(A Govt. Of Kerala Undertaking) 1 st Floor, Vipanchika Tower, Thycaud, Thiruvananthapuram-695014 Phone/Fax +91 471 2328616 www.vizhinjamport.in TENDER DOCUMENT NAME OF WORK: HIRING CAR ON CONTRACT BASIS Six Seater -Toyota Innova (A/c Diesel) without driver TENDER No: (VISL/2015-16/ADMN-06) dtd 22 Aug 2015 This document contains three parts PART I, II & III Part I contains Notice Inviting Tender,Form for Tender Submission and Instructions to the Tenderers Part II contains General Conditions of Contract (SECTION A) & Special Conditions of Contract (SECTION B) Part III contains Schedule A(Pre-Qualifying Bid) & B (Financial Bid) CONTENTS Sl No: Details Page No: 1 Tender Notice 2 2 Form for tender submission 3 3 Instruction to tenderers 4 4 General conditions of contract 6 5 Special conditions of contract 9 6 Schedule A(Pre- Qualifying Bid) 10 7 Schedule B(Financial Bid) 11 ISSUED TO..... for Managing Director & Chief Executive Officer 1 st Floor, Vipanchika Tower, Thycaud, Thiruvananthapuram-695014 Signature of Tenderer Page 1 of 11
1 st Floor, Vipanchika Tower, Thycaud, Thiruvananthapuram-695014 Phone/Fax +91 471 2328616 www.vizhinjamport.in Part -I TENDER NOTICE NAME OF WORK: HIRING CAR ON CONTRACT BASIS TENDER NOTICE: (VISL/2015-16/ADMN-06) dtd 22 Aug 2015 (VISL), invites sealed competitive tenders for hiring diesel A/c tourist permit car (Toyota Innova A/c Diesel) without driver on contract basis, for the official use of VISL for a period of one year initially, which is likely to be extended further based on performance, from the prospective contractors holding a valid certificate issued by the competent authority of a PSU/Central or State Govt organization/reputed Private companies/firms for satisfactory performance of a similar contract on hiring vehicles for atleast one year before the date of notice inviting tender and having atleast one vehicle. Category A Six Seater -Toyota Innova (A/c Diesel) without driver Schedule to the invitation of Tender: Availability of Tender form Date & Time of Issue of Tender Form Last Date & Time for Submitting Tenders Date & Time of Opening Tenders Minimum Validity of Tender: Cost of Tender Document Earnest Money Deposit(EMD) From VISL office on working days between 10:00hrs and 17:00hrs from 25th August 2015 to 12:00hrs of 09th Sep 2015 or please visit our website : www.vizhninjamport.in 25th Aug 2015,10:00AM onwards 09th Sep 2015, 02:00PM. 09th Sep 2015, 02:30PM 120 days from the opening of tender. Rs.210/-(Rupees Two Hundred and Ten Only) inclusive of VAT. Rs.5,000/- (Rupees Five Thousand Only) per car payable by DD in favor of Vizhinjam International Seaport Limited, Thiruvananthapuram, which shall be returned at the time of successful completion of the contract period. The tenders in the specified form shall be submitted to the MD & CEO, Vizhinjam International Seaport Ltd,TVM in a sealed envelope(cover III) superscribed as Tender for Hiring Car. The envelope shall contain two separate covers marked as Cover 1 - Pre-Qualifying bid and Cover II- Financial Bid. The cover I shall contain the signed and self-detailed qualifying bid form along with the requisite EMD. Those who have downloaded the tender document from our website www.vizhinjamport.in shall also enclose in Cover I a DD for an amount of Rs210/- (Inclusive of VAT) from any commercial bank drawn in favor of Vizhinjam International Seaport Limited, payable at Thiruvananthapuram as fee for the tender document. The second cover ie, Cover II shall contain the financial bid showing the rate quoted. Tender submitted without cost of tender form and the prescribed EMD will be summarily rejected. The VISL reserves the right to either accept or reject any or all of the tenders without assigning any reasons. For Managing Director & C E O Signature of Tenderer Page 2 of 11
1 st Floor, Vipanchika Tower, Thycaud, Thiruvananthapuram-695014 Phone/Fax +91 471 2328616 www.vizhinjamport.in FORM FOR TENDER SUBMISSION (To be filled by the Tenderer) TENDER NOTICE: (VISL/2015-16/ADMN-06) dtd 22 Aug 2015 For supplying one TOYOTA INNOVA (A/c) without driver on contract basis To The Managing Director & Chief Executive Officer 1 st Floor, Vipanchika Tower, Thycaud, Thiruvananthapuram-695014 Sir, 1. Having considered the above Tender enquiry, Schedule and Tender Conditions of Contract, I/We hereby offer to supply the following caron contract basis described in the Tender Specification and Conditions of Contract at the rates entered in the attached Contract Schedule. Category A Six Seater -Toyota Innova (A/c Diesel) without driver 2. I/We hereby undertake to supply the vehicle on contract basis in accordance with the Contract Conditions. 3. I/We have signed in all the pages of the tender documents as a token of acceptance of the tender specifications. 4. EMD amounting to Rs.5,000/- (Rupees Five thousand only) for one Car has been enclosed by DD in favor of Vizhinjam International Seaport Limited payable at Thiruvananthapuram. 5. Attested true copies of the specified documents have been attached. Date of Submission Signature Name & Address of Tenderer..... Signature of Tenderer Page 3 of 11
