indicated in the Annexure I 13 Integrity Pact Integrity pact duly signed by the prospective contractor as per the format available in HSL web site is to be furnished along with the technical bid. Page 1 of 8
GENERAL TERMS AND CONDITIONS 1. Offers are to be submitted in two bid system: Each offer shall be submitted in two parts, viz., part-1 Technical Bid with all commercial conditions and part 2 Price Bid. The Technical Bid & Price Bid shall be submitted in separate sealed covers superscribing the tender number and due date and shall be submitted in triplicate. Both parts of offer shall be put in one sealed cover clearly indicating tender Number and due date and addressed to DGM (Outsourcing) Hindustan Shipyard Ltd., Visakhapatnam. 530005. Hoteliers are requested to go through the enclosed annexure carefully and submit their offers clearly in compliance with technical specification and commercial conditions in their technical part of offer and price exclusively in their price part of offer. 2. The successful Hotelier shall have to enter into an agreement with HSL on Non- Judicial stamp paper worth of Rs.100/- (Rupees One hundred only). 3. Hoteliers are requested to note that Price Indicated in the Price Bid to be kept firm throughout the contract Period and shall not be revised at any point of time during the contract. 4. All applicable taxes service and other charges should be clearly indicated in the T bid. Taxes/charges not indicated in T bid will not be considered at a later stage under any circumstances; however, taxes and statutory levies as amended from time to time from Govt. of India may be applicable. 5. HSL reserves the right to REJECT late/delayed bids, incomplete bids and those not as per tender conditions, Unsigned Bids and Bids not submitted with relevant enclosures and on Firm's / Company's letter head in the first instance itself are liable to be rejected. 6. ARBITRATION: All disputes between the parties shall be referred to the sole arbitration of the Chairman & Managing Director of the purchasers or to a person to be appointed by the Chairman & Managing Director and if the Arbitrator appointed resigns, his post or vacates his office or is unable or unwilling to act to any reason whatsoever, the authority appointing him may appoint a new Arbitrator to act in his place. The Arbitrator so appointed may from time to time with the consent of the parties enlarge the period of time for making and publishing the award. The Arbitrator shall on all matters referred to him shall indicate his findings along with the sums awarded separately on each individual items of dispute and the venue of Arbitration shall in all cases, subject to the convenience of the arbitrator, be Visakhapatnam only. The award of the Arbitrator shall be final and binding subject to the provisions of the Indian Arbitration and Reconciliation Act, 1996. Disputes if any, between the parties shall be referred to the sole arbitration of competent authority of HSL or any other person to be appointed by him. Page 2 of 8
7. JURISDICTION. The enforcement of the terms of the contract as well as all the transactions entered into by the suppliers with purchasers shall be deemed to have taken place within the jurisdiction of Visakhapatnam where purchasers works and office are situated and any cause of action arising in the due performance or breach of the Contract by either of the Parties hereto shall be deemed to have arisen within the jurisdiction of Visakhapatnam notwithstanding the residence or place of business of the Contractors/ Suppliers. 8. FORCE MAJEURE: Unforeseeable causes beyond the control and without any fault or negligence of either party which effect delay or failure to fulfil this agreement partially or wholly shall be regarded as force majeure and shall include causes such as acts of god, war, fires, floods epidemics, Government restrictions, strikes, earth quakes etc. The occurrence of case of force majeure shall be notified by the party affected by it to the other party immediately by cable and confirmed by registered letter/fax, stating the nature of occurrence accompanied by a certificate evidencing the claim. 9. HSL Standard Terms and Condition In all other cases of doubt, HSL Standard business terms and conditions will be applicable. For HSL Standard terms and conditions, visit our web site www hsl.nic.in. 10. Bidders shall accept all terms and conditions of tender enquiry in TOTO and the same shall be clearly indicated in technical bid. 11. For further details, please contact: DGM (Purchase) M/s. Hindustan Shipyard Ltd., Gandhigram, Visakhapatnam - 530 005. Ph. No: 949379 2804/2092 Page 3 of 8
Specifications & Requirements 1) Hotelier s Star Rating: Accommodation to be provided for the Russian Specialists in a 3 Star Hotel. 2) Duration of the Rate Contract: Rate Contract for Hotel Accommodation shall be for a period of 2 years with a provision to extend the same for a further period of one year. 3) Number of Members: Indicative numbers of Russian group at any given period of time shall be 25 (approximately) which may vary based on actual requirement. 4) Single Accommodation: Single occupancy rooms with the facilities of Air Conditioner, Refrigerator, Television preferably with Russian Channel, Radio /Channel Music, attached bath/toilet with continuous supply of hot and cold running water. The living area should be minimum 12 sq. meters. 5) Order will be placed on L1 Hotel. However HSL reserves the right to accommodate Russians in the alternative Hotels (whose offers are techno commercially acceptable to HSL) In case Russians are not willing to stay in L1 Hotel. 6) Food Requirement: The Food details will be as under and shall be included in the room rent: Bed Tea (with or without milk) with snacks. Breakfast and dinner on working days. Breakfast, lunch and dinner on Saturdays, Sundays and Holidays or if required on arrival and departure days. Lunch to be provided to the Russian Specialist(s) who are staying in the hotel on sick grounds or on advice of the company in case of local disturbances. Mineral water and soft drinks be provided as required. 7) Price should include food requirement indicated above 8) Liquor/Alcohol (if required) by the Russians not on HSL account. 9) Choice of Food: European cuisine as per the specialists tastes requirements and menu should be flexible. In case of buffet meal provision to be made for sufficiently large quantity of soup, potato finger chips/boiled potatoes, boiled cabbage and fresh salad. Non-vegetarian items should be in conformity with liking of the specialists without spices and preferably prepared as per their choice considering prolonged stay. 10) Furniture, Linen, Bedding etc.: Should be of highest quality befitting the status of our honored guests and to project good image of our country. Page 4 of 8
11) Notice for Arrival: Period of notice viz. 14 days would be provided to hotels prior arrival of the Russian. 12) HSL reserves the right to distribute the guests into several hotels based on actual requirement. One week of prior notice will be given to the hotel in case of any change in the requirement. 13) Medical Aid & Hospitalization: Minimum medical services and first-aid to be provided at the hotel. In case of emergency requirements, immediate medical attendance and transfer of patient to the hospital be arranged. The expenses incurred towards medical treatment in consultation with the company medical officer/liaison officer will be reimbursed. 14) Recreational Facilities: Recreation facilities like indoor games, swimming pool, gym, facilities etc., are to be provided at the hotel. Arrangements are also to be made to the specialists at week-ends and holidays as part of recreational facilities for outing of the team and any cultural activities to expose the guests to the rich cultural heritage of our country at your cost. 15) Laundry: a) Daily laundry for normal wear is to be provided which includes pant, shirt undergarments & socks including ladies wear. b) Laundry for working wear is to provided twice in a week which includes boiler suit, socks and gloves. 16) Working Lunch: Working Lunch is to be arranged as and when required at HSL premises as per the Annexure -II. Clearly specify the rate quoted for working lunch including or excluding all taxes and specify the % & nature of taxes in the T Bid. 17) Swimming Pool: The Swimming Pool facility is to be provided to the utmost satisfaction of our Russian Specialists. In case the swimming pool facility is not available on your premises, transport is to be provided for carrying our guests from hotel to swimming pool and back to hotel at your cost. Also the full details of where the guests will be provided this facility and a copy of agreement with the agency providing swimming pool is to be enclosed with T-Bid. No change will be accepted later and if the facility is rescinded / changed the contract even after finalization will be cancelled and the EMD will be forfeited. 18) Bidders are required to indicate acceptance of the arrangement in the T Bid. HSL reserves the right to reject the offer of the Hotels which have not accepted for the arrangement. Page 5 of 8
Annexure-I LIST OF DOCUMENTS TO BE ENCLOSED TO T BID. 1. Star Classification Certificate issued by Ministry of Tourism, GOI 2. Copy of the Hotel License 3. Copy of PAN Card 4. Service Tax Registration 5. Tax Particulars. 6. In case there is no swimming pool available in the Hotel, copy of the agreement had with any agency for provision of the same may be furnished. 7. RTGS Particulars. Page 6 of 8
Annexure-II RUSSIAN MENU 1. GREEN SALAD 2. NON VEG SOUP 3. VEG FRIED RICE 4. VEG MOMO 5. BOILED CHICKEN OR MUTTON OR TOASTED BONELESS FISH 6. BLACK TEA & LIME PIECES 7. BOILED EGGS 8. PULKA 9. GREEN ONION 10. POTATO PIT 11. WHITE RICE 12. VEG CURRY 13. DAL 14. CURD 15. GARLIC 16. FRUIT JUICE 17. BANANA / MANGO 18. MINERAL WATER 19. BLACK PEPPER 20. SOAMP & SUGAR Page 7 of 8
Annexure-III PRICE BID FORMAT FOR PROVIDING HOTEL ACCOMODATION TO RUSSIAN Consultants Sl. No Description Rack Rate Published Tariff Taxes Total Price 01 Rate per Single Occupancy per day (Includes requirement specified at Clause 4 & 6 of Page 4 02 Rate for Working Lunch at HSL as per the attached menu. Page 8 of 8