1 st Floor, Vipanchika Tower, Thycaud, Thiruvananthapuram-695014 Phone/Fax +91 471 2328616 www.vizhinjamport.in 1.Eligibility: INSTRUCTIONS TO TENDERERS (a)the tenderer holding a valid certificate issued by the competent authority of a PSU/Central or State Govt organization/reputed Private companies/firms for satisfactory performance of a similar contract on hiring vehicles for at least one year before the date of notice inviting tender and having at least one vehicle. (b)the model of the vehicle shall not be prior to June 2013. True copies of relevant pages of the Certificate of Registration of the related vehicle attested by a Gazetted Officer shall also be furnished along with the tender. VISL is at liberty to reject the offers in the absence of these documents. (c) The tenderer shall also submit the full details of the vehicle that can be assigned in their favor and shall give a clear declaration that the owner /firm will be able to supply the vehicle.ie, In case the Contractor and the Registered owner of the vehicle are different, written consent of the owner for lending the vehicle to the contractor for a specified period of not less than one year shall be attached. 2.Tender Form.(Two Bid Format) Tenders should be submitted in sealed covers :- (a) Cover 1 - Pre-Qualifying bid : It shall contain the signed and self-detailed Pre -Qualifying bid form,the requisite EMD and attested copies of the documents. (b) Cover II- Financial Bid : It shall contain the financial bid form showing the rate quoted. (c) Cover III- Tender for Hiring Car It shall contain the Cover I and Cover II and should be addressed to Managing Director & Chief Executive Officer,, 1 st Floor, Vipanchika Tower, Thycaud, Thiruvananthapuram-695014. 3. The tender documents can be obtained from our office on all working days between 10:00hrs and 17:00hrs from 25 th Aug 2015 to 12:00hrs of 09 th Sep 2015 at a cost of Rs.210/- (Rupees Two Hundred and Ten only) including VAT. Tender documents downloaded from our website www.vizhinjamport.in are also acceptable provided the requisite tender fee ie,rs.210/- is enclosed in the form of DD from any commercial bank drawn in favor of Vizhinjam International Seaport Limited, payable at Thiruvananthapuram. Signature of Tenderer Page 4 of 11
4. The last date for receipt of Sealed tender will be upto 02.00pm of 09 th Sep 2015. Tender received after the stipulated time will not be accepted/ opened. The VISL will not be responsible for any postal delay in this regard. 5. Earnest Money Deposit (EMD) of Rs. 5,000/- ( Rupees Five Thousand only) per car shall be submitted along with the tender payable by DD in favor of Vizhinjam International Seaport Ltd (VISL), Thiruvananthapuram. 6. The tenders without tender document fees and or EMD or DD incorrectly addressed will be summarily rejected. 7. The tenderer shall complete the tender form as per Schedule A(Pre- Qualifying bid) and Schedule B(Financial Bid) of the tender document. 8. The tenderer shall quote rate in the prescribed form Part III Schedule-B(Financial Bid)) attached to the tender document. Quoted rates should include all operation and maintenance expenses including fuel charges & remuneration to the Driver. The price quoted shall be firm and final for the entire period of contract. 9. Alteration should not be made in the Tender form or schedule or Tender Conditions except to the extent of filling in the tender forms and schedules. The overwriting/ erasures in the tender form made by the tenderer shall be signed by the person signing the tender. 10. Tenders will be opened at 02:30 pm on 09 th Sep 2015 by the MD&CEO, VISL or his representative/ designated officer(s) at the office in the presence of those bidders or their representatives present at that time. The Bidders/their representatives who are present at the time of opening of the bid should sign in a register. 11. VISL shall evaluate the bids to determine whether they are complete, whether any computational errors have been made whether documents have been properly signed and whether bids are generally in order. If there is a discrepancy between words and figures the amount in words shall prevail. 12. If the tenderer has any doubt regarding any portion of the general conditions/special conditions of the contract, he should get it clarified in writing from the Tendering Authority before submission of the tender. Signature of Tenderer Page 5 of 11
PART II SECTION A GENERAL CONDITIONS OF CONTRACT 1. Conditional tenders are liable to be rejected. Final acceptance of the tender rests entirely with the tendering authority. Also, the VISL is not liable to assign any reason whatsoever for not accepting the lowest or any tender or all tenders without assigning any reasons and the VISL s decision in this regard will be final and binding to all bidders. The VISL will not be responsible for any expenses or losses that may be incurred by the tenderer in the preparation of the tender. 2. Successful bidder is required to execute an agreement in Kerala Government Stamp Paper worth Rs.100/- in the form appended to the Tender Specification for the satisfactory performance of the contract for one year. 3. Earnest Money Deposit (EMD) of Rs. 5,000/- (Rupees Five Thousand only) shall be submitted along with the tender form payable by DD in favor of Vizhinjam International Seaport Ltd (VISL), Thiruvananthapuram. Further for the successful bidder this EMD will be treated as security deposit, which will be released after the satisfactory completion of the contract period at the time of final settlement of accounts. The Security Deposit shall be forfeited in case of any default on the part of the contractor in not providing or improper providing of the vehicle or unsatisfactory service. 4. No interest will be paid on the retention amount / security deposit. 5. Normal contract period will be for one year from the date of placement of order, with a provision to extend based on performance of the contractor/driver with an increase on the Base Hire Rate as agreed to by both the parties. Other terms and conditions of the contract will remain the same. If the contract is extended the contractor shall execute a new agreement in Kerala Government Stamp Paper worth Rs.100/- 6. Quoting of price: 6.1. The contractor shall quote the Base Hire Rates (BHR) (ie, monthly hire charges for base distance of 2000 Kilometer) in prescribed form (Part III Schedule-B (Financial Bid) for the car and for additional per Km rate over and above the base distance of 2000 Km taking into consideration, the Base Fuel Rate (BFR) per liter of ordinary diesel fuel at Thiruvananthapuram city as Rs.49 and Paisa 37 only per liter as on 15th August 2015. 7. Payment of Bills: Payment will be made monthly as scheduled on the basis of Log Book (form prescribed by VISL) entries duly certified by the concerned officers. No advance payment on any account will be made. The contractor shall submit the bill along with certified copy of logbook and all supporting documents in the first week of the following month in respect of previous month. Necessary deductions towards TDS/Education Cess and any other tax shall be effected at source at the time of settlement of monthly bills. 8. Adjustment for fuel price variation: ( AFPV ) In case, the per liter rate of ordinary diesel fuel is revised (enhanced or reduced) from the BFR by the competent authorities, the fuel price variation will be taken into account only when the variation from base fuel rate is 10% for the first time and thereafter for every increases, and the additional expenses incurred Signature of Tenderer Page 6 of 11
on fuel due to increase or decrease in fuel charges will be adjusted along with the quarterly settlement of accounts based on the following formula: AFPV = (A/M)*( RFR BFR) Whereas, A= Actual km run by the vehicle as per log book (after fuel rate revision) M = Approved Mileage of the car as certified by the Mechanical Sub Division, PWD RFR = Revised Fuel Rate BFR = The Base Fuel Rate (BFR) per liter of ordinary diesel fuel at Thiruvananthapuram city as Rs.49 and 37 paisa (as on 15th August 2015). The cost for conducting mileage test through PWD shall be borne by the contractor. If there is decrease in fuel price formula will indicate negative figure which means the deduction shall be done from the bill. 8.1. The hire charges will be calculated for a block period of three months/6000 Kilometer. The excess Kilometer over 2000Km travelled in a particular month will be carried over to the next month for adjusting in the quarter. The excess, if any, at the end of every quarter will be reckoned and paid at the accepted rates. 8.2. The review for change in hire charges due to change in fuel rates shall be affected at the end of quarter, irrespective of start of contract i.e. on 31st March, 30th June, 30 Sept, and 31st December. The change in hire charges, if any, shall be applicable from the Ist day of next quarter. Base Rate of fuel would be fuel prices as on date of award of contract. 8.3. The service provider shall submit supplementary bill for reimbursement towards increase in Fuel price on monthly basis without accumulation. This supplementary bill is to be supported with proof of fuel price prevailing on 1st of the month. 9. The contractor/ driver should maintain an account of journeys performed by the vehicle as per requirements of the VISL duly signed by the officer(s) using it and submit the same to the Controlling Officer concerned either at the end of the day or on the next day. The contractor shall comply with the requisition for vehicle(s) made by the Controlling Officer. 10.The owner of the vehicle/contractor shall maintain all up-to-date records as per the Kerala Motor Vehicles Act pertaining to the Vehicle such as RC book, vehicle tax, tourist permit, policy of insurance, pollution control certificate, license of the driver etc. and shall be presented before the VISL officials for verification as and when required. Originals of all the above records shall be kept in vehicle during running time. 11. The vehicle that will be provided under this contract should be in good running condition. The vehicle should be comprehensively insured against all risks including third party insurance at the cost of the contractor/owner and the policy of insurance should be in force at all times during the contract period and the same shall be produced before the VISL officials for verification as and when demanded. 12. The contractor should bear all expenditure connected with maintenance necessitated to the vehicle during the period of Contract. VISL shall not be held responsible for any loss/damage to vehicle, other properties, life or other unforeseen incident that may occur during the period of hiring of vehicle. 13. The cost of fuel, oil etc and other consumables etc. shall also be borne by the contractor. Signature of Tenderer Page 7 of 11
14. VISL will also be not responsible for any loss of life, or any injury to the driver or to any third party caused at the time of performing bonafide trips of VISL during the period of contract. 15. The contractor will be responsible for loss, damage or injury to any person, property, materials, equipment or any other article caused due to negligence of his driver or ill maintenance of the vehicles hired by VISL. 16. The contractor shall at all times keep VISL indemnified against all claims, actions, proceedings, costs, damages incurred and compensation agreed in consequence of any breach of all or any of the covenants and warrants herein contained. 17. VISL shall not in any way be responsible during the course of contract for any accident, loss, damages etc. that may occur to the vehicles so supplied by the contractor on contract basis. 18.In case, the successful tenderer discontinue the contract or fails to supply vehicles as per the agreement within the contract period, then at the discretion of the VISL vehicles will be arranged through another tender or by negotiation or with the next higher tenderer, who had offered to supply the vehicles on contract basis and the loss, if any, caused as may be fixed by VISL shall be recovered from the defaulting contractor. 19. VISL reserves the right to terminate any contract after serving seven days notice in writing to the contractor without assigning any reason thereof. Signature of Tenderer Page 8 of 11
PART II SECTION B SPECIAL CONDITIONS OF CONTRACT FOR HIRING OF CAR 1. The contractor should see that driver with the vehicle reports in the concerned office or any other specified place at the specified time every day as informed by the concerned officer. 2. The Contractor is liable to make available an equivalent substitute vehicle, if the vehicle on contract is under repair/ in case any inconvenience is experienced in the performance of trips/due to other reasons, failing which alternate arrangements will be made by VISL at the risk and cost of the contractor and the amount will be deducted from any amount due to the contractor from VISL. 3. The vehicle should be ready with the driver on any day at any time including holidays to take any trips whether long or short at the direction of the authority and shall be used exclusively for VISL s purpose. The vehicle will be normally stationed at VISL s Office premises to which the vehicle is attached. 4. Vehicle should be in proper condition to undertake long trips at short notice, even on informing over telephone. The trip may require journey and halt at outstation also. The driver shall always be ready for such trips. 5. Kilometer reading will start and terminate at VISL s office where the contract vehicle is attached. No mileage will be permitted for lunch/tea break etc. Meter indicating the Kilometer run (odometer) should be in good working condition and accurate and in accordance with the regulations of Motor Vehicle Department. 6. A blue colored metal plate bearing GOVERNMENT OF KERALA - ON CONTRACT WITH VIZHINJAM INTERNATIONAL SEAPORT LTD in black colored letters provided by VISL should be fixed displayed near the front and rear number plates of the vehicle. This display board should not be used at any time other than official trips. 7. Trip sheet/log book (prescribed form by VISL) in triplicate should be maintained by the driver and in the said trip sheet /log book, vehicle number, name of the driver, the reporting time, reporting Kilometer reading, starting kilometer reading, closing Km reading and time of release of the vehicle shall be recorded and it shall be signed by the driver and counter signed by the authorized official of VISL and a copy of the daily trip shall be furnished to VISL either at the end of the day or next day morning. The person traveling in the vehicle or the authorized representative shall also sign the trip sheet at the end of each trip. 8. VISL shall be free to terminate the contract if the vehicle is not available for even one day if it is required. However, the contractor may arrange alternate equivalent vehicle in unavoidable circumstances at his own cost under exigencies with prior approval of the competent authority. However, such arrangements shall be only temporary, and not exceeding 7 days in any case. Any breach of this condition shall render the contract as terminated without any further notice and VISL will make alternate arrangements. 9. The contractor should be willing to abide by the conditions, rules and regulations prevailing in VISL/ State Government for similar works. 10. The Courts situated at the place where the Headquarters of the tendering authority is situated viz: Thiruvananthapuram alone will have jurisdiction to entertain civil suits pertaining to this contract. 11. In case the tender will not held on the mentioned day due to the reasons outside the control of company, same will be conducted on next working day at the mentioned place and time. Signature of Tenderer Page 9 of 11
PART III SCHEDULES SCHEDULE A (Pre-Qualifying Bid) PROFORMA VEHICLE DETAILS Vehicle Category Category A Six Seater -Toyota Innova A/c without Driver 1 Name and Address of the Contractor 2 Telephone No. a. Contractor 3 Details of the vehicle offered b. Driver c. Registered Owner a) Make b) Capacity c) Model d) Registration number e) Year of Manufacturing f) Name and address of the registered owner g) Tax expiry date h) Insurance expiry date i) Pollution control certificate expiry date j) Tourist permit expiry date 4 Whether copy of relevant pages of Yes/No Registration Certificate/ others showing details under item (3) above in respect of the vehicle duly attested by a Gazetted officer attached 5 In case the Contractor (Item 1) and the Yes/No/NA Registered owner (Item 3f) of the vehicle are different, written consent of the owner for lending the vehicle to the contractor for a specified period of not less than one year shall be attached Note: All the above items shall be filled up by the contractor Place: Date: Name & Signature of the Tenderer Signature of Tenderer Page 10 of 11
PART III SCHEDULE B(Financial Bid) DETAILS OF RATE QUOTED FOR CATEGORY A Six Seater -Toyota Innova A/c without Driver 1. HIRE CHARGE ON MONTHLY BASIS Sl.No. Particulars In figures Hire charges on Monthly basis up to 2000 Kilometer. (Base Hire Rate) (Take the base rate of ordinary diesel 1 fuel as Rs. 49 and Paisa 37 only per liter as on 15th August 2015 at Thiruvananthapuram city for quoting the above rates) Charges for running every additional Kilometer over and above 1500 Kilometer (Take the base rate of 2 ordinary diesel fuel as Rs. 49 and Paisa 37 only per liter as on 15 th Aug 2015 at Thiruvananthapuram city for quoting the above rates) (The amounts should be exclusive of Service Tax only) Rate (Rs.) In words The above rates are inclusive of cost of fuel, maintenance charges, all taxes relating to vehicle (Road tax etc.), vehicle insurance, and all taxes payable by the Owner/Contractor of the Vehicle to Government (exclusive of Service Tax) for providing vehicle in good running condition. The Owner of the Vehicle hereby agrees to all the terms and conditions of the tender and also agrees to any deduction to be made from the bills towards statutory taxes and levies as per relevant rules in force from time to time. Place: Date: Name & Signature of the Tenderer Signature of Tenderer Page 11 of 